Styles And Format Of Business Letter

Styles Format Business Letter

The Styles of Business Letters (Layouts of Business Letters) have undergone changes over the period of time. In the old times, the style was followed strictly. But recently liberty has been given to the business people to follow their own styles. Although no room was allowed for deviation form the standard form an effective letter during old days, the letters written then was more effective. There are still many business houses which use the old layout. But things have become much easier and business people have taken liberty in their approach towards adopting the layout of their business letters.

1. Full Block Style

Full block format is considered the most formal of the three styles. In full block format or style, every line is left justified. The dateline is placed two to six line spaces below the last line of the heading or letterhead. The inside address placement varies depending upon the length of the letter. A common spacing is four line spaces below the date line. The salutation is placed two lines below the attention line (if an attention line is provided). The first line of the body is placed two lines below an attention line or two to four lines below the last inside address line. When using full block, paragraphs are single spaced, with a double space between paragraphs.

2. Block Style

The block style is also known as the Full block style. In this style, all elements of the letter are justified to the left.

This business letter style is becoming very common, for the obvious reason that typing in this manner is easier, especially on a computer.

3. Semi Block Style

Semi-block format or style is frequently called modified semi-block because it is a slightly less formal modification of full block format. This letter style places the date line in alignment with, or slightly to the right of dead center. Another option for placing the date line in semi-block is flush right. Similar to full block, semi-block places the inside address, salutation and any end notations flush with the left margin. However, unlike full block, each body paragraph of semi-block is indented five spaces. The complimentary close and signature block are aligned under the date.

4. Indented Style

Indented style is somewhat more complicated than other popular styles of business writing. In indented style, new paragraphs in a piece of writing are indented that is, they begin about 1.5 centimeters to the right of the left margin. Other parts of a business letter are moved farther to the right half of the page. Indented style is one of the older formats for business writing currently in use, though other formats are becoming more popular. Indented style is a format that many of today’s business people were trained to use.

5. Simplified Style

Simplified format or style unlike full block and semi-block has fewer internal parts. This format is also the most widely used format in professional correspondence. Simplified format is focused and professional without unnecessary formality. Simplified format places all internal parts in left alignment; however, the traditional salutation is replaced with an all-caps subject line that is also placed flush with the left margin. Body paragraphs are left aligned and single spaced within and double spaced between. In simplified style, the writer’s name and title, if necessary, are aligned with the left margin and typed in all caps at least five spaces below the last line of the body or message of the letter.

6. Hanging Indentation Style

A hanging indented letter style is when a paragraph is indented so that the first line hangs over the rest. Normally you would see a first line indent. This is when the first line is moved to the right and the rest of the paragraph starts at the margin. The most common place hanging indents are used is on a bibliography reference page. When typing you can change the indentation by either formatting the paragraph or changing the page margins.

Source :

http://www.effective-business-letters.com/Styles-of-Business-Letters.html

http://wiz.cath.vt.edu/tw/TechnicalWriting/corresp/letters/formatexamples/

https://okhtablog.wordpress.com/2012/11/20/styles-format-business-letter/

http://www.writing-lovers.com/formal-letter-styles.html

Parts of Business Letter

Parts of a Business Letter

A business letter is a formal letter with six parts:
The Heading
The heading contains the return address with the date on the last line. Sometimes it is necessary to include a line before the date with a phone number, fax number, or e-mail address. Often there is a line skipped between the address and the date. It is not necessary to type a return address if you are using stationery with the return address already imprinted, but you should always use a date.  Make sure the heading is on the left margin.
Example:

Ms. Jane Doe
543 Washington St
Marquette, MI 49855

Tel:
Fax:
Email:
June 28, 2011 

Recipient’s Address
This is the address you are sending your letter to. Be sure to make it as complete as possible so it gets to its destination. Always include title names (such as Dr.) if you know them. This is, like the other address, on the left margin. If a standard 8 ½” x 11” paper is folded in thirds to fit in a standard 9” business envelope, the inside address should appear through the window in the envelope (if there is one). Be sure to skip a line after the heading and before the recipient’s address, then skip another line after the inside address before the greeting. For an example, see the end of this sheet for a sample letter. 

The Salutation
The salutation (or greeting) in a business letter is always formal. It often begins with “Dear {Person’s name}.” Once again, be sure to include the person’s title if you know it (such as Ms., Mrs., Mr., or Dr).  If you’re unsure about the person’s title then just use their first name. For example, you would use only the person’s first name if the person you are writing to is “Jordan” and you’re not sure if he or she is male or female.
The salutation always ends with a colon.

The Body
The body is the meat of your letter. For block and modified block letter formats, single space and left justify each paragraph. Be sure to leave a blank line between each paragraph, however, no matter the format. Be sure to also skip a line between the salutation and the body, as well as the body and the close.

The Complimentary Close
The complimentary close is a short and polite remark that ends your letter. The close begins at the same justification as your date and one line after the last body paragraph. Capitalize the first word of your closing (Thank you) and leave four lines for a signature between the close and the sender’s name. A comma should follow the closing.

The Signature Line
Skip at least four lines after the close for your signature, and then type out the name to be signed. This often includes a middle initial, although it is not required. Women may put their title before had to show how they wish to be addressed (Ms., Mrs., Miss).
The signature should be in blue or black ink.

Enclosures
If you have any enclosed documents, such as a resume, you can indicate this by typing “Enclosures” one line below the listing. You also may include the name of each document.

reference:

https://www.nmu.edu/writingcenter/parts-business-letter