3.1 Business Letter Styles

Formatting Correspondence
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Business Letter Styles

The following pictures show what a one-page business letter should look like. There
are three accepted styles. The horizontal lines represent lines of type (text).
Modified Block Style Block Style
Semi-block Style
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PARTS OF A BUSINESS LETTER
Although there are many parts to a letter, some are always required and others,
occasionally required.
The parts of a business letter are as follows:
1. Letterhead or Heading
2. Date
3. Confidential Notation (optional )
4. Inside Address
5. Attention line (optional )
6. Salutation
7. Subject line (optional )
8. Body of the letter
9. Complimentary closure
10. Signature Block
11. Typed signature
12. Reference initials (optional )
13. Additional special notations
LETTERHEAD or HEADING
Most business letters originating from a company are written on the company’s
letterhead. If you are writing a personal business letter or your company does not
use letterheads, then you need to include your company’s name and address in the
heading. (Usually in the center)
DATE
Two line spaces below the letterhead. The date should be the same as when the
letter is typed. The date should be typed in complete format, for example:
July 25, 201x.
CONFIDENTIAL NOTATION (optional)
Use this word when the person to whom the letter is addressed, is the only one who
should read it. Physically separate the word from the rest of the letter by two
line spaces. To assure confidentiality, include the word “CONFIDENTIAL” on the
envelope too.
On the envelope, it should appear approx. 4 line spaces below the return address.
This notation should appear in all caps, bold, underlined and at the left
margin.
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INSIDE ADDRESS
This should include the name of the person you are writing to, the person’s title
(if available), the name of the company and the company’s address. (Left margin)
ATTENTION LINE (optional)
The attention line is used when you do not know the name of the person you are
sending the letter to, but you know which department it should be directed to.
This notation should appear two line spaces below the INSIDE ADDRESS and at
the left margin.
The attention line may say: ATTENTION: ACCOUNTING MANAGER or

ATTENTION: CUSTOMER SERVICE. The word “attention:” all caps and in bold.
SALUTATION LINE
The salutation line is used in many formats. Examples : Dear Sir, Dear Madam,
Gentlemen, Ladies, Dear Mr. Bryan, Dear Mrs. Gray, Ladies and Gentlemen. This
line must always begin at the left margin. You must determine the appropriate
choice based on the reader and situation of the letter. When in doubt of the
gender of the reader of the letter, for example “Terry” you may say Dear Terry and
the last name.
SUBJECT LINE (optional)
The subject line is most commonly used in when an important message is to be

delivered in your letter and you would like to draw the reader’s attention so that he
will continue to read your letter immediately. This line should always appear
beginning at the left margin two line spaces below the salutation line. However,
due to various company procedures, it may also appear two line spaces below the
salutation but typed near from the center to the left of your letter page. When in the
workplace, it is best to follow the company directives for this procedure.
BODY OF THE LETTER
This is where you make requests, provide information or reasons, or reply to

someone. It is the main part of the business letter.
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COMPLIMENTARY CLOSURE
This varies in formality and is found in all business letters with the exception of a
MEMO. The following complimentary closures are some of the most commonly used:
v Truly yours,
v Respectfully,
v Sincerely yours,
v Cordially,
v Sincerely,
The most appropriate, in general situations, is the latter.
SIGNATURE BLOCK
There should be four line spaces between the complimentary closure and your typed
signature.
TYPED SIGNATURE
This is your typed name or the name of the person signing the letter. This should be
typed four line spaces below the complimentary closure.
REFERENCE INITIALS
When required, the consist of the sender’s initials in capital letters followed by a
colon (:) and followed by the typists initials in small letters. The reference initials must
be always appear typed from the left margin of the letter and two line spaces below
the typed signature.
ADDITIONAL NOTATIONS
The additional notations may consist of informing the reader of an enclosure with the
letter (encl.) or a copy of the letter forwarded to another party (c:) followed by the
person’s name.
The additional notations must appear at the left margin of the letter, in small caps and
two line spaces below the reference initials (if any). If there are not reference initials
in the letter and you are the only typist and sender, the additional notations would then
follow two line spaces below the typed signature.
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3.1 Business Letter Styles

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3.1 Business Letter Styles

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Available Formats

Formatting Correspondence

Business Letter Styles

Modified Block Style Block Style

PARTS OF A BUSINESS LETTER

The parts of a business letter are as follows:

CONFIDENTIAL NOTATION (optional)

ATTENTION LINE (optional)

The attention line may say: ATTENTION: ACCOUNTING MANAGER or

SUBJECT LINE (optional)

The subject line is most commonly used in when an important message is to be

BODY OF THE LETTER

This is where you make requests, provide information or reasons, or reply to

The most appropriate, in general situations, is the latter.

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