How to Type a Block Style Letter

Full-block style is the format used for most business letters. In a full-block letter all lines are left justified. Block letters are used to correspond between businesses and between individuals and businesses. The main purposes for writing a block letter are to inform, make a request or register a complaint.

Instructions

1. Type the date at the top of the block letter. If a reference or file number is needed, type it directly below the date.

2. Leave two blank lines, and then type the name of the person you are writing to. Below the name, write the company name (if needed) and mailing address. The name and address should be typed using the same format as used on an envelope.

3. Leave one blank line, and then write "Dear [name]." Using the person's first name only is acceptable in business letters.

4. Leave one more blank line, and then begin the body of your letter. The first sentence of paragraph one should state exactly why you are writing (example: The technician who changed the oil in my car failed to put the oil filter in my car, causing damage to my vehicle). This lets the reader know your purpose without having to read through a long description before getting to the point. Leave one blank line between paragraphs.

5. Write any background information and necessary facts in paragraph two. This is your chance to give the reader a fuller explanation as to why you are writing. If appropriate, include a brief summary of an event, or include dates and times. (example: I brought my 2008 Honda Civic to your shop on January 21, 2010.)

6. Write your desired outcome in paragraph three, giving specific details. For example, "I would like full compensation for the damage..." or "Please call [phone number] by [date]."

7. Leave one blank line after paragraph three, and finish your letter with "Sincerely," followed by two blank lines, then your name. If writing for business purposes, write your title or company name under your name.

Tips & Warnings

• Make the subject line informative. The reader should know exactly what the letter is about by reading the subject line.

• Eliminate all but essential punctuation from the address, salutation and signature block.

• In the address, use one blank space between the city and state and two spaces between the state and zip code. Abbreviations for states should be capitalized (example: CA).

References

• "Technically Write"; Ron Blicq and Lisa Moretto; 2003

Resources

• English Plus: Business Letter Styles