When writing a cover letter, for instance, you can stylize your name prominently as if it were the name of a company so that it stands out in a larger font in bold typeface, possibly in an eye-catching colour. In some circumstances, you may want to use block-style letters with a letterhead when writing on your own behalf rather than for a company. The reader can find the sender’s name by darting their eyes down to the signature block at the bottom. Note that modified-block-style letters place the sender’s address on the first line below the header (i.e., about an inch or 2.5 cm from the top edge of the page) and don’t include the sender’s name at the top of this address block. If your page has 2.5 cm margins, that would be at around the 8.25 cm mark. Do this by highlighting the two address lines, then clicking and dragging the base of the left-margin tab in your word processor’s ruler right to the vertical midpoint of the page. Using the abbreviations is fine in informal, personal letters, however.Ī distinguishing feature of the modified-block style is that the sender address is justified (flush) to the vertical middle of the page (i.e., the left edge of its text lines up with it) rather than the left margin. In both styles of address, strike a formal tone by fully spelling out the street type rather than abbreviating it (e.g., Street, not St. ![]() When a letter extends beyond one page, use letterhead for the first page and plain sheets for the subsequent pages.įor dozens of letter template examples, go to open a blank new document in MS Word and type “letter” into the document type or go to Letters (Microsoft Office, 2014).īecause modified-block-style letters are sent by individuals unaffiliated with a company, they typically include only the sender’s two-line address at the top, which divides the above address style in half so that the street number, name, and type go on the first line (with no comma at the end), and the city/town, provincial abbreviation, and postal code go on the second, as shown below: Letterhead/Return AddressĪ company letterhead features the following information: company, name, full address, telephone number, and, if applicable, a website address, fax number, and company logo. The following video explain each part of a standard letter.Īll professional business letters should includeĮach of these elements is discussed in more detail, below. Letter have 10 – 12 parts, including: Return Address or Company Letterhead, Date Line, Recipient Address, Subject Reference, Opening Salutation, Message Opening, Message Body, Message Closing, Closing Salutation, Signature, Signature Block, Enclosure Notice. Figure 21.1: The two main letter formats used in business communications. Though you may see minor format variations from company to company, letters have 10-12 major parts, each of which we’ll examine for the conventions that, if followed, show that you are able to write to a high standard of formality should the occasion call for it. The block style used by organizations has a company letterhead at the top, whereas modified-block letters are typically written independently by individuals. There are two main types of letters: block-style letters and modified-block style. In these cases, letters offer the advantage of formality, confidentiality (it’s illegal to open someone else’s mail), and a record of evidence. Collection notices to people with overdue payments.Formal rejection notices to job or program applicants.Claims and other complaints sent to companies to lay down a formal paper-trail record as evidence in case matters escalate into the court system.Official announcements of products, services, and promotions to customers.Campaign initiatives, such as for fundraising or political advocacy.Letters of transmittal to introduce reports or proposals.Thank-you letters and other goodwill expressions.Cover letters to employers in job applications.Though we use email for many of the occasions that we used to send letters for before the twenty-first century, letters are still sent rather than emails for several purposes: Letters are usually one- to two-page documents sent to people or organizations outside of the organization from which they’re sent, whereas memos are equivalent documents for communications within an organization. Sending a letter is your way of saying that the recipient matters. ![]() Purpose of a Business Letter IntroductionĪs one of the most formal documents you can send, a letter, conveys a high degree of respect to its recipient. ![]()
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