letter

Letters

Formats

 Block  Modified Block with Blocked Paragraphs  Modified Block with Indented Paragraphs  Simplified

Block

 In the block style, every part of the letter begins at the left margin.

Modified Block with Blocked Paragraphs  Figure 2 illustrates that with the exception

of the dateline and signature block, every line of the modified-block, blocked paragraph letter begins at the left margin. The components for the modified-block form remain the same as for the traditional block format.

Modified Block with Indented Paragraphs  The modified-block, indented-paragraph

format simply indents the paragraphs of the basic modified-block plan. Figure 3 shows the style.

Simplified

 The simplified format follows the block setup for the letter. In addition, it eliminates the salutation and complimentary close, while including a subject line as a standard part. Thus, the simplified form discards some of the older letter components, and becomes the most nontraditional of the formats considered. Figure 4a illustrates the simplified form.

Continuation

 When the letter does not fit on one page, use a continuation page. Do not use letterhead stationery for that page. Instead, use plain paper of the same quality as the letterhead. Use the same margin settings as those for the first page. Place the first line of the heading about one inch from the top of the page. Leave two blank lines after the heading.

Components of letters

1) Stationery and letterhead/ return address, 2) date line, 3) Special designations, 4) inside address, 5) attention line, 6) salutation, 7) subject line, 8) body, 9) complimentary close 10) company name, 11) signature block, 12) reference initials, 13) enclosure notation, 14) copy notation, 15) postscript.

1. Stationery and letterhead/Return Address  Stationery and the letterhead/return

address contribute significantly to a message. The wording and design of the letterhead/return address contribute both verbally and nonverbally. The stationery contributes nonverbally.

2. Date line

 All four basic letter designs include the date line as part of the format. Place it atleast two lines below the letterhead. Start it at the left margin in the block and simplified styles (figures 1 and 4).For the modified-block styles, start the date line at horizontal center, or end it at the right margin (figures 2 and 3).

3. Special designations

 Place special designations two or three lines above the first line of the inside address. Capitalize or underline the letters to set the designation apart from the address itself: Priority Mail, Air Mail, Confidential etc.

4. Inside Address

 The inside address includes the name and address of the person and/or organization to receive the letter. It appears at the left margin below the date line or two or three lines below a special designation when the letter include one.

 Order of elements--- from the last destination on the top line to the first destination on the bottom.

 Courtesy title, position title, organization name, street address.

5. Attention Line

 The attention line does not form a part of the inside address. However, it does represent a destination and does come immediately after the inside address.

 Position an attention line two lines below the inside address and two lines above the salutation.

 Start it at the left margin, or indent it with indented paragraphs, or center it. Underscore it if desired.

6. Salutation

 It usually follows the inside address (or attention line, if included). It begins at the left margin, two lines below the last line of the address.

 Use a colon for all business letters or comma for personal business letters, or no punctuation at all.

7. Subject Line

 It provides a preview of what the letter covers. The simplified format requires a subject line. Other formats may include it.

 For a letter with both a subject line and a salutation, place the subject line two lines below the salutation at the left margin, or centered on the salutation line.

 Keyword capitals, and/or with underlines.

8. Body

 The encoded message forms the body of the letter.

 Apply effective writing techniques.  The first line of the body begins two lines below

the salutation or subject line for all but simplified style. Here it begins three lines below the subject line.

 All business letters require single spacing, with double spacing between the paragraphs.

9. Complementary Close

 It forms the leave-taking phrase that parallels the greeting phrase in salutation.

 Place it two lines below the last line of the body. Capitalize only the first letter.

 This list of complimentary closes shows the order from most formal to least formal:

very respectfully yours, yours very respectfully, respectfully yours, yours truly, yours sincerely……

10. Company Name

 Some organizations include the typewritten name of the company after the complementary close.

 It assigns legal responsibility to the company for the employee’s message.

 When included, it appears in solid capitals two lines below the complimentary close.

11. Signature Block

 It consists of the signature and typewritten name of the signer and/or the signer’s position title.

 Pen write your signature personally.  If another must sign for you, that person

should place her or his initials after the signature.

12. Reference Initials

 Most business letters include reference initials. They appear at the left margin two lines below the last line of the signature block.

13. Enclosure Notation

 If you insert anything other than aletter into the envelope, show an enclosure notation on the letter.

 It begins at the left margin two lines below the reference initials.

 It includes the words or abbreviation.

14. Copy Notation

 It lets the receiver know who, other than the addressee, receives a copy of the letter.

 It begins at the left margin and falls two lines below the enclosure notation, or two lines below the reference initials if no enclosure notation appears.

15. Postscript

 The postscript---typewritten or handwritten, preferably without “P.S”---forms the last part of a letter.

 It falls at least two lines below the preceding letter component.

 It should contain no more than a few sentences.  Depending on the format, indent it or start at the

left margin.  Follows bcc