Proper Business Letter Format
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Business letters are formatted different ways but they all have the
same elements. They have a letterhead, a date, an inside address, a
salutation, a body, a complimentary closing, signature, and the name
of the author of the letter. The three most commonly used are block
format, modified block format, and semi-block format.
The first paragraph should state the purpose of the letter. Then
paragraph or paragraphs after that should state details that support
the purpose. The closing paragraph restates the purpose and contact
information maybe stated in this paragraph.
The entire letter is justified at the left. The date is put at the top
of the paper. After the date there is the inside address. Then there
is the salutation, after that there the body of the letter. After the
body there is the complimentary closing, then there is the name and
the position or the address of the author. The letter is single-spaced
except for the different section of the letter. For example, the space
between the date and inside address are doubled-spaced. The paragraphs
are doubled-spaced also. The space between the complimentary closing
and the author's address is quadrupled-spaced.
Modified Block Format
In a modified block format, the inside address salutation, and the
body are left justified. The date, complimentary closing, and the
authors name are alingned in the center. Modified block format has the
same spacing as block format.
A semi-block format is like a modified block format except that the
paragraphs are indented.