Business Letter (II A Regular AN)

Business letter
A commercial business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. The overall style of letter will depend on the relationship between the parties concerned.
• 1 Types of Letter
o 1.1 Letter of Inquiry
• 2 General Format
o 2.1 Elements
o 2.2 Line Spacing
o 2.3 Font Formatting
o 2.4 Punctuation
o 2.5 Example Template
• 3 Indentation Formats
o 3.1 Block
o 3.2 Semi-Block
o 3.3 Modified Block
o 3.4 Modified Semi-Block
Types of Letter
Letter of Inquiry
A letter of inquiry is a general term used for a number of different kinds of business letters addressed to a company.
General Format
There are two main styles of business letters:
1. Full block style: Align all elements on the left margin.
• This example is personal business; as a result, it's written from me (Nicholas Strachan) using my (fictional) home address on Laurier Avenue in Ottawa.
• If the letter was about company business, I'd use my company letterhead.
1385 Laurier Avenue
Ottawa, Ontario K2G 1V8

January 6, 2011


James Moore, Human Resources Manager
Global Market Incorporated (Inc.)
45 Spadina Avenue
Toronto, Ontario M5W 1E5
Dear Mr. Moore:
This is semi-block letter format.
It too begins with the sender’s address, the date, the receiver’s name and address, and then the opening salutation. The difference between full-block and semi block is easy:
• In full-block format, nothing is indented.
• In semi-block format, the sender’s address, date and closing salutation are indented.
• In semi-block format, it is also permissible to indent the paragraphs, but it is not necessary to do so.
If you have questions about this format, please email me.
Sincerely,
Nicholas Strachan
Nicholas Strachan



















Full-Block Format Letter


1 1/2 inch margin

Company Logo or Letterhead (kop surat)



6-10 spaces


<- 1 1/4 inch margin ->
March 15, 2001


2-4 spaces

Mr. John Smith, Director of Operations
SomeGroup Group
SomeStreet Drive
Sometown, VA 12345
2 spaces
Dear Mr. Smith:
2 spaces
Thank you for your inquiry about Full-Block format for letters. What follows is a quick summary of the format and the conventions it uses.
Full block format is considered the most formal of the three styles. In full block format or style, every line is left justified. The dateline is placed two to six line spaces below the last line of the heading or letterhead. The inside address placement varies depending upon the length of the letter. A common spacing is four line spaces below the date line. The salutation is placed two lines below the attention line (if an attention line is provided). The first line of the body is placed two lines below an attention line or two to four lines below the last inside address line. When using full block, paragraphs are single spaced, with a double space between paragraphs.
While there are no set rules governing format use, full block is generally used for (1) requests or inquiries, (2) claims, (3) announcements, (4) records of agreement, (5) transmittal of other technical documents, and (6) job applications. Most other types of letters use semi-block or simplified format. This page illustrates the spacing and layout of full block format.
2 spaces
Sincerely yours ,


4 spaces

Dr. Sheila Carter-Tod
English Instructor
2 spaces
CC Notation
2 spaces
Enclosure


1 1/2 inch margin

Semi-Block Format Letter

1 1/2 inch margin

Company Logo or Letterhead



6-10 spaces



<- 1 1/4 inch margin ->
March 15, 2001


2-4 spaces

Mr. John Smith, Director of Operations
SomeGroup Group
SomeStreet Drive
Sometown, VA 12345
2 spaces
Dear Mr. Smith :
2 spaces
Thank you for your inquiry about Semi-Block format for letters. What follows is a quick summary of the format and the conventions it uses.
Semi-block format or style is frequently called modified semi-block because it is a slightly less formal modification of full block format. This letter style places the date line in alignment with, or slightly to the right of dead center. Another option for placing the date line in semi-block is flush right. Similar to full block, semi-block places the inside address, salutation and any end notations flush with the left margin. However, unlike full block, each body paragraph of semi-block is indented five spaces. The complimentary close and signature block are aligned under the date.
This page illustrates the spacing and layout of semi-block format. Both full block and semi-block formats generally contain all of the necessary parts of a letter.
2 spaces
Sincerely yours,


4 spaces

Dr. Sheila Carter-Tod
English Instructor
2 spaces
SCT/jm
2 spaces
Enclosure


1 1/2 inch margin

Semi-Block Format Letter

1 1/2 inch margin

Company Logo or Letterhead



6-10 spaces


<- 1 1/4 inch margin ->
March 15, 2001


2-4 spaces

Mr. John Smith, Director of Operations
SomeGroup Group
SomeStreet Drive
Sometown, VA 12345
2 spaces
SIMPLIFIED FORMAT LETTERS
2 spaces
Thank you for your inquiry about Simplified format for letters. What follows is a quick summary of the format and the conventions it uses.
Simplified format or style unlike full block and semi-block has fewer internal parts. This format is also the most widely used format in professional correspondence. Simplified format is focused and professional without unnecessary formality. Simplified format places all internal parts in left alignment; however, the traditional salutation is replaced with an all-caps subject line that is also placed flush with the left margin. Body paragraphs are left aligned and single spaced within and double spaced between. In simplified style, the writer's name and title, if necessary, are aligned with the left margin and typed in all caps at least five spaces below the last line of the body or message of the letter.
This page illustrates the spacing and layout of simplified format. Both full block and semi-block formats generally contain all of the necessary parts of a letter.
2 spaces
Sincerely yours,



5 spaces

DR. SHEILA CARTER-TOD
ENGLISH INSTRUCTOR
2 spaces
SCT/jm
2 spaces
Enclosure


1 1/2 inch margin








2. Modified block style: Down the middle of the page, align the return address, date, closing, signature, and typed name; align other elements on the left page margin.
Sample Business Letters
Modified Block Style Business Letter Components

Parts of a Business Letter
1. Return Address: If your stationery has a letterhead, skip this. Otherwise, type your name, address and optionally, phone number, five spaces to the right of center or flush with the right margin. Five spaces to the right of center is common. These days, it's also common to include an email address.
2. Date: Type the date five spaces to the right of center or flush with the right margin, two to six lines below the letterhead. Five spaces to the right of center and three lines below the letterhead are common. If there is no letterhead, type it where shown.
3. Reference Line: If the recipient specifically requests information, such as a job reference or invoice number, type it on one or two lines, immediately below and aligned with the Date (2). If you're replying to a letter, refer to it here. For example,
• Re: Job # 625-01
• Re: Your letter dated 1/1/200x.
4. Special Mailing Notations: Type in all uppercase characters, if appropriate. Examples include
• SPECIAL DELIVERY
• CERTIFIED MAIL
• AIRMAIL
5. On-Arrival Notations: Type in all uppercase characters, if appropriate. You might want to include a notation on private correspondence, such as a resignation letter. Include the same on the envelope. Examples are
• PERSONAL
• CONFIDENTIAL
6. Inside Address: Type the name and address of the person and/or company to whom you're sending the letter, three to eight lines below the last component you typed. Four lines are standard. If you type an Attention Line (7), skip the person's name here. Do the same on the envelope.
7. Attention Line: Type the name of the person to whom you're sending the letter. If you type the person's name in the Inside Address (6), skip this. Do the same on the envelope.
8. Salutation: Type the recipient's name here. Type Mr. or Ms. [Last Name] to show respect, but don't guess spelling or gender. Some common salutations are
• Ladies:
• Gentlemen:
• Dear Sir:
• Dear Sir or Madam:
• Dear [Full Name]:
• To Whom it May Concern:
9. Subject Line: Type the gist of your letter in all uppercase characters. Be concise on one line. If you type a Reference Line (3), consider if you really need this line. While it's not really necessary for most employment-related letters, examples are below.
• SUBJECT: RESIGNATION
• LETTER OF REFERENCE
• JOB INQUIRY
10. Body: Type two spaces between sentences. Keep it brief and to the point.
11. Complimentary Close: Type this aligned with the Date (2). What you type here depends on the tone and degree of formality. For example,
• Respectfully yours (very formal)
• Sincerely (typical, less formal)
• Very truly yours (polite, neutral)
• Cordially yours (friendly, informal)
12. Signature Block: Align this with the Complimentary Close (11). Leave four blank lines to sign your name. Sign it exactly the same as you typed it below your signature. Title is optional depending on relevancy and degree of formality. Examples are
• John Doe, Manager
• P. Smith
Director, Technical Support
• R. T. Jones - Sr. Field Engineer
13. Identification Initials: If someone typed the letter for you, he or she would typically include three of your initials in all uppercase characters, then two of his or hers in all lowercase characters. If you typed your own letter, just skip it since your name is already in the Signature Block (12). Common styles are below.
• JAD/cm
• JAD:cm
• clm
14. Enclosure Notation: This line tells the reader to look in the envelope for more. Type the singular for only one enclosure, plural for more. If you don't enclose anything, skip it. Common styles are below.
• Enclosure
• Enclosures: 3
• Enclosures (3)
15. cc: Stands for courtesy copies (formerly carbon copies). List the names of people to whom you distribute copies, in alphabetical order. If addresses would be useful to the recipient of the letter, include them. If you don't copy your letter to anyone, skip it.
Tips:
• Replace the text in brackets [ ] with the component indicated. Don't type the brackets.
• Try to keep your letters to one page, but see page 2 of this sample if you need continuation pages.
• How many blank lines you add between lines that require more than one, depends on how much space is available on the page.
• The same goes for margins. One and one-half inch (108 points) for short letters and one inch (72 points) for longer letters are standard. If there is a letterhead, its position determines the top margin on page 1.
• If you don't type one of the more formal components, don't leave space for them. For example, if you don't type the Reference Line (3), Special Mailing Notations (4) and On-Arrival Notations (5), type the Inside Address (6) four lines below the Date (2).
MODIFIED BLOCK STYLE LETTERS
LONGHURST INSTRUCTIONS
MODIFIED BLOCK LETTER
LONGHURST LETTER

DIRECTIONS:
Type the letter to Ms. Longhurst in MODIFIED BLOCK style with paragraphs indented. Use MIXED PUNCTUATION.

Remember: MODIFIED BLOCK STYLE MEANS THAT THE DATE IS CENTERED, AND THE SIGNATURE BLOCK IS AT THE CENTER OF THE PAPER--NOT CENTERED. (Do not hit CTRL-E, but tab over to the center.)

IN MODIFIED BLOCK, THE PARAGRAPHS CAN BE INDENTED BUT DON'T HAVE TO BE.

MIXED PUNCTUATION MEANS THERE IS A COLON AFTER THE SALUTATION AND A COMMA AFTER THE COMPLIMENTARY CLOSE.

1. Type the Heading or Letterhead in the center using a fancy font that looks nice. The company name needs to be in a larger font than the address.

HENSON AND SONS, 3325 W. 220 S., Springville, UT 81637

2. Space down 2-3 lines and type the current date in the center of the paper. It usually looks best if it is centered under the heading.

3. Quadruple space between the date and the Inside Address.

Inside Address: Ms. Sandra Longhurst, Production Manager, Alpha Products, Inc., 330 Brisbane Way, Decatur, IL 10287

4. Double space after the Inside Address and type the Salutation--Dear Ms. Longhurst Since this is MIXED PUNCTUATION, you will type a colon after the Salutation.

5. Double space after the Salutation and type the Body of the letter singled spaced with double spaces between paragraphs.

BODY OF LETTER

We would like to thank you for the high quality rugs that we recently received from your company. We were not only impressed with the manufacturing but with the beautiful colors. We tested the quality and color durability of one of these rugs by washing it 20 times. We are very happy to report that the colors did not fade, and the rug looked just like new after repeated washings.

Of course, we were extremely happy about the prices of these rugs. We are able to offer them to our customers at a 25% savings over the rugs we formerly bought from one of your competitors.


Our best news, however, is how the customers have received these rugs. We have heard nothing but compliments from them. The rugs quickly sold out, and we are impatiently waiting for our second--and much larger--shipment from you.

Keep up the good work. We look forward to many years of business with you.

6. Double space after the body and type the Complimentary Close--Sincerely Yours-- in the center of the page--use the tab key to get to center. Since this is MIXED PUNCTUATION, you will follow the Complimentary Close with a comma.

7. Quadruple space after the Complimentary Close and type the person's name who wrote the letter--Helen Wise. This should start at the center directly under the Complimentary Close.

Example:
Sincerely yours,




Helen Wise (put this directly under Sincerely)

8. Single space after the name and type the writer's position--President-also tabbed to the center.

9. Double space and type your initials for the Reference Initials in lower case letters at the left margin.

10. Make sure you type your name and Longhurst at the bottom of the letter.

11. Save in your Word Processing folder under Longhurst. Print. Do not close.


MODIFIED BLOCK LETTER 2
LONGHURST LETTER 2

1. Now change the LONGHURST letter to OPEN PUNCTUATION with no paragraphs indented. Keep it in MODIFIED BLOCK STYLE.

2. Resave it under Longhurst2.

3. At the bottom, label your letter LONGHURST2 and print.

MAKE SURE YOU SIGN EACH LETTER WITH THE WRITER'S NAME AFTER YOU HAVE PRINTED IT.
LONGHURST RUBRICS


DECKER INSTRUCTIONS
MODIFIED BLOCK STYLE
GRADY DECKER LETTER


Format: Modified Block; paragraphs not indented
Punctuation: Mixed
Save as: Decker

Letterhead: Western Business Machines, 204 Ontario Drive, Portland, OR 21902
Date: Use current date
Mr. Grady M. Decker/AFT Laboratories/407 Groton Street/Hartford, CT 06106
Dear Mr. Decker
Because I have worked previously with a company similar to yours, Lehman asked me to respond to your inquiry about typing letters in the modified block style.

This letter, Mr. Decker, is an example of one that has been typed in modified block style without indented paragraphs. Notice that all lines except the date and complimentary close are “blocked;” that is, they begin at the left margin. However, a modified block letter may have the paragraphs indented.

The spacing between parts of business letters is standard and should be carefully observed. Notice the placement of this average length letter. For a short or long letter, the date is raised or lowered and the length of writing line changed.

I am happy to enclose our booklet on the subject of letter styles and special features of business letters.
Sincerely yours
(Your Name)
Consultant
df
Enclosure
DECKER RUBRIC


Elements
Business letters (in the United States) usually contain the following elements, in order:
• Sender's address & contact information
• Date of writing
• Recipient's name, title, company, & address
• Salutation/greeting
• Subject
• Message (body of the letter)
• Valediction/closing
• Sender's signature
• Sender's name, title, company
In some situations, a business letter may also include the following optional information:
• Enclosures (Encl.: or Enc.:)
• Carbon Copy Recipients (cc:)
• Reference Initials (of the typist, if different from original author of letter)
Line Spacing
In general, each element or paragraph of the letter is followed by a single blank line, except:
• the date, followed by three or four blank lines;
• the final content paragraph, followed by two blank lines;
• the valediction/closing, followed by three or four blank lines (enough for the sender to sign the letter); and
• the sender's title, followed by two blank lines.
Font Formatting
No special character or font formatting is used, except for the subject line, which is usually underlined
Punctuation
The salutation/greeting is generally followed by a comma, although in the United States a colon is often preferred. The valediction/closing is followed by a comma.
Example Template
[SENDER'S NAME]
[SENDER'S ADDRESS]
(optional[SENDER'S PHONE]
(optional[SENDER'S E-MAIL]

[DATE]


[RECIPIENT W/O PREFIX]
[RECIPIENT'S TITLE]
[RECIPIENT'S COMPANY]
[RECIPIENT'S ADDRESS]

(Optional) Attention [DEPARTMENT/PERSON],

Dear [RECIPIENT W/ PREFIX]:

Re: [SUBJECT] [First Salutation then Subject in Business letters]

[CONTENT.]

[CONTENT.]


[VALEDICTION (Sincerely, Respectfully, Regards, etc.)],




[SENDER]
[SENDER'S TITLE]


Enclosures ([NUMBER OF ENCLOSURES])

cc: [CC RECIPIENT], [CC RECIPIENT TITLE]
[CC RECIPIENT], [CC RECIPIENT TITLE]

Indentation Formats
Business letters generally conform to one of four indentation formats: Block, Semi-Block, Modified Block, and Modified Semi-Block. Put simply, "Semi-" means that the first lines of paragraphs are indented; "Modified" means that the sender's address, date, and closing are significantly indented.
Block
In a Block format letter, (1) all text is aligned to the left margin, (2) paragraphs are not indented. 3) parts and paragraphs are separated by double or triple spacing.
Semi-Block
In a Semi-Block format letter, (1) all text is aligned to the left margin, (2) paragraphs are indented.
Modified Block
In a Modified Block format letter, (1) all text is aligned to the left margin, except for the author's address, date, and closing; and (2) paragraphs are not indented. The author's address, date, and closing are usually indented three inches from the left margin, but can be set anywhere to the right of the middle of the page, as long as all three elements are indented to the same position.
Modified Semi-Block
In a Modified Semi-Block format letter, (1) all text is aligned to the left margin, except for the author's address, date, and closing; and (2) paragraphs are indented. The author's address, date, and closing are usually indented by: Richard Babon
Guide to Basic Business Letters
The basics of good business letter writing are easy to learn. The following guide provides the phrases that are usually found in any standard business letter. These phrases are used as a kind of frame and introduction to the content of business letters. At the end of this guide, you will find links to sites that give tips on the difficult part of writing successful business letters – arguing your business objective. By using these standard phrases, you can give a professional tone to your English business letters.
The Start
1. Dear Personnel Director,
2. Dear Sir or Madam: (use if you don't know who you are writing to)
3. Dear Dr, Mr, Mrs, Miss or Ms Smith: (use if you know who you are writing to, and have a formal relationship with - VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss)
4. Dear Frank: (use if the person is a close business contact or friend)
The Reference
1. With reference to your advertisement in the Times, your letter of 23 rd March,
your phone call today,
2. Thank you for your letter of March 5 th .
The Reason for Writing
1. I am writing to inquire about…
…apologizing for
…I am confirming that
Requesting
1. Could you possibly?
2. I would be grateful if you could…
Agreeing to Requests
1. I would be delighted to…
Giving Bad News
1. Unfortunately…
2. I am afraid that…
Enclosing Documents
1. I am enclosing…
2. Please find enclosed…
3. Enclosed you will find…
Closing Remarks
1. Thank you for your help Please contact us again if we can help in any way.
…There are any problems…(or)
…you have any questions…
Reference to Future Contact
1. I look forward to ...
…hearing from you soon.
…meeting you next Tuesday.
…seeing you next Thursday.
The Finish
1. Yours faithfully, … (If you don't know the name of the person you're writing to)
2. Yours sincerely, … (If you know the name of the person you're writing to)
3. Best wishes, …
4. Best regards, … (If the person is a close business contact or friend)

















Sample Letter
Here is a sample letter using some of these forms:
Ken's Cheese House
34 Chatley Avenue
Seattle, WA 98765
Tel:
Fax:
Email: kenny@cheese.com
October 23, 2006
Fred Flintstone
Sales Manager
Cheese Specialists Inc.
456 Rubble Road
Rockville, IL

Dear Mr Flintstone:
With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856
The order will be shipped within three days via UPS and should arrive at your store in about 10 days.
Please contact us again if we can help in any way.
Yours sincerely,

Kenneth Beare
Director of Ken's Cheese House





How to Write a Formal Business Letter
The business-letter format is very important for communicating formally with a company. You shouldn't write in the same voice as when you write family or friends, a business letter needs to be more formal. These steps describe the full block format, in which all lines start at the left.
Instructions
Things you will need:
 Envelopes
 Computers
 Printers
 Printer Paper
 Postage Stamps
1. Type the letter using a word processor. Formal letters should not be written by hand.
2. Use your own letterhead. If you don't have letterhead, use formal, 8 1/2-inch-by-11-inch stationery with a matching envelope. Avoid store-bought note cards.
3. If you don't have preprinted letterhead, type your name, title and return address four to six lines down from the top of the page.
4. Type the date two to six lines down from the letterhead or return address. Three lines below is the standard.
5. Choose your alignment: left aligned or justified on both sides.
6. Skip two lines and type the recipient's full name, business title and address, aligned at the left margin. Precede the name with Mr., Ms. or Dr. as appropriate.
7. Skip two to four lines and follow with your greeting, again using the formal name and closing with a colon "Dear Mr. Jones:" for example.
8. Skip two more lines and begin your letter. Introduce yourself in the first paragraph, if the recipient does not already know you. Examples: 'We recently met at a seminar at the Biltmore' or 'I recently purchased an insurance plan from your company.'
9. Continue with the body of the letter, stating your main purpose for writing. This may be to lodge a complaint, compliment the business on its products or services, or request information. Be as brief and concise as possible.
10. Skip two lines and conclude the letter with 'Sincerely,' 'Thank you' or 'Best wishes,' followed by a comma.
11. Leave at least four blank lines for your signature, then type your name and title. Sign the letter in ink in the space created.





Kinds of Business Letters
Business letters should sound professional and contain no grammatical errors.
Business letters can initiate communication with a prospect, a client or another business. They can also be written in response to a request. Written on company letterhead and following a block letter style, business letters may be written by associates, managers and executives alike. They should sound professional and contain no grammatical errors.
Letter of Intent
1. A letter of intent spells out in detail the circumstances under which an agreement between the writer and the reader would be made. It is not a contract; it merely states the intent to enter an agreement.
Sales Letter
2. Written to persuade the recipient to buy a product or service, sales letters are usually a part of a direct-mail marketing campaign and often are accompanied by packets, brochures, illustrations and/or catalogs.
Information Request Letter
3. In an information request letter, the writer requests information and explains why he needs it and/or how it will be used.
Information Response Letter
4. An information response letter is written in response to a request. Its purpose is to answer questions or provide requested information. It also may promote the business's products or services.
Customer Claim Response Letter
5. In a customer claim response letter, the writer attempts to rectify the complaint spelled out in the customer's claim letter. It should regain the recipient's confidence in the business and promote it.
Order Request Letter
6. An order request is a letter in which a purchase is authorized. It lists the items being ordered vertically and typically includes the quantity, order number, description and unit price of each item.