Properly formated letters give a good appearance.
Choosing a letter format is just as important as composing a letter. Different organizations require different formats, so always check to find out the particular format used before sending a letter. Even informal friendly letters are more effective when the proper format is used.
Friendly Letter Format
Friendly letters are usually written to acquaintances, friends or relatives, rather than to businesses. The address and date, closing, printed name and signature are indented on the right portion of the page and the first line of each paragraph is indented. Typically, the beginning paragraph has a greeting, besides mentioning the last letter, email or call to the recipient. The following paragraphs state the letter's purpose and the concluding paragraph is a summary, including a request for a reply.
Block Format
The block format, the most common and simplest of all formats, has all the text flushed against the paper's left-hand margin. In other words, all the contents of the letter is left justified. Other than using double spacing between paragraphs, block formatted letters are single spaced. This format is the most formal one, so use it when in doubt of which format to use just to be safe, warns the Daily Writing Tips website.
Modified Block Format
The modified block format is another format that's often used. This format has both the sender's and recipient's addresses flushed to the left, as well as the body of the letter, but the date and closing are on the right-hand side. Text is single-spaced, except for double spacing between paragraphs. There's no rule as to how far you can indent, granted the heading and closing are lined up. Always use good judgment and ensure the letter appears presentable.
Semi-Block Format
The semi-block format is similar to the modified block form, but the first line of each paragraph is indented rather than left justified. Your address and date can be placed either on the left or right-hand side of the paper. The closing, printed name and signature are all placed on the right-hand side. Make sure the heading and closing are lined up and ensure the letter looks acceptable. This format is the one least used.
Considerations
Computer word processing programs such as Microsoft Office 2000 and The Letter Wizard help format business letter. Letter Wizard can be accessed by clicking on the Tools menu and then choosing Letter Wizard. Three styles are mentioned in The Wizard. However, keep in mind that its templates don't apply to every setting,so it's best to use a business writing handbook for any questions concerning accuracy.
