Types of Format

Full-block letter format

• This is the easiest format. Everything begins
at the left margin. No exceptions.
•

Letterhead (sender’s address)

Date
Inside address (recipient’s address)
Salutation
Body of the letter (introduction, second
paragraphs, conclusion)
Complimentary close
Signature
Name and title
 Block letter format

• This is similar to the full-block letter but has

two exceptions: to the right go:
1) the date and
2) the complimentary close,
signature, name and title line.
Letterhead
Date
Inside address
Salutation
Body of the letter (introduction, second
paragraphs, conclusion)

Complimentary close
Signature
Name and title
 Official letter format

• This format is used by some government

agencies.
• The inside address appears two to five lines
below the signature block.
Letterhead
Date
Salutation
Body of the letter (introduction, second
paragraphs, conclusion)
Complimentary close
Signature
Name and title

Inside address
Encl.:
Cc
Per pro
 Simplified letter format

• Like the full-block format all lines begin at the

left margin. The subject line exchanges the
salutation and there is no complimentary
close. The name and title are written in
capital letters.
• Letterhead
• Date
• Inside address
• Subject title (Subject:)
• Body of the letter (introduction, second
paragraphs, conclusion)
• Signature
• NAME AND TITLE
 Modified block (semi-block) letter
format

• It is identical to the block letter except it has

indentations. All beginning sentences of
paragraphs are indented five to ten spaces.
Letterhead
Date
Inside address
Salutation
Introduction
Second paragraph
Conclusion
Complimentary close
Signature
Name and title
 Assignment - Apply Letter Formats

Directions:
• Use the PowerPoint presentation to find the
answers to the following questions:
 Answer to the following questions:
1. What is the difference between a personal
and a business letter?
2. What does the letterhead consist of?
3. Which part of a letter identifies the address
of the person writing the letter?
4. Which part of a letter identifies the address
of the person receiving the letter?
5. What would be an example of a
greeting/salutation?
1. What would be an example of a complimentary
close?
2. What is the body of a letter?
3. What does the body of the letter consist of?
4. What is the line spacing in the body of a letter?
5. When would an enclosure notation be used in a
letter? How do we write it?
6. When would a copy notation be used in a
letter?
7. When would typist initials be included in a
letter? How do we write it?
Insert the missing parts of the following letter
1***********
2**********

3********

4**********,
This is to inform you that I have accepted a position with General
Motors.
I want to express my gratitude for a rewarding professional
association during my employment with ITK Company.
This decision was not an easy one and involved many hours of
thoughtful consideration, particularly with respect to my own plans for my
future.
I hope you will respect my position in this matter.
5**************,

JIM KARTER, CEO

Encl: 6 **********
I look forward to hearing from you in the near future.
I purchased a mobile phone from you in November of last year at a cost of £150. The
phone has never worked properly and I have taken it back to Dixet many times for repair.
The Manager, Dixet Electricals, East Road, Sudnorth, Suffolk IP54 6ED
I am writing to complain about my mobile phone.
Refund for a non-functional phone

I would like to receive a full refund of the cost of this phone or a new replacement. I do
not want a further repair.

JOHN SMITH
CUSTOMER

For the attention of the Sales Manager

Each time the phone has been brought back to you it has been impossible to trace the
fault, although your staff agree that it does not work properly.

7 West Street, Sudnorth, Suffolk IP34 7ER

7 West Street, Sudnorth, Suffolk IP34 7ER

The Manager, Dixet Electricals, East Road, Sudnorth, Suffolk IP54 6ED

For the attention of the Sales Manager

Refund for a non-functional phone

I am writing to complain about my mobile phone.

I purchased a mobile phone from you in November of last year at a cost of £150. The phone
has never worked properly and I have taken it back to Dixet many times for repair.
Each time the phone has been brought back to you it has been impossible to trace the fault,
although your staff agree that it does not work properly.
I would like to receive a full refund of the cost of this phone or a new replacement. I do not
want a further repair.
I look forward to hearing from you in the near future.

JOHN SMITH
CUSTOMER