Business Writing

Firefly Electric and Lighting Corp. Learning and Development

Human Resources Department

Module V

Business Correspondence 2

Business Writing

Firefly Electric and Lighting Corp. Learning and Development

Human Resources Department

Lessons 1-4

Formats of Business Letters

Formats of Business Letters 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.

Full Block Format

All lines are: • Flush with the left margin • Single space within the paragraph • Double space between the paragraphs • Dateline is two lines below the

letterhead (May vary from 2-6 lines depending on the length of the letter)

• Inside address is two lines below dateline

Full Block Format • Attention line and subject line, if

present, are separated by two lines each under inside address.

• Salutation is two lines under subject line if present, under inside address if not.

• Body of the letter is two lines under salutation.

Full Block Format • 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 the lower rank signs first. The higher rank signatory signs two lines below the first with “Noted:” above his signature.

Full Block Format

• 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.

Modified Block Format Differs from full block

• In placement of dateline, complimentary close and signature block.

• Dateline is tabbed to the center or flush to the right margin

• Complimentary close and signature block can be placed either flush to the left or to the right margin but are usually aligned with date line.

• Paragraphs are not indented

Modified Block Format

• End notation may include reference initial, enclosure and copy line.

• Attachment may take the place of enclosure if the letter is computer-generated and sent through the internet.

Semi-block Format

• The lay out is similar to that of modified block style but the paragraphs are indented. • The dateline is placed at the right flush. • Complimentary close and signature block are placed at the right flush.

Hanging Indented Format The format is 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 paragraphs

• Double space between the paragraphs

• Dateline flush with the right margin two lines below the letterhead.

Hanging Indented Format • Inside address and salutation are flush to the

left margin and styled as full block format.

• 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 format and the semi-block format is in the indention of the paragraphs.

Hanging Indented Format

• The postscript is typed with the first line flush with the left margin and the rest of the lines are indented five (5) spaces from the left margin.

Formats of Business Letters 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.

Formats of Business Letters • The usual title used in inside address is

Mr. or Ms. unless the woman prefers Mrs. Miss is rarely used nowadays.

• If the position fits the same line as the name, put it there. Separate with a comma.

Format of a Business Letter

Let’s Review

Formats of Business Letters 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

Formats of Business Letters 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

Formats of Business Letters 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

Formats of Business Letters 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

Formats of Business Letters 10. Which is the correct format for a heading? a) Allen Marketing c) Mr. Allen Benavides # 81-84 CSB Bldg. Allen Marketing Kapunan Rd, Novaliches # 81-84 CSB Bldg Quezon City 1123 Kapunan Rd,Novaliches Tel. No. 695 9218 Quezon City 1123 b) Mr. Allen Benavides Tel. No. 695 9218 Allen Marketing d) Allen Marketing #81-84 CSB Bldg # 81-84 CSB Bldg. Kapunan Rd. Novaliches Kapunan Rd., Novaliches Quezon City 1123 Quezon City 1123 Tel. No. 695 9218 Tel. No. 695 9218

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.

Business Correspondence 2

Module VC

LESSONS 1-4

Answers to

Formats of Business

Letter Quiz

Formats of Business Letters 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

Formats of Business Letters 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

Formats of Business Letters 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

Formats of Business Letters 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

Formats of Business Letters 10. Which is the correct format for a heading? a) Allen Marketing c) Mr. Allen Benavides # 81-84 CSB Bldg. Allen Marketing Kapunan Rd, Novaliches # 81-84 CSB Bldg Quezon City 1123 Kapunan Rd,Novaliches Tel. No. 695 9218 Quezon City 1123 b) Mr. Allen Benavides Tel. No. 695 9218 Allen Marketing d) Allen Marketing #81-84 CSB Bldg # 81-84 CSB Bldg. Kapunan Rd. Novaliches Kapunan Rd., Novaliches Quezon City 1123 Quezon City 1123 Tel. No. 695 9218 Tel. No. 695 9218

Module VC, Lessons 1- 4: 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 ModuleVC, Lessons 1-4, Quiz 1.

4. Follow the instructions in the quiz.

5. Follow these same steps when you go to succeeding quizzes after every lesson.

End of Module VC, Lessons 1-4: Formats

of Business Letters