REFERENCE

Letter
Format The format of a piece of correspondence is the way it is organized and arranged. There are three formats for business correspondence: blok, semi blok and indented.
The format includes how the letter is typed and where the margins are. A margin is the blank space around a letter. There are four margins in a letter: top, bottom,left and right. The format and the width of the margins will depend on your office stationery and office style:

• Block This letter is written in block style. Everything begins at the left margin. This is called flush left.
  Example:

John Moms & Co.Ltd
36 Tower Street
Toronto, 4 Canada

24th May 1999

Messrs. Longmans Green & Co. Ltd
6 & 7 Clifford Street London W.I
England

Dear Sirs,
“ NATIONAL KEY TELEPHONE”

We understand that you are producing national key telephone and should be pleased if you would send us full particulars of the quqntity prices and the time you required after receiving our order. We should also like to know you term of payment.
If the quality, prices and the term of payment are satisfactory we would expect to place our substantial with you.

Thank you in advance for any information you can give us.

Yours Faithfully
P.p John Moms & Co. Ltd


Paul Morits
Chief Buyer

• Semi-Block This letter is written in semi-block style. Everything begins at the left margin, except for the date and the complimentary close and signature.
• Indented This letter is written in indented style. Every paragraph is indented.

Parts The letter is labeled with the letter parts below.

Return Address The return address contains :
Your street address
Your city, state and ZIP code

Date The date of a letter is the date the letter is written. The date is below the return address. Always spell out the month in the date at the beginning of a business letter.
It is also better to spell out the month in dates in the body of the letter. In correspondence between countries that use different styles, dates can be confusing when only numbers are used.

Inside Address The inside address contains the following addressee information:
Title, First Name, Last Name
Job Title
Company Name
Street Address
City, State ZIP Code

Salutation The salutation is the phrase, including the addressee’s name, that is used at the beginning of a latter. Use a colon at the end of the name (Dear Mr. Bhatia:).

Body The body of a letter tells why you are writin. There are generally four parts to the body of a letter.
1. Opening
2. Focus
3. Action
4. Closing

Complimentary Close The complimentary close is the phrase you use after you end the body of the letter and before you sign your name. like the salutation, there are three types of complimentary closes: formal, standard, and informal.

Signature/typed Name The writer’s name and job title (or department) are typed at the bottom of the letter. He or she then signs the letter directly above the typed name.

Cc’s The letters cc stand for carbon copy. Carbon paper is a type of paper is a type of paper that was used to make copies before photocopiers and computer printers existed. Today, a “cc:” tells us who else received a copy of the letter. Note: cc: is not capitalized, and is always followed by a colon (:).