LETTER FORMATS
Business ‘witers today generally favor the block or simplified letter forniats for two reasons:
1. Moving all elements flush left is easier for typists/word processors.
2. Indenting is unnecessary, since one blank line is routinely left between paragraphs.
The modilied block and semiblock fomiats feel less formal than the block format. The choice of forniats for business correspondence should he consistent with the image an organization desires to project.
Using the simplified fonnat reduces the potential for the inadvertent use of sexist language, since the salutation is omitted. In the business world, the traditional greeting and closing are unnecessary.
The Formats
• Block Unindcntcd paragraphs. All letter elements
are flush with the left margin.
• Modified block
Unindented paragraphs. The return address,
reference line, date, complimentary closing, and
signature block are right of center. Remaining
elements are flush with the left margin.
• Semiblock
Indented paragraphs (usually an equivalent of
five spaces). The return address, reference line,
date, complimentary closing, and signature
block are right of center. Remaining elements
are flush with the left margin.
• Simplified
Unindented paragraphs. The salutation and
complimentary closing are omitted. All
elements are flush with the left margin.
• Full Block
All elements of the letter are flush left.
Block
121 Knox Road #6
Denver, Colorado 80122
March 4, 20--
Linda Hennessee, Managing Editor
World Discovery
1650K. Street, NW
Washington, DC 20036
Dear Ms. E-lennessee:
I am applying for the summer editorial internship you listed with the career Development Center at the University of Maryland. I am currently a junior at the University of Denver, with a double major in English and Latin American Studies.
Over the past three years I have gained considerable experience in newspapers and magazine journalism.
T am available for an interview almost any time and can he reached at 303-740-3148. 1 will he in virginia from April 4 to April 12; ilyou want to contact me there, the number is 703-555-2006.
I look fonvard to hearing from you.
Sincerely,
Muhammad Zia
Semiblock (Less formal than block)
121 Knox Road #6
Denver, Colorado 80122
March 4, 20--
Linda Hennessee, Managing Editor
World Discovery
1650 K. Street, NW
Washington, DC 20036
Dear Ms. Hennessee:
I am applying for the summer editorial internship you listed with the career Development Center at the University of Maryland. I am currently a junior at the University of Denver, with a double major in English and Latin American Studies.
Over the past three years I have gained considerable experience in newspapers and magazine journalism.
I am available for an iiiteriew alnwist any time and can be reached at 303-740-3148. 1 will be in rginia from April 4 to April 12; ifyou want to contact me there, the number is 703-555-2006.
I look forward to hearing from you.
Sincerely,
Muhammad Zia
Full Block
(Most formal and the style that is usually perferred if the letter is typed on letterhead stationery that gives the return address of the writer or the writer’s company.)
121 Knox Road #6
Denver, Colorado 80122
March 4, 20--
Linda Hennessee, Managing Editor
World Discovery
1650 K. Street, NW
Washington, DC 20036
Dear Ms. Hennessee:
I am applying for the summer editorial internship you listed with the career Development Center at the University of Maryland. I am currently a junior at the University of Denver, with a double major in English and Latin American Studies.
Over the past three years I have gained considerable experience in newspapers and magazine journalism.
I am available for an interview ainwist any time and can be reached at 303-740-3148. 1 will be in virginia from ApriI4 to April 12; if you want to contact me there, the number is 703-555-2006.
I look forward to hearing from you.
Sincerely,
Muhammad Zia
Punctuation
The open style omiLs all nonessential punctuation (even omitting the colon or comma after the salutation and the comma after the complimentary closing). The standard style uses minimal uiictuation in the letter with a colon or comma after the salutation and a comma afler the complimentary closing. (The latter style is preferred for letters in the semiblock format.)
Margins
Left and right margins are approximately equal,the spacing depends on the length of the letter. (Long letters have margins approximately one inch in width, while short letters may have wider margins.)
In extremely short letters, wide margins are often conibined with double or triple spacing to give a proper appearance to the document.
For proper appearance, the letter should be centered on the page. Margins and spacing must he adjusted for Letters of unusual size.
Business ‘witers today generally favor the block or simplified letter forniats for two reasons:
1. Moving all elements flush left is easier for typists/word processors.
2. Indenting is unnecessary, since one blank line is routinely left between paragraphs.
The modilied block and semiblock fomiats feel less formal than the block format. The choice of forniats for business correspondence should he consistent with the image an organization desires to project.
Using the simplified fonnat reduces the potential for the inadvertent use of sexist language, since the salutation is omitted. In the business world, the traditional greeting and closing are unnecessary.
The Formats
• Block Unindcntcd paragraphs. All letter elements
are flush with the left margin.
• Modified block
Unindented paragraphs. The return address,
reference line, date, complimentary closing, and
signature block are right of center. Remaining
elements are flush with the left margin.
• Semiblock
Indented paragraphs (usually an equivalent of
five spaces). The return address, reference line,
date, complimentary closing, and signature
block are right of center. Remaining elements
are flush with the left margin.
• Simplified
Unindented paragraphs. The salutation and
complimentary closing are omitted. All
elements are flush with the left margin.
• Full Block
All elements of the letter are flush left.
121 Knox Road #6
Denver, Colorado 80122
March 4, 20--
Linda Hennessee, Managing Editor
World Discovery
1650K. Street, NW
Washington, DC 20036
Dear Ms. E-lennessee:
I am applying for the summer editorial internship you listed with the career Development Center at the University of Maryland. I am currently a junior at the University of Denver, with a double major in English and Latin American Studies.
Over the past three years I have gained considerable experience in newspapers and magazine journalism.
T am available for an interview almost any time and can he reached at 303-740-3148. 1 will he in virginia from April 4 to April 12; ilyou want to contact me there, the number is 703-555-2006.
I look fonvard to hearing from you.
Sincerely,
Muhammad Zia
Semiblock (Less formal than block)
121 Knox Road #6
Denver, Colorado 80122
March 4, 20--
Linda Hennessee, Managing Editor
World Discovery
1650 K. Street, NW
Washington, DC 20036
Dear Ms. Hennessee:
I am applying for the summer editorial internship you listed with the career Development Center at the University of Maryland. I am currently a junior at the University of Denver, with a double major in English and Latin American Studies.
Over the past three years I have gained considerable experience in newspapers and magazine journalism.
I am available for an iiiteriew alnwist any time and can be reached at 303-740-3148. 1 will be in rginia from April 4 to April 12; ifyou want to contact me there, the number is 703-555-2006.
I look forward to hearing from you.
Sincerely,
Muhammad Zia
Full Block
(Most formal and the style that is usually perferred if the letter is typed on letterhead stationery that gives the return address of the writer or the writer’s company.)
121 Knox Road #6
Denver, Colorado 80122
March 4, 20--
Linda Hennessee, Managing Editor
World Discovery
1650 K. Street, NW
Washington, DC 20036
Dear Ms. Hennessee:
I am applying for the summer editorial internship you listed with the career Development Center at the University of Maryland. I am currently a junior at the University of Denver, with a double major in English and Latin American Studies.
Over the past three years I have gained considerable experience in newspapers and magazine journalism.
I am available for an interview ainwist any time and can be reached at 303-740-3148. 1 will be in virginia from ApriI4 to April 12; if you want to contact me there, the number is 703-555-2006.
I look forward to hearing from you.
Sincerely,
Muhammad Zia
Punctuation
The open style omiLs all nonessential punctuation (even omitting the colon or comma after the salutation and the comma after the complimentary closing). The standard style uses minimal uiictuation in the letter with a colon or comma after the salutation and a comma afler the complimentary closing. (The latter style is preferred for letters in the semiblock format.)
Margins
Left and right margins are approximately equal,the spacing depends on the length of the letter. (Long letters have margins approximately one inch in width, while short letters may have wider margins.)
In extremely short letters, wide margins are often conibined with double or triple spacing to give a proper appearance to the document.
For proper appearance, the letter should be centered on the page. Margins and spacing must he adjusted for Letters of unusual size.
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