Format For Business Letters First, decide what format you wish to use: In full block format, all margins are flush with the left. You may justify the right hand side of your margin if you wish. New paragraphs are indicated by skipping a line rather than indenting five spaces. Modified block format allows you to center the return address and signature block, and to use indentation to indicate a new paragraph rather than skipping a line.
06/15/2010FORMAT
Following are the elements of a business letter in the appropriate order. Your letters must contain all of these elements: ELEMENTS
Return Address (excluding your own name, which will appear in your signature block at the end of the letter. The return address is single spaced). You may wish to include your phone number and e-mail address here. You don't need to write the return address if you are using letterhead.
skip 2 to 6 lines Date (month, day, year)
skip 2 to 6 lines Inside Address (These elements should be single spaced)
(Full Name and Courtesy Title)
(Street Address)
(City, State, Zip Code)skip 2 to 6 lines Subject Heading, if desired
skip 2 lines Salutation (Either Dear Mr. Jones, or Mr. Jones:--Not Dear Mr. John Jones, contrary to what your textbook says)
skip 1 line Body of Letter (Always single space the body of the letter, even if the document is brief and you wish to fill the page. Better to center the document on the page, and space out the inside address, return address, and date, then to double space the text of your letter.)
skip 1-2 lines
Signature Block
(Sincerely, Warmest Regards, Cordially, or your choice of phrase)
Notation for attachments or enclosures, if needed. You may also list any attachments or enclosures.
skip 4 lines to make a space for your actual signature, which you will sign in black or blue ink(Your name, typed, and title. If your title is long, you may put it below your name. You may also put your e-mail address or phone number here, if you haven't already done so in your return address or somewhere in the body of the letter. Any elements that are listed beneath your name such as your title or e-mail address should be single spaced)
Some final notes:
If you are in need of more advice, e mail me at jpullia@lsu.edu
- Center your letter on the paper if it is less than a full page in length.
- Number your pages in the following way if your letter is more than one page in length:
Name of recipient, date, page number--placed at the top of each page
- Never end a final page with just your signature block. Move the last paragraph of the letter over to the final page to keep the signature block company.
- Never have only one line of a paragraph at the top or bottom of a page. Move some more lines of the paragraph to the appropriate page to keep that lonely little line company.