FULL-BLOCK LETTERS

presented by:-

Chandan Dutta(190)Pragun Chopra(210)Vivek Bhardwaj(233)

What is a full block letter ?

• Full block format is used for formal business letters.

• This format is characterized by the fact that every line starts at the left margin. None of the lines of type are centered, or on the right.

• open punctuation can be used. It means its not necessary to use punctuation in any part of the letter except of the body part.

Structure

LAY OUT

Specimen Letter

Heading Business letters are normally keyed on special stationery called letterhead.

Letterhead includes name & address of the company, the telephone no. also.

It is generally printed in the middle of the page just below the top margin.

Date & Reference no.

The dateline the is first part of the letter. Should be written 2 spaces below the last line of the letterhead.

It should be typed with the month spelled out and the full year .

The dateline should reflect the date the letter is prepared and signed.

Reference no. is an optional element.

It is given to locate the letter later or in reply of any particular letter.

Quadruple space after the dateline / reference no..

Inside AddressThe inside address is the next part of the business letter.

The inside address is the address of the person receiving the letter.

The inside address should include the name , designation, company name, street address and city, state and zip code of the recipient.

Double space after the inside address.

Subject line & Salutation

Subject line is given 2 spaces below/above of the salutation.

In Subject line we can write sub followed y a colon or no introductory words but written in all capital. Both cases it is underlined.

The salutation is the hello part of the business letter.

Salutations should include a greeting word, recipients title and last name /designation/profession.

Open Punctuation: no punctuation after the salutation

Double space after the salutation.

BodyThe body of the letter is the message in paragraph form.

Most letter bodies consist of three paragraphs: statement of purpose, information/facts, call for action.

Double space between the paragraphs and single space between them.

Double space after the body.

Complimentary CloseThe complimentary close is the goodbye of the business letter.

Complimentary closes can vary and include words and phrases such as Sincerely, Yours Truly, Thank you.

Open Punctuation: no punctuation after the complimentary close

Mixed Punctuation: colon after the complimentary close

Quadruple space after the complimentary close.

Signature BlockThe signature block is the writers typed name and title.

There will always be a quadruple space before the signature block to allow for the writer to hand sign their name.

Double space after the signature block.

Reference Initials & Enclosure Notation

Reference initials are used when the writer of the letter and the typist of the letter are different people.

Reference initials are lowercase and have no punctuation or spaces.

Double space after reference initials.

An enclosure notation is used when something is enclosed within the envelope with the letter.

Enclosures can include anything from a form to a picture to a cheque.

Some points to remember….

• Appearance of a business letter creates an impression, it reflects the image of an organization.

• A business letter is written to convey information correctly and effectively.

• So one should be aware of some facts about writing a business letter – what to write & what not to write etc.

• Instead of• I beg to state• I thank in anticipation• Myself..

• I have pleasure in informing you

• We beg to thank you for your letter

• Furnish us with• Aforesaid• Furthersome• Whereas• undermentioned

• Say • This sentences should be

avoided.

• I am pleased to tell you

• Thank you for your letter

• Send us

• Should be avoided

Continued….• Some strong words like extraordinary,

stupendous, delicious, colossal, tremendous should be avoided.

• We should avoid using negative expressions like ‘we cannot do’, ‘you failed to tell us’ , ‘we cannot help you’ etc

Thank you