ENVELOPE AND BUSINESS LETTER FORMATING «The All You Need to Know » Guide

Address an Envelope 1 2

1. RETURN ADDRESS  On the return address section be sure to have: 1. The name and address of the person who is sending the letter.  The return address should appear in the top left corner of the envelope and consist of: 1. Your Name 2. Street Name 3. City or Town 4. Province 5. Postal Code

2 1 LUCY DIAMONDS 1975 STRAWBERRY FIELDS FOREVER CLOSE SCARBOROUGH ON L1V 3E7

2. MAILING ADDRESS  On the main address section be sure to have 1. The name and address to which the letter is being sent.  In a business letter the address on the envelope is the same as the inside address in the letter.  There may be separation lines for: 1. The title of the addressee 2. The division or department in which the person works 3. And the name of his or her company, business, or organization.

2 1 LUCY DIAMONDS 1975 STRAWBERRY FIELDS FOREVER CLOSE SCARBOROUGH ON L1V 3E7 DEE PLOMASSY DIRECTOR EDUCATION HOUSE 5415 AVE LACOMBE AB T5L 8Y9

Envelope Format 1. Address should be typed or written in UPPERCASE or BLOCK LETTERING 2. All lines of the address must be formatted with a uniform left margin. 3. Punctuation marks (commas and periods) should not be used unless they are a part of a place name (e.g. ST. JOHN’S) 4. The postal code should always appear on the same line as the municipality and province name, and should be separated from the province by two spaces. 5. The two-letter abbreviation for the province name should be used wherever possible. 6. The return address should be formatted in the same was the main address.

Review Check LUCY DIAMONDS 1975 STRAWBERRY FIELDS FOREVER CLOSE SCARBOROUGH ON L1V 3E7 DEE PLOMASSY DIRECTOR EDUCATION HOUSE 5415 AVE LACOMBE AB T5L 8Y9

Format of a Business Letter  3 basic formats  Will use format #1 You are allowed to double space the body of the letter and not the other parts of the letter!

Parts of a Business Letter 1. HEADING  Your address and the date 2. INSIDE ADDRESS  Name, date, and address of the recipient  Usually appears four lines below the heading if a word processor is used or one line below if it is handwritten

3. SALUTATION  Most traditional salutations or greetings for a business letter is Dear followed by Mr., Ms., Mrs., or Miss, and the person’s last name, followed by a colon. 4. THE BODY  The main part of the letter in which you write what you have to say to the addressee. Skip on eline after the salutation. Make sure that there is enough information is give so that your purpose is understood and your request well recieved. Busines letters are usually formal, so the language that you use should be formal.

5. CLOSING  The ending of the letter  Appears at the botton of the leter, directly under the body.  Only the first word in the closing should be Capitalized.  It should always be followed by a comma.

6. SIGNATURE  Your full name signed  Appear directly below the closing  Always written in ink. 7. YOUR NAME PRINTED