LETTERHEAD Samples:
Exemplars for business letters created on paper without a pre-printed letterhead. Note: if your company does have logo and letterhead, omit the sender’s address and begin with the date.
BLOCK FORMAT
123 Writer’s Lane
Any Town, OH 12345
March 18, 2011
John Doe
1234 Business Street
Write Town, PA 12345
Dear Mr. Doe:
First paragraph typically states the main point of the letter. Start with a friendly opening and then quickly transition into the purpose of your writing. Save the details for the next paragraph.
The second paragraph has supporting details to reiterate your purpose for writing using background information, statistics or first-hand accounts.
Here, briefly restate your purpose and why it is important. Is a follow-up required? Put your contact number here. If not, close with a thank you for his time and consideration. The closing appears double-spaced below the body.
Sincerely,
Wendy Writer
Director of Communications
Notations (or Enc.) are typed flush left two lines below your title. Indicate any materials you have enclosed or attached with either: enclosure or enc., or attachment or att.
If someone is receiving a copy, use: cc: TLM and the initials of the sender and the typist WW/cll.
MODIFED BLOCK FORMAT
(Tab to center, begin typing) 123 Writer's Lane
Any Town, OH 12345
March 18, 2011
John Doe
1234 Business Street
Write Town, PA 12345
Dear Mr. Doe:
In the first paragraph you are using the principles of good writing by being clear and direct. Just a reminder, check to see if your company has a policy about letter format first.
Beginning with the second paragraph, state the supporting details so the reader can grasp immediately what you want.
Finally, in the closing paragraph, briefly restate your purpose and why it is important and end with your thanks. A formal closing is Very truly yours, or Sincerely yours. Less formal is Sincerely, or Cordially.
(Tab to center, begin typing) Sincerely,
(Tab to center, begin typing) Wendy Writer
Director of Communications
* * *
Use Miss or Mrs. if the woman addressed has indicated a preference. Otherwise, Ms. is appropriate and respectful.
In letters to organizations or to persons whose name or sex you do not know, current styles recommend addressing the office; i.e., Dear Registrar:.
SEMI-BLOCK FORMAT (Indented)
123 Writer's Lane
Any Town, OH 12345
March 18, 2011
John Doe
1234 Business Street
Write Town, PA 12345
Dear John Doe:
(Indent) The first paragraph of a typical business letter is indented five to ten spaces.
(Indent) Most companies use either full block or modified block for correspondence and the indented version is typically used for thank-you notes, congratulations and the like.
(Indent) Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing with gratitude for the reader's time.
Sincerely,
Wendy Writer
Director of Communications
Enclosure: resume
* * *
For business letters that refer to an account number or other identifying code, use the In re: or Re: in a line between the inside address and the salutation, example:
In Re: Employment: Position No. 12079553, Class Code: C056C, Grade C-12