![]() Every business letter should be concise, taking into account your reader’s limited time. Close the body with a call to action: a sentence encouraging the recipient to do what you want them to do. Further paragraphs will provide details related to the letter's purpose. Body: Your letter body should start with a general introduction of who you are and the letter's purpose.Subject: Clearly stating the subject of the letter helps your recipient quickly determine the context of the letter. ![]() ![]() Greeting: For the greeting, use "Dear" followed by 1) the person’s full name or 2) Mr.The recipient’s title can be added as well. Recipient’s Name and Address: Include the full name and address of the person you are sending the letter to.Make your date current to the actual mailing date of the letter. Date: Follow the month-day-year format (as opposed to the day-month-year format that prevails in Europe).You may also include your email address or phone number. Include your full business address and correct legal business name. Return Address: If you have company letterhead, you can skip this section.Instead of placing the closing and signature linesįlush left, type them in the center, even with the addressĪnd date above, as illustrated here. Indent the first line of each paragraph one-half inch. Salutation flush left the salutation should be followed by aĬolon. The top, with the left edge of the address aligned with theĬenter of the page. If you are using the indented form, place your address at Succeeds no matter which choice you make! There seems to be no consensus about suchįine points as whether to skip a line after your returnĪddress and before the date: some guidelines suggest that youĭo others do not. York: McGraw-Hill, 2001), a great reference tool for workplaceĬommunications. We highly recommend The Gregg Reference Manual, 9th ed. For authoritative advice about all the variations, The indented format on this page, one of the two most commonįormats. Indented formats, and modified block formats. Now doesn’t that look professional?Īh, business letter format–there are block formats, and Sign the letter in the blank space above your typed name. Skip lines between paragraphs.Īfter writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type your name and title (if applicable), all flush left. Then write the body of your letter as illustrated here, with no indentation at the beginnings of paragraphs. Skip another line before the salutation, which should be followed by a colon. For formal letters, avoid abbreviations where possible. If you are using letterhead that already provides your address, do not retype that information just begin with the date. First provide your own address, then skip a line and provide the date, then skip one more line and provide the inside address of the party to whom the letter is addressed. When you use the block form to write a business letter, all the information is typed flush left, with one-inch margins all around. Let’s hope that your business letter succeeds no matter which choice you make! There seems to be no consensus about such fine points as whether to skip a line after your return address and before the date: some guidelines suggest that you do others do not. (New York: McGraw-Hill, 2001), a great reference tool for workplace communications. For authoritative advice about all the variations, we highly recommend The Gregg Reference Manual, 9th ed. To simplify matters, we’re demonstrating the block format on this page, one of the two most common formats. Block FormĪh, business letter format-there are block formats, and indented formats, and modified block formats. If you have questions about the information in our handouts, please make an appointment to see a Writing Center instructor. Therefore, the advice here may or may not apply to your writing situation.įinally, handouts can give only a fraction of the customized guidance that an individual conference with a Writing Center instructor can provide. Assignments vary, and different instructors want different things from student writers. However, there are limitations to these materials. In this section, you will find many instructional materials we’ve developed for our Writing Center teaching.
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