Business letters come in various formats, each with its own unique layout. The block format is the most common, aligning all components on the left margin. Modified block and semi-block formats offer slight variations, providing visual interest while maintaining professionalism.

Letters consist of several key components, including the heading, greeting, body, and closing. Each part plays a crucial role in conveying information effectively. Additional notations like enclosures or carbon copies can be included to provide extra context or indicate document attachments.

Letter Formats

Block Format

• Most common business letter format aligns all components on the left margin
• Includes single-spaced body paragraphs with double spaces between each paragraph
• Date, complimentary close, and signature block begin at the horizontal center of the page
• Provides a clean, professional appearance that is easy to format (Microsoft Word)

Modified Block Format

• Similar to the block format but with a few key differences in component placement
• Date, complimentary close, and signature block begin at the horizontal center of the page
• Paragraphs are indented, usually about five spaces or half an inch
• Retains the professional appearance of the block format while adding visual interest (indented paragraphs)

Semi-Block Format

• Combines elements of both block and modified block formats for a unique layout
• Paragraphs are indented like the modified block format (five spaces or half an inch)
• Date, complimentary close, and signature block start at the left margin, aligning with the body text
• Less common than block or modified block formats but offers an alternative professional style

Letter Components

Heading and Greeting

• Letterhead contains the sender's name, company logo, address, and contact information (phone number, email)
• Date line indicates when the letter was written and is placed a few lines below the letterhead
• Inside address includes the recipient's name, title (if applicable), company name, and full mailing address
• Salutation greets the recipient by name (Dear Mr. Smith) or title (Dear Human Resources Manager)

Body and Closing

• Body paragraphs convey the main message of the letter, often with an introduction, details, and a call to action
• Each paragraph focuses on a single main idea and is concise yet informative
• Complimentary close ends the letter politely (Sincerely, Best regards, Thank you)
• Signature block includes the sender's handwritten and typed name, job title, and contact information (if not in letterhead)

Additional Notations

• Enclosure notation indicates the presence of additional documents (resume, brochure) included with the letter
• Carbon copy (CC) or blind carbon copy (BCC) notation lists recipients who will receive copies of the letter
• Postscript (P.S.) can be used sparingly to add a final thought or emphasize a key point after the signature block
• Reference line (RE:) may be included to specify the subject or purpose of the letter (RE: Job Application)