Styles Of Business Letter

Six letter styles have been established for use in business offices. The two most commonly used of these are the block and semi block styles.

1. Full block

All lines of typing begin on the left hand margin. There are no paragraph indentions. Letters that are typed in the full block style are always single spaced.

Example: 

Modern Office Equipment Co. Ltd.

98 – 100 Anna Salai
Cennai – 600002
India
Telephone : 044 26152766
Fax : 044 26152767

6th June 2001


The Manager
ABC Computer Stores
23 North Usman Road
T. Nager
Chennai – 600018
Telephone : 044 26156782
Fax : 044 26156780



Dear Sir,



This style is widely used across the globe. This style does not use any indent at all. Every single line is typed from the left-hand side. Since this style demands less number of keystrokes, this style increases the speed of the typist.

Even for computer typing, this style is more convenient. Note that this style does not use comma after every line in the address. This is also reducing the number keystrokes required. But the proper punctuations are added properly.


Yours faithfully,



M.N. Ashok Nathan
Assistant Manager
Production

2. Block

All lines of typing begin on the left hand margin except the date, the complementary close, and the signature line.

Example:

Justrust Insurance Co. Ltd.

WISWA COMPLEX
456, North Usman Road
T.Nager
Chennai 600008
Telephone : 044 67894520
Fax : 044 67894521

                                                                                            10th November 2009


Miss Linda Nancy
3010 Jalal Street
90, Tamara
Chennai 600012
Telephone : 044 67894871
Fax : 044 67894873



Dear Miss Nancy,



This style is similar to the fully-blocked style. It differs in the positioning of few items. The date is typed on the right-hand side of the page rather than the left-hand side of the page as followed in the fully-blocked style. The subject of the letter and the signature and the name and the designation of the sender are centered.


These modifications give the letter a balanced appearance. However this is not the only way to modify the fully-blocked style. You may want to place other items in different places.

Yours Sincerely,


John McDonald

Marketing Executive

3. Semi block

The first line of each paragraph is indented. Otherwise, the semi block style is exactly like the block style.

Example:

National Limited

191 / N - Patricia Avenue
Liverpool – 600 020
Phone : 0011 - XXXXXXXX
Fax : 0011 - XXXXXXXX

                                                                                                            August, 7^th  2012

Mr. Gan Kim Hua,
Manager,
Gan Electrical Appliances Co,
356 Lorong 23/12,
Taman Maju Jaya,
70500 Seremban, N.S.


Dear Mr. Gan,


RE : Order for CD Player


            We received your order for 6 sets of the HIVOLTAGE Portable CD Player Model 231 GX. We regret to inform you that the model is at present out of stock as demand has far outstripped supply. Our supplier in Japan has informed us that it will take another 6 months before they can send a new shipment.


            However, may we offer an alternative item that seems to have the potential of being a best-seller as well. This is the TRUSOUND Portable CD Machine Model ZXS 10. This retail for Rs. 349.99 and is the latest on the portable CD range. Terms are as usual.


            Thank you.


                                                                          Yours sincerely,

                                                                          Mary Lim
                                                                          Sales Manager

4. AMS Simplified letter

All typing in the Administrative Management Society Simplified Letter begins on the left margin, as in the full block style. This form omits the salutation and the complimentary close. 

Example:

Modern Office Equipment Co. Ltd.

98 – 100 Anna Salai
Cennai – 600002
India
Telephone : 044 26152766
Fax : 044 26152767

6th June 2001


The Manager
ABC Computer Stores
23 North Usman Road
T. Nager
Chennai – 600018
Telephone : 044 26156782
Fax : 044 26156780



SIMPLIFIED STYLE


This is another modification of the fully-blocked style. This style is used when you write a letter and you do not know the name and title of the person to whom you are writing the letter. The salutation and the complimentary closing are not used in this style. The subject is mentioned in capital fonts and that subject need not be underlined.

Today around all the business houses, this style is widely used when the writer of the letters does not want to give importance to formality. Since the formality is not adopted here, this style goes to the heart of the addressee. This style gives more importance only to the core matter of the letter.



M.N. Ashok Nathan
Assistant Manager
Production

5. Hanging Indented (Inverted)

The hanging indented style is identical the semi block format except that the first line of each paragraph is typed flush with the left margin and all lines following are indented five spaces. This style is usually seen only in advertising letter, where it’s unique paragraphing catches the eye.

6. Official (Formal or Personal)

The official letter style is usually prepared in either the block or the semi block format. The inside address, however, is located two to five lines below the typed signature line, not at the top of the page. The official letter is used only when writing to highly placed official or to extend congratulation, appreciation, or sympathy.

Example:

National Limited

191 / N - Patricia Avenue
Liverpool – 600 020
Phone : 0011 - XXXXXXXX
Fax : 0011 - XXXXXXXX

Mr. Dennis Lee,
Regional Manager,
kiddleWorld (M) Sdn Bhd,
8493 Jalan 14/320,
46100 Petaling Jaya,
Selangor Darul Ehsan.


Dear Mr. Lee,


                  My staff and I would like to congratulate you on your recent promotion to Regional Manager. This is indeed a coveted position and we are sure you will do a good Job.

                 The Last five years when you were Area Sales Manager, we enjoyed a good turnover of business because of your innovative methods of increasing sales. We believe you can be even more effective in your new position. We look forward to even better years.

Once again, congratulations and best wishes from all of us here.


Yours sincerely,


T. Mohan

Manager

Ref: 

http://www.slideshare.net/piianchasenyumnyateruzt/styles-in-business-letter-20408494