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Lesson 29: Writing Business Letters  >>>  Business Letter Sample


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                                  ---> The date may be written as month-day-year (US style) or day-month-year (UK style).

(4 blank lines)

Mr./Ms. Name of person you are writing, title                        ---> The inside address includs the recipient's name, title,
Company name                                                                           company, and full address.
Address
City, Zip

Country (use only if writing to another country)

(2 blank lines)

Dear Mr. /Ms. Last Name:   orÖ   Dear Mr./Ms. Last Name,     ---> The salutation is a greeting to the recipient. If you donít know the name of the individual, address it to the individualís 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            ---> Indicates the subject or purpose of the letter. It may be also placed
                                                                                     before the salutation.

(1 blank line)

Body Paragraph 1: Explain who you are and why you are writing this letter..................................................................
............................................................................................................................................................................................
(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                                                                          with a comma.

(3/4 blank lines)           ---> Your handwritten signature


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)            ---> Include this if there are additional items with the letter.

(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.


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)

----------------------------------------------------------
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Sencerely (no comma)


Parts of a Business Letter  < < <  Business Letter Sample - Full-Block Style  < < <  Business Letter Writing Tips







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