Positive letter

LETTER FORMAT

Paper letters are still heavily in use. They look the same across America, but there are a

couple of different styles, called Block, Semiblock, and Letterhead. When you get a job,

you should figure out what style of letter is preferred at the place you will be working,

and follow the company’s preferred style for composing letters.

Anytime in life, when in doubt about formatting, use the Block Letter style we are using

in this class. It’s the traditional format and is the safest choice when trying to choose a

particular style of letter.

Style Guide for ENGLISH 253 Letters

• Times New Roman, 12pt

• Single-spaced

• Avoid “To Whom it May Concern” when you can

• Use people’s titles when you can

• Not required to use “Dear”

• A colon is used after the Greeting

• One space between each section of the letter

• 4 spaces after the Valediction and your Name and Contact information to allow

for room for signing the letter

• “Yours Truly” does not work for every Valediction, as it does imply a close

relationship with the recipient. You want to choose a Valediction that is

appropriate for your audience.

• You don’t have to sign letters if they’re being submitted electronically, but you do

have to sign them if they’re going to be mailed.

• Do remember attachment lines (if applicable)

On the next page is a sample letter in block format style:

February 24, 2008

Mr. John Traggert

23201 Johnson Avenue

Austin, TX 78701

Mr. Traggert:

How terrible for you to come home from a weekend and find all the food in your

refrigerator spoiled. I can imagine how you must have felt. I quite agree that any

refrigerator—and particularly a deluxe model such as yours—should give you trouble-

free service for a lot longer than three years.

Unfortunately, no manufacturer’s system of quality control is perfect—which is why we

advise our customers to invest in a service contract. If I were to charge you nothing for

your service call, you would, in effect, be getting the benefits of a service contract

without having paid for it.

In considering your request for us to replace your refrigerator, I have talked to the

repairman who fixed it. He assures me that there is nothing fundamentally wrong—the

problem was caused by a freak failure of a common bond, which he has never seen

happen before. He feels it is most unlikely to recur: “A million to one against it,” he said.

I don’t think a new refrigerator would be any more likely to give you the years of service

you have every right to expect. Should you, however, any further trouble with your

repaired refrigerator, I encourage you will get in touch with me at once.

Yours Truly,

Tim Calgon

Tim Calgon

Customer Service

Acme Appliance Company

321 Booker Street

Austin, TX 78701

(555)-555-5555