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Types of Letter Format

Types of Letter Format

There are different kinds of letter format which over the years have been put to use. These formats are applicable mostly to formal letters. This is because informal letters do not need any particular style of writing since different ways can be used while writing them.

It is important for you to possess letter writing skills whether for personal or business needs. Also, knowing the kind of format to use for your letter is of utmost importance. It is important to ensure your letter is properly formatted, spaced, addressed and written.

If you already have the contacts of the person you are writing the letter to, address it to him or her. In addition to this, it is important to ensure the letter has the appropriate greeting and closing. Each paragraph of the letter should be focused and must include detailed information as to why you are writing it. In the last paragraph of the letter, thank the recipient for reading your letter.

You should not forget to include your contact information-full names, phone number, email address and address- as it makes it easy for the recipient to contact you.

Rules followed in most letters

There are some general applicable rules you need to consider when writing your letter regardless of the format used.

Formal letters

  • Full block style
  • Semi-block style
  • Modified block style
  • Modified semi-block style

Informal letters format

  • Format 1
  • Format 2

Formal Letters Format

Full Block Style

The full block style is a letter format that is best shown below:

LETTER HEAD

(6-10 SPACES)

DATE

(1-4 Spaces)

Recipients’ Name

Recipients Address

(2 spaces)

SALUTATION…

(2 Spaces)

Text aligned left (Paragraphs should not be indented)

(2-3 spaces)

Text Aligned left

(2-3 spaces)

Text aligned left

(2-3 spaces)

Closing,

(3-4 Spaces)

Signature

(2 Spaces)

Enc

(2spaces)

CC

(2 spaces)

Semi Block Format

LETTER HEAD

(6-10 spaces)

DATE

(2-4 Spaces)

Recipients’ Name

Recipients Address

(2-3 Spaces)

Salutation:

(2 Spaces)

Ref/Sub

(2-3 Spaces)

Paragraph indented, left, Text Aligned Left,

(2-3 spaces)

Text Aligned Left

(2-3 Spaces

Tex Aligned Left

(2-3 Spaces)

Closing

(4 Spaces)

Signature

(2 Spaces)

ENC

(2 Spaces)

CC

(2 Spaces)

Modified Block Style

LETTER HEAD

(6-10 Spaces

DATE

(2-4 Spaces)

Recipient’s Name

Recipients’ Address

(2-3 Spaces)

Salutation,

(2 Spaces)

Ref/Sub

(2-3 Spaces)

Paragraph no indented, Left, Text Aligned Left

(Paragraph no indented)

Text aligned left

(2-3 spaces)

Text Aligned Left

(2-3 Spaces)

Closing

(4 Spaces)

SIGNATURE

2 Spaces

Enc

(2 Spaces)

CC

(2 Spaces)

Modified Semi Block

LETTER HEAD

(6-10 Spaces)

DATE

(2 -4 Spaces)

Recipient’s Name

Recipient’s Address

(2-3 Spaces)

Salutation,

(2 Spaces)

Ref/Sub

(2-3 Spaces)

Paragraph Indented to Left, Text aligned Left

(Paragraph indented)

Text Aligned Left

2-3 spaces

Text aligned left

(2-3 spaces)

CLOSING, (followed by comma)

(4 Spaces)

SIGNATURE

Enc

(2 Spaces)

CC

(2 Spaces)

Informal Letters format

When your letter does not follow any specific letter format, it is known as an informal letter. Most informal letters are written for friends, family and other instances when no formality is needed. While this is the case, there are features that must be included in informal letters. Hence the following 2 major formats come in handy.

Writing Format 1

DATE (can be placed after the Sender’s Name and Address)

2-4 Spaces)

Sender’s Name

Sender’s Address

(2 Spaces)

Informal SALUTATION… (It should be followed by a colon or comma)

(2 Spaces)

Text aligned left or text aligned center or text aligned right

(2-3 Spaces)

Text aligned left or text aligned center or text aligned right

(2-3 Spaces)

Text aligned left or text aligned center or text aligned right

(2-3 Spaces)

CLOSING… (Should be followed by a comma)

(4 Spaces)

SIGNATURE

Or Name of the Sender

(It can come towards the right corner)

(2 Spaces)

Informal format 2

DATE

(2-4 Spaces)

Informal salutation… (Followed by a colon or comma)

(2 spaces)

Text aligned left (Paragraphs not indented)

(2-3 Spaces)

Text aligned left

(2-3 spaces)

Text aligned left

(2-3 spaces)

Closing (Followed by comma)

(4 Spaces)

SIGNATURE

Or

Name of the sender

Your guide for the basic letter format

Regardless of the type of business letter you are writing, there is a basic letter format to be followed and it includes the following pointers:

  • On upper left-hand side of the letter, put your address (2 lines) skip one line and write the date.
  • Skip one to four lines, then write the recipient’s name, their title and address.
  • Skip another line and write your salutation. The salutation is supposed to say “Dear” and should be followed with their position or name (for instance, Director of Resources) or the salutation can be “To Whom It May Concern” followed by a colon.
  • Skip one line, then start the letter.
  • Once done, skip yet another line before you close the letter
  • The closing often should be “Sincerely” or “Thank you” followed by a comma and three to four lines.
  • Type your full names, skip another line and type “Enclosure” if you have any. If you have more than one enclosure, put in parenthesis after the word.
  • If the letter was typed by someone else, your initials should be capitalized and those of the typist should follow though in lower case and should be separated by a colon or slash.

Cover letters

In order to write a cover letter, you need to know how to write a standard business letter format. Additionally, you need to keep the following in mind:

  • Your letter is supposed to have 3 paragraphs and they should be one page long
  • The first paragraph should explain the reason you are writing, the position you are interested in and why you are interested in it.
  • The second paragraph is supposed to tell what makes you an ideal candidate for the job and summarize your experience as well as skills.
  • The closing paragraph should mention your resume and at the same time, request for an interview. You also need to be upbeat and strong in the closing paragraph such that the reader gets interested in interviewing you. Thank the reader for his/her time and include your contact information.

Whether the cover letter you are writing is in formal or informal style, make sure that you follow a similar format.

Personal Letters

While there is no specific format for a personal letter, there are basic guidelines to be followed as well. These letters are not formal like business letters and can either be typed or hand written. Whichever the case, consider the following letter format for this kind:

  • The date and your address should be at the upper right hand side of the paper
  • Your signature and closing should be on the right hand side
  • Every first line of each paragraph in the body should be indented
  • Your street address should be on the first line together with the state, town and zip on the second line
  • The date should be on the third line
  • Skip one line before your salutation. This can be informal since the letter is a personal one and you can put a comma after it. Usually, the first paragraph is a summary and introduction of your reasons for writing. The paragraphs that follow are supposed to go into deeper detail and the closing paragraph is supposed to summarize everything. You might also want to ask the recipient questions or thank them.
  • The closing should come after skipping two lines, it can be informal and end with a comma.

In the event you want to add a P.P.S or P.S to the personal letter, you should skip one line and begin the P.S. on the left side of the letter.

Sample Letters

Sample 1

Company Name

Company Address

Date of Letter

Recipient’s name

Recipient’s title

Recipient’s company

Recipient’s company address

People read business letters quickly. Therefore, get to the point in the first paragraph—the first sentence, if possible…

Single space your letters and use a serif typeface. Skip a line between paragraphs. Because people read business letters quickly, use shorter sentences and paragraphs than you would in a longer document…

Space your letter on the page so that it does not crowd the top. However, if possible, keep your letter to one page…

Final paragraphs should tell readers what you want them to do or…

Sincerely,

Signature

Name

Enclosure

Cc: Name to receive copy

To read the rest of the letter above click here.

Sample 2

This second example is a job acceptance format and it can be found here. From the sample, it is clear that the letter needs to be brief and should include your appreciation and thank you for getting an offer.

Sample 3

Your name

Your address

Your city, state, zip code

Your phone number

Your email address

Date

Contact Information (The recipient of the letter)

Name

Title

Company

Address

City, state zip code

Greeting (for instance Dear Mr. /Mrs. Last Name)

Body of the letter…

The complete sample of this letter can be found here.

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Sources

http://jobsearch.about.com/od/sampleletters/a/letter-format.htm

http://grammar.yourdictionary.com/writing/how-to-write-a-letter.html

https://targetstudy.com/letters/types-of-letter-format.htm

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