Fillable Printable Letter Format Address Block

Letter Format Address Block

KCI Reader-Based Writing Style Guide

Semiblock letters have

indented paragraphs. The

return address (if not part of

the letterhead), the date, the

reference line, the

complimentary closing, and

the signature block are right

of center. All remaining

elements are flush left.

Standard punctuation has

minimal punctuation with a

colon or comma after the

salutation and a comma after

the complimentary closing.

1 Letterhead/Return Address—

Business letterheads provide

the name, address, and phone

number of the organization

sending the letter. The

letterhead may also include the

company logo and fax

number(s). When letterhead

stationery is not available, a

return address with the same

information that a letterhead

contains is placed immediately

above the date line in the

letter. In a semiblock letter, the

return address is typed right of

center.

2 Date Line—The date line is

placed two or three lines below

the letterhead (or as many as six

lines, if the letter is short). If no

letterhead is used, the date line

is directly beneath the return

address. Usually, the date

order is month, date, year:

July 10, 1995. However, the

U.S. Government and many

foreign countries place the day

before the month: 10 July 1995.

Abbreviations should not be

used.

3 Reference Line or Block—

Reference lines or blocks are

one or two lines below the date

line. Reference lines are

usually aligned with the date.

They can begin with RE or

Reference. Sometimes a lead-in

is needed to clarify the

reference.

4 Special Notations—Special

notations appear two lines

below the date or reference

line. When an inside address is

included, the notation appears

between the date or reference

line and the inside address.

Capital letters are used to make

the note more visible. When

two or more notations apply to

a single letter, one appears

directly below the other.

5 Inside Address—The inside

address appears below the date

or reference line. It is

consistent with the format,

spelling, and punctuation

shown on the receiving

organization's letterhead or

typed return address. Letter

length dictates the number of

lines that are inserted between

the date or reference line and

the inside address.

ACORN WHOLESALE F OODS, INC.

2345 South 1300 East

Salt Lake City, Utah 84105

Telephone (801) 364-5567

October 30, 1995

In reply to: Your Letter

October 24, 1995

CONFIDENTIAL

Mr. Fred Tanner

LowPrice Food Stores

Corporate Office

1823 South 2400 West

West Valley City, UT 84335

Dear Mr. Tanner:

SUBJECT: Details of the Spring 1995 Fleur-de-lis Charcoal Program

Thank you for your letter concerning our Spring Fleur-de-lis Charcoal

Program. We are very excited about this program and feel it will provide

many growth opportunities for LowPrice Food Stores throughout the

country. The details of the program are outlined below.

The partnership between Acorn Wholesale Foods and LowPrice

continues to grow and we are delighted with the fine charcoal season we

had in 1994. Your sales results mirrored our national figures as Fleur-de-

lis outperformed all other charcoal brands in both units and dollars and

attained a 64% market share. These results are a direct reflection of the

advertising and merchandising support LowPrice has given Fleur-de-lis,

yet there are still opportunities to further develop our business, especially

through our Spring Fleur-de-lis Charcoal Program.

Spring Fleur-de-lis Charcoal Program

Early Season Inventory Levels

We agreed that adequate early season inventories (e.g., late February,

early March) are critical to a successful year. Our extended dating on all

orders shipped prior to March 31 provide incentive to display charcoal

prior to those first warm spring days.

LETTERS

Semiblock Letter, Standard Punctuation

KCIReader-Based Writing Style Guide

6 Salutation—The salutation

appears two spaces below the

inside address and usually

begins with Dear followed by

the title and name of the

addressee. In standard style

punctuation, a colon (formal

letters) or comma (informal

letters) follows the salutation.

7 Subject Line—Subject lines

define the subject of the letter.

They appear two lines below

the salutation and two lines

above the first line of the text.

Subject lines are emphasized by

using boldface type,

underlining, or all capitals.

8 Text or Body—The text or

body begins two lines below

the salutation. Text is usually

single-spaced with one blank

line between paragraphs

(indented in a semiblock style

letter). Headings highlight the

organization of the letter and

emphasize key points or

sections. If the text extends to a

second page, at least three lines

of text should be on the second

page.

9 Headings for Continuation

Pages—Continuation pages

begin with a heading that

contains the name of the

addressee, the page number,

and the date. They may also

include the reference.

10 Complimentary Closing—The

complimentary closing appears

two lines below the last line of

text and is right of center.

11 Signature Block—The

signature block is four or five

lines below the complimentary

closing and is right of center.

The signature block contains

the handwritten signature of

the writer, the full typed name

of the writer, and the title of the

writer. The company name is

optional.

12 Reference Initials—Reference

initials (the writer's initials and

the secretary's/typists' initials)

are two lines below the last line

of the signature block and flush

with the left margin. Writer's

initials are in all capitals,

followed by a slash or colon,

and then followed by the

secretary's/typist's initials in

lowercase letters.

13 Enclosure Notation—

Enclosure notations remind

readers that one or more

enclosures are included. These

notations appear directly under

the reference initials.

14 Courtesy Copy Notation—

Courtesy copy notations, which

show the distribution of the

letter, are two lines below the

enclosure notations and flush

left. All others receiving the

letter besides the addressee are

listed.

Extension of the Season

Your November Smoked Turkey feature is an excellent example of how to

capture late season sales. Most retailers stop advertising and stocking charcoal

by late July, ignoring a growing market of consumers who barbecue late into the

fall and at Thanksgiving. An increase in August through October sales features

will provide increased sales and profits for LowPrice.

Fleur-de-lis 15# Bags

I have enclosed pricing and display information for the Fleur-de-lis 15# bags,

which may be the right size product for LowPrice. However, because of the

success you have had with the traditional 8# bag, I suggest you test this size in a

few of your "high-traffic" stores early in the season to get a feel for its viability as

a successful everyday item.

Shipment of Fleur-de-lis Start-Lite

We have developed a 30-case pallet that will allow us to ship you large

quantities of our highly successful Fleur-de-lis Start-Lite charcoal starter. We

will be sending you a sample of our starter next week. We have reserved 7,000

units for LowPrice ad will await your decision concerning your purchase of all

the reserved units.

I have included a recap on invoice costs for each product you discussed in

your letter. All product specifications and configurations are included in the

Fleur-de-lis binder I sent you last month.

Fleur-de-lis has been a very successful brand at LowPrice, and we look

forward to another successful year and an opportunity to grow our business

even further. Your input was very valuable, and we hope that you will continue

to provide us with suggestions for improving our service to you.

Please let us know if we can provide you with any other information relating

to Fleur-de-lis or any of our other products.

Sincerely,

Kelly Flower

Regional Sales Director

Acorn Wholesale Foods, Inc.

KMF/crt

Enclosures (2)

cc: Mrs. Florence Partridge

Mr. Tanner -2- October 30, 1995

LETTERS