Business Letter format and styles

Topics: Business letter, Typography, Writing Pages: 8 (760 words) Published: May 25, 2015

UNIVERSITY OF EDUCATION
LOWER MALL CAMPUS, LAHORE

Business Communication
Business Letter
Contributors:
13-BBA.H-FM-70
13-BBA.H-FM-71
13-BBA.H-FM-72
13-BBA.H-FM-73
13-BBA.H-FM-74
13-BBA.H-FM-75

Resource Person: Miss. Syeda Mariam Naqvi
Table of Contents
Definition3
Parts of Business Letter3
Heading3
Inside Address3
Date3
Salutation3
body4
Complementary close4
Signature4
Types of Business Letters4
Full Block Style5
Modified Block Style5
5
Semi Block Style5
Indented Style6
Simplified Style6
Hanging Indented Style6
Punctuation Styles6
Open Punctuation Style7
Standard Punctuation Style7
Closed Punctuation Style7

Business Letter
Definition
“It is an exchange of thoughts and ideas in connection in monetary terms with a person or an organization. It is just a letter written for formal and professional purposes.” Parts of Business Letter

Some of the regularly used parts are given below
Heading
Inside Address
Date
Salutation
Body
Complementary close
Signature
Heading
Heading consists of the name of the firm and the address.
Inside Address
Address consists of address of the firm.
Date
Date consists of the month, the day of the month, and the year. Salutation
Salutation always starts at the left margin, followed by a colon. body
Body contains the message. Generally, single spacing should be employed within paragraphs of the letter body. The two most important sentences of the body are the first and the last. The first sentence should be utilized for a constructive purpose, the last sentence often “makes” or “breaks” a letter. It should direct, forceful, and complete in itself. Complementary close

Complimentary Closing is the leave-taking line of the letter and should be consistent with the salutation and the message contained in the letter in representing the same degree of formality. Signature

Signature applies to the entire signature unit which usually consists of two to four lines containing the following: The typewritten name of the business organization in behalf of which the letter is written. The pen-written signature of the dictator.

The typewritten name of the dictator.
The designation of the dictator’s business rank or position within the organization. Types of Business Letters
There are six different letter styles
Full Block Style
Modified Block Style
Semi Block Style
Indented Style
Simplified Style
Hanging Indented Style

Full Block Style
Full block style all the letter is justified to left margin. It is most commonly used style. Standard punctuation is placed after salutation and other headings.

Modified Block Style
These letters are common among organizations. It is slightly different from Full Block style. Return address, date, complimentary closing and signature are put slightly to right of the paper’s center.

Semi Block Style
In this style date line in alignment, or slightly to right of dead center. Similar to full & modified block style address, salutation and any end notations are with left margin. Complementary close and signature block are aligned under date.

Indented Style
Indented styled letters are getting popular. It is justified at left except for some elements. New paragraphs are added in indented writing. Other parts of letters are moved more further to right half of the page.

Simplified Style
This is also a modified form of full blocked style. This type of letter is written when you do not know the title and name of the person to whom you are writing. Salutation and complementary close are used I this style. Subject is written in capital letters.

Hanging Indented Style
This style is very rarely used. The first line of the paragraph begins at the left-hand margin. And the other lines of the same paragraph are indented three to four spaces.

Punctuation Styles
There are three commonly used punctuation styles for business letters: Open
Standard
Closed...

References: http://en.wikipedia.org/wiki/Business_letter
http://www.vertex42.com/WordTemplates/business-letter.html
http://www.slideshare.net/seemababbas/business-letters-and-different-styles
http://i4info.org/?cat=18&paged=2
http://teacher.scholastic.com/lessonplans/format.pdf
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