What is Block Letter Format?
All parts of a letter (including paragraphs) begin at the left margin (LM)
Widely used for both personal and business correspondence.
There are 2 Types of Block Style Letters:
1 – Personal – Business Letter - without letterhead
2 – Business Letter - with letterhead
BASIC PARTS OF LETTERS
All parts are the same for both types except the presentation of the return address and the location of the date.
Return Address
o Personal – Consists of a line for the street address and one for the city, state and ZIP code
o Business – Letterhead includes a company name, street address, city, state, and ZIP code. (Normally preprinted)
Date
o Personal – Key the month, day and year one the line below the city, state and ZIP code
o Business – Key at the top margin
Letter Address –
o QS below the date
o A personal title (Miss, Mr. Mrs.) or a professional title (Dr. Lt.) is typically used before the receiver’s name.
Salutation (Greeting)
o DS below the letter address
Body (Message)
o DS below the salutation
o SS and block paragraphs
o DS between paragraphs
Complimentary Close (Farwell)
o DS below the last line of the body
Name of Writer (Originator of the message)
o QS below the complimentary close
o The name may be preceded by a personal title and/or followed by a title or department name, separated by a comma or may be keyed on the next line at the left margin.
SPECIAL PARTS OF LETTERS
Reference Initials – If someone other than the originator of the letter keys it, key the keyboard operator’s initials in lowercase letters at the LM a DS below the writer’s name, title, or departments
Attachment/Enclosure Notation – If another document is attached to a letter, the word Attachment is keyed at the left margin a DS below the reference initials. If the document is not attached, the word Enclosure is used instead. If reference initials are not used, Attachment or Enclosure is keyed a DS below the writer’s name or title.
Attention Line – If a letter is addressed to a company, the address may include an attention line (the first line of the address) to call the letter to the attention of a department or a job title.
Subject Line –Sometime a subject line is used to alert the reader immediately to the content of a letter. A subject line is keyed in ALL CAPS at the left margin a DS below the salutation.
Copy Notation – If a letter is being sent to someone other that the addressee, a copy © notation would be keyed a DS below the enclosure or the reference initials
Blind Copy Notation – When a copy of a letter is being sent to someone without disclosing to the addressee of the letter, a blind copy (bc) notation is used. When used, blind copy are keyed at the left margin a DS below the last letter part on all copies of the letter except the original.
