Block format is the most formal and widely used format. If you are unsure of what type of format to use, this is the best choice. Keep in mind that different organizations utilize different formatting techniques, so be flexible in your formatting if needed.
For example, if you are writing to a conservative organization you should choose the standard Times New Roman. Alternatively, if your organization is more liberal, you have more leeway to choose different fonts. [3] X Research source
Check the proportions of the letter by using print preview.
The heading should be placed two inches from the top of the page. It is also acceptable to include additional contact information (phone, email, fax) after the third line of the address. [5] X Research source Try not to use abbreviations (for example, spell street instead of st. ). If abbreviating the state, make sure you use the standard postal service abbreviations and capitalize both letters. You do not have to include a heading if your company has a standard letterhead which includes all of the organization’s identifying information.
The standard British formatting for the date is: day, month, year (with no comma). If using letterhead instead of a heading, place the date three lines below the last line of the letterhead.
Always write to a specific individual at an organization. If you don’t have a name or title, call or go online to do some research. Include the highest title possible (Dr. , Professor, etc. ). If addressing a woman without a professional title, determine whether she should be addressed as Mrs. , Ms. or Miss. When in doubt, use Ms. When using international addresses, include the name of the country (in all capital letters) on the last line.
If you don’t know the recipient’s name, you can also use phrases such as “To whom it may concern” or “Dear Sir or Madam. " In British English, you do not need a colon after the recipient’s name. Instead, leave it blank or use a comma. [8] X Research source
To make the subject line stand out, you can use bold font, all caps, or underline the text.
If using block or modified block formats, no indentation is necessary. Only indent if using a semi-block format.
Add an additional paragraph anytime you introduce a new idea or new information. [11] X Research source Remember that it’s important to be concise and get straight to the point in business letters. Try not to let your paragraphs drag or run on longer than necessary. [12] X Research source
The first word of a closing is always capitalized while the second is not. Align to the left for block format. For modified block, tab to the center and begin typing (so it justifies right). For semi-block, fully center your closing. [14] X Research source Other options include: Respectfully, Very truly yours, Regards, and Cordially. [15] X Research source
When signing your name, use blue or black ink. Your signature should begin over the first letter of your typed name. [16] X Research source
Initials are included if someone other than the author of the letter types it. The author’s initials come first (in capital letters), follow by a colon or forward slash, and the typist’s initials in lowercase letters. [17] X Research source Enclosures are any other items that are being sent with the letter. It is signified by the word “Enclosures” or the abbreviation “Enc. " or “Encs. " as necessary. If there are multiple enclosures, it is customary to signify this by putting the number of enclosures in parenthesis: Enclosures (3). [18] X Research source
Be courteous and sincere in your writing by using phrases such as “thank you,” or “please feel free to contact me. " Never use a condescending tone–even if the information is negative. For example, instead of saying, “You did not read the instructions carefully,” instead say, “the system may shut down if the instructions are not properly followed. “[20] X Research source
For example, use chairperson instead of chairman or say,“the office staff” versus “the girls in the office. “[21] X Research source
Don’t use slang terms or lower level words, no matter how popular they are. For example avoid using words such as: stuff, like, or really. Avoid overly used words such as: a lot, good, or nice. Don’t use run-on sentences that seem to have no end and require punctuation but don’t use any and put together many ideas into one sentence that should be broken up into a few. (This is an example of a run-on sentence) Make sure your sentences. (are complete and not fragments like this one).
Don’t use shorthand such as LOL (laugh out loud) or TTYL (talk to you later). Avoid using excessive punctuation marks!!!!!!
