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8/10/2019 Formatting a Business Letter
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Formatting
a
Business Letter
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Importanceof writing a
Business
Letter ?
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-Reaches far and wide:
Within town or out of it, within the country or abroad,a letter reaches the target with much convenience.Through letters, a businessman can reach thousands of
persons located at thousands of places.
-Saves money in communication:Personal conferences and meetings are expensive to
arrange. If the same job can be done through a letter, itis better to do so. Letters are cost- effective in one more
way. They save the hassles that may arise in a faultyoral presentation. Phrases frequently required can be
saved and used again and again.
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Formats
Business letters conform to generally one of sixindentation formats: Standard, Open, Block, Semi-
Block, Modified Block, and Modified Semi-Block. Putsimply, "Semi-" means that the first lines of paragraphs
are indented; "Modified" means that the sender's
address, date, and closing are significantly indented.
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StandardThe standard format letter (1) uses a colonafter the salutation, (2) uses a comma after the
complimentary closing.
Open
The open format letter (1) use no punctuation afterthe salutation, (2) use no punctuation after the
complimentary closing.BlockIn a Block format letter, (1) all text is aligned to the
left margin, (2) paragraphs are not indented.Semi-BlockIn a Semi-Block format letter, (1) all text is
aligned to the left margin, (2) paragraphs are indented, and(3) paragraphs are separated by double or triple spacing.
Modified Block
In a Modified Block format letter, (1) all textis aligned to the left margin, except for the author's address,date, and closing; and (2) paragraphs are not indented. Theauthor's address, date, and closing begin at the center point.
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Things toconsider in
writing a
Business Letter
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Font
Another important factor in the readability of a letter is the
font. The generally accepted font is Times New Roman, size 12,
although other fonts such as Arial may be used. When choosing
a font, always consider your audience. If you are writing to a
conservative company, you may want to use Times New Roman.
However, if you are writing to a more liberal company, you
have a little more freedom when choosing fonts.
Punctuation
Punctuation after the salutation and closing - use a colon :)
after the salutation never a comma) and a comma ,) after the
closing. In some circumstances, you may also use a less common
format, known as open punctuation. For this style,
punctuation is excluded after the salutation and the
closing.
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MarginsSide, top and bottom margins should be 1 to 1 1/4 inches (thegeneral default settings in programs such as Microsoft Word).
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