Formats for a Business Letter

Businesses use one of four common letter formats, which are listed below. Of
these, the block style is the most popular.

Full Block letter format: With a full block letter style, all of the text are flushed with the
left margin. You'll structure the letter so that line text is single spaced and paragraphs
are double-spaced. Margins typically have a standard one-inch setting although some
businesses vary this to accommodate their house style.

Block letter format: In this format, the date, complimentary closing (sincerely") and the
writer's name, title and signature appear on the right side of the page. Unless you are
using letterhead, the writer's return address will also appear on the right. The body of the
letter is left justified.

Semi-block letter format: Semi-block is identical to the block format, except that the
first line of each paragraph is indented. This is considered as the most balanced of all
styles/formats.

Simplified letter format: Another variation on the full block format, the simplified style
omits the opening salutation ("Dear Mr. Cruz:") and the complimentary close. However, it
has a subject line written in capital
letters. All lines in the body are flushed at the left. Choose this format when you don't
have the recipient's name. Addressing a business letter to a single recipient is relatively
straightforward. In the Philippines, this is seldom used. However, its use is encouraged.

Basic Parts of a Business Letter

Letterhead or return address. Most companies usually use printed paper that includes
a specially designed logo or letterhead at the top of the sheet. The letterhead bears the
address and contact details of the organization. If you are not using letterhead, type or
write your name and address in the top left-hand corner of the letter. It is acceptable, but
not obligatory, to include your telephone number and email address if this would be
helpful for the recipient.

Dateline. Letters should always include a date. Write the date in a month-day-year
format. You enter dates two to six lines below the heading or the return address,
depending on the length of the letter. Use the full month name spelled out, then the day,
followed by a comma, and then the four-digit year, for example, June 15, 2019.

Inside address. Write the recipient's name, position of the addressee, company name,
address and zip code. Include a job title if appropriate. Always align the inside address
to the left margin when using standard business stationery. Doing so means the address
will appear in the window of the envelope when folded into three sections. on.
Salutation. Remember to use a letter always uses a colon. Open your letter with the
salutation: "Dear Mr. /Mrs./ Ms. [surname]:” or "Dear Sir/ Madam:" Note that only a
personal letter uses a comma her a business letter always uses a colon.

Body. This is where the rubber meets the road. The opening paragraph should always
state why you are writing. Then, in a simple and straightforward manner, explain the
situation, the solution, the suggestion
or whatever other message you need to get across to the recipient. Be as brief as
possible since long complicated messages often distract readers. Start a new paragraph
whenever you begin a new subject. For most business letters, two-to-five paragraphs
are ideal.
Complimentary close. Always use a complimentary close. It is a short polite closing
followed by a comma. When the letter is impersonal, use "Yours truly." If the letter is to
someone above you in rank, use "Respectfully yours." If you have a personal connection
to the addressee, use "Sincerely" or "Sincerely yours."

Signature. Print your name and job title, leaving a space between your typed name and
the complimentary close. You'll sign your name in this space. Four spaces below the
close, type your full or business name. In the space in-between, you will hand write your
signature in ink. Use black or dark blue ink for your signature.

Optional Parts of a Business Letter

Reference line. This identifies a file or case number, invoice number or any other
internal identifying information, if your company requires one. Some companies have
specific reference codes that they place either in a reference line below the date, or at
the very bottom of the letter.
Please refer to____________________________________________
In reply, please refer to______________________________________

Attention line. This part is used to indicate that the letter is supposed to be ready for
any particular person or particular department. But these days, this attention line option
is used to note that the core matter of the letter is for that person although the letter is
addressed to somebody else This option is used to draw attention of the addressee to
the core issue.

Attention: Ms. Fely Jane Reyes, Campus Accountant

Attn: Ms. Fely Jane R. Reyes
Campus Accountant

Subject line: This part helps the recipient to understand what the letter is bout in a
glance. Place the subject after the addressee’s address and before the greeting.

SUBJECT: Guidelines for the selection of outstanding graduates

Subject: ACADEMIC COUNCIL MEETING
Re: Solicitation for the Varsity Uniform
Continuation line. This line is used when the letter is not only good for a page but
several pages.

Dr. Carlito R. Fagela Jr.

Page 2
June 15, 2019

Or
Dr. Carlito R. Fagela Jr. page 2 June
15, 2019

Identification Initials. This part identifies the initials of the dictator and the encoder of
the communication. It is written in many ways. Example if Dr. Verlino D. Baddu encodes
the communication for Dr. Narcitas B. Ouano, it can be written as

NBOvdb
NBO/vdb
NBO:vdb
NBO.verlino

Enclosures. It is also called attachments. This part indicates what document/s is/are
accompanied with the letter (Enc:, Encl: or Enclosures) followed by the title of the
enclosures. It is written below the identification initials.
Enclosure: Original Transcript of Records
Encls: Certificate of Indigency
NSO Certification
Form 137

Carbon copies. Include a cc: if you are sending copies of the letter to someone else.
Add the notation cc: followed by the names of everyone receiving a copy.

Cc: All Campus Executive Oficers

Pcf: Mrs. Esmenia R. Perdido, Campus Librarian
pcn: Campus Faculty President
Campus Student Government Governor
President of the Administrative Staff

Postscript. This part is written below the last line of the letter. To add information not
necessarily related to the letter, like a personal note, include a postscript (P.S.)

P.S. Please do not forget to bring a laptop and external drive.

P.S. Please be in your type A uniform for the oath taking.