Letters

Basic Letter Formats:

Block Format places all the letter's elements flush against the left margin.
Modified Block Format just like Block, except date and closing signature are flush right. Modified Semiblock is just like Modified Block, except each paragraph is indented by 5 spaces.
Simplified Format contains no salutation and no complimentary close, but it utilizes a subject line.

Elements of the letter

heading - the heading is your address; for which you should:
- Spell out words like "street."
- Spell out numbered street names up to "Twelfth."
- Put a hypen between house and street numbers (for instance "1221-33rd Street").
- Spell out the full state name or use the official U.S. Postal Service abbreviation.
- There should be two spaces between the state name and the ZIP
date
inside address...for which you should:
- Make sure the addressee's title is correct.
- Make sure the firm's name is precisely correct.
- Use Ms. for a female unless you are CERTAIN that she wishes to be addressed by another title.
attention line (only if you don't know the name of the intended reader)
Salutation
For individuals: Dear Mr. Scorsese
If it is to a corporate entity, Dear PepsiCo:
If you only have a title, use an attention line instead.
subject line
body
Complimentary closing and signature the best bet is "Sincerely,"
optional lines
the typist's initials, in lowercase,are usually placed in the lower left.
"Enclosure" lines indicate there was other material in the envelope. "Enclosure: (2) resumes.
If copies are being circulated, place a "c:" (for copy) in the lower left, followed by the names of recepients..."c: J. Swaggart"

1. Consider your audience.

2. Use plain, clear, and concise language.

3. Speak in first person.

4. Consider the page format.

Types of Business letters:

Letters of Inquiry which should include:
- State who you are
- Why you are writing
- Ask the respondent questions they can reasonably answer
- tell the respondent how to reach you
- Thank them for their effort
Transmittal Letter which should:
- identify the report enclosed
- Explain the report's purpose and scope
- Explain any problems encountered
- Acknowledge those who helped
Specification Change Letter (which indicates whether or not a company accepts a change in a project that another company is proposing) which should:
- include an intro which sets the context.
- State the acceptance or rejection clearly
- adds any brief additional details