Sample Business Letter - Rex Rose

Sample Business Letter 

Full Block Business Letter Components 

Legend: 

1. Return Address: If your stationery has a letterhead, skip this. Otherwise, type 

your name, address and optionally, phone number. These days, it's common to also 

include an email address. 

2. Date: Type the date of your letter two to six lines below the letterhead. Three are 

standard. If there is no letterhead, type it where shown. 

3. Reference Line: If the recipient specifically requests information, such as a job 

reference or invoice number, type it on one or two lines, immediately below the 

Date (2). If you're replying to a letter, refer to it here. For example, 

• Re: Job # 625-01 

• Re: Your letter dated 1/1/200x.

4. Special Mailing Notations: Type in all uppercase characters, if appropriate. 

Examples include 

• SPECIAL DELIVERY 

• CERTIFIED MAIL 

• AIRMAIL 

5. On-Arrival Notations: Type in all uppercase characters, if appropriate. You might 

want to include a notation on private correspondence, such as a resignation letter. 

Include the same on the envelope. Examples are 

• PERSONAL 

• CONFIDENTIAL 

6. Inside Address: Type the name and address of the person and/or company to 

whom you're sending the letter, three to eight lines below the last component you 

typed. Four lines are standard. If you type an Attention Line (7), skip the person's 

name here. Do the same on the envelope. 

7. Attention Line: Type the name of the person to whom you're sending the letter. If 

you type the person's name in the Inside Address (6), skip this. Do the same on 

the envelope. 

8. Salutation: Type the recipient's name here. Type Mr. or Ms. [Last Name] to show 

respect, but don't guess spelling or gender. Some common salutations are 

• Ladies: 

• Gentlemen: 

• Dear Sir: 

• Dear Sir or Madam: 

• Dear [Full Name]: 

• To Whom it May Concern: 

9. Subject Line: Type the gist of your letter in all uppercase characters, either flush 

left or centered. Be concise on one line. If you type a Reference Line (3), consider 

if you really need this line. While it's not really necessary for most employmentrelated 

letters, examples are below. 

• SUBJECT: RESIGNATION 

• LETTER OF REFERENCE 

• JOB INQUIRY 

10. Body: Type two spaces between sentences. Keep it brief and to the point. 

11. Complimentary Close: What you type here depends on the tone and degree of 

formality. For example, 

• Respectfully yours (very formal) 

• Sincerely (typical, less formal) 

• Very truly yours (polite, neutral) 

• Cordially yours (friendly, informal) 

12. Signature Block: Leave four blank lines after the Complimentary Close (11) to 

sign your name. Sign your name exactly as you type it below your signature. Title is 

optional depending on relevancy and degree of formality. Examples are 

• John Doe, Manager 

• P. Smith 

Director, Technical Support 

• R. T. Jones - Sr. Field Engineer 

13. Identification Initials: If someone typed the letter for you, he or she would 

typically include three of your initials in all uppercase characters, then two of his or 

hers in all lowercase characters. If you typed your own letter, just skip it since your 

name is already in the Signature Block (12). Common styles are below. 

• JAD/cm 

• JAD:cm 

• clm

Tips: 

14. Enclosure Notation: This line tells the reader to look in the envelope for more. 

Type the singular for only one enclosure, plural for more. If you don't enclose 

anything, skip it. Common styles are below. 

• Enclosure 

• Enclosures: 3 

• Enclosures (3) 

15. cc: Stands for courtesy copies (formerly carbon copies). List the names of people 

to whom you distribute copies, in alphabetical order. If addresses would be useful to 

the recipient of the letter, include them. If you don't copy your letter to anyone, skip 

it. 

• Replace the text in brackets [ ] with the component indicated. Don't type the 

brackets. 

• Try to keep your letters to one page, but see page 2 of this sample if you need 

continuation pages. 

• How many blank lines you add between lines that require more than one, depends 

on how much space is available on the page. 

• The same goes for margins. One and one-half inch (108 points) for short letters and 

one inch (72 points) for longer letters are standard. If there is a letterhead, its 

position determines the top margin on page 1. 

• If you don't type one of the more formal components, don't leave space for them. 

For example, if you don't type the Reference Line (3), Special Mailing Notations 

(4) and On-Arrival Notations (5), type the Inside Address (6) four lines below 

the Date (2). 

Below is page 2 of the sample. It includes the formal components of modified block business 

letters, but as with page 1, some of these components are optional for typical, employmentrelated 

business letters. You may download or copy samples, examples or templates of 

employment-related business letters, by clicking on the links below. 

• Resignation letters 

• Thank you letters 

• Recommendation (reference) letters 

• Salary history and letters 

• Resume cover letters 

This business letter format is just a guide. Variations and customizations are common.

Legend: 

1. Heading: Type the recipient's name, Date and Reference Line from page 1, and 

page number. If you don't know the recipient's name, type the same thing as you 

did in the Inside Address on page 1; e.g., the company name. 

2. Body: Type two spaces between sentences. Keep it brief and to the point. 

3. Complimentary Close: What you type here depends on the tone and degree of 

formality. For example, 

• Respectfully yours (very formal) 

• Sincerely (typical, less formal) 

• Very truly yours (polite, neutral) 

• Cordially yours (friendly, informal)

Tips: 

4. Signature Block: Leave four blank lines after the Complimentary Close (3) to 

sign your name. Sign your name exactly as you type it below your signature. Title is 

optional depending on relevancy and the degree of formality. Examples are 

• John Doe, Manager 

• P. Smith 

Director, Technical Support 

• R. T. Jones - Sr. Field Engineer 

5. Identification Initials: If someone typed the letter for you, he or she would 

typically include three of your initials in all uppercase characters, then two of his or 

hers in all lowercase characters. If you typed it, just skip it since your name is 

already in the Signature Block (4). Common styles are below. 

• JAD/cm 

• JAD:cm 

• clm 

6. Enclosure Notation: This line tells the reader to look in the envelope for more 

documents. Type the singular for only one enclosure, plural for more. If you don't 

enclose anything, skip it. Common styles are below. 

• Enclosure 

• Enclosures: 3 

• Enclosures (3) 

7. cc: Stands for courtesy copies (formerly carbon copies). List the names of people 

to whom you distribute copies, in alphabetical order. If addresses would be useful to 

the recipient of the letter, include them. If you don't copy your letter to anyone, skip 

it. 

• Replace the text in brackets [ ] with the component indicated. Don't type the 

brackets. 

• Use letterhead only for the first page. Just use a blank sheet of paper for 

continuation pages. 

• If you don't type one of the more formal components, don't leave space for them. 

For example, if you don't type the Identification Initials (5) and Enclosure 

Notation (6), type cc: (7) one blank line below the Signature Block (4). 

Job Searching - Technical supports Equal-Opportunity Employment. 

Letter format source: Webster's Secretarial Handbook, Second Edition 

Copyright © 2000, J. Steven Niznik. All Rights Reserved. 

http://jobsearchtech.about.com/od/letters/l/bl_block_p.htm 10/11/2006

Sample Business Letter - Rex Rose

You also want an ePaper? Increase the reach of your titles

Delete template?

Save as template?