Letter Formats: Block, Modified Block, And Semi-block

Most letters are written in block, modified block, or semi-block format. This page
details how each of these formats differs.

Block format
Block format features all elements of the letter aligned to the left margin of the page. It
has a neat and simple appearance. Paragraphs are separated by a double line space.
See an example of a letter in block format.
Modified block format
Modified block differs from block style in that the date, sign off, and signature lines
begin at the centre point of the page line. The beginning of each paragraph
is indented five spaces, along with the subject line, if used. Depending on the length of
the letter, paragraphs may be separated by a single or double line space.
See an example of a letter in modified block format.
Semi-block format
Semi-block is similar to block but has a more informal appearance. All elements are left-
aligned, except for the beginning of each paragraph, which is indented five spaces.
Paragraphs are separated by a double line space.

See an example of a letter in semi-block format.

The 7 Parts of a Business Letter
At some point, you may need to write a formal business letter to send or request
information to an individual, organization, agency or client. While the majority of
business communications are conduction virtually or over the phone, printed business
letters remain an important method of professional correspondence in some industries.
Traditional business letters have a specific format that allows recipients to easily
comprehend the information you want to convey, including your contact information and
theirs, as well as the body of your letter.

In this article, we’ll outline each of the seven key parts of a business letter with
examples so you can easily craft your own.

Elements of a business letter

Regardless of where you are in your career or what field you are in, knowing how to
format a business letter is vital. You should use business letters when mailing
documents to a government agency, filing formal requests, sending professional
documents or designing a cover letter. A professional business letter format typically
includes seven key elements. Here's what you should include in every business letter:

1. Letter heading

The letter heading, typically found in the upper left-hand corner of the page, introduces
you to the recipient and includes important contextual information such as your name,
return address, phone number, email and date. Only include the information your
audience needs. When writing your letter heading, skip a line between your contact
information and the date. Skip another line, then include your recipient’s contact
information. Skip another line, then begin your letter.

For example:

Alicia Washington
Offices of Burbank & Brooks
105 Burbank St.
[email protected]

June 21, 2021

Ms. Riley Jones

River Tech
90991 River Tech Dr. Ste 1

Dear Ms. Jones,

...
You don't have to include a return address if the letter is printed on letterhead that
includes the address. The letterhead is a company logo that is usually at the top center
of business documents that are connected to a company, government agency or other
organization.

2. Recipient address

Leave an extra line between the date and the receiver's address, and it should be on
the left margin. You should include the name of the person you are sending the
business letter to, including their name prefix. Make sure their name is spelled correctly
and the address is as complete as possible to be sure they receive the letter. The
address should show in a standard envelope window when the paper is folded into
thirds.

3. Subject

The subject should be short and direct, clearly representing to the recipient what your
letter is about. If you have a reference number, such as a claim number, case number
or reference number, you should include it on this line. The subject does not have to be
written as a complete sentence.

Your subject might also start with "RE:" to show that you are writing in response to or
regarding a previous conversation or request. For example, a subject line might read
"RE: Claim Number 129523 - Filing Documents and Policy Information." This allows the
reader to find your claim and lets them know what to expect in the rest of the business
letter.

4. Greeting

The greeting should be formal and polite. It is best to start with a professional salutation
like "Dear," and the person's prefix if you know it. For example, you would not
write "Dear Taylor Spenser" if you know they're a doctor. In that case, you would
write "Dear Dr. Spenser." Avoid using gendered prefixes if possible—use the person's
name instead. For example, "Dear Taylor Spenser," instead of "Dear Mr. Spenser."

If you do not know who will be receiving your letter directly, you should use other
references such as their title, team, organization or job duty. For example, "Dear HR
Manager," "Dear HR Department" or "Dear Company Recruiter." If possible, avoid
using "To Whom It May Concern," as it may come across impersonal or outdated.

5. Body

The body is where you write the details of your business letter. Start with a short
introduction explaining why you are writing them. The introduction should be one or two
sentences and should have the most important details. The rest of the body include the
details of your letter.
The body should be focused on why you are writing and should be as direct and polite
as possible. Separate each left-aligned paragraph by skipping a space. End the body
with a two-sentence wrap-up paragraph to clarify why you are writing and to thank them
for their consideration. Be sure that the closing paragraph is suitable to the tone of the
letter. A good wrap-up paragraph might look like, "Thank you for updating my claim and
looking into the circumstances. I look forward to hearing from you soon."

6. Complimentary close

Always end a business letter with a professional closing. Some examples

are "Sincerely," "Best regards" and "Thank you."You should have your closing on its
own line, with the first letter capitalized and a comma at the end.

7. Signature

Leave two to four lines between the closing line and typing your name so that you can
sign the business letter. Your name should be your first, middle initial (if you have one)
and your last name. Include any appropriate suffixes to your name, such as MA or MD.
If you are writing for a business or organization, you should include your position
immediately below your typed name. Once you print the business letter, sign your name
immediately above your typed name in blue or black ink.