Formatting Letters

Full-Block Business Letters All parts begin at the left margin The date generally begins 2 inches down from the top of the page. Side margins: 1 inch Bottom margins: 1 inch Use single space throughout A full-block business letter usually uses letterhead.

Full-Block Business Letters Date: This is inserted 2 inches from the top margin, and it’s followed by 4 spaces Letter Mailing address: –Begin with a personal title (such as Mr., Mrs. Dr, etc.); include entire address as before

Full-Block Business Letters Salutation: the greeting –Double space after the mailing address –If you don't know a reader's gender, use a salutation such as "To Whom it May Concern." It is also acceptable to use the full name in a salutation if you cannot determine gender. For example, you might write Dear Chris Harmon: if you were unsure of Chris's gender. –Use a colon after the name

Full-Block Business Letters A Subject Line: Capitalize; Double space after Body: Begin the body of your letter a double space below the greeting. Double space between any paragraphs. Close: “Sincerely” generally is used to close letter –Other options: “Cordially,” “Yours truly,” “Very truly yours –Key four lines after it

Full-Block Business Letters Name of the writer (The name can be preceded by a title to indicate how you would like to be addressed in the response.) The person sending the message would add their signature between the close and their name.

Special Parts of Formal Letters Reference Initials: If someone other than the writer is typing the letter, their initials should be placed in lowercase letters at the left margin a DS below the writer’s name. Enclosure notation indicates that something in addition to the letter will be included in the envelope. It’s generally placed at the left margin, two lines below the reference initials.

Special Parts of Formal Letters Copy Notation: This indicates that a copy of the letter is being sent to someone other than the addressee. –Use a lowercase c, followed by the person’s name to whom a copy of the letter is being sent.

Practice #1: Formal Block Business Letter Open a new Word Document Set margins for business letter (2” down) Use the Date feature to insert current date Enter the letter as shown on pg 177 in the typing book. Correct spelling errors Use Times New Roman, 12 pt Save as “Formal Letter” on your E-drive

Personal Business Letter The basic parts and styles are similar to a formal business letter. If letterhead is not used, include your return address. –It begins 2 inches down from the top. –It consists of 2 lines: one for the street address; the other for city, state and zip code –Add the date immediately after your address; Then double space before the mailing address.

Personal Business Letter Don’t include subject lines After the salutation, don’t use any punctuation Practice #2: Use pg. 78 in the Century 21 book. Save in student forms as “(Last Name) Business Letter1”

A Letter Asking for Information 1.Explain why you are writing. 2. Ask any questions you have. 3.State what you need. 4.Say thank you for the information.

A Letter to Solve a Problem 1.Describe the problem. 2.Explain a possible cause of the problem. 3.Suggest a way to solve the problem. 4.Say thank you for any help you may get.

Practice #3: Personal Business Letters Use Letter 2 on the top of pg. 85. –Format the letter in the right block format for personal business letters –Check spelling. –Proofread and correct the letter. –Print this letter when you are finished. –Save it on your E-drive (Business Letter 2)