Letter format


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How to create a letter

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Letter format

  1. 1. Letter Format
  2. 2. Objectives • Explain the parts of a letter • State the 3 letter formats • Explain the differences between the letter formats
  3. 3. Introduction • Writing good business letters is an art that all technical people should master. • when writing a business letter, the writer produces a one-sided conversation with the reader in the sense that he/she has to anticipate the reader's questions and provide answers to those questions.
  4. 4. What is a Business Letter? • A business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties.
  5. 5. The Main Components of a Business Letter • Business letters usually contain the following information (in this order): 1. Writer's address (street, city, country). 2. Date of writing 3. Recipient's name, job title, and address 4. Subject 5. Salutation or Greeting (Dear Mr./ Mrs./ Ms…..) 6. Message (body of the letter) 7. Closing 8. Signatory 9. Designation In some situations, a business letter may also include the following optional information: 1. Writer's Initials: typist's initials ( if writer did not type letter). 2. Enclosures (Encl:) 3. Carbon copy Recipients (cc:) 4. Photocopy recipients (xc:) Note: The last four components are not always included.
  6. 6. Basic Letter Formats • There are three common formats for the business letter: 1. The blocked format. 2. The semi-blocked format 3. The unblocked or indented format
  7. 7. The blocked format  The first lines of paragraphs and all the other address, date, closing and signature information are lined up with the left margin.  There is a blank line between paragraphs.
  8. 8. The semi-blocked format  The following elements start from the middle of the page. (use tab to set this)  Senders address (If letterhead is not used) Complimentary Close  Signature Block  Designation (Job title or position) • Date is aligned to the right.
  9. 9. The unblocked/indented format The first line of the paragraph is indented (set tab stop position to 0.5)  If there is a subject line, then it is centered.  All other element are as in a semiblocked.
  10. 10. The Use of Letterhead Stationery • When a writer is representing a company or organization, he/she should use the organization's letterhead stationery for correspondences with people outside the organization. • When using letterhead, the location of the writer's address, city, state will be changed. These are usually given in the letterhead typed at the top of the page. • If a letter requires more than one page, the additional pages are called continuation pages are typed on plain paper, not letterhead.