Business Writing Firefly Electric and Lighting Corp. Training and Organizational Development Human Resources Department
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1 Business Writing Firefly Electric and Lighting Corp. Training and Organizational Development Human Resources Department Module 9 Writing Business Letters: Format and Content
2 Module 9 : Writing Business Letters: Format and Content Lesson 3 Formats of Business Letters
3 Formats of Business Letters
4 Ensuring the correct format of a business letter is another part of the letter writing process. It conveys a subtle but negative message to the recipient when the writer uses a format that does not follow the standardized principle in writing business letters. Since the first thing that a recipient notices about a letter is its appearance, the writer must make sure that the letter is logically organized and written in clear, correct and professional manner.
5 Basic Business Letter Formats: Full Block Modified block Semi block Hanging Indented
6 Full Block Style All lines are: flush with left margin single space within the paragraph double space between paragraphs dateline is two lines below the letter letterhead (may vary from 2-6 lines depending on the length of the letter Inside address is placed two lines below dateline attention line and subject line if present are separated by two lines each under inside address. salutation two lines under subject line if present, under inside address, if not. body of the letter is two lines after salutation.
7 Full Block Style Complimentary close is two lines after the body of the letter Signature line is 3-4 lines after the complimentary close. If there are two signatories of equal rank, each will have his/her own signature block. If the two signatories are of unequal rank, the one with lower rank, signs first. The higher rank signatory will sign two lines below the first with Noted above his signature. End notations may include reference initial, enclosure and copy line Attachment takes the place of enclosure if the letter is computer generated and sent through the internet.
8 Modified Block Style Differs from full block in placement of dateline, complimentary close and signature block dateline is tabbed to the center or flush with right margin. complimentary close and signature block can be placed either flush to the left or to the right margins but are usually aligned with dateline. paragraphs are not indented End notations may include reference initials, enclosure and copy line. Attachment takes the place of enclosure if the letter is computer generated and sent through the internet.
9 Semi Block Style The layout is similar to that of modified block style but the paragraphs are indented. The dateline is placed at right flush. Complimentary close and signature block are placed at right flush.
10 Hanging indented Style The format reserved for sales and advertising letters only. first line of the paragraph is flush with the left margin. The remaining lines are indented five ( 5) spaces. single space within the paragraph double space between the paragraphs. date line flush with the right margin two lines below the letterhead. inside address and salutation are flush to the left margin and styled as full block format
11 Hanging indented Style complimentary close, signature block and all other notation positions are the same with the modified block and semi block formats. the difference between the hanging indented style and the semi block is in the indention of the paragraphs the postscript is typed with the first line flush with the left margin and the rest of the lines are indented five spaces from the left margin.
12 Good rule of thumb: Margins should be consistent from top and bottom, usually one inch. One inch side margins for long letters. 1 ½ -2 inches side margins for short letters. 8 ½ by 11 inches is the size of the stationery. Font: Times, Times New Roman, Courier, Arial, Helvetica or Calibri nothing smaller than 10pt; nothing larger than 14pt.
13 The usual title used in inside address is Mr. or Ms. unless the woman refers Mrs. Miss is rarely used nowadays. If the position fits the same line as the name, put it there. Separate with a comma.
14 Format of a Business Letter Let s Review
15 1. The indention of the paragraph from the left margin is: a) 3-4 spaces c) 6 spaces b) 5 spaces d) 7 spaces 2. Courtesy title that is rarely used nowadays: a) Ms. c) Mr. b) Mrs. d) Miss 3. There are X basic business letter formats. a) 3 c) 5 b) 4 d) 6
16 4. The letter format that indents the lines of the paragraph after the first line is: a) Hanging indented c) semi block b) Full block d) modified block 5. Which is NOT an appropriate font for a business letter? a) 9 c) 13 b) 11 d) 14
17 6. Which statement is false? a) All the basic parts of the full block letter are left justified b) In Modified block, the date is tabbed to the center. c) Hanging indented style is used only for sales letter. d) The layout of semi block is similar to that of modified block. 7. The most widely used format of business letter is: a) Full block c) semi block b) Modified block d) hanging indented
18 8. Which statement is FALSE? a) End notation should list those included in the letter only. b) Enclosures should be numbered and labeled. c) All end notations should always be included in business letters, d) End notations may not be included in the business letter. 9. Hanging indention format differs from X in the indention of the paragraphs. a) Simplified block c) modified block b) Full block d) semi block
19 10. Which is the correct format for a heading? a) Allen Marketing c) Mr. Allen Benavides # CSB Bldg. Allen Marketing Kapunan Rd, Novaliches # CSB Bldg Quezon City 1123 Kapunan Rd,Novaliches Tel. No Quezon City 1123 b) Mr. Allen Benavides Tel. No Allen Marketing d) Allen Marketing #81-84 CSB Bldg # CSB Bldg. Kapunan Rd. Novaliches Kapunan Rd., Novaliches Quezon City 1123 Quezon City 1123 Tel. No Tel. No
20 Formats of a Business Letter If you got a score of 6 or less in the practice exercise, please review the notes on Formats of a Business Letter before taking the quiz. Please look over the uploaded Powerpoint notes in Quia and check whether there are other facts you need to include in your Cheat Sheet.
21 1. The indention of the paragraph from the left margin is: a) 3-4 spaces c) 6 spaces b) 5 spaces d) 7 spaces 2. Courtesy title that is rarely used nowadays: a) Ms. c) Mr. b) Mrs. d) Miss 3. There are X basic business letter formats. a) 3 c) 5 b) 4 d) 6
22 4. The letter format that indents the lines of the paragraph after the first line is: a) Hanging indented c) semi block b) Full block d) modified block 5. Which is NOT an appropriate font for a business letter? a) 9 c) 13 b) 11 d) 14
23 6. Which statement is false? a) All the basic parts of the full block letter are left justified b) In Modified block, the date is tabbed to the center. c) Hanging indented style is used only for sales letter. d) The layout of semi block is similar to that of modified block. 7. The most widely used format of business letter is: a) Full block c) semi block b) Modified block d) hanging indented
24 8. Which statement is FALSE? a) End notation should list those included in the letter only. b) Enclosures should be numbered and labeled. c) All end notations should always be included in business letters. d) End notations may not be included in the business letter. 9. Hanging indention format differs from X in the indention of the paragraphs. a) Simplified block c) modified block b) Full block d) semi block
25 10. Which is the correct format for a heading? a) Allen Marketing c) Mr. Allen Benavides # CSB Bldg. Allen Marketing Kapunan Rd, Novaliches # CSB Bldg Quezon City 1123 Kapunan Rd,Novaliches Tel. No Quezon City 1123 b) Mr. Allen Benavides Tel. No Allen Marketing d) Allen Marketing #81-84 CSB Bldg # CSB Bldg. Kapunan Rd. Novaliches Kapunan Rd., Novaliches Quezon City 1123 Quezon City 1123 Tel. No Tel. No
26 Module 9, Lesson 3: Formats of a Business Letter Quiz 1. Please proceed to www. Quia.com/web. 2. On the space provided, enter your log in name and your password. 3. Under Quiz, please select Module 9, Lesson 3, Quiz Follow the instructions in the quiz. 5. Follow these same steps when you go to succeeding quizzes after every lesson.
27 End of Module 9, Lesson 3
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