Business Letter Sample - Full-Block Style

If you are using company letterhead, your full address will already be centered on the page.

Letterhead Company Name (and logo) Address Phone/Fax number E-mail (optional)

(2 blank lines after letterhead) Current date or day-month-year (UK style). (4 blank lines) Mr./Ms. Name of person you are writing, title the recipient's name, title, Company name Address City, Zip Country (use only if writing to another country) (2 blank lines) Dear Mr. /Ms. Last Name: or Dear Mr./Ms. Last Name, ---> The salutation is a greeting to the recipient. If you dont know the name of the individual, address it to the individuals title in the company or "Dear Sir/Madam". (1 blank line if there is a subject; 2 blank lines if there is no subject) Subject Line (Optional): Title of subject letter. It may be also placed (1 blank line) Body Paragraph 1: Explain who you are and why you are writing this letter.................................................................. ---> Indicates the subject or purpose of the before the salutation. ---> The inside address includs company, and full address. ---> The date may be written as month-day-year (US style)

......................................................................................................................................................... ................................... (1 blank line) Body Paragraph 2: Use facts, details and experiences to support your opinion or request.............................................. ......................................................................................................................................................... .................................... (1 blank line) Body Paragraph 3: Tell the reader what you want him to do or what you will do for him................................................ ......................................................................................................................................................... .................................... (1 blank line) Short sentence: End your letter by saying something courteous to your reader. (2 blank lines) Sincerely, or... Sincerely yours, ---> Capitalize only the first word in the complimentary close, and follow the phrase a comma. (3/4 blank lines) ---> Your handwritten signature

with

Your name ---> You should type your first and last names. This can be followed by a title on the next line if appropriate. Your title (2 blank lines) NKA/wgs or NKA:wgs ---> The typist's initials (if someone else types your letters) follow the writer's initials, separated by a slash or colon. The writer's initials are in capital letters, the typist's are lowercase. Enclosure (2) (2 blank lines) cc: The names of the other recipients ---> The copie line is used to let the reader know that other people are receiving a copy of the document. Follow the colon with the names of the other recipients, listed either alphabetically or according to organizational rank. ---> Include this if there are additional items with the letter.

When printing on blank paper you should type your address (without your name or phone # ) as

the heading. Align the heading according to the letter format.

Address City, ZIP Country (2 blank lines) Date of writing If the letter is long you may place the date immediately below the last line of the heading. Otherwise, place the date two lines below the heading.

Punctuation The two styles of punctuation commonly used in business letters are mixed and open. The most popular style is mixed punctuation. Mixed punctuation requires a colon after the saluation and a comma after the complimentary close. When no punctuation follows Mr or Ms, the salutation and the complimentary close, open punctuation has been used. This style is popular in the UK but it is not considered appropriate in the United States. Dear Mr Last Name/Ms Last Name (no colon or comma) ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------Sencerely (no comma)