LECTURE No.

5
BUSINESS LETTERS FOTMATS / STYLES

BUSINESS LETTER FORMATS / STYLES

KINDS OF LETTER FORMATS
Full Block Format
Modified Block
AMS Simplified
Personalized format
Memo format
Hanging paragraph format
Official letter style.

BUSINESS LETTER FORMATS / STYLES

The Details & Sketched of the above Letters

are given on the following:

BUSINESS LETTER FORMATS / STYLES

Block or Full block format
Here the date, inside address, salutation, paragraphs, and
complimentary close begin flush with the left margin. In
other words no lines will have any indentation. The
heading (name and address f the company sending the
letter) may be centered or flush with the left margin. Open
punctuation (no punctuation) is a characteristic of this
format, but you may also use mixed punctuation. Some
companies have a letterhead at the right side.

Block or Full block format

THE HEADING
_____________ Date _____________
_______________________________
_________ Inside Address ________
_______________________________
___________Subject Line______
___________ Salutation ___________
First Paragraph
_____________ __________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
______________________________________________.
Subsequent Paragraph(s)
_______________________________________________________________________________
_______________________________________________________________________________
__________________________________________________ Body ________________________
_______________________________________________________________________________
_______________________________________________________________________________

Last Paragraph
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
Complimentary Close
_______________________________
____________Signature___________
_______________________________

BUSINESS LETTER FORMATS / STYLES

Modified block or Semi block format.
This format has two versions.
1. Paragraph begins at the left margin without
any indentation. Date and complimentary
close appear at the center or at the right of
the letter mixed punctuation is used but open
punctuation may also be used.
2. Paragraphs are indented. Other things will
remain the same as above.

MODIFIED BLOCK FORMAT

THE HEADING
Date _____________
_______________________________
_________ Inside Address _________
_______________________________
___________Subject Line__________
___________ Salutation ___________
First Paragraph
_____________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
______________________________________________.
Subsequent Paragraph(s)
_____________________________________________________________________
_______________________________________________________________________________
__________________________________________________ Body ________________________
_______________________________________________________________________________
_______________________________________________________________________________
Last Paragraph
_____________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
Complimentary Close
_______________________________
____________Signature___________
_______________________________

BUSINESS LETTER FORMATS / STYLES

AMS Simplified

Administrative management society of the US

has suggested this style. All lines begin flush
with the left margin. Here you omit salutation
and complimentary close. It is modern and
time saving format. It uses a subject line in

place of salutation. Name should be used in

the first line of the first paragraph.

AMS Simplified Format

HEADING
Date _____________
_______________________________
_________ Inside Address _________
_______________________________
SUBJECT LINE _________________
First Paragraph
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
______________________________________________.
Subsequent Paragraph(s)
_______________________________________________________________________________
_______________________________________________________________________________
__________________________________________________ Body ________________________
_______________________________________________________________________________
_______________________________________________.
Last Paragraph
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
__________________

SIGNATURE AREA

BUSINESS LETTER FORMATS / STYLES

Personalized format.
It is the combination of the block and AMS
formats, every line begins flush with the left
margin.

BUSINESS LETTER FORMATS / STYLES

Memorandum (Memos).

Letters are used inter-organization, whereas memos travel within

an organization. A memo resembles with AMS simplified format
in that it does not use salutation and complimentary close. It
provides a rapid and convenient means of communication

between employees within the same organization.

Memos provide an effective and major medium for internal

written communication; some companies prefer using colored

paper to distinguish them from other business papers. Its

heading includes to, from, date, and subject, heading may be of
two kinds.

Memorandum (Memos) Format

Horizontal Heading:

To:

Date:

From:

Subject:

Text / Body

Memorandum (Memos) Format

Vertical Heading:
Date:
To:

From:
Subject:

Text / Body

BUSINESS LETTER FORMATS / STYLES

Hanging Paragraph
You can use this format only in sales and
advertising letters , all lines of the letter body are

indented except the first line of each paragraph,

which begins flush with the left margin,

Hanging Paragraph
HEADING
Date _____________
_______________________________
_________ Inside Address _________
_______________________________
___________Subject Line__________
___________ Salutation ___________
First Paragraph
____________________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________.
Subsequent Paragraph(s)
___________________________________________________________
_______________________________________________________________________________
__________________________________________________ Body ________________________
_______________________________________________________________________________
_______________________________________________________________________________
Last Paragraph
____________________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________

Complimentary Close _____________

_______________________________
__________Signature Area _________
_______________________________

BUSINESS LETTER FORMATS / STYLES

Official Letter style

Public and government officials as well as

business persons use this style; it may be

blocked or modified blocked. The inside address

appears some lines below the last line of the
signature, and this is the main feature of this type
of format.

BUSINESS LETTER FORMATS / STYLES

Official Letter style

Public and government officials as well as

business persons use this style; it may be

blocked or modified blocked. The inside address

appears some lines below the last line of the
signature, and this is the main feature of this type
of format.

Official Letter style

THE HEADING
Date _____________
___________ Salutation ___________
___________Subject Line__________
First Paragraph
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
______________________________________________.
Subsequent Paragraph(s)
_______________________________________________________________________________
_______________________________________________________________________________
__________________________________________________ Body _______________________
_______________________________________________________________________________
___________________________________________________________________
Last Paragraph
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
Complimentary Close
_______________________________
____________Signature___________
_______________________________
_________ Inside Address _________
_______________________________