If you are using the indented form, place your address at the top, with the left edge of the address aligned with the center of the page. Skip a line and type the date so that it lines up underneath your address. Type the inside address and salutation flush left; the salutation should be followed by a colon.
For formal letters, avoid abbreviations. Instead of placing the closing and signature lines flush left, type them in the center, even with the address and date above, as illustrated here.
This is an accordion element with a series of buttons that open and close related content panels. Incorporating Interview Data. Additional Resources for Grants and Proposal Writing. Writing Personal Statements for Ph. Planning and Writing Research Papers. It should be left justified, no matter which format you are using. Use the same name as the inside address, including the personal title.
If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation for example: Dear Lucy:. Leave one line blank after the salutation. If you don't know a reader's gender, use a nonsexist salutation, such as their job title followed by the receiver's name.
It is also acceptable to use the full name in a salutation if you cannot determine gender. For example, you might write Dear Chris Harmon: if you were unsure of Chris's gender. For block and modified block formats, single space and left justify each paragraph within the body of the letter. Leave a blank line between each paragraph.
When writing a business letter, be careful to remember that conciseness is very important. In the first paragraph, consider a friendly opening and then a statement of the main point. The next paragraph should begin justifying the importance of the main point. In the next few paragraphs, continue justification with background information and supporting details. The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action. The closing begins at the same vertical point as your date and one line after the last body paragraph.
Capitalize the first word only for example: Thank you and leave four lines between the closing and the sender's name for a signature. If a colon follows the salutation, a comma should follow the closing; otherwise, there is no punctuation after the closing.
If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures below the closing. As an option, you may list the name of each document you are including in the envelope. There are three basic formats used in business letters:. Any of these styles is acceptable for use in a business letter, but since the rules for the block format are so clear-cut, this may be the easiest option to select.
Many word processing programs will have templates available that will make it easier for you to format the letter appropriately. Take advantage of these templates so you can focus on the content of your letter instead of the formatting. Whichever format you choose, make sure to single-space the letter and skip a space between every paragraph and section.
Appearances matter! A business letter is a professional piece of correspondence, but it won't be perceived that way if you opt for a wacky font or have lots of typos. Here are some guidelines to follow:. Include your contact information in the following order:. Date: In the United States, the format for writing the date is month, date, and year, for example, March 3, Do not abbreviate the month.
Recipient's Contact Information: Include the contact information for the person you are writing to. If you do not have a specific name, leave that off. Salutation: Begin the letter with a salutation, such as "Dear," followed by the title and name.
See more examples of appropriate greetings to use in a business letter as well as advice on what to do if you do not have a specific contact person. Follow the person's name with a colon. Dear Mr. Last Name:. Keep your letter simple and focused so its purpose is clear. Just as vital is the format of your letter. Make sure you use a professional and proper business letter format, like the traditional block format.
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