BUSINESS LETTERS

Typing Business Letters

Before you type any business letter, set the margins, and any tabs or indents needed.

The “Top Margin” for most business letters is 2” or 2.5” depending on length of the letter and the “Company Stationary” used. 2.5” Usually for a one page letter. 2” Usually for a two or more page letter.

The “Side Margins” are usually set for 1” or 1.25”.

(1.25” is the MS-Word default.)

The Return Address

The “Return Address” is usually at the top of the letter.

It does not have the sender’s name, only the senders address.

The Date

The “Date” can be found under the “Return Address”.

Sometimes it will be located under the “Inside Address” depending on the letter format.

The date should be typed in a formal format.(Example: January 12, 2004)

Inside Address

The “Inside Address” is usually typed below the “Date”.

The “Inside Address” is typed at the left margin.

Salutation

The “Salutation” is the greeting of the letter. Some people will refer to it as the “Greeting”.

On a business letter, use a colon. :

On a personal letter, use a comma. ,

Body

The main part of the letter is found under the “Salutation”.

Number of paragraphs will depend on the length of the letter.

Closure

The “Closure” marks the end of the letter.

Sometimes you will see a variety of closures, such as: “Very truly yours”, “Yours Truly”, or “Sincerely Yours”

Signature Block

The “Signature Block” consists of the “Closure”, and the name of the person who is sending the letter.

A quadruple space is needed between the “Closure” and the name, to ensure enough space for a signature.

Block Style Letter

Top Margin is set for 2” or 2.5”

Easiest of the format styles to type.

All the text is to the left margin.

No tabs or indents to mess with.

Simplified Format

The “Top Margin” is set for 2” or 2.5”

All text is to the left margin.

No “Salutation”. What you put in it’s place, is the “Subject” of the letter in all caps.

No “Signature Block”, type the sender’s name in all caps.