MS-Word and Business Letters (Parts of a Letter) Lytle High School Business Computer Information Systems Spring 2004

Typing Business Letters Before you type any business letter, set the margins, and any tabs or indents needed. The “Top Margin” for most business letters is 2” or 2.5” depending on length of the letter and the “Company Stationary” used. 2.5” Usually for a one page letter. 2” Usually for a two or more page letter. The “Side Margins” are usually set for 1” or 1.25”. (1.25” is the MS-Word default.)

The Return Address The “Return Address” is usually at the top of the letter. It does not have the sender’s name, only the senders address.

The Date The “Date” can be found under the “Return Address”. Sometimes it will be located under the “Inside Address” depending on the letter format. The date should be typed in a formal format. (Example: January 12, 2004)

Inside Address The “Inside Address” is usually typed below the “Date”. The “Inside Address” is typed at the left margin.

Salutation The “Salutation” is the greeting of the letter. Some people will refer to it as the “Greeting”. On a business letter, use a colon. : On a personal letter, use a comma. ,

Body The main part of the letter is found under the “Salutation”. Number of paragraphs will depend on the length of the letter.

Closure The “Closure” marks the end of the letter. Sometimes you will see a variety of closures, such as: “Very truly yours”, “Yours Truly”, or “Sincerely Yours”

Signature Block The “Signature Block” consists of the “Closure”, and the name of the person who is sending the letter. A quadruple space is needed between the “Closure” and the name, to ensure enough space for a signature.

Reference Initials “Reference Initials” are placed at the left margin, below the signature block. They are typed in lowercase letters. There are no periods. They are the initials of the person who typed the letter.

"Quia.Com" Review Questions In Review Now it is time to check what you have learned about the various parts of a business letter. Click on the link below to go to “Quia.Com” to check your knowledge about the things you just learned. Feel free to repeat this lesson if you need. You may also take the review quiz as many times as you need to. "Quia.Com" Review Questions To start this lesson over, return to the class website at: www.jorcorona.planetdns.net

Block Style Letter Top Margin is set for 2” or 2.5” Easiest of the format styles to type. All the text is to the left margin. No tabs or indents to mess with.

Modified-Block Format Top Margin is set for 2” or 2.5” The “Inside Address”, the “Date” and the “Signature Block” are at a tab position set to the center point of the page. Everything else is to the left.

Semi-Block Format The Top Margin is set for 2” or 2.5”. The “Return Address”, the “Date”, and the “Signature Block” are positioned to a tab set to the center of the page. The “Inside Address” and the “Salutation” are to the left margin. Each paragraph has a .5” indent.

Simplified Format The “Top Margin” is set for 2” or 2.5” All text is to the left margin. No “Salutation”. What you put in it’s place, is the “Subject” of the letter in all caps. No “Signature Block”, type the sender’s name in all caps.

In Review Now you will answer a few questions about the various parts, and the various formats of a business letter. Click on the link below to go to “Quia.Com” and answer a few questions about what you just learned. "Quia.Com" Practice Quiz Feel free to review this lesson, and take the practice quiz as often as you like.