Business Letter Format

Following is a sample layout of a block format business letter:

2301 Valley Drive
Philadelphia, PA 19107

June 7, 2014

Mr. Aaron Kellerman
Vice President
Fast Contractors, Inc
2815 John Kelvin Drive
Chicago, IL 60607

Dear Mr. Kellerman:

Paragraph 1...................................................................................................................................................................................

Paragraph 2...................................................................................................................................................................................

Paragraph 3...................................................................................................................................................................................

Regards,

John Goodin

John Goodin
Senior Sales Rep


Sender's Address (or Letterhead)
Phone Number (optional)
E-mail Address (optional)

Date

Inside Address (Recipient's name and address)

Salutation (or Attention Line)

Subject Line (optional)

Body

Complimentary Close

Signature

Name (Printed)
Title

Reference Initials

Enclosures
cc:


The most popular business letter style is the block format. The most distinguishing characteristic of the block format is that everything is typed flush with the left margin. The margins should be one inch all around. Avoid colored paper and opt for conservative white or off-white stationery. The font should be readable, around 12 point. Easily-read fonts, such as Times New Roman or Arial, are preferable options over fancier fonts.

Sender's Address
If the letter is on pre-printed stationery that contains the sender's address, it's not necessary to type the return address again. However, if the sender's address is not already on the paper, it should be the first information typed flush left; and optionally followed by the sender's phone number and e-mail address directly beneath the phone number.

Date
After the sender's address, double space and type the date in Month Name Day, Year format e.g. March 18, 2015.

Inside Address
After the date, double space and type the name and address you that you are sending the letter to.

Salutation
After the inside address, double space and type the salutation flush left and follow that with a colon and the name of the recipient.

Attention Line
If the recipient's name is not given in the inside address, double space after the inside address and type "Attention" followed by a colon and a name or title. The salutation is omitted.

Subject Line (optional)
If a subject line is included, double space after the inside address, salutation or attention line and type "Subject" followed by a colon and a brief summary line.

Body
Double space after the salutation, attention or subject line, and type the body of the letter. In the block style, paragraphs are not indented. Everything is flush left. Double space between paragraphs.

Closing
After the body of the letter, double space and type the complimentary close followed by a comma e.g. Regards, sincerely, etc

Signature
Signed name of the sender.

Printed Name/Title
Leave between three and four blank lines and type the name and title (if applicable) of the sender flush left. The blank lines are reserved for the sender's signature above.

Reference Initials (as needed)
If a person other than the one who signed the letter typed it, they should double space and type their own initials in lower-case lettering flush left. If the person whose signature appears on the letter also wants his or her initials included, they should be in upper-case lettering followed by a slash and the typist's initials in lower-case lettering.

Enclosures (as needed)
If any documents are enclosed with the letter, double space after the reference initials and type Enclosure, Enclosures or Enc. flush left. Additional options include indicating the number of documents enclosed within parentheses, such as Enclosures (4) or naming each document enclosed.

Carbon Copies (cc:) (as needed)
The copy notation indicates that another person or persons will receive a copy of the letter. The notation should be typed flush left directly beneath the enclosure notation. Type the notation "cc" followed by a colon and space and list the name or names of the person(s) who will receive a copy. If copies are sent to more than one person, the names should be vertically aligned. If there is no enclosure notation, double space after the reference initials and type the copy notation. Copies are usually not signed. A check mark next to the name of the person receiving the copy is sufficient. If desired, a handwritten note at the bottom of the copy can be included, as well as initialed.

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