Business letters: Model letter in recommended format

Model letter in recommended format

A model letter in full block style, containing 14 letter parts, is shown on an 8.5" x 11" page. The text version is below.

Part 1 – Letterhead

The letterhead begins at the top margin of a business letter.

Letterhead contains the name of the sender’s organization and may also include the organization’s logo, address or contact information.

In the model letter, the letterhead is as follows:

You can find more information in the article Business letters: Letterhead and Addresses: Addresses in letters or other documents.

Part 2 – Date

The date is written in full and is placed on the third line below the letterhead. In full block style, the date is flush with the left margin. In the model letter, the date is as follows:

You can find more information in the article Business letters: Date.

Part 3 – Addressee or delivery notation

The addressee notation PERSONAL is placed at the left margin, on the second line below the date; it is written in bold font and entirely in capitals.

Addressee notations such as PERSONAL or CONFIDENTIAL describe the content of the letter and indicate any precautions that must be taken in its delivery.

You can find more information on addressee notations in the article Business letters: Addressee or delivery notation.

Part 4 – Inside address

The inside address is placed at the left margin, on the second or third line below the addressee notation.

The inside address contains the receiver’s name and address. In the model letter, the inside address is as follows:

You can find more information in the articles Business letters: Inside address and Addresses: Addresses in letters or other documents.

Part 5 – Salutation

The salutation is placed at the left margin, on the second line below the last line of the inside address.

The salutation is the greeting at the beginning of the message.

In the model letter, the salutation is as follows:

You can find more information in the article Business letters: Salutation.

Part 6 – Subject line

The subject line is placed at the left margin on the second line below the salutation; it is written either in title case and bold font or entirely in capitals.

The subject line indicates the subject of the letter.

In the model letter, the subject line is as follows:

You can find more information in the article Business letters: Subject line.

Part 7 – Body: Introduction

The introductory paragraph begins on the second line below the subject line (or on the second line below the salutation, if no subject line is used). In full block style, it is flush with the left margin.

The introductory paragraph introduces the main idea of the letter. It may refer to past correspondence or to a previous meeting or conversation.

In the model letter, the introduction is as follows:

You can find more information under the heading Introductory paragraph in the article Business letters: Body of the letter.

Part 8 – Body: Details

The middle paragraphs of the body contain the details of the message. These paragraphs begin on the second line below the introductory paragraph; in full block style, they are flush with the left margin.

Each middle paragraph is separated by one blank line from the paragraph above or below it. A new paragraph is used for each new idea.

In the model letter, the details section is as follows:

You can find more information under the heading Middle paragraph(s) in the article Business letters: Body of the letter.

Part 9 – Concluding paragraph

The concluding paragraph begins on the second line below the last paragraph of the details section; in full block style, it is flush with the left margin.

The concluding paragraph contains a closing statement designed to promote good will. It may also invite the reader to take some action.

In the model letter, the concluding paragraph is as follows:

You can find more information under the heading Concluding paragraph in the article Business letters: Body of the letter.

Part 10 – Complimentary close

The complimentary close is placed on the second line below the last line of the body; in full block style, it is flush with the left margin.

The complimentary close is the polite closing formula that comes before the signature.

In the model letter, the complimentary close is as follows:

You can find more information in the article Business letters: Complimentary close.

Part 11 – Signature block

The signature block begins on the fourth or fifth line below the complimentary close; in full block style, it is flush with the left margin.

The signature block contains the receiver’s name and job title, and often the department or division. A handwritten or electronic signature is placed in the blank space above the printed name.

In the model letter, the signature block is as follows:

You can find more information in the article Business letters: Signature block.

Part 12 – Reference initials

The reference initials are placed at the left margin, on the second line below the last line of the signature block.

The reference initials include the initials of the writer, followed by those of the typist.

In the model letter, the reference initials are as follows:

You can find more information in the article Business letters: Reference initials.

Part 13 – Enclosure notation

The enclosure notation is placed at the left margin, on the first or second line below the reference initials.

The word Enclosure or the abbreviation Enc. is used to indicate that one or more items are enclosed with the letter. The number of enclosures or the title of an enclosed document may also be indicated.

In the model letter, the enclosure notation is as follows:

You can find more information in the article Business letters: Enclosure notation.

Part 14 – Copy notation

The copy notation is placed at the left margin on the line below the enclosure notation.

The phrase Copy to or Copies to, or the abbreviation cc, is used to indicate that a copy of the letter has been sent to one or more people apart from the receiver specified in the inside address. The copy notation is followed by the name(s) of the additional receiver(s).

In the model letter, the copy notation is as follows:

You can find more information in the article Business letters: Copy notation.