Layout of Business Letters

Layout of Business Letters

Meaning

It includes:-

1. Physical form of the letter.2. Arrangement of the parts of letter.3. Display of the various items of information in the

letter.

Layoutof

Business letters

Types of

Layouts

Types of layout

Indent Type Layout Block Type Layout

NOMA(The National Office

Management Association Of America)

Indented style

Semi-indented style

Hanging Paragraph style

Block Style

Semi Block Style

Modified Block Style

Indent Type Layout

Characteristics1. 5 spaces indentation for each line of the address of the

recipient from the previous one

2. The first line of the paragraphs are also indented 5 spaces.

3. Margin of 1 to 1.5 inches on left and 1 inch on right is to be maintained.

4. The complimentary close is right of the middle of the width of the page.

Specimen of Indented Style

DD ENTERPRISESPhone:....... ……address of the…… Fax:……… ...……writer…………….. ……designation……… …….and address of… …..recipient…… 3 September 2008Dear sir I am glad to state you

that…………………………………………………………..………………………………………........................................... We think you are capable of handling………………………………………….………………………………………………………………………………………………

…… Yours faithfully …….signature………Cc: copy to another party.

Semi-Indented Layout

Characteristics1. The address of the recipient is always typed in block

letters and in the same indent.

2. Contacts of the writer together with the name and designation is given on the top left corner.

3. The subject is also typed in block letters.

4. The other parts of the letter remains same as in the indent form.

Specimen of Semi-Indented Style

DD ENTERPRISES……address of the enterprise………

Designation of the writerPhone: ……..Fax: ……. 3 September 2008……address of…..…..the recipient….

Dear SirsSUBJECT

I am glad to state you that………………………………………..........………………………………………………………………………………….. We think you are capable of handling of……............................

…………………………………………………………………………………………………………

……………… Yours faithfully ……..signature……. Cc : Copy to another party

Hanging ParagraphStyle

Characteristics1. Both, address and the first line of the paragraph begins

from the left margin.

2. The subsequent lines of each paragraph are intended 3 or 5 spaces away from the left margin.

3. Recipient’s address is written in block form.

4. The date and the writers address is typed on the right top corner.

5. The complimentary close, the signature and the information are placed in the intended style layout.

Disadvantage of Hanging Paragraph Style

This layout has witnessed certain amount of disadvantage, which are:-

1. It distracts attention from the contents to itself.

2. This layout results in wastage of paper.

3. It is time consuming.

Specimen of Hanging Paragraph

LayoutDD ENTERPRISE

Phone: ……… ….address of…..Fax: …….. …..the writer….. 3 September 2008…designation……..…address of the……recipient………….Dear Sir sub: Subject………..I am glad to state you that………………………………………………………………. …………………………………………………………………………………………………We think you are capable of handling……………………………………………… ………………………………………………………………………………………………… Yours faithfully …….signature……….. Cc :Copy to other parties.

Block StyleLayout

Characteristics1. Originated in United States.

2. Everything including the date, recipient’s address, the salutation, each paragraph, etc starts from the left margin.

3. No commas are used in the salutation, complimentary close and recipient’s address.

4. The date is on the right side of the letter.

Specimen of Block Style Layout

DD ENTREPRISELane J, Milan Nagar, DibrugarhPhone :0373-2328064 3 September 2008M/S XYZ Pvt.Ltd.Chiring Chapori, DibrugarhDear Sir

I am glad to state you that………………………………………………………………..

…………………………………………………………………………………………….We think you are capable of handling…………………………………………………………………………………………………………………………………………………

…..Yours faithfullyDipjoy Das (Mrkt.Manager)Cc: Copy to other parties

Semi-Block Styleof Layout

Characteristics1. The recipients address is written in the block form

without punctuation mark.

2. Body of the letter is in indented form.

3. The complimentary close, signature, etc are also in the indented form.

Specimen of Semi-Block Layout

DD ENTREPRISELane J, Milan NagarDibrugarhPhone: 0373-2312344 3 September 2008M/s ABC EnterpriseKhaliamari, Dibrugarh, 786001Dear Sirs I am glad to state you

that………………………………………………………...…………………………………………………………………………………………… We think you are capable of handling ……………………………………….……………………………………………………………………………. Yours faithfully Dipankar Dutta (G.manager)Cc: Copy to others

Modified BlockLayout

DD ENTERPRISEPhone:… ….address of..Fax :…….. …….writer……. 3 September 2008…..address of…..…..recipient……..

Dear Sir Sub: SubjectI am glad to state you

…………………………….………………………………………………………We feel you

can……………………………………….……………………………………………………. Yours faithfully ……signature………Cc: copy to others

Characteristics1. Sender details in the top

right of the letter head.

2. Body of the letter are in the block form.

3. Date, complimentary close and signature are on the right alignment.

NOMA LayoutDD EnterprisePhone:…..Fax:……….address of..……writer………3 September 2008 …….recipient…..…….address…….

ATTENTION LINEI am glad to inform

………………………………………………………………………………………We think that

you……………………………………………………………………….Yours faithfully…..signature….. ….NAME……..

Characteristics1. Omission of the salutation,

left complimentary close, name in capital letters below the signature.

2. Attention line is 3 line below the recipient’s address

3. Left alignment of the date, recipient’s address, signature & initial letter information.

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