Style and Format of Business Letter

BUSINESS LETTER STYLES

Business readers expect to receive letters and memos that adhere to an existing format standard. There are several acceptable business letter styles available for use in the professional world. Three such business letter styles include:

Modified Block Style: With this business letter format, the body of the letter is left justified and single-spaced. The date and closing, however, are in alignment in the center of the page.
Block Style: when using this business letter format, the entire letter is left justified and single-spaced except for a double space between paragraphs.
Semiblock Style: similar to the modified block business letter style except that each paragraph is indented instead of left justified.

BUSINESS LETTER FORMAT

There are several main sections that are consistent with every business letter format. When writing a business letter, be sure to include all components:

The Heading: common with every business letter format, the heading contains your address and the date of writing.
The Inside Address: included the name of the addressee, that person’s title or office, the name of the company or institution, and the full address
The Salutation: the formal greeting appears two lines lower than the inside address.
The Body: use the body of your letter to explain the situation and to make your request or response. Make sure it is done in a straightforward and concise manner.
The Complimentary Close: the complimentary close is inserted three lines below the last line of the body. The most common formulas are: Sincerely, Sincerely yours, Yours truly, Yours sincerely.
Your Typed Name: in all business letters, there are usually four lines between the complimentary close and the typed name as you intend to sign it.
Your Signature: always use blue or black ink. Match your signature and your typed name.
Special Notation: lowest on the page, always flush left. Includes common notations to indicate: carbon copies,enclosed documents, etc...

Full Block Format

Full block style business letters have a formal appearance, however they can be used in informal business situations as well as formal ones. If you are looking for a single format that will work well in every situation, this is a good one to use.

Full Block Format Business Letter Template

Your Name
Address
Address
Phone
Today’s Date

Recipient’s Name
Company
Address
Address
Address

Dear (Recipient’s Name),

This block format business letter template illustrates how quick and easy communications can be to type. Notice that it looks very much like the semi-block letter format, except the paragraphs are not indented. This is a format you can use for all business occasions.
Notice that all elements in this letter are left justified. This formatting provides a crisp, modern look that many people prefer.

If you have any enclosures to include in this letter, make a note at the bottom left, a few spaces below the signature block. Just write “enclosures:” and follow up with the names of any items inside the envelope. A brochure, an application, or a copy of an invoice are some of the things you might think about including.

Sincerely,
Your First name, Last name, and Title

Modified Block Format

Modified block style business letters are less formal than full block style letters. If you are corresponding with someone you already have a good working relationship with, the modified block style letter is a good one to use.

Modified Block Format Business Letter Template

Your Name

Address
Address
Phone
Today’s Date

Recipient’s Name
Company Name
Address
Address
Address
Dear (Recipient’s Name):

This modified block business letter format looks very much like the modified semi-block letter format, except the paragraphs are not indented. Modified block letters are just a little less formal than full block letters.

Notice that the sender’s address, the closing, the signature, and the signature block all start near the center of the page. In some cases, people who prefer to use this format begin these elements five spaces to the right of the center of the page.

Sincerely,

Your First name, Last name, and Title

Standard Format

Standard format business letters are quite formal. Because they include an optional subject line, they are ideal for situations in which you need to create a formal response or communicate about an account number or case number. At the bottom of this template, you’ll see something the other business letter templates don’t contain. Below the signature block are three lines of text indicating that a secretary or assistant typed the letter for the sender, that a copy was sent to another recipient, and that there are enclosures. In other business letter formats, “enclosures” is written out. In standard format, the word is abbreviated.

Standard Format Business Letter Template

Your Name
Address
Address
Phone
Today’s Date
Recipient’s Name
Company Name
Address
Address
Address
SUBJECT: Type the subject here and underline it.
Dear (Recipient’s Name),

This standard business letter format looks very much like the block letter format. Notice that everything is left justified.

You will notice that this template contains some elements that are different from those in the other business letter formats on this page. First, there is a subject line. This element is optional, and can be replaced with a “RE:” line that is used to reference something specific like a previous communication or an account number. Be sure to underline this so that it stands out.
Additionally, this template has three other elements. On the line located beneath the signature block, you will notice my initials in upper case letters. A colon separates them from my assistant’s initials, which are written in lower case letters. This indicates that my assistant typed the letter for me. If you type a standard business letter yourself, you do not need to include this element.
Beneath the initials, you will see “cc:” followed by my business partner’s name. This indicates that I have sent a copy of this letter to my partner. If you write a letter like this one but don’t cc anyone, there’s no need to include this element.

Finally, you will notice the letters “encl” followed by a colon. This indicates that there are enclosures. Interestingly, the standard business letter is the only one in which you use “encl” instead of writing “enclosure” to show that a brochure, application, invoice, or other item(s) are enclosed. As you may have already guessed, you can skip the “encl” if you haven’t included anything with the letter in the envelope.

Sincerely,
Your First name, Last name, and Title
YN:an
cc: Business Partner, Other entity
encl: Business letter template

OPEN FORMAT

The open format business letter has a clean, formal look just as the block format letter does. It is suitable for all business communications.

There is one major difference between this format and the other business letter formats on this page: It contains no punctuation after the greeting, and no punctuation after the closing.

Semi-Block Format

The semi-block format business letter is a little less formal than the block format letter and slightly more formal than the modified block format letter. It works well in almost all situations and is a good choice if you find yourself on the fence about which format to use.
Semi-block business letters differ from most others in that the first line of each paragraph is indented. Look at the modified semi-block business letter template if you’d like to try another format with indentations. It is the least formal of all the formats shown on this page.

Semi-Block Format Business Letter Template

Your Name
Address
Address
Phone
Today’s Date

Recipient’s Name
Company
Address
Address
Address

Dear (Recipient’s Name),

This semi-block business letter format looks very much like the block letter format, except the

paragraphs have been indented. Semi-block format letters are just a little more formal than modified semi-block business letters.

Notice that the sender’s address, the closing, the signature, and the signature block are left justified.

The only elements of this business letter format that are not left justified are the first lines of each of the paragraphs.

If you have any enclosures to include in this letter, make a note at the bottom left, a few spaces below

the signature block. Just write “enclosures:” and follow up with the names of any items inside the envelope. A brochure, an application, or a copy of an invoice are some of the things you might think about including.

Sincerely,

Your First name, Last name, and Title

Source :

http://www.gingersoftware.com/content/writing-center/business-letter/format/

https://www.gallaudet.edu/tip/english-center/writing/letters/business-letters-formats.html