Tips and Formats for Writing Business Letters
Knowing how to format and write a proper business letter is one of the marks of a true professional. While there are many types of business letters, from sales pitches to letters of formal introduction, the basic structure, tone, considerations and necessary components of a business letter remain the same.
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Margins
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A business letter can use two main formats when it comes to margins, and they are quite similar to one another. In a full block format, every item from the header to the signature is left-justified. A modified block format places some sections, typically the header, closing salutation and name, to the right, while the subject line is centered. If you are unsure as to which is more appropriate, use the full block format, because it is considered the more formal of the two.
Addresses and Dates
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The format for writing addresses and dates on business letters is highly specific so as to avoid confusion. The date may be written either in day-month-year or month-day-year format, with no suffix added to the day's number. For example, "May 1, 2011." The addresses in both the header and inside address should feature a street address first, followed by city, state and zip code. Rather than abbreviating the state name as you would on the envelope, spell it out on the letter. For example, "Dallas, Texas 77388."
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Brevity
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No matter what type of business your letter is referencing, it is common courtesy to keep it brief, preferably to one page. Cover letters, letters of request and letters of recommendation are all items businessmen receive on a regular basis, and they are generally prone to scanning all letters they receive. No matter what the subject, keeping your business letter short shows respect for the recipient's time.
Formatting
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Business letters are always single-spaced, and typically the paragraphs are not indented. A space should separate the header from the date, the date from the inside address and the inside address from the salutation. Also use a space to separate paragraphs from one another, as well as from both the opening and closing salutations. Use four spaces to separate your typed name from your closing salutation to make room for your signature.
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References
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