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Formatting Business Letters. Microsoft Word 2010 College Prep Tech class . Business letters carry two messages: . Tone and content Appearance. Block Letter Format. All parts typed at left margin Most widely used letter style. 8 Letter Parts. Letterhead stationery or sender’s address

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formatting business letters

Formatting Business Letters

Microsoft Word 2010

College Prep Tech class

business letters carry two messages
Business letters carry two messages:

Tone and content


block letter format

Block Letter Format

All parts typed at left margin

Most widely used letter style

8 letter parts
8 Letter Parts

Letterhead stationery or sender’s address

Dateline: after address or ½” below letterhead. Spell out month: October 31, 2012

Inside address: complete address of the letter recipient 4 lines below dateline:Mr. Tom Jones (Title, first name last name)120 Fell Avenue (do not abbreviate)Ada, OH 44312 (City, ST zip)
Salutation (or greeting):hit Enter twice after inside address; use a colon after the salutation for mixed punctuation:

Dear Mr. Jones: (use title and last name)

6 complimentary closing
6. Complimentary Closing

Enter twice after the last paragraph. Capitalize only the first letter of the closing:

Sincerely yours,

Writer’s name and title

Begin 4 lines below complimentary closing – tap ENTER four times.

Key name and title on 1 or 2 lines, balance

Remove added space between the two lines

7 enclosure

7. Enclosure

Begin 1-3 line(s) below complimentary closing –

8 typists initials

8. Typists Initials

Only use if different from writer

different types
Different Types
  • Block
  • Modified Block
  • Semi-Block
parts of a business letter
Parts of a Business Letter
  • Sender’s name
  • Date
  • Inside address
  • Salutation
  • Body
  • Closing
  • Enclosures
  • Typist Initials
writing to a veteran
Writing to a Veteran
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  • Kid’s Thank a Veteran
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123 Winner's RoadNew Employee Town, PA 12345

March 16, 2001

Ernie English1234 Writing Lab LaneWrite City, IN 12345

Dear Mr. English:

The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening; then quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in to detail until the next paragraph.

Beginning with the second paragraph, state the supporting details to justify your purpose. These may take the form of background information, statistics or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning.

Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing with gratitude for the reader's time.


Lucy Letter