Proper Forms of Writing a Letter

Business letters follow a proper format.

Following the proper form for writing letters shows others that you're a professional and reflects better on your business as a whole. There are three types of business letters: block, modified block and semi-block. A personal or friendly letter will have a more relaxed tone, but still adhere to basic rules. Knowing the proper way to write any type of letter will help communicate your ideas to the recipient in a clear and concise manner.

Business Block Form

The block form letter is left justified. This means all the lines start on the left side of the page without indents. If your letter is on letterhead, then the first thing on it should be the date. This should be written out, month, day, and year. Next comes the recipient's address, starting with his name. It's always best to use Mr., Mrs, Ms., or Dr., as appropriate, and also use that format in your greeting line. After the greeting line, the body of the letter comes next. Double space between the greeting, each paragraph and the salutation.

Modifed Block Letters

Modified block letters are also used in business. This letter follows the same format as the block letter, but the date and salutation are indented to the middle of the page. Although this follows a slightly less formal style, it's important to address your recipients with their proper titles.

Semi-block Letters

Semi-block letters also follow the same format as the block style, but will have the date and salutation to the right of the center point. In addition, all first lines of paragraphs are indented five spaces.

Personal or Friendly Letters

Personal letters are less formal than business letters. Adding a return address is optional if you're very familiar with the recipient. However, if you're using a return address, center it at the top of the page. You don't have to include your name, as it will be at the bottom of the page. The date and greeting should be left justified and all paragraphs indented. The salutation is from center to the right. Leave a double space for your signature and type your name below.

References

• English Plus: Grammar, Letter Writing Contents
• Owl English Purdue, Basic Business Letters