A presentation that shows you different kinds of formats that is used usually in business.

2. A GUIDE TO DOCUMENT
FORMATS

3. Business Letters

4. Spacing and Punctuation
Two spaces after end punctuation (periods,
question marks, and so forth)

5. Letter Placement and Line Headings

6. Letter Placement and Line Headings
Experts say that a ragged-right margin is easier
to read than a justified margin.
You might want to turn off the justification
feature of your word processing program if it
automatically justifies the right margin.

7. Business Letter Parts
Letterhead.
8.5 x 11 inch paper
Official name
Street address
Web address and email
Telephone and fax numbers

8. Dateline
One blank line below the last line of the
letterhead
Or 2 inches from the top edge of the paper (line
13)

9. Delivery Notations
 MESSENGER DELIVERY
 CONFIDENTIAL
 CERTIFIED MAIL
 CAPITAL LETTERS
 TWO BLANK SPACES ABOVE THE INSIDE ADDRESS

10. Inside Address
Address of the organization
Person receiving the letter
Single spaced
Starting at the left margin.
Generally, one to nine blank lines between
dateline and inside address

11. Inside Address

12. Attention Line

13. Salutation
 One blank line below
inside address
or the attention line (if used).
 Courtesy title and last name
 Colon after salutation, not comma or semicolon
 No individual full name in salutation

14. Subject
One line below or above the salutation

15. Body
Single-spaced
Double-spacing between paragraphs.
Double-spaced with indented paragraphs for
very short messages

16. Complimentary Close
 One blank line below the last line of the letter
 Formal
Very truly yours
 Informal
Sincerely
Cordially

17. Signature Block
 Writer’s typed name
 Optional identification
Three or four blank lines below the complimentary
close.
 Name and title
Same line or separate line depending on length
Commas to separate categories within same line
Commas not to conclude a line

18. Signature Block

19. Others

20. Others

21. Others

22. Others

23. Second-Page Heading

24. Second-Page Heading

25. Plain-Paper Return Address
 Place your address immediately above the date
 Do not include your name.
 You will type and sign your name at the end of your
letter.
 Avoid abbreviations

26. Plain-Paper Return Address
 Block style
Type the return address at the left margin
 Modified Block Style
Start the return address at the center to align with the
complimentary close

27. Plain-Paper Return Address

28. Letter and Punctuation Styles
 Block style
All lines begin at the left margin
 Modified block style
Date and closing lines appear in the center
First line of each paragraph may begin
At the left margin
Or may be indented five to ten spaces

29. Block Letter

30. Block Letter

31. Modified Block Style

32. Envelopes

34. Folding

35. Folding

36. END
Reference: Essentials of Business Communication
By: Mary Ellen Guffey

37. Raphael James Dizon
Presented by: