Business letter
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A commercial business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. The overall style of letter will depend on the relationship between the parties concerned. There are many reasons to write a business letter. It could be to request direct information or action from another party, to order supplies from a supplier, to identify a mistake that was committed, to reply directly to a request, to apologize for a wrong or simply to convey goodwill. Even today, the business letter is still very useful because it produces a permanent record, is confidential, formal and delivers persuasive, well-considered messages.[1]
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[edit] General Format
There are two main styles of business letters:
- Full block style: Align all elements on the left margin.
- Modified block style with other elements on the left page margin.
[edit] Margins
In general, left and right margins are one inch (approx. 2.5 cm).
For letters that are a full page or longer, top and bottom margins are likewise one inch (approx. 2.5 cm).
For letters shorter than a full page, the text is centered vertically so that the top and bottom margins match.
[edit] Font Formatting
No special character or font formatting is used, except for the subject line, which is usually underlined.
[edit] Punctuation
The salutation/greeting is generally followed by a comma, although in the United States a colon is often preferred. The valediction/closing is followed by a comma.
[edit] Example Template
[SENDER'S NAME]
[SENDER'S ADDRESS]
(optional[SENDER'S PHONE]
(optional[SENDER'S E-MAIL]
[DATE]
[RECIPIENT W/O PREFIX]
[RECIPIENT'S TITLE]
[RECIPIENT'S COMPANY]
[RECIPIENT'S ADDRESS]
(Optional) Attention [DEPARTMENT/PERSON],
Dear [RECIPIENT W/ PREFIX]:
Re: [SUBJECT] [First Salutation then Subject in Business letters]
[CONTENT.]
[CONTENT.]
[VALEDICTION (Sincerely, Respectfully, Regards, etc.)],
[SENDER]
[SENDER'S TITLE]
Enclosures ([NUMBER OF ENCLOSURES])
cc: [CC RECIPIENT], [CC RECIPIENT TITLE]
[CC RECIPIENT], [CC RECIPIENT TITLE]
[edit] Indentation Formats
Business letters conform to generally one of four indentation formats: Block, Semi-Block, Modified Block, and Modified Semi-Block. Put simply, "Semi-" means that the first lines of paragraphs are indented; "Modified" means that the sender's address, date, and closing are significantly indented.
[edit] Block
In a Block format letter, (1) all text is aligned to the left margin, (2) paragraphs are not indented. 3) paragraphs are separated by double or triple spacing.
[edit] Semi-Block
In a Semi-Block format letter (1) all text is aligned to the left margin, (2) paragraphs are indented.
[edit] Modified Block
In a Modified Block format letter, (1) all text is aligned to the left margin, except for the author's address, date, and closing; and (2) paragraphs are not indented. The author's address, date, and closing are usually indented three inches from the left margin, but can be set anywhere to the right of the middle of the page, as long as all three elements are indented to the same position.
[edit] Modified Semi-Block
In a Modified Semi-Block format letter, (1) all text is aligned to the left margin, except for the author's address, date, and closing; and (2) paragraphs are indented. The author's address, date, and closing are usually indented in same position
[edit] References
- ^ Guffey, Rhodes and Rogin. Business Communication: Process and Product Third Brief Canadian Edition. Thomson-Nelson, 2010. p.183-214
