Writing LettersBy Megan Rees

Parts of a Letter

Part One

Letters Consist of Parts:

• Date

• Mailing Address

• Salutation

• Body

• Complimentary Close

• Signature

January 28, 2008

Mariella Monroe14 Appletree LaneNew Orleans, LA 41255

Dear Mrs. Monroe:

Thank you for your interest in our company. We are always pleased to hear from satisfied customers, and your comments are no exception!

As you know, we have been in business for over fifty years, offering high-quality service to customers just like you. Whenever we hear about the experiences of our valued customers, good or bad, rest assured we take it seriously. We appreciate your business and hope to continue our relationship with you for years to come.

In response to your letter, we are sorry that you had a bad experience with our 96X413-78Z letter opener. This has been a favorite of our customers for years, and a complaint is rare. We have every intention of replacing your letter opener as soon as possible. Expect a new one in the mail within the next four to six weeks.

Once again, thank you for your continued patronage. If you have any questions or comments, you may write us again, or call me personally at 401-258-9854 ext. 1578.

Yours truly,

Mary S. WhitmorePresident, Letters n’ More Inc.

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DATE

MAILING ADDRESS

SALUTATION

BODYCOMPLIMENTARY CLOSE

SIGNATURE

The DateJanuary 28, 2008

Mariella Monroe14 Appletree LaneNew Orleans, LA 41255

Dear Mrs. Monroe:

Thank you for your interest in our company. We are always pleased to hear from satisfied customers, and your comments are no exception!

As you know, we have been in business for over fifty years, offering high-quality service to customers just like you. Whenever we hear about the experiences of our valued customers, good or bad, rest assured we take it seriously. We appreciate your business and hope to continue our relationship with you for years to come.

In response to your letter, we are sorry that you had a bad experience with our 96X413-78Z letter opener. This has been a favorite of our customers for years, and a complaint is rare. We have every intention of replacing your letter opener as soon as possible. Expect a new one in the mail within the next four to six weeks.

Once again, thank you for your continued patronage. If you have any questions or comments, you may write us again, or call me personally at 401-258-9854 ext. 1578.

Yours truly,

Mary S. WhitmorePresident, Letters n’ More Inc.

ek

Starts 2” down

Spell out the date like so—do NOT 1/28/08

Mailing AddressJanuary 28, 2008

Mariella Monroe14 Appletree LaneNew Orleans, LA 41255

Dear Mrs. Monroe:

Thank you for your interest in our company. We are always pleased to hear from satisfied customers, and your comments are no exception!

As you know, we have been in business for over fifty years, offering high-quality service to customers just like you. Whenever we hear about the experiences of our valued customers, good or bad, rest assured we take it seriously. We appreciate your business and hope to continue our relationship with you for years to come.

In response to your letter, we are sorry that you had a bad experience with our 96X413-78Z letter opener. This has been a favorite of our customers for years, and a complaint is rare. We have every intention of replacing your letter opener as soon as possible. Expect a new one in the mail within the next four to six weeks.

Once again, thank you for your continued patronage. If you have any questions or comments, you may write us again, or call me personally at 401-258-9854 ext. 1578.

Yours truly,

Mary S. WhitmorePresident, Letters n’ More Inc.

ek

Name on first lineAddress on second lineCity, State and Zip on third line

SalutationJanuary 28, 2008

Mariella Monroe14 Appletree LaneNew Orleans, LA 41255

Dear Mrs. Monroe:

Thank you for your interest in our company. We are always pleased to hear from satisfied customers, and your comments are no exception!

As you know, we have been in business for over fifty years, offering high-quality service to customers just like you. Whenever we hear about the experiences of our valued customers, good or bad, rest assured we take it seriously. We appreciate your business and hope to continue our relationship with you for years to come.

In response to your letter, we are sorry that you had a bad experience with our 96X413-78Z letter opener. This has been a favorite of our customers for years, and a complaint is rare. We have every intention of replacing your letter opener as soon as possible. Expect a new one in the mail within the next four to six weeks.

Once again, thank you for your continued patronage. If you have any questions or comments, you may write us again, or call me personally at 401-258-9854 ext. 1578.

Yours truly,

Mary S. WhitmorePresident, Letters n’ More Inc.

ek

Always begins with “Dear”Use title of Mrs. Miss, Ms., Mr. etcDO NOT use a comma

NOTE: if you do not know the name of the person in the company you should be contacting, write the letter to

To Whom it May Concern

BodyJanuary 28, 2008

Mariella Monroe14 Appletree LaneNew Orleans, LA 41255

Dear Mrs. Monroe:

Thank you for your interest in our company. We are always pleased to hear from satisfied customers, and your comments are no exception!

As you know, we have been in business for over fifty years, offering high-quality service to customers just like you. Whenever we hear about the experiences of our valued customers, good or bad, rest assured we take it seriously. We appreciate your business and hope to continue our relationship with you for years to come.

In response to your letter, we are sorry that you had a bad experience with our 96X413-78Z letter opener. This has been a favorite of our customers for years, and a complaint is rare. We have every intention of replacing your letter opener as soon as possible. Expect a new one in the mail within the next four to six weeks.

Once again, thank you for your continued patronage. If you have any questions or comments, you may write us again, or call me personally at 401-258-9854 ext. 1578.

Yours truly,

Mary S. WhitmorePresident, Letters n’ More Inc.

ek

Each paragraph is separated by a blank line.DO NOT tab in at the beginning of a paragraph.Usually at least three paragraphs, but not necessarily long.

Complimentary CloseDear Mrs. Monroe:

Thank you for your interest in our company. We are always pleased to hear from satisfied customers, and your comments are no exception!

As you know, we have been in business for over fifty years, offering high-quality service to customers just like you. Whenever we hear about the experiences of our valued customers, good or bad, rest assured we take it seriously. We appreciate your business and hope to continue our relationship with you for years to come.

In response to your letter, we are sorry that you had a bad experience with our 96X413-78Z letter opener. This has been a favorite of our customers for years, and a complaint is rare. We have every intention of replacing your letter opener as soon as possible. Expect a new one in the mail within the next four to six weeks.

Once again, thank you for your continued patronage. If you have any questions or comments, you may write us again, or call me personally at 401-258-9854 ext. 1578.

Yours truly,

Mary S. WhitmorePresident, Letters n’ More Inc.

ek

Usually something like “yours truly” or “Sincerely” or “Sincerely Yours”

SignatureDear Mrs. Monroe:

Thank you for your interest in our company. We are always pleased to hear from satisfied customers, and your comments are no exception!

As you know, we have been in business for over fifty years, offering high-quality service to customers just like you. Whenever we hear about the experiences of our valued customers, good or bad, rest assured we take it seriously. We appreciate your business and hope to continue our relationship with you for years to come.

In response to your letter, we are sorry that you had a bad experience with our 96X413-78Z letter opener. This has been a favorite of our customers for years, and a complaint is rare. We have every intention of replacing your letter opener as soon as possible. Expect a new one in the mail within the next four to six weeks.

Once again, thank you for your continued patronage. If you have any questions or comments, you may write us again, or call me personally at 401-258-9854 ext. 1578.

Yours Truly,

Mary S. WhitmorePresident, Letters n’ More Inc.

ek

The person the letter is from signs the letter, and then below it their name is written in print. If they have a title or company it is added on the next line. You do not have to have a title and company.

Mary S. Whitmore

Special Cases

Part Two

Subject LineJanuary 28, 2008

Mariella Monroe14 Appletree LaneNew Orleans, LA 41255

Dear Mrs. Monroe:

COMPLAINT ABOUT OUR PRODUCT

Thank you for your interest in our company. We are always pleased to hear from satisfied customers, and your comments are no exception!

As you know, we have been in business for over fifty years, offering high-quality service to customers just like you. Whenever we hear about the experiences of our valued customers, good or bad, rest assured we take it seriously. We appreciate your business and hope to continue our relationship with you for years to come.

In response to your letter, we are sorry that you had a bad experience with our 96X413-78Z letter opener. This has been a favorite of our customers for years, and a complaint is rare. We have every intention of replacing your letter opener as soon as possible. Expect a new one in the mail within the next four to six weeks.

Once again, thank you for your continued patronage. If you have any questions or comments, you may write us again, or call me personally at 401-258-9854 ext. 1578.

Yours Truly,

Mary S. WhitmorePresident, Letters n’ More Inc.

ek

Sometimes there is also a subject line, which is placed below the Salutation, and above the body. It is in ALL CAPS.

EnclosureThank you for your interest in our company. We are always pleased to hear from satisfied customers, and your comments are no exception!

As you know, we have been in business for over fifty years, offering high-quality service to customers just like you. Whenever we hear about the experiences of our valued customers, good or bad, rest assured we take it seriously. We appreciate your business and hope to continue our relationship with you for years to come.

In response to your letter, we are sorry that you had a bad experience with our 96X413-78Z letter opener. This has been a favorite of our customers for years, and a complaint is rare. We have every intention of replacing your letter opener as soon as possible. Expect a new one in the mail within the next four to six weeks.

Once again, thank you for your continued patronage. If you have any questions or comments, you may write us again, or call me personally at 401-258-9854 ext. 1578.

Yours truly,

Mary S. WhitmorePresident, Letters n’ More Inc.

Enclosure

ek

If the letter includes some other document, like a picture, brochure, schedule, etc, you type “Enclosure” at the bottom, to remind the reader that it is there, or SHOULD be there.

InitialsThank you for your interest in our company. We are always pleased to hear from satisfied customers, and your comments are no exception!

As you know, we have been in business for over fifty years, offering high-quality service to customers just like you. Whenever we hear about the experiences of our valued customers, good or bad, rest assured we take it seriously. We appreciate your business and hope to continue our relationship with you for years to come.

In response to your letter, we are sorry that you had a bad experience with our 96X413-78Z letter opener. This has been a favorite of our customers for years, and a complaint is rare. We have every intention of replacing your letter opener as soon as possible. Expect a new one in the mail within the next four to six weeks.

Once again, thank you for your continued patronage. If you have any questions or comments, you may write us again, or call me personally at 401-258-9854 ext. 1578.

Yours truly,

Mary S. WhitmorePresident, Letters n’ More Inc.

Enclosure

ek

Initials are included when the author of the letter is NOT the same person who typed it. In this case, the person who typed it, the secretary etc, would type their initials at the bottom. This is in case there is an error and it needs to be traced to who made it.

Spacing

Part Three

January 28, 2008

Mariella Monroe14 Appletree LaneNew Orleans, LA 41255

Dear Mrs. Monroe:

Thank you for your interest in our company. We are always pleased to hear from satisfied customers, and your comments are no exception!

As you know, we have been in business for over fifty years, offering high-quality service to customers just like you. Whenever we hear about the experiences of our valued customers, good or bad, rest assured we take it seriously. We appreciate your business and hope to continue our relationship with you for years to come.

In response to your letter, we are sorry that you had a bad experience with our 96X413-78Z letter opener. This has been a favorite of our customers for years, and a complaint is rare. We have every intention of replacing your letter opener as soon as possible. Expect a new one in the mail within the next four to six weeks.

Once again, thank you for your continued patronage. If you have any questions or comments, you may write us again, or call me personally at 401-258-9854 ext. 1578.

Yours truly,

Mary S. WhitmorePresident, Letters n’ More Inc.

ek

There are only TWO places where there is a QS, or four returns. After the date, and after the complementary close.

Don’t forget Enter down 2 inches before you begin. Approx 5 Enters.

All other places in the letter have a DS or double space.

IF there is a title and company for the author of the letter, there is only a SS single space between their name and title.

In Special CasesDear Mrs. Monroe:

COMPLAINT ABOUT OUR PRODUCT

Thank you for your interest in our company. We are always pleased to hear from satisfied customers, and your comments are no exception!

As you know, we have been in business for over fifty years, offering high-quality service to customers just like you. Whenever we hear about the experiences of our valued customers, good or bad, rest assured we take it seriously. We appreciate your business and hope to continue our relationship with you for years to come.

In response to your letter, we are sorry that you had a bad experience with our 96X413-78Z letter opener. This has been a favorite of our customers for years, and a complaint is rare. We have every intention of replacing your letter opener as soon as possible. Expect a new one in the mail within the next four to six weeks.

Once again, thank you for your continued patronage. If you have any questions or comments, you may write us again, or call me personally at 401-258-9854 ext. 1578.

Yours truly,

Mary S. WhitmorePresident, Letters n’ More Inc.

ek

Enclosure

When there is a Subject Line, DS before and after the subject line.

When there are initials or Enclosures, DS above and below each

Letter Format &

Punctuation

Part Four

Formatting

• There are TWO types of formatting: Block and Modified Block.

• When you do your assignments, this is one of the MAIN THINGS you will be graded on.

BlockJanuary 28, 2008

Mariella Monroe14 Appletree LaneNew Orleans, LA 41255

Dear Mrs. Monroe:

Thank you for your interest in our company. We are always pleased to hear from satisfied customers, and your comments are no exception!

As you know, we have been in business for over fifty years, offering high-quality service to customers just like you. Whenever we hear about the experiences of our valued customers, good or bad, rest assured we take it seriously. We appreciate your business and hope to continue our relationship with you for years to come.

In response to your letter, we are sorry that you had a bad experience with our 96X413-78Z letter opener. This has been a favorite of our customers for years, and a complaint is rare. We have every intention of replacing your letter opener as soon as possible. Expect a new one in the mail within the next four to six weeks.

Once again, thank you for your continued patronage. If you have any questions or comments, you may write us again, or call me personally at 401-258-9854 ext. 1578.

Yours truly,

Mary S. WhitmorePresident, Letters n’ More Inc.

ek

In Block format, everything lines up on the left margin. Most letters are written in Block.

Modified BlockJanuary 28, 2008

Mariella Monroe14 Appletree LaneNew Orleans, LA 41255

Dear Mrs. Monroe:

Thank you for your interest in our company. We are always pleased to hear from satisfied customers, and your comments are no exception!

As you know, we have been in business for over fifty years, offering high-quality service to customers just like you. Whenever we hear about the experiences of our valued customers, good or bad, rest assured we take it seriously. We appreciate your business and hope to continue our relationship with you for years to come.

In response to your letter, we are sorry that you had a bad experience with our 96X413-78Z letter opener. This has been a favorite of our customers for years, and a complaint is rare. We have every intention of replacing your letter opener as soon as possible. Expect a new one in the mail within the next four to six weeks.

Once again, thank you for your continued patronage. If you have any questions or comments, you may write us again, or call me personally at 401-258-9854 ext. 1578.

ek

In Modified Block, the complimentary close and signature is TABBED to the center.

Yours truly,

Mary S. WhitmorePresident, Letters n’ More Inc.

Note that the initials (and enclosure if used) stays on the left margin.

Punctuation

• There are TWO types of punctuation in writing letters: Open and Mixed.

• When you do your assignments, this is one of the MAIN THINGS you will be graded on.

MixedJanuary 28, 2008

Mariella Monroe14 Appletree LaneNew Orleans, LA 41255

Dear Mrs. Monroe:

Thank you for your interest in our company. We are always pleased to hear from satisfied customers, and your comments are no exception!

As you know, we have been in business for over fifty years, offering high-quality service to customers just like you. Whenever we hear about the experiences of our valued customers, good or bad, rest assured we take it seriously. We appreciate your business and hope to continue our relationship with you for years to come.

In response to your letter, we are sorry that you had a bad experience with our 96X413-78Z letter opener. This has been a favorite of our customers for years, and a complaint is rare. We have every intention of replacing your letter opener as soon as possible. Expect a new one in the mail within the next four to six weeks.

Once again, thank you for your continued patronage. If you have any questions or comments, you may write us again, or call me personally at 401-258-9854 ext. 1578.

Yours truly,

Mary S. WhitmorePresident, Letters n’ More Inc.

ek

Mixed is the most common type of punctuation. There is a COLON after the salutation, and a comma after the complimentary close.

OpenJanuary 28, 2008

Mariella Monroe14 Appletree LaneNew Orleans, LA 41255

Dear Mrs. Monroe

Thank you for your interest in our company. We are always pleased to hear from satisfied customers, and your comments are no exception!

As you know, we have been in business for over fifty years, offering high-quality service to customers just like you. Whenever we hear about the experiences of our valued customers, good or bad, rest assured we take it seriously. We appreciate your business and hope to continue our relationship with you for years to come.

In response to your letter, we are sorry that you had a bad experience with our 96X413-78Z letter opener. This has been a favorite of our customers for years, and a complaint is rare. We have every intention of replacing your letter opener as soon as possible. Expect a new one in the mail within the next four to six weeks.

Once again, thank you for your continued patronage. If you have any questions or comments, you may write us again, or call me personally at 401-258-9854 ext. 1578.

Yours truly

Mary S. WhitmorePresident, Letters n’ More Inc.

ek

Open really means “none” in that there is NO colon or any punctuation after the salutation, and NO comma or punctuation after the complimentary close.

The End