1. Writing Letters
Basics for Communicating with a
Worldwide Audience

2. Letters in the Age of the
Internet
• Represent your company’s public image and your
competence
• More formal – in structure and tone – than any other
business communication
• Constitute an official legal record of agreement
• Required to be routed through channels before sent out
• Permanent
• Official and expected medium for important documents
and attachments
• Most formal and approved way to conduct business
• Hard copy is confidential

3. Full Block Format
• Use when printing a document on a letterhead
• All information is flush against the left margin
• Double-space between paragraphs
• Figure 4.1 (97)

4. SUPINSKI SCHOOL FOR YOUNG WOMEN
2636 Northwood Avenue
Easton, PA 18045
July 1, 2010
Ms. Jane Smith
1000 Anonymous Road
Center Valley, PA 18073
Dear Ms. Smith:
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Sincerely yours,
Ashley Supinski, Headmaster.
Date
Inside Address (Reflects
envelope)
Greeting
Closing
Signature space (4 spaces) with printed signature
underneath.

5. Modified Block Format
• No letterhead
• Center alignment (Flush) and keyed towards right
margin
o Writer’s address
o Date
o Complimentary Close
• Left alignment (Flush)
o Inside address
o Salutation
o Body of letter
• Example: Figure 4.2 (98)

6. Semi Block Format
• Similar to Modified Block in terms of
o Date line
o Complimentary close
o Signature
o Enclosures line
• Paragraphs are indented 5-7 spaces
• May be asked to use by employer
• Example: Figure 4.7 (111)

7. Continuing Pages
• Two Conventions
o PG 99

8. Parts of a Letter
• Date Line
• Inside Address
• Salutation
• Body of Letter
• Complimentary Close
• Signature
• Enclosure(s) (Encl.)
• Copy Notation (cc:)

9. Appearance
• Make sure there is enough ink/toner
• Experiment with different fonts. What is most
appealing to the eye (and easiest to read?)
• Avoid crowding too much text on one page
• Center your letter, making it look balanced and
proportional
• Use Print Preview
• Always print your letter on high quality paper and
matching envelopes

10. Envelopes
• Most companies have envelopes with their name,
contact information, logos
• Use #10 envelopes
• USPS recommends all capital letters with no
punctuation

11. Organization
• First Paragraph
• Most important/significant/relevant information at
the beginning of each paragraph
• Develop message
• Last Paragraph

12. Making a Good Impression
• Content
• Style & Tone
• Communicate to influence readers
• Adapt “You” Attitude
• Examples
o Figure 4.5 (106)
o Figure 4.5 (107)

13. “You Attitude”
Guidelines
• Never forget that your reader is a real person.
• Keep the reader in the forefront of your letter
• Be courteous and tactful
• Don’t sound pompous or bureaucrastic

14. Remember!
• Every letter needs to
o Establish and/or maintain a good rapport with your reader
o Protect and promote your company’s and your own
professional image
o Continue to increase business sales, relationships and
opportunities