Are you using the correct business letter format in the writing communication? The business letter is important medium for formal communication and it gives the first impression to the reader.
The overall styles, quality of the paper, letterhead design, margin and spacing factor will reflect the branding of your organization.
Block style and not indent paragraphs structure was used as the business letter styles.
Business Writing Styles
Business reader expect to receive letters and memos that adhere to an existing format standard.
Three common business letter format styles include:
Modified Block Style
The common block letter format is formatted with all of your text aligned with left margin. Double spacing paragraph structure with all the text line with single spacing.
The margins are set one inch in the standard Word processor.
The entire letter is left justified with single spacing except for a double space between paragraphs.
Semi Block Style
Similar to the modified style except that each paragraph is indented instead of left justified.
Business Writing Format
There are several main sections that are consistent with every business letter format.
Make sure you include all components when writing a business letter as below:
- Letterhead Design. Different organization will use different letterhead design. Avoid fancy letterhead design.
- Return Address. Include your full business address, legal business name, email address, phone number and fax number.
- Date. Follow the month – day – year format. Prevent date abbreviations (example: Jan 31 2010)
- Recipient’s Name & Address. Include the full name and address of the recipient.
- Salutation. The formal greeting appears two lines lower than the recipient address.
- Subject. Clear subject description of the letter will give the recipient an overview of agenda.
- Body. Use the body of your letter to explain the situation and to make your request or response. Write it in clear and concise manner.
- Complimentary Close. Choose any formal format such as “Best Regards” or “Sincerely”
- Signature. Sign your name as the same as in your letter. Include your full name and position title.
- Enclosure. Include cc. or carbon copy of the other receiver or receivers if available.
Read more on business letter writing tutorial and business letter writing tips.
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