Font: 12-point font, Times Roman, black.
Margin: One inch all around.
Letterhead: Leave space at the top for the letterhead.
Text position: One inch below the letterhead.
Letterhead: If you have no letterhead, type your address flush left.
Arnston Fabrics j
2386 North Ardmore Boulevard, Taylor, Illinois 60620 (312) 555-1212

 

December 1, 2001

Write the date using this format. If you have letterhead, the date is the first text on the page, one inch below the letterhead. Skip three blank lines (36 points) below the date.

Mr. Jeremy Frazier, President       Name of the person to whom you are sending the letter.
Traymore Associates, Inc.       Company name if it is company business.
4834 Allison Street       Inside address for the company.
Champaign, IL 61820       City, postal abbreviation for the state, and ZIP.

Skip two blank lines or 24 points between the last line of the address and the salutation.

Dear Mr. Frazier:

When you use the block form to write a business letter, use one-inch margins all around and type text at the left margin. Leave enough room at the top, before the date, for your company letterhead. You will put the letterhead paper into your printer and print out the letter so it appears below the letterhead. Measure the letterhead and run some test letters through to make sure you have left enough room.

If you have no letterhead, type your address flush left. Include the postal abbreviation for your state and ZIP code. After the last line of your address, type the date using this format: December 1, 2001.

Provide your own address and the date, then skip a line and provide the inside address of the party to whom the letter is addressed. Skip one or two lines before the salutation. Then write the body of your letter as illustrated here, with no indentation at the beginning of paragraphs. Skip lines between paragraphs.

After writing the body of the letter, type the closing without punctuation, leave 3-4 blank lines, then type your name and title (if applicable), all flush left. Sign the letter in the blank space above your typed name.

Sincerely

 

John Smith
Administrative Assistant

Use a colon for more formal letters, a comma for more informal. Use the person's title (Dr., Mrs., Mr.) if you do not know the person. You may use the first name only if you are sure the person will accept your being so familiar. Skip one or two blank lines between the salutation and text.

Skip one blank line, 12 points, between paragraphs. Do not indent the paragraphs.

Leave three or four blank lines (36 to 48 points) before your printed name. Put your title after your signature. Always sign the letter.