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Types of Format. Full-block letter format This is the easiest format. Everything begins at the left margin. No exceptions.

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Presentation on theme: "Types of Format. Full-block letter format This is the easiest format. Everything begins at the left margin. No exceptions."— Presentation transcript:

1 Types of Format

2 Full-block letter format This is the easiest format. Everything begins at the left margin. No exceptions.

3 Letterhead (sender’s address) Date Inside address (recipient’s address) Salutation Body of the letter (introduction, second paragraphs, conclusion) Complimentary close Signature Name and title Letterhead (sender’s address) Date Inside address (recipient’s address) Salutation Body of the letter (introduction, second paragraphs, conclusion) Complimentary close Signature Name and title

4 Block letter format This is similar to the full-block letter but has two exceptions: to the right go: 1)the date and 2)the complimentary close, signature, name and title line.

5 Letterhead Date Inside address Salutation Body of the letter (introduction, second paragraphs, conclusion) Complimentary close Signature Name and title Letterhead Date Inside address Salutation Body of the letter (introduction, second paragraphs, conclusion) Complimentary close Signature Name and title

6 Official letter format This format is used by some government agencies. The inside address appears two to five lines below the signature block.

7 Letterhead Date Salutation Body of the letter (introduction, second paragraphs, conclusion) Complimentary close Signature Name and title Inside address Encl.: Cc Per pro Letterhead Date Salutation Body of the letter (introduction, second paragraphs, conclusion) Complimentary close Signature Name and title Inside address Encl.: Cc Per pro

8 Simplified letter format Like the full-block format all lines begin at the left margin. The subject line exchanges the salutation and there is no complimentary close. The name and title are written in capital letters.

9 Letterhead Date Inside address Subject title (Subject:) Body of the letter (introduction, second paragraphs, conclusion) Signature NAME AND TITLE Letterhead Date Inside address Subject title (Subject:) Body of the letter (introduction, second paragraphs, conclusion) Signature NAME AND TITLE

10 Modified block (semi-block) letter format It is identical to the block letter except it has indentations. All beginning sentences of paragraphs are indented five to ten spaces.

11 Letterhead Date Inside address Salutation Introduction Second paragraph Conclusion Complimentary close Signature Name and title Letterhead Date Inside address Salutation Introduction Second paragraph Conclusion Complimentary close Signature Name and title

12 Assignment - Apply Letter Formats Directions: Use the PowerPoint presentation to find the answers to the following questions:

13 Answer to the following questions: 1.What is the difference between a personal and a business letter? 2.What does the letterhead consist of? 3.Which part of a letter identifies the address of the person writing the letter? 4.Which part of a letter identifies the address of the person receiving the letter? 5.What would be an example of a greeting/salutation?

14 1.What would be an example of a complimentary close? 2.What is the body of a letter? 3.What does the body of the letter consist of? 4.What is the line spacing in the body of a letter? 5.When would an enclosure notation be used in a letter? How do we write it? 6.When would a copy notation be used in a letter? 7.When would typist initials be included in a letter? How do we write it?

15 Insert the missing parts of the following letter 1*********** 2********** 3******** 4**********, This is to inform you that I have accepted a position with General Motors. I want to express my gratitude for a rewarding professional association during my employment with ITK Company. This decision was not an easy one and involved many hours of thoughtful consideration, particularly with respect to my own plans for my future. I hope you will respect my position in this matter. 5**************, JIM KARTER, CEO Encl: 6 **********

16 I look forward to hearing from you in the near future. I purchased a mobile phone from you in November of last year at a cost of £150. The phone has never worked properly and I have taken it back to Dixet many times for repair. The Manager, Dixet Electricals, East Road, Sudnorth, Suffolk IP54 6ED I am writing to complain about my mobile phone. Refund for a non-functional phone I would like to receive a full refund of the cost of this phone or a new replacement. I do not want a further repair. JOHN SMITH CUSTOMER For the attention of the Sales Manager Each time the phone has been brought back to you it has been impossible to trace the fault, although your staff agree that it does not work properly. 7 West Street, Sudnorth, Suffolk IP34 7ER

17 The Manager, Dixet Electricals, East Road, Sudnorth, Suffolk IP54 6ED For the attention of the Sales Manager Refund for a non-functional phone I am writing to complain about my mobile phone. I purchased a mobile phone from you in November of last year at a cost of £150. The phone has never worked properly and I have taken it back to Dixet many times for repair. Each time the phone has been brought back to you it has been impossible to trace the fault, although your staff agree that it does not work properly. I would like to receive a full refund of the cost of this phone or a new replacement. I do not want a further repair. I look forward to hearing from you in the near future. JOHN SMITH CUSTOMER


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