Kinds of Business Letter Formats

Type and print all business letters electronically.

Using the correct business letter format is vital to creating the right impression with business partners, clients or co-workers. Weakness in any of the elements can jeopardize even the most expertly written letters. While the format of a business letter is secondary to the content of the letter, an incorrect format can lead to misinterpretation or confusion of the letter's content.

Block Format

The block format is perhaps the simplest business letter format. All of the information is flush on the left side and all the margins are one inch. First, provide the return address, skip a line, provide the date, skip a line and provide the full name, title, company name and address of the recipient. Before the salutation, skip a line, and also skip a line between the salutation and subject line or body. The salutation should be followed by a colon, not a comma. There should be no indentations at the beginning of paragraphs; skip lines between paragraphs. Finish with the closing, typically "Sincerely" followed by a comma. There should be four lines between the closing to allow for a signature, then the typed name and title of the person who wrote or sent the letter.

Indented Format

The indented business format is a bit different than the block format. The return address is typed at the right side of the page, with the date directly underneath it. Skip a line between the return address and date. Type the salutation on the left, followed by a colon. Skip a line between each paragraph, and indent the first line of each paragraph with a one-half inch indent. The closing and signature lines are also typed at the right center of the page; they should be even with the return address and date above. There should be four lines between the closing and typed signature to allow room for a hand-signed name.

Modified Block Format

The modified block format is another widely utilized business letter format. This format is very similar to the indented format. The only difference is that the first line of each paragraph does not have a one-half inch indent; they are left-justified instead. The return address, date, closing and signature are at the center point, while the recipient's address and salutation on left-justified. There is still one line between all the central elements. Leave four lines between the closing and signature.

Other Considerations

Business letters, regardless of the format, may also have identification initials, enclosure notations, copy notations and postscripts. Identification initials give credit to the person who has written the letter and comes after the signature. They are typically not necessary, as most individuals write their own letters. The enclosure notations go flush left two lines under the signature, and copy notations go at the very end of the business letter, flush left. Postscripts emphasize a key point but also make the letter informal and personal.

References

• The Writing Center: Business Letters
• University of Washington: Format
• Letter Writing Guide: Business Letter Format
• Writing-Business-Letters.com: Use the correct Business Letter Format