Style Of Business Letter
Business letter can be written with different styles, such as:
- Full Block.
Full block style is a letter format in which all text is justified to the left margin. In block letter style, standard punctuation is placed after salutations and in other headings. Open punctuation, however, refers to a modification of style where all nonessential punctuation is omitted. A few key factors will help you understand block style format and the difference that open punctuation makes.
3. Reference Line: If the recipient specifically requests information, such as a job reference or invoice number, type it on one or two lines, immediately below the Date.
4. Special Mailing Notations: Type in all uppercase characters, if appropriate.
5. On-Arrival Notations: Type in all uppercase characters, if appropriate. You might want to include a notation on private correspondence.
6. Inside Address: Type the name and address of the person and/or company to whom you’re sending the letter, three to eight lines below the last component you typed. Four lines are standard.
7. Attention Line: Type the name of the person to whom you’re sending the letter.
8. Salutation: Type the recipient’s name here. Type Mr. or Ms. [Last Name] to show respect, but don’t guess spelling or gender.
9. Subject Line: Type the gist of your letter in all uppercase characters, either flush left or centered. Be concise on one line.
10. Body: Type two spaces between sentences. Keep it brief and to the point.
11. Complimentary Close: What you type here depends on the tone and degree of formality.
12. Signature Block: Leave four blank lines after the Complimentary Close to sign your name. Sign your name exactly as you type it below your signature. Title is optional depending on relevancy and degree of formality.
13. Identification Initials: If someone typed the letter for you, he or she would typically include three of your initials in all uppercase characters, then two of his or hers in all lowercase characters.
14. Enclosure Notation: This line tells the reader to look in the envelope for more. Type the singular for only one enclosure, plural for more.
15. cc: Stands for courtesy copies (formerly carbon copies). List the names of people to whom you distribute copies, in alphabetical order.
- Semi-block style
Simplified-style business letters contain all the same elements as the full-block and semi-block letters. Like the full-block format, the simplified format left-justifies every line except for the company logo or letterhead. The date line is either slightly right of center or flush with the center of the page. Letters written in the simplified format have fewer internal sections, such as the body, salutation and date line.
Using the simplified style is the most useful at times when you don’t have a recipient’s contact name. Because the simplified style does not require a salutation, you don’t need the person’s name. The simplified format does away with unneeded formality while maintaining a professional approach.
- Hanging-Indented Style
This very useful style places the first words of each paragraph prominently on the page. It is useful for letters that deal with a variety of different topics. However, for normal business communications, this style is very rarely used. The first line of the paragraph begins at the left-hand margin. And the other lines of the same paragraph are indented three to four spaces. This is the reversal of semi-indented style discussed in other page.