letter (business), block format

For a business letter using a block format, incorporate the following guidelines for each section of the letter. A sample is provided below the guidelines.

• Date line: As a general rule, type the date about 2 inches from the top of the page, beginning at the left margin. If you are using CSU letterhead stationery, type the date about 0.5 inch below the letterhead. Spell out the month.
• Address line: Start the address at the left margin, on the fourth line below the date.
• Salutation: On the second line below the address line, type the salutation (e.g., Dear Ms. Smith
• or Dear John), beginning at the left margin. As a general rule, follow the salutation with a colon.
• Body: Begin text on the second line below the salutation. Single space and left justify each paragraph. Double space between paragraphs; do not indent paragraphs.
• Closing: Type the complimentary closing such as Sincerely, Respectfully yours, Regards, etc. on the second line below the last line of the body of the letter.
• Signature block: At the left margin, begin on the fourth line and type the full name of the sender and the sender’s title on either the same line or the following line. If it is unclear by the name if the sender is a male or female (when writing to people who do not know the sender), Mr., Mrs., or Ms. may be placed in either the handwritten signature in parentheses or in the typed name below the signature without parentheses. Include the department name, if appropriate, on the following line. Sign the letter between the complimentary closing and the typed name.
• Reference initials: When someone other than the sender has typed the letter, include the typist’s initials in lowercase on the second line at the left margin below the signature block. If the sender wants his or her initials included, they should be uppercase and precede the initials of the typist. Use a slash to separate the writer’s and typist’s initials.
• Enclosure notation: If one or more items are to be enclosed in the envelope with the letter, type the word Enclosure, Enclosures, or Enc., at the left margin, on the line below the reference initials.
• If there is more than one enclosure, indicate the number in parentheses; e.g., Enclosures (2). You may use Attachment or Att. when the material is actually attached to the cover letter.
• Copy notation: A copy notation lets the addressee know that one or more people will also be sent a copy of the letter. Begin the copy notation on the line directly under any previous notation. Type cc: followed by a space, and type the names of the people who will receive a copy. If you are sending copies to several people, set a tab and align the names vertically. If there is no previous notation, type the copy notation on the second line below the writer’s signature block. A copy is not usually signed; however, a checkmark usually is made on each copy next to the name of the person for whom the copy is intended. It is appropriate to add a brief handwritten note at the bottom of the unsigned copy and sign or initial it to make it more personal.

here the actual format

SAMPLE LETTER – Block Style

[ ↓ about 0.5 inch]

June 10, 2007

[ ↓ 4 returns and begin address-line copy]

Mr. John Smith

Executive Assistant

Marco Business Enterprises

123 S. Mason St.

Fort Collins, CO 80524

[ ↓ 2 returns and begin salutation]

Dear John:

[ ↓ 2 returns and begin body of letter]

As requested, I’ve provided several format tips for business letters. As a general rule, type the date

about 2 inches from the top of the page, beginning at the left margin. If you are using letterhead, type the date about 0.5 inch below the letterhead. Spell out the month.

[ ↓ 2 returns to begin each new paragraph]

Start the address at the left margin, on the fourth line below the date. On the second line below the address line, type the salutation, beginning at the left margin. As a general rule, follow the salutation

with a colon. Begin text on the second line below the salutation. Double space between paragraphs; do not indent.

Type the complimentary closing on the second line below the last line of the body of the letter. At the

left margin, begin on the fourth line and type the full name of the writer and the writer’s title (separated

by a comma) on the same line. Include the department name, if appropriate, on the following line. Sign the letter between the complimentary closing and the writer’s name.

Thank you for your interest.

[ ↓ 2 returns and begin closing]

Sincerely,

[ ↓ 4 returns and begin typed named of sender]

Sally S. Letter

[include handwritten signature between closing and typed name of sender]

Sally S. Letter Executive Director Writing Center

[ ↓ 2 returns and begin reference initials, closure notation, and/or copy notation, if applicable]

SSL/tkr Enclosures (2)
cc: Sarah Jones James Smith