8.2 Letter Formats and Structures

Business letters come in various formats, each with its own unique layout. The block format is the most common, aligning all components on the left margin. Modified block and semi-block formats offer slight variations, providing visual interest while maintaining professionalism.

Letters consist of several key components, including the heading, greeting, body, and closing. Each part plays a crucial role in conveying information effectively. Additional notations like enclosures or carbon copies can be included to provide extra context or indicate document attachments.

Letter Formats

Block Format

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• Most common business letter format aligns all components on the left margin
• Includes single-spaced body paragraphs with double spaces between each paragraph
• Date, complimentary close, and signature block begin at the horizontal center of the page
• Provides a clean, professional appearance that is easy to format (Microsoft Word)

Modified Block Format

• Similar to the block format but with a few key differences in component placement
• Date, complimentary close, and signature block begin at the horizontal center of the page
• Paragraphs are indented, usually about five spaces or half an inch
• Retains the professional appearance of the block format while adding visual interest (indented paragraphs)

Semi-Block Format

• Combines elements of both block and modified block formats for a unique layout
• Paragraphs are indented like the modified block format (five spaces or half an inch)
• Date, complimentary close, and signature block start at the left margin, aligning with the body text
• Less common than block or modified block formats but offers an alternative professional style

Letter Components

Heading and Greeting

• Letterhead contains the sender's name, company logo, address, and contact information (phone number, email)
• Date line indicates when the letter was written and is placed a few lines below the letterhead
• Inside address includes the recipient's name, title (if applicable), company name, and full mailing address
• Salutation greets the recipient by name (Dear Mr. Smith) or title (Dear Human Resources Manager)

Body and Closing

• Body paragraphs convey the main message of the letter, often with an introduction, details, and a call to action
• Each paragraph focuses on a single main idea and is concise yet informative
• Complimentary close ends the letter politely (Sincerely, Best regards, Thank you)
• Signature block includes the sender's handwritten and typed name, job title, and contact information (if not in letterhead)

Additional Notations

• Enclosure notation indicates the presence of additional documents (resume, brochure) included with the letter
• Carbon copy (CC) or blind carbon copy (BCC) notation lists recipients who will receive copies of the letter
• Postscript (P.S.) can be used sparingly to add a final thought or emphasize a key point after the signature block
• Reference line (RE:) may be included to specify the subject or purpose of the letter (RE: Job Application)