Formal block letter example

Most business letters must include a return address (letterhead or your name and address), date, an inside address (receiver’s name and address), a salutation, body paragraphs, and a closing. However, there are several ways to format this information. For example, return addresses can be centered or begin at the left margin or begin at the horizontal center of the page.

There are four basic business letter formats.

Features Sample Letter Full Block All letter parts begin at the left margin. Full Block Modified Block Indented Paragraphs Date, signature, and closing begin at the horizontal center of the page. All body paragraphs are indented. Indented Paragraphs Blocked Paragraphs Date, signature, and closing begin at the horizontal center of the page. All body paragraphs begin at the left margin. Blocked Paragraphs Simplified All letter parts begin at the left margin. This format includes a subject line but omits the salutation and signature. Simplified

Format for Writing Professional Letters

There are several formats for writing professional letters. There are two basic styles of letters: block form and indented form. The samples below will help you determine which style you prefer.

Check Writing Letters for more details on block, indented and simplified letters.

Full Block Form

Your Name

Address

Phone Number

E-mail (optional)

Date

Name of Receiver

Title

Company Name

Address

Dear __________:

When writing a letter using block form, no lines are indented. Include your name, address, and phone number where you can be contacted, as well as the date. You then include the name and address of the person you are sending the letter to.

With new paragraphs, just skip a line instead of indenting.

Add your phone number where you can be contacted in the last paragraph. If the receiver needs to use a relay service to call you, briefly explain that you are deaf/ hard of hearing and that s/he can ca

Parts of a Business Letter

This resource is organized in the order in which you should write a business letter, starting with the sender's address if the letter is not written on letterhead.

Sender's Address

The sender's address usually is included in letterhead. If you are not using letterhead, include the sender's address at the top of the letter one line above the date. Do not write the sender's name or title, as it is included in the letter's closing. Include only the street address, city, and zip code.

Date

The date line is used to indicate the date the letter was written. However, if your letter is completed over a number of days, use the date it was finished in the date line. When writing to companies within the United States, use the American date format. (The United States-based convention for formatting a date places the month before the day. For example: June 11, 2001. ) Write out the month, day and year two inches from the top of the page. Depending which format you are using for your letter, either left justify the date or tab to the center point and type the date. In the latter case, include the sender's address in letterhead, rather than left-justified.

Inside Address

The inside address is the recipient's address. It is always best to write to a specific individual at the firm to which you are writing. If you do not have the person's name, do some research by calling the company or speaking with employees from the company. Include a personal title such as Ms., Mrs., Mr., or Dr. Fo

Block format is typically used for business letters. 

In block format, the entire text is left aligned and single spaced. The exception to the single spacing is a double space between paragraphs (instead of indents for paragraphs).

An example block style letter is shown below and can be linked to in our eBook, The AMA Handbook of Business Writing, page 455.

Another sample block-style letter is provided below from the eBook Everyday Letters for Busy People. (Click on the link to the left or the image below to go directly to this section in the eBook!) Note: Your block letter will likely not include the "Account Number" line, "Attention: Customer Service Manager", or "Receipt enclosed".

If you have been asked to complete a project in both block style and APA style, ask your instructor for clarification. It is likely that they want you to cite your sources using APA style and format the letter using block style.

*APA does use block quotations for quotes of 40 or more words, but this is something entirely different from block letter format. If you need information about block quotations, NOT block letters, visit: http://rasmussen.libanswers.com/faq/32569