Formatting Business Letters
Quiz yourself by thinking what should be in
each of the black spaces below before clicking
on it to display the answer.
Help!
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| Letter style is determined by a number of factors such as: | *paper quality, weight, color *letterhead and logo design *ink colors used in printing *style &size of type used for the body of the letter *format
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| format | refers to how the letter parts are arranged on the page.
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| 3 standard formats dominate business letter style | 1) block format 2) modified-block format 3)modified-block format with indented paragraphs
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| 2 special types of business letters | 1) social-business format 2)personal-business format
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| Letter is divided into 4 section | 1) the heading 2) the opening 3)the body 4)the closing
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| The Heading consist of | letter head and date line
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| letterhead | the company's printed name and address. Where the company put their logo.
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| date line | where the date is(month, day, and year)
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| The Opening consist of | inside address and salutation
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| inside address | the name and address of the person to whom you are writing
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| salutation | an opening greeting
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| The Body consist of | subject line and message
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| subject line | indicates what the letter is about
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| message | the text of th eletter; paragraphs are typed single-spaced
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| The Closing consist of | complimentary closing, company signature, writer's identification, reference initials, enclosure notation, and copy notation
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| complimentary closing | a parting phrase
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| company signature | emphasizes that the writer is acting on behalf of the company
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| writer's indentification | the signer's name or title or both
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| reference initials | the initials of the writer and/or typist
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| enclosure notation | a reminder that the letter has an enclosure
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| copy notation | the names of those who will receive copies of this letter
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| Where is the attention line typed? | below the inside address and above the salutation
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| What is the most important section of a letter? | the body - the message
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| When is the term "In re:" or "Re:" be used in place of "Subject"? | In legal correspondence or when referring to policy or project numbers
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| How many paragraphs should the message be? | at least 2
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| Formal complimentary closings: | (Yours very truly,)(Very truly yours,)(Very sincerely yours,)(Very cordially yours,)(Respectfully yours,)
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| Informal complimentary closings: | (Sincerely,)(Cordially,)(Sincerely yours,)(Cordially yours,)(Best regards,)
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| Blind copy notation | means that the notation does not apear on the original. Key bc or bcc -- but only on copies
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| PS | Stands for postscript, add it after the last line in the letter.
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| Block Format | letters in which all the parts begin at the left margin. No tabbing require
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| Modified-Block Format | the date line, the complimentary closing, and the writer's indentification start at the horizontal center of the page.
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| Modified-Block Format With Indented Paragraphs | Looks the same as the Modified-Block Format except that the first line of each paragraph is indented.
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| Social-Business Format | 1)Inside address is at the bottom of the letter, on the sixth line below the last line 2)use a comma in the salutation 3)use an informatl complimentary closing 4)Omit all notations
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| Personal Business Format | 1)3-line heading a) street address b)city, state, ZIP Code 3)the date. Use modfied block letters
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| Margins that are preset on word processing softwares | 1 inch left and right, 8.5 by 11 inch
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| Continuation pages | 1) side margins - same as the first page 2) tope and bottom margins - leave 1-inch top and bottom margins 3) continuation-page heading - name of addressee, the page number, the date at the top of each continuation
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