Business Letters Business letters are sent from within a company to other people outside the company (Customers, Business Associates, Clients, etc.) Variety of lay-outs may be used but most common is called the Block Style. All letter parts start at the left margin. They are typed on Letterhead Paper that has company name, address, phone number, fax number, and web site already printed on the top of the paper. Letters should look centered from top to bottom. Start 2” from the top of the paper and then preview the letter when your finished to see if any adjustments are needed.

Parts to a Business Letter Current Date (Usually 2” from top of paper) Letter Address or Inside Address (Address of who you are sending the letter to) This area may also have an attention line. Salutation -- In a formal salutation use the title such as Mr., Dr., Ms., and the last name of the person. Do not use the first name in a salutation. Example: Dear Dr. Smith. In a non-formal letter it’s ok to put Dear Jane. Body of the Letter (Paragraphs) Complimentary Closing (Sincerely, Yours truly, etc.) Typed Name and Title of Sender Reference Initials of person who typed the letter Enclosure or Attachment notation

Example of a Business Letter DEE’S DEPARTMENT STORES &0 South Penny Lane San Francisco, CA 0001-00002 Phone Number: 666-100-2003 Fax: : 006-222-3819 February 23, 2006 Lilly and White Company 70 West Lilly Pad Way San Francisco, CA 84401 Dear Mrs. Smith(:) Thank you for your quick response to my inquiring about your company’s new cleaning service. I’ve recently been hired as the CEO of twenty department stores in the Houston area. We are in need of your expert cleaning services. Many of the stores are older and we plan on renovating them but until that time we would like a company like yours to do the housekeeping on them. Would it be possible for you to meet with my custodial staff next Wednesday at 6:30 p.m.? I’m enclosing a copy of their cleaning and maintenance schedule for you to review before our initial meeting. Please feel free to contact me before the meeting if you have any further questions. Thank you for your consideration of this contract. I’m confident that you will be please with this association. Sincerely(,) Jason Smith, CEO Dee’s Department Store’s Inc. DS mp Enclosure BLOCK STYLE = Do not indent paragraphs. Start all parts at left margin. OPEN PUNCTUATION = Do not put any punctuation marks after the salutation or complimentary closure. Start Date 2” from top of paper QS after date DS after letter address DS after salutation MIXED PUNCTUATION = Put a COLON after the salutation and a COMMA after the complimentary closing DS between Paragraphs QS after Complimentary Closing DS after Typed Name & Title DS before & after Reference Initials

Sample of letterhead paper →

Margins 1” margin on sides 2” margin on top Letter should look balanced so adjust the top margin if needed

Letter Spacing 2” Top Margin QS after date SS paragraphs DS after Letter Address, Salutation, and in between paragraphs and after end paragraph QS after Complimentary Closing DS after typed name, reference initials and Enclosure when needed