ESSENTIAL:

Heading

The heading is the return address of the sender. Many companies use letterhead
paper cwhich displays their address and the logo; if you do not use letterhead paper, write
the sender's address just below the date.

Date

Include the date that you have written or sent the letter just below the letterhead, or
above the sender's address if you do not have letterhead paper.

Inside Address

This is the address that you are sending your letter to; make sure it is written as
completely as possible, and includes titles and names if these are known. This is displayed
on the left hand margin of the page, and positioned so that it shows through the window in
an envelope.

Salutation

Begin the letter with a formal greeting, beginning with the word "Dear" and
including the recipient's surname. Always use a title for a business letter, unless you are
close friends with the recipient. Using Mr. or Ms. along with a last name is a very
professional salutation.

Body

A business letter is rarely hand written, and depending on the style of letter you
choose, paragraphs may be indented. Leave a blank line between paragraphs, as well as
between the body of the letter and the salutation. A line should also be left between the body
of the letter and the close. Write in professional language, avoiding slang, swearing and
colloquialism. Keep a friendly tone, even if you are delivering bad news. It is good practice
to use the final paragraph to detail any actions that you require the recipients to undertake.

Signature

Conclude the letter by writing "Yours Faithfully" if you have begun the letter with
'Dear Sir', and "Yours Sincerely" if the salutation addresses the recipient by name. Below the
space for your signature, write your full name and title. You may wish to include direct
contact information, such as a telephone number or email address. Never use a postscript write everything you need to in the body of the letter.

Read more: http://www.ehow.com/list_6684034_essential-parts-businessletters.html#ixzz2YJQ2ESCw

This business letter format illustrates the specific parts of a business letter:
Business Letter Template Fields:
Date: Use month, day, year format, e.g., March 3,
2012 or 3 March 2012
Sender's Address: It is a good idea to include
sender's email and url, if available. Don't include
this information if it's already incorporated into the
letterhead design. This will allow customers to find
your small business more quickly.
Inside Address: Use full name. Mr./Ms. is optional
Salutation: Be sure to use a colon at the end of
the name, not a comma as in personal letters
Body Text: State why you are writing. Establish
any connection/mutual relationship up front. Outline
the solution, providing proof in the way of examples
and expert opinions. Group related information into
paragraphs
Closing "Call to Action": State what the reader
needs to do and what you will do to follow up
Signature Block: Sign your letter in blue or black
ink
Enclosures: Use if you have an enclosure
Carbon Copy: Use if you are sending a copy to
additional person(s)

Business Letter Styles

The following pictures show what a one-page business letter should look like. There
are three accepted styles. The horizontal lines represent lines of type. Click your
mouse pointer on any part of the picture for a description and example of that part.
Modified Block Style

Semiblock Style

Block Style

Full Block

1The Full Block business letter layout is the easiest to format. Here everything
starts at the left margin, and Dixie delights in the fact that no tabs are needed. This
style is efficient and businesslike. No wonder it has become so popular and it is
Dixie's first choice, too. Don't you just like the way it looks?!

Each of business letter layouts merits its own page, so go to the Full Block
Business Letter page to read about it in more detail and also to see a list of
major elements of a business letter.
Dixie thought that she needed to mention though that some critics feel that
this layout looks a little crowded. Well... it's good then that there are two
more of them, modified and indented.

Modified Block

The Modified Block style's return address (Dixie reminds you that you use the
return address only in case there is no letterhead), date, complimentary closing and
the signature line are at the center of the paper, or rather to the right of center.
Everything else is flush with the left margin. Most of us are comfortable with this
business letter layout as it has traditionally been the most commonly used. Judge
for yourself how much you like it:

Dixie invites you to go to the Modified Block page on her site where you can
try out a modified block format generator, see additional business letter
elements and even practice writing a business letter in modified format.

Indented

In case of the indented/semi-block layout the paragraphs in the body are

indented one tab stop. So, you need to use two tabs: one for the indented
paragraphs and one for the return address (again, in case no letterhead is
used), date, complimentary closing and signature line. Dixie thinks this style
is a little outdated. On the other hand, most of us are comfortable with it
and a lot of companies still use it. This is how it looks:
Again, Dixie has a separate page on her site with an Indented Business
Letter Format. Check it out for more details, especially on using a letterhead.

Formatting a Multiple Page Business Letter

Talking about letter layout one has to mention long letters because their
formatting has quite a lot of peculiarities. Dixie would like to draw to your
attention the fact that a multiple page business letter does not have a
closing line or a signature on the first page. Subsequent pages do not
contain the letterhead (if there is a letterhead in the letter) and are printed
on plain paper. Instead subsequent pages usually contain a special header
with the name of the addressee, the page number, and the date. In the
picture below Dixie offers to your attention a sample of a multiple page
business letter with a letterhead.
In case of the indented/semi-block layout the paragraphs in the body are indented
one tab stop. So, you need to use two tabs: one for the indented paragraphs and
one for the return address (again, in case no letterhead is used), date,
complimentary closing and signature line. Dixie thinks this style is a little outdated.
On the other hand, most of us are comfortable with it and a lot of companies still
use it. This is how it looks:

Again, Dixie has a separate page on her site with an Indented Business
Letter Format. Check it out for more details, especially on using a letterhead.

The Proper Business Letter Format

Business Letter Format
From Darrell Zahorsky, former About.com Guide

Business Letter Format

Darrell Zahorsky

Using a business letter format in your business communications conveys a sense of professionalism
and set up the proper first impressions. Learning how to create a business letter format can take your
business from amateur hour to real business status.
Proper Business Letter Formats
Business letters in the United States, use four common letter formats. Variations differ for other
countries such as the date is composed in another style. All proper business letter formats are
acceptable but the block is more common.
Block Letter Format: The common block letter format is formatted with all of your text flush with the
left margin. Paragraphs are doubled spaced and all line text single spaced. The margins are a standard
word processor setting of one inch. (see the image of Block Letter Format).
Semi-block Letter Format: For the semi-block, the only difference between the semi and alternative
block is as opposed to have the body text justified left, the first line of each paragraph is indented.
Alternative Block Letter Format: The alternative block letter format moves the return address,
date, closing, name, title and signature to the left side of the page.
Simplified Letter Format: This format takes the same properties of the block letter with one
exception, the greeting or salutation is eliminated. This is a helpful format when you dont know the
recipients gender is male or female, or Mrs. or Miss.
Sections of a Business Letter

Return Address: If you have company letterhead you can skip this section. Include your full

business address and correct legal business name. You can also include your email address or
phone number if needed by your recipient.
Date: Follow the month, day, year format. Make your date current to the actual mailing date of

the letter.
Recipients Name & Address: Include the full name and address of the contact you are

sending the letter to. The persons title can be added along with the phone number if needed.
Greeting: For the greeting use the persons formal name and end with a colon for your

business letter.
Subject: Clearly stating the subject of the letter helps you recipient quickly know the context

of what your letter is about.

Body: Your letter body should start with a general introduction of who you are and the letter

purpose. Include specific paragraphs outline the issue or problem. Close the body with a call to
action. Every business letter should be short and concise taking into account of your readers
limited time.
Closing: Here you can choose any formal format such as Best Regards or Sincerely.
Signature: Sign your name as the same as in your letter. Name & Title: Include your full name

and job title.

Encloses and CC: If you are sending additional documents include an enclosure line and if
someone else is receiving a copy of the letter include cc. or carbon copy of the other receiver or
receivers.
You can simplify the entire process of creating a properly formatted business letter by using your word
processing program. In Microsoft Word, you can use the letter wizard by going to the Tools function,
select Letters & Mailings and click on the Letter Wizard. The wizard will prompt you through each
field and allow you to choose a format.
Using the proper business letter format is one step in making your business more professional. Take
the time to make the right impression with your business.

Forms of Business Letters

STYLES OR FORMS OF BUSINESS LETTERS
Business letters may be written in any of the following styles: full block or
purely block, simplified, modified block, semi-block, hanging-indented,
indented, and memorandum style. The full block style has all the letter
elements flush with the left margin; it is asymmetrical because there are wide
white spaces on the right. It differs from the simplified style in the sense that
the salutation and the complimentary close are absent in the latter. The
modified block style, the semi-block style, and the hanging-indented style share
the same format, that is, all the letter elements, except the salutation,
complimentary close, and signature (which are begun at the center) are flush
with the left margin. The three differ in paragraph indention: the modified block
has no indention, the semi-block style has a normal or standard indention, while
the hanging-indented style, as its name suggests, has a hanging indention. The
indented style has most of its elements indented. The memorandum style has a
unique format. It has a header with the reference line, date line, subject line,
TO line, FROM line, and THRU line. A demarcation line divides the header and
the body of the letter. Examples of the letter styles are found below.

FULL BLOCK OR PURELY BLOCK STYLE

1234 Bagong Lipunan St., Tambo
Paranaque City, Metro Manila
August 26, 2008
Fire Department
Paranaque City Hall
Sucat, Paranaque City
Dear Sir:
I, Mr. Juancho Z. Menoy, a Paranaque resident since birth and a representative
of my parents, am filing a complaint against our neighbor, Mr. Arsenio Dizon,
regarding his apartment which is a fire hazard.
The three-storey apartment does not comply with the safety requirements for
commercial buildings. First, it has no fire exit and no fire wall. Second, there are
no fire extinguishers. Third, it has no electricity; some of the occupants who
may be using candles can pose a hazard, especially that there are portions of
the apartment that are made of light materials. Fourth, there are some
occupants who store their kalakal (used paper, plastic bottles, plastic cups,
plastic containers, and easily combustible materials) here and nearby.
Just recently, a fire which lasted for days hit the Baclaran commercial area. My
family and I were once fire victims. I do not want to encounter the same
traumatic experience. Concern for my safety and that of my family and my
neighborhood prompted me to air this complaint.
An ounce of prevention is better than a pound of cure; thus, it is best to act
upon this matter before another fire in our area breaks out.
Your prompt attention and favorable action on this matter shall be highly

appreciated.
Very truly yours,
JUANCHO Z. MENOY

MODIFIED BLOCK STYLE

November 28, 2008

MS. BECKY O. FURAGGANAN

Head, Human Resource Development Office
Central Colleges of the Philippines
52 Aurora Boulevard, Quezon City
Dear Ms. Furagganan:
In response to your memorandum dated November 24, 2008 regarding the tea
with the CCP President, I would like to inform that I was unable to attend such
celebration because I had to attend my classes in the University of the East
where I teach part-time.
During the second week of classes, I had my bereavement leave here and in UE
in order to attend to the wake of my father. Unfortunately, there were no
teachers assigned to substitute for me in all my classes in both schools so I
decided to attend my classes there, instead of the tea party, because my
students were already behind as far as their lessons are concerned.
I hope that you understand my situation.
Very truly yours,

JESUS Z. MENOY
CAS-Education Faculty

SEMI-BLOCK STYLE
College of Arts and Sciences-Education
CENTRAL COLLEGES OF THE PHILS.
52 Aurora Boulevard, Quezon City
October 20, 2008

MS. JUDY LICAS

Scholarship Committee
Central Colleges of the Philippines
52 Aurora Boulevard, Quezon City
Dear Ms. Licas:
This serves to inform you that Ms. PRINCESS JANNEL D. YASAY, a freshman
Education student enrolled last semester in my English 1 with CAI class, failed
to take the final oral examination and, as a consequence, was given a grade of
Incomplete. Her failure to take such examination was due to the fact that she
had to attend the burial of her grandparent on the day of the examination.
Ms. Yasay is a community scholar and her Incomplete grade in English 1 would
cause her to lose her scholarship. To help her continue her studies, I let her
take the oral examination and so she was given a grade of 2.50.
I hope that you reconsider her application for scholarship. Her failure was a
result not of her incompetency, but of circumstances beyond her control.
Very truly yours,
JESUS Z. MENOY
CAS-Education Faculty

SIMPLIFIED STYLE
College of Arts and Sciences
CENTRAL COLLEGES OF THE PHILIPPINES
52 Aurora Boulevard, Quezon City
February 20, 2006

_____________________________________
_____________________________________
_____________________________________
The College of Arts and Sciences will stage an oratorical contest on February 23,
2006, 9:00 a.m. at the Studio Theater as part of the celebration of English
Week from February 22 to 24, 2006.
In connection with the foregoing, we are inviting you to serve as a judge for the
said contest. We have chosen you as one of the judges because we believe in
your objectivity, capacity, and integrity.
Shall you accept or reject our invitation, please let us know the soonest
possible.

PROF. JESUS Z. MENOY

CAS Faculty

HANGING-INDENTED STYLE
ART APPRECIATION CLUB OF CENTRAL COLLEGES OF THE PHILIPPINES
52 Aurora Boulevard, Quezon City
July 10, 2008

DR. ROSENDA DE GRACIA

Assistant Vice-President for Academic Affairs
Central Colleges of the Philippines
52 Aurora Boulevard, Quezon City
Dear Dr. de Gracia:
Good day!
Inasmuch as there are three newly formed student organizations handled by the
College of Arts and Sciences, I am suggesting the following faculty members to
serve as advisers based on their interests and expertise:
Prof.
Prof.
Prof.
Prof.

Jesus Z, Menoy Art Appreciation Club of CCP

Marianne Abuan CCP Theater Guild
Clio Apacible CCP Dance Troupe
Mil Flores CCP School Paper

I hope for your approval of the above suggestion.

Respectfully yours,
JESUS Z. MENOY
Acting Adviser
Art Appreciation Club of CCP

INDENTED STYLE
College of Arts and Sciences-Education
Central Colleges of the Phils.
52 Aurora Boulevard, QC
July 30, 2008
Prof. RAMIL RABANG
Faculty Member
College of Computer Studies
Central Colleges of the Philippines
52 Aurora Boulevard, Quezon City
Dear Prof. Rabang:
Please excuse from your CS 411 class today the following students who are
members of the Art Appreciation Club of Central Colleges of the Philippines
(AACCCP):
Abellana, Jonas Lotero, April Joyce
Ancheta, Kristel Ochinang, Christiana Marie
Ang, Katherine Orpiano, Mary Daisy
Balatico, James Russell Pino, April James
Balbuena, Adrian Santos, Maria Joebel
Boringot, Aileene Sanvictores, Janice Valerie
Embalsado, Kenneth Velario, Milany
The above-mentioned students will attend the initial meeting of the AACCCP
members, together with the CCP President, Atty. Crispino Reyes. The meeting
will start at 1:00 p.m. and will end at an undetermined time.
I hope for your consideration on this matter.
Very truly yours,

JESUS Z. MENOY
Faculty Member
CAS-Education
MEMORANDUM STYLE

College of Arts and Sciences-Education

CENTRAL COLLEGES OF THE PHILIPPINES
52 Aurora Boulevard, Quezon City

MEMORANDUM
TO: Humanities and Freshman English Instructors
THRU: Dr. Rosenda de Gracia, AVPAA
FROM: Prof. Jesus Z. Menoy
DATE: July 21, 2008
SUBJECT: Change of Schedule of Film Viewing

Please be informed that the film viewing of Romeo and Juliet and Swan Lake
slated on July 23 and 30, 2008, respectively, was postponed to September 24
and October 1, 2008 inasmuch as the Studio Theater will be used by some
student organizations who scheduled their activities there earlier.
To make use of the afternoon slot, the members of the Art Appreciation Club of
Central Colleges of the Philippines will hold a general assembly in HR 230 from
1:00 to 3:00 pm to discuss matters pertaining to the membership fees, the
organizations constitution and by-laws, and the election of officers. Therefore,
please advise your students who applied for membership in the AACCCP to
attend its initial meeting.
Your cooperation in this regard is expected.