BUSINESS LETTER

The block format is the simplest format; all of the writing is flush against the left margin.

Your Address 1

The return address of the sender so the recipient can easily find out where to send a reply to.

•       British English

Position        : In the top right corner of the letter.

•          American English

Position        : In the top left corner, below the date, or at the end of the letter (below the signature)

Date 2
Put the date on which the letter was written in the format

•       British English

Write                        :30 October 2003

Position                    :On the right, one line below the sender's address

•       American English

Write                        : October 30, 2003

Position                    : Top left corner

 

Inside Address 3

The address of the person you are writing to along with the name of the recipient, their title and company name.

British English Ms /Miss/Mrs/Mr/Dr... Company Name(optional) house number and the street place area code COUNTRY (in capital letters)

American English Ms/Miss/Mrs/Mr/Dr... Company Name(optional) house number and th street place, area code COUNTRY (in capital letters)

Salutation 4

•            If you know the person's name:

a.          In British English, don't use anypunctuation  mark or use a comma.

Dear Ms / Miss / Mrs / Mr +lastname,

Example: Dear Mr Miller or Dear Mr Miller,

Dear + surname,

Example: Dear Chris Miller or Dear Chris Miller,

b.         In American English, use a colon (:)

Dear Ms. / Miss. / Mrs. / Mr. +lastname:

Example: Dear Mr. Miller:

Dear + surname:

Example: Dear Chris Miller:

c.          To Whom It May Concern/Dear Sir or Madam: if recipient's name is unknown.

Subject Line (optional) 5 

Makes it easier for the recipient to find out what the letter is about.

•            British English

The subject line is usually placed between the salutation and the body of the letter.

•            American English

In American English, the subject line can also be placed between the recipient's address and the salutation.

Body 6

The body is where you write the content of the letter.

Closing 7

Complimentery Close
Yours faithfully,
If you do not know the name of the person

Yours sincerely,
If you know the name of the person

Signature 8

Printed Name 9

The printed version of  writer/sender, and if desired writer/sender can put a title or position, then print it underneath the signature.

Enclosure(optional) 10

If you wish to enclose documents, you can write the word 'Enclosure' below the printed name. Type "Enclosures (#)" with the # being the number of other documents enclosed.

Reference Initials(optional) 11

If someone other than yourself typed the letter you will include your initials in capital letters followed by the typist's initials in lower case in the following format; AG/gs or AG:gs.

Letter of Application

Letter of Order

Letter of Recomendation

Letter of Request