| A. Use the block format
in which all elements of the letter are on the left margin. This
is the simplest to remember and is widely respected as the accepted
format of a business letter. Follow the basic rules with regard to
format.
B. Use formal language. This is a
business letter and should therefore be business-like. Do not use slang
or contractions. Be sure that your letter has a serious tone.
C. Your letter should be four
paragraphs in length. The following is a general rule of thumb for
business letters and should be followed whenever possible:
Paragraph One - Identify
yourself and your reason for writing. This does not mean that you
should give your name - describe who you are. (ex. I am a
student at Imagination Integration School.)
Paragraph Two - Explain in
detail your reason for writing. Give the specific information your
reader needs to understand your purpose for writing.
Paragraph Three - Explain how
the reader can respond to your letter. Give the exact information the
reader will need to get back. (i.e. when, where, how)
Paragraph Four - Thank the
reader. Remember to maintain a professional, business-like tone.
Please use the following format for your
business letters:
{your name only goes at the bottom}
Your Return Address
Your City, State {your two letter state abbreviation} Zip
Code
Date
The
Name of the Person or Department You are Writing
Their Street Address
Their City, State {your two letter state abbreviation} Zip
Code
Dear
Ms. Person: {note the colon}
Times
have changed, and indentations for paragraphs are usually not
used because it is simpler not to use them. The body paragraphs
should be single spaced in a business letter. But you should
double space between paragraphs.
Sincerely
yours,
{three
spaces so that your signature may appear here}
Your
Name
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