Question | Answer |
Begin all lines of the letter at the left margin. | Alignment |
Use single (1) line spacing. Leave blank lines after certain letter parts as noted below. | Line spacing |
A personal-business letter begins with the writer's address. This is called the return address. It includes a line for the street address and a line for the city, state, and ZIP Code. | Return address |
Key the date on the line below the return address. Use the month/day/year format (January 4, 2006). Leave three blank lines (QS) after the date. | Date |
The name and address of the person whom you are writing is called the letter address. Key a personal title (Miss, Mr., Mrs., Ms.) or a professional title (Dr., Lt., Senator) before the receiver's name. Leave one blank line (DS) after the letter address. | Letter address |
A salutation is a greeting. Key a salutation, such as Dear Mr. Robert, after the letter address. leave one blank line (DS) after the salutation. | Salutation |
The paragraphs or message of a letter are called the body. Single-space the paragraphs in the body. Double-space between them adn after the final paragraph. | Body |
Key the complimentary close (farewell for a letter) a double space after the last paragraph. Sincerely is an example of a complimentary close. Leave three blank lines (QS) after the close. | Complimentary close |
Key the writer's name below the complimentary close. A personal title (Dr.) may be used before the name if desired. A position or job title, if used, should be keyed after the name. The title can be on the same line as the typed name or on the next line. | Writer's name |
A letter is sometimes keyed by someone other that the writer. In this case, key the typist's initials in small letters a double space below the writer's name. | Reference initials |
If someone will receive a copy of the letter, key c and the person's name a double space after the writer's name (or below the reference initials if they are used. | Copy notation |
If another document is attached to a letter, the word Attachment is keyed a double space below the preceding letter part. If the additional document is not attached, the word Enclosure is used. | Attachment/Enclosure notation |