Centre for Management Studies Dibrugarh University Dibrugarh, Assam,India 786004

Stamp

Layout of Business Letters

Presenting to. Bikash Gogoi & Rashida T. Noorain Faculty Members CMS. Presented by – Dipjoy Das

Layout of Business letters

 5. 6. 7.

Meaning
It includes:Physical form of the letter. Arrangement of the parts of letter. Display of the various items of information in the letter.

Types of Layouts

Types of layout
NOMA (The National Office Management Association Of America)

Indent Type Layout

Block Type Layout

Indented style Semi-indented style

Block Style Semi Block Style Modified Block Style

Hanging Paragraph style

Indent Type Layout
 Characteristics
2. 5 spaces indentation for each line of the address of the recipient from the previous one The first line of the paragraphs are also indented 5 spaces. Margin of 1 to 1.5 inches on left and 1 inch on right is to be maintained. The complimentary close is right of the middle of the width of the page.

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Specimen of Indented Style
Phone:....... Fax:……… ……designation……… …….and address of… …..recipient……

DD ENTERPRISES

……address of the…… ...……writer……………..

Dear sir I am glad to state you that………………………………………………………….. ………………………………………........................................... We think you are capable of handling…………………………………………. …………………………………………………………………………………………………… Yours faithfully …….signature……… Cc: copy to another party.

3 September 2008

Semi-Indented Layout
 Characteristics
2. The address of the recipient is always typed in block letters and in the same indent. Contacts of the writer together with the name and designation is given on the top left corner. The subject is also typed in block letters. The other parts of the letter remains same as in the indent form.

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Specimen of Semi-Indented Style
DD ENTERPRISES
……address of the enterprise……… Designation of the writer Phone: …….. Fax: ……. 3 September 2008 ……address of….. …..the recipient…. Dear Sirs SUBJECT I am glad to state you that……………………………………….......... ………………………………………………………………………………….. We think you are capable of handling of……............................ ………………………………………………………………………………………………………………………… Yours faithfully ……..signature……. Cc : Copy to another party

Hanging Paragraph Style
 Characteristics
     Both, address and the first line of the paragraph begins from the left margin. The subsequent lines of each paragraph are intended 3 or 5 spaces away from the left margin. Recipient’s address is written in block form. The date and the writers address is typed on the right top corner. The complimentary close, the signature and the information are placed in the intended style layout.

Disadvantage of Hanging Paragraph Style
This layout has witnessed certain amount of disadvantage, which are:3. 5. 7. It distracts attention from the contents to itself. This layout results in wastage of paper. It is time consuming.

Specimen of Hanging Paragraph Layout
DD ENTERPRISE
Phone: ……… Fax: …….. …designation…….. …address of the… …recipient…………. Dear Sir sub: Subject……….. I am glad to state you that………………………………………………………………. ………………………………………………………………………………………………… We think you are capable of handling……………………………………………… ………………………………………………………………………………………………… Yours faithfully …….signature……….. Cc :Copy to other parties. ….address of….. …..the writer….. 3 September 2008

Block Style Layout
 Characteristics
2. 4. Originated in United States. Everything including the date, recipient’s address, the salutation, each paragraph, etc starts from the left margin. No commas are used in the salutation, complimentary close and recipient’s address. The date is on the right side of the letter.

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Specimen of Block Style Layout
DD ENTREPRISE
Lane J, Milan Nagar, Dibrugarh Phone :0373-2328064 3 September 2008 M/S XYZ Pvt.Ltd. Chiring Chapori, Dibrugarh Dear Sir I am glad to state you that……………………………………………………………….. ……………………………………………………………………………………………. We think you are capable of handling……………………………………………… …………………………………………………………………………………………………….. Yours faithfully Dipjoy Das (Mrkt.Manager) Cc: Copy to other parties

Semi-Block Style of Layout
 Characteristics
2. The recipients address is written in the block form without punctuation mark. Body of the letter is in indented form. The complimentary close, signature, etc are also in the indented form.

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Specimen of Semi-Block Layout
DD ENTREPRISE
Lane J, Milan Nagar Dibrugarh Phone: 0373-2312344 3 September 2008 M/s ABC Enterprise Khaliamari, Dibrugarh, 786001 Dear Sirs I am glad to state you that………………………………………………………... …………………………………………………………………………………………… We think you are capable of handling ………………………………………. ……………………………………………………………………………. Yours faithfully Dipankar Dutta (G.manager) Cc: Copy to others

Modified Block Layout
DD ENTERPRISE
Phone:… Fax :…….. …. …..address of….. …..recipient…….. Dear Sir Sub: Subject I am glad to state you ……………………………. ……………………………………………………… We feel you can………………………………………. ……………………………………………………. Yours faithfully ……signature……… Cc: copy to others ….address of.. …….writer… 3 September 2008

 Characteristics
2. Sender details in the top right of the letter head. Body of the letter are in the block form. Date, complimentary close and signature are on the right alignment.

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NOMA Layout
DD Enterprise
Phone:….. Fax:…… ….address of.. ……writer……… 3 September 2008 …….recipient….. …….address……. ATTENTION LINE I am glad to inform ………………………………… …………………………………………………… We think that you…………………………………… …………………………………. Yours faithfully …..signature….. ….NAME……..

 Characteristics
2. Omission of the salutation, left complimentary close, name in capital letters below the signature. Attention line is 3 line below the recipient’s address Left alignment of the date, recipient’s address, signature & initial letter information.

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Thank You
Presented by, Dipjoy Das.

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