How to format a

A letter written by an individual to deal with business of a personal nature.

Types of Letters

Personal—Business Letter• Sent from an individual to a person or

business/organization.

Business Letter• Sent from a business or organization to another

or to an individual.

• Usually keyed on letterhead. The letterhead can consist of the business’ name, address, phone/fax/email, and logo.

Major Parts of a Letter1. Return Address-the address of the person

writing the letter. Letterhead if the letter is from a business.

2. Dateline-Complete and current date.3. Letter Address/Inside Address-the

address of the person receiving the letter.4. Salutation-the greeting of the letter.

Example: Dear Sir or Madam:5. Body-the message of the letter.6. Complimentary Close-the ending of the

letter. Example: Sincerely yours,7. Keyed Name-the authors typed name.8. Handwritten Signature-the author signs

the letter after it has been printed.9. Typist Initials-initials of the typist..

FIRST, YOU HAVE TO SET THE MARGINS

Go to

FILEFILE on your Menu Bar

and choose

PAGE SETUPPAGE SETUP

2 inches – 2”TOP MARGIN

LEFT MARGIN 1 inch – 1”

RIGHT MARGIN 1 inch – 1”

ALL PARTS OF THE LETTER

BEGIN AT THE LEFT MARGIN

Formatting a Letter

• Paragraphs should not be indented in this style of letter.

• Use a standard font style and font size i.e. Times New Roman/Arial and 12 point font.

• Single Space within paragraphs and double space between paragraphs.

Margins: TM-2inches RM-1inch

BM-1inch LM-1inch

Block Style is one method of formatting a letter. In this style of letter writing all parts of the letter are keyed at the left margin.

230 Glendale Ct.Brooklyn, NY 11234-3721December 5, 2005

QS

Ms. Julie Hutchinson1825 Melbourne Ave.Flushing, NY 11367-2351

DSDear Julie

DSIt seems like years since we were in Ms. Gerhig’s keyboarding class. Now I wish I would havepaid more attention. As I indicated on the phone, I am applying for a position as box officecoordinator for one of the theaters on Broadway. Of course, I know the importance of having myletter of application and resume formatted correctly, but I’m not sure that I remember how to do it.

DSSince you just completed your business education degree, I knew where to get the help I needed.Thanks for agreeing to look over my application documents; they are enclosed. Also, if you have any suggestions for changes to the content, please share those with me too. This job is so important to me; it’s the one I really want.

DSThanks again for agreeing to help. If I get the job, I’ll take you out to one of New York’s finestrestaurants.

DSSincerely

QS

Rebecca Dunworthy

DSEnclosures

COMPLIMENTARY CLOSE

NAME OF WRITER

ENCLOSURE NOTATION

BODY

SALUTATION

LETTER ADDRESS

RETURN ADDRESS

Open PunctuationNo punctuation

after Salutation and Complimentary close

Punctuation Styles

Open Punctuation• There is not a colon or

comma in the salutation and there is not a comma in the complimentary closing.

Example:Example:

Dear Ms. SmithDear Ms. Smith

Sincerely yoursSincerely yours

Example:Example:

Dear Ms. Smith:Dear Ms. Smith:

Sincerely yours, Sincerely yours,

Mixed Punctuation A colon is in the

salutation and a comma is in the close.

Personal—Business Letterwith Mixed Punctuation

Mixed Punctuation:

The colon is keyed in the salutation and the comma is keyed in the complimentary close.

Return Address:

The personal-business letter uses the return address with the dateline a single space beneath.

Business Letter with Open Punctuation

Open Punctuation:

The colon is not keyed in the salutation and the comma is not keyed in the complimentary close.

Letterhead:

The business letter uses letterhead instead of a return address, which consists of the business’ name, address, phone/fax/email, and logo.

Special Letter Parts• Typist initials are used when someone other

than the author types the letter. Typed a DS below the writer’s name, in lowercase letters, with no space or punctuation.

• Enclosure notation is used when additional items are included in the envelope with the letter.

• Attachment notation is used when additional items are clipped, stapled, etc… to the letter.

• Copy notation is used when a copy of the letter is sent to someone in addition to the addressee/letter address.

• Typist Initials Typed a double space below the author’s keyed name.

• Enclosure NotationTyped a double space

below the typist initials.

• Copy Notation Typed a double space below the enclosure notation.

Block Style Letter with Special Parts

Formal Letter Assignment• You will compose a formal, business letter supporting Mary Star

of the Sea High School’s Opportunity Tickets fundraiser.– The Opportunity Tickets fundraiser allows people or businesses to purchase

tickets to win various prizes. All tickets purchased help to support scholarships, academic, and athletic enrichment.

• Language must be formal:– Contractions spelled out, no slang or text language, positive word choices, and

variety of sentence structures (simple, compound, complex and compound-complex).

• Due Dates:– Handwritten or typed, rough drafts: Collected Thursday, Jan. 29, 2015 at the

beginning of class. The letter must follow the format discussed in class.– Typed, final drafts: The letter will be typed or edited during class on Thursday,

Feb. 5, 2015. The final draft will not be handwritten and must follow the format discussed in class.

• Points Worth:– Rough draft: 15 points for submission – Final draft: 40 points

Suggested Format • Dear [Name of Recipient or Sir/Madam],

•  

• [Start with an introduction to your cause or goal by using stories and facts to connect with the recipient emotionally.]

•  

• [List the specific goal and purpose of this fundraiser.]

•  

• [Make a specific request of the recipient – how do you want them to react. Make sure to indicate if you are looking for time, items or money and how much.]

•  

• [Include details on how they should take action. Do you want them to donate online or by check? Provide them with the information they need to follow through with the action. You may wish to also indicate if the donation would qualify for a tax donation.]

•  

• [End by thanking the individual for their help in reaching the goals. Go ahead and thank them in advance for their donation.]

•  

• Respectfully, [or With Kind Regards,]