4. Form And Style of Business Letter

Business letters may be written in any of the following styles: full block or purely block, simplified, modified block, semi-block, hanging-indented, indented, and memorandum style. The full block style has all the letter elements flush with the left margin; it is asymmetrical because there are wide white spaces on the right. It differs from the simplified style in the sense that the salutation and the complimentary close are absent in the latter. The modified block style, the semi-block style, and the hanging-indented style share the same format, that is, all the letter elements, except the salutation, complimentary close, and signature (which are begun at the center) are flush with the left margin. The three differ in paragraph indention: the modified block has no indention, the semi-block style has a normal or standard indention, while the hanging-indented style, as its name suggests, has a hanging indention. The indented style has most of its elements indented. The memorandum style has a unique format. It has a header with the reference line, date line, subject line, TO line, FROM line, and THRU line. A demarcation line divides the header and the body of the letter. Examples of the letter styles are found below.  Business Letter Styles

Business readers expect to receive letters and memos that adhere to an existing format standard. There are several acceptable business letter styles available for use in the professional world. Three such business letter styles include: Modified Block Style: With this business letter format, the body of the letter is left justified and single-spaced. The date and closing, however, are in alignment in the center of the page. Block Style: when using this business letter format, the entire letter is left justified and single-spaced except for a double space between paragraphs. Semiblock Style: similar to the modified block business letter style except that each paragraph is indented instead of left justified. Business Letter Format There are several main sections that are consistent with every business letter format. When writing a business letter, be sure to include all components: The Heading: common with every business letter format, the heading contains your address and the date of writing. The Inside Address: included the name of the addressee, that person’s title or office, the name of the company or institution, and the full address The Salutation: the formal greeting appears two lines lower than the inside address. The Body: use the body of your letter to explain the situation and to make your request or response. Make sure it is done in a straightforward and concise manner. The Complimentary Close: the complimentary close is inserted three lines below the last line of the body. The most common formulas are: Sincerely, Sincerely yours, Yours truly, Yours sincerely. Your Typed Name: in all business letters, there are usually four lines between the complimentary close and the typed name as you intend to sign it. Your Signature: always use blue or black ink. Match your signature and your typed name. Special Notation: lowest on the page, always flush left. Includes common notations to indicate: carbon copies,enclosed documents, etc... Letter Templates Library Online features a large assortment of letter templates to help you achieve your desired message when writing business letters. Here you will find letter templates that will consistently give your company a professional image. There is a large selection of example business letter styles covering the most common business situations, written by business professionals. 1. FULL BLOCK OR PURELY BLOCK STYLE 1234 Bagong Lipunan St., Tambo Paranaque City, Metro Manila August 26, 2008 Fire Department Paranaque City Hall Sucat, Paranaque City Dear Sir: I, Mr. Juancho Z. Menoy, a Paranaque resident since birth and a representative of my parents, am filing a complaint against our neighbor, Mr. Arsenio Dizon, regarding his apartment which is a fire hazard. The three-storey apartment does not comply with the safety requirements for commercial buildings. First, it has no fire exit and no fire wall. Second, there are no fire extinguishers. Third, it has no electricity; some of the occupants who may be using candles can pose a hazard, especially that there are portions of the apartment that are made of light materials. Fourth, there are some occupants who store their kalakal (used paper, plastic bottles, plastic cups, plastic containers, and easily combustible materials) here and nearby.  Just recently, a fire which lasted for days hit the Baclaran commercial area. My family and I were once fire victims. I do not want to encounter the same traumatic experience. Concern for my safety and that of my family and my neighborhood prompted me to air this complaint.  An ounce of prevention is better than a pound of cure; thus, it is best to act upon this matter before another fire in our area breaks out. Your prompt attention and favorable action on this matter shall be highly appreciated. Very truly yours, JUANCHO Z. MENOY 2. MODIFIED BLOCK STYLE November 28, 2008 MS. BECKY O. FURAGGANAN Head, Human Resource Development Office Central Colleges of the Philippines 52 Aurora Boulevard, Quezon City Dear Ms. Furagganan: In response to your memorandum dated November 24, 2008 regarding the tea with the CCP President, I would like to inform that I was unable to attend such celebration because I had to attend my classes in the University of the East where I teach part-time. During the second week of classes, I had my bereavement leave here and in UE in order to attend to the wake of my father. Unfortunately, there were no teachers assigned to substitute for me in all my classes in both schools so I decided to attend my classes there, instead of the tea party, because my students were already behind as far as their lessons are concerned.  I hope that you understand my situation. Very truly yours, JESUS Z. MENOY CAS-Education Faculty 3. SEMI-BLOCK STYLE College of Arts and Sciences-Education CENTRAL COLLEGES OF THE PHILS. 52 Aurora Boulevard, Quezon City October 20, 2008 MS. JUDY LICAS Scholarship Committee Central Colleges of the Philippines  52 Aurora Boulevard, Quezon City Dear Ms. Licas: This serves to inform you that Ms. PRINCESS JANNEL D. YASAY, a freshman Education student enrolled last semester in my English 1 with CAI class, failed to take the final oral examination and, as a consequence, was given a grade of Incomplete. Her failure to take such examination was due to the fact that she had to attend the burial of her grandparent on the day of the examination. Ms. Yasay is a community scholar and her Incomplete grade in English 1 would cause her to lose her scholarship. To help her continue her studies, I let her take the oral examination and so she was given a grade of 2.50. I hope that you reconsider her application for scholarship. Her failure was a result not of her incompetency, but of circumstances beyond her control. Very truly yours, JESUS Z. MENOY CAS-Education Faculty 4. SIMPLIFIED STYLE College of Arts and Sciences CENTRAL COLLEGES OF THE PHILIPPINES 52 Aurora Boulevard, Quezon City February 20, 2006 _____________________________________ _____________________________________ _____________________________________ The College of Arts and Sciences will stage an oratorical contest on February 23, 2006, 9:00 a.m. at the Studio Theater as part of the celebration of English Week from February 22 to 24, 2006. In connection with the foregoing, we are inviting you to serve as a judge for the said contest. We have chosen you as one of the judges because we believe in your objectivity, capacity, and integrity. Shall you accept or reject our invitation, please let us know the soonest possible. PROF. JESUS Z. MENOY CAS Faculty 5. HANGING-INDENTED STYLE ART APPRECIATION CLUB OF CENTRAL COLLEGES OF THE PHILIPPINES 52 Aurora Boulevard, Quezon City July 10, 2008 DR. ROSENDA DE GRACIA Assistant Vice-President for Academic Affairs Central Colleges of the Philippines 52 Aurora Boulevard, Quezon City Dear Dr. de Gracia: Good day! Inasmuch as there are three newly formed student organizations handled by the College of Arts and Sciences, I am suggesting the following faculty members to serve as advisers based on their interests and expertise: Prof. Jesus Z, Menoy – Art Appreciation Club of CCP Prof. Marianne Abuan –CCP Theater Guild Prof. Clio Apacible – CCP Dance Troupe Prof. Mil Flores – CCP School Paper I hope for your approval of the above suggestion. Respectfully yours, JESUS Z. MENOY Acting Adviser Art Appreciation Club of CCP 6. INDENTED STYLE College of Arts and Sciences-Education Central Colleges of the Phils. 52 Aurora Boulevard, QC July 30, 2008 Prof. RAMIL RABANG Faculty Member College of Computer Studies Central Colleges of the Philippines 52 Aurora Boulevard, Quezon City Dear Prof. Rabang: Please excuse from your CS 411 class today the following students who are members of the Art Appreciation Club of Central Colleges of the Philippines (AACCCP): Abellana, Jonas Lotero, April Joyce Ancheta, Kristel Ochinang, Christiana Marie  Ang, Katherine Orpiano, Mary Daisy Balatico, James Russell Pino, April James Balbuena, Adrian Santos, Maria Joebel Boringot, Aileene Sanvictores, Janice Valerie Clav eria, Ma. Kattleya Siman, Fairy Aubrey Combalicer, Francis Fidel Sorrel, Sheryll De Vera, Rizza Juno Tambanillo, Mariter Embalsado, Kenneth Velario, Milany The above-mentioned students will attend the initial meeting of the AACCCP members, together with the CCP President, Atty. Crispino Reyes. The meeting will start at 1:00 p.m. and will end at an undetermined time. I hope for your consideration on this matter. Very truly yours, JESUS Z. MENOY Faculty Member CAS-Education 7. MEMORANDUM STYLE College of Arts and Sciences-Education CENTRAL COLLEGES OF THE PHILIPPINES 52 Aurora Boulevard, Quezon City MEMORANDUM TO: Humanities and Freshman English Instructors THRU: Dr. Rosenda de Gracia, AVPAA FROM: Prof. Jesus Z. Menoy DATE: July 21, 2008 SUBJECT: Change of Schedule of Film Viewing Please be informed that the film viewing of “Romeo and Juliet” and “Swan Lake” slated on July 23 and 30, 2008, respectively, was postponed to September 24 and October 1, 2008 inasmuch as the Studio Theater will be used by some student organizations who scheduled their activities there earlier. To make use of the afternoon slot, the members of the Art Appreciation Club of Central Colleges of the Philippines will hold a general assembly in HR 230 from 1:00 to 3:00 pm to discuss matters pertaining to the membership fees, the organization’s constitution and by-laws, and the election of officers. Therefore, please advise your students who applied for membership in the AACCCP to attend its initial meeting. Your cooperation in this regard is expected. https://wikis.engrade.com/formsorstylesofbusinessl http://www.libraryonline.com/letter_templates.html