Unit 2: Creating a Block Style Business Letter
There are several styles of business letters. In this unit, you will learn the basic block style business letter used in many offices. Pay particular attention to spacing, as it is an important component of this style.
In the newer versions of Microsoft Word the default spacing style is the Normal Style, which automatically creates a space after each paragraph. This spacing style is not appropriate for business letters. Rather it is better suited for on-screen spacing. You will use the No Spacing style when creating documents for this unit.
This unit also discusses non-printing characters. These are on-screen characters that are viewed when the Show/Hide button (¶) is enabled. They allow a "background" view of the document to see if correct spacing and other formatting techniques were used. Here is a list of three non-printing characters you will see and use in the following two units:
¶ appears each time the Enter key was pressed
· appears each time the Space bar was pressed
→ appears each time the Tab key was pressed
Completing this unit should take you approximately 1 hour.
2.1: The Business Letter
Read this overview of the basic parts of a business letter.
2.1.1: Business Letters without Letterhead
Read this sample business letter without letterhead. If letterhead is not available, the return address is given on the top of the letter. This is done so that if the accompanying envelope is discarded, the recipient still has the address of the company or person who sent the letter.
You may also access this material as a Microsoft Word document here.
2.1.2: Business Letters with Letterhead
Now that you have seen a business letter without letterhead, read this sample business letter with letterhead. Notice that you do not need to include the return address since it is included on the letterhead. Businesses will usually use letterhead stationery to print all documents to be mailed out.
You may also access this material as a Microsoft Word document here.
2.2: How to Create a Block Style Business Letter
Watch this lecture, remembering to pause to compare what is on-screen to your own word processing program.
Read this material for a more in-depth explanation of the business letter and to learn about the differences between business letters and other types of letters.
2.3: Create Your Own Block Style Business Letter
Download this Microsoft Word document. Use the checklist below to help you create a block style business letter. Most, but not all, of the text has already been typed, but formatting needs to be addressed. Save and print the document when you are finished and compare it to the answer key below. Try not to look at the answer key until after you have attempted this activity on your own first.
Please review the following checklist when creating your business letter:
- Was there letterhead? If not, is the return address properly formatted at the top?
- Is the date included?
- Is the inside address properly formatted?
- Is there a greeting line?
- Is the body of the letter left-aligned with a blank space between paragraphs?
- Is there enough space for a signature?
- Are the typist's initials present?
- Are there enclosures that need to be noted and the work enclosure included?
- Is a copy of this going to another person so a CC needs to be included?
- Was there letterhead? If not, is the return address properly formatted at the top?
You have just finished reformatting a draft letter to create a block style business letter. Review this answer key and compare it to your letter. If you changed or added any text, yours may look a little different, but the formatting should be the same.
You may also access this material as a Microsoft Word document here.
2.4: Other Business Letter Styles
The resources below examine the modified block style and the indented form of the business letter. The modified block style is favored by legal offices. Keep in mind the various parts of a business letter that you learned about at the beginning of this unit. Take note of how each style differs from the block style business letter.
2.4.1: The Modified Block Style Business Letter
Now that you have learned how to successfully create a block style business letter, look at this sample of a modified business letter. Pay attention to the differences between this and a block style letter. In a modified business letter, the date is centered at the top of the page and each paragraph is indented. What other differences do you notice?
2.4.2: The Semi-Block, or Indented, Business Letter
Review this example of a semi-block business letter, also known as an indented business letter. In a semi-block business letter, each paragraph is indented five spaces, and the rest of the paragraph is aligned on the left. In addition, there is a space between each paragraph.