BUSINESS LETTER—BLOCK FORMAT
WITH MIXED PUNCTUATION
All Business Documents: Use single
line spacing and 0 pt. spacing before
and after paragraphs.
Start date line 2-10 lines below the
February 15, letterhead. Usually 6-9 lines below
2003 the top margin
The inside address is typed a QS (4 Enters)
Ms. Jane M. Smith, President below the date line.
Visual Concepts, Inc.
543 South Park Avenue
Lincoln, NE 65432 Mixed Punctuation: Colon after the
The Salutation is typed a double space (DS) salutation and a comma after the
Dear Ms. Smith: below the inside address complimentary close
Type subject line a DS below salutation
SUBJECT: BUSINESS LETTER, BLOCK LETTER STYLE
This letter illustrates block letter style. This style is easy to format and is commonly used in business
writing. All typed lines begin at the left margin. This business letter contains a pre-printed letterhead.
Key the date 2-10 lines below the letterhead, depending on the message length, to balance the letter
vertically on the page. Another way to achieve the balance is to vertically center the letter on the page.
Body paragraphs should be SS with DS between paragraphs
Key the inside address a QS (4 Enters) below the date line. If a subject line is included, it appears two
lines (DS) below the salutation and two lines above the first message line. The word "SUBJECT" is
optional. Most readers will recognize a statement in this position as the subject without an identifying
label because it is in all capital letters.
Single space (SS) the body paragraphs, and double space (DS) between paragraphs.
Double space after the last line of the message body down to the complimentary close. QS (4 Enters)
after the complimentary close to the writer’s name and title. Insert typist's initials (only when the
keyboarder and the writer are not the same person) two spaces below the last line of the signature block.
If any enclosures are included with the letter, an enclosure notation (Enclosure) is placed below the
reference initials. If a copy needs to be sent to someone else, include that below enclosure.
Complimentary close should be typed a DS
Sincerely, below the body
Use a comma after the complimentary
close when using mixed punctuation
Type the author’s name and title a QS
John M. Doe below the complimentary close
Graphics Designer
Reference initials are typed a double space below the writer’s name and title. Typist’s
xx initials are typed in lower case.
Enclosur
e An Enclosure notation is used if something is included with the letter
Examples of Business Documents
BUSINESS LETTER—MODIFIED BLOCK FORMAT
WITH BLOCKED PARAGRAPHS
AND OPEN PUNCTUATION
All Business Documents: Use single
line spacing and 0 pt. spacing On a modified block format letter, the
before and after paragraphs. February 15, date, complimentary close, writer’s name
2002 and title are typed beginning at the
midpoint of the document (not
centered!!). Set a tab at either 3” or 3.25
depending on the margins
Mr. James E. Anderson
Anderson, Ryan, & Sweeney
1402 Connecticut Avenue
Washington, DC 20510
Open Punctuation: No colon after the salutation
Dear Mr. Anderson and no comma after the complimentary close
SUBJECT: BUSINESS LETTER, MODIFIED BLOCK LETTER STYLE
The modified block letter with block paragraphs includes features similar to those of the block letter with
the exception of the positioning of the date line, the complimentary close, and the writer’s name and title.
The date is typed beginning at the horizontal center of the page and aligned with the complimentary close
and signature block. Before typing the document, set a tab at the horizontal midpoint. Press tab once to
type the date line, complimentary close, writer’s name, and writer’s title. Key the date 2-10 lines below
the letterhead, depending on the message length, to balance the letter vertically on the page. QS (4 Enters)
after the date line down to the inside address.
The subject line as it is typed here begins at the left margin. If an attention line had been used, it would
also have been positioned at the left margin. Any special mailing and handling notations would appear at
the left, two lines above the first line of the inside address.
The inside address, salutation, and body paragraphs are typed in the same position as in the block
format (begin at the left margin). Vertical spacing is also the same.
The complimentary close—starting at the horizontal center of the page (Tab to midpoint)—appears a DS
below the last message line. QS (4 Enters) after the complimentary close to the writer’s name and title.
Other notations such as reference initials, enclosure notations, and list of copy recipients are placed
two lines below the signature block at the left margin.
Tab to the midpoint to type these lines
Sincerely
Anne B. Miller, Manager
Marketing Department
xx
Enclosure A Copy Notation is used when a copy of
cc: Ms. Kathleen Ryan the correspondence is sent to others
Mr. Michael Sweeney
Examples of Business Documents
All Business Documents: Use single
line spacing and 0 pt. spacing before
and after paragraphs. Type centered, ALL CAPS, and triple
MEMORANDUM space (TS) after
Type guide words in ALL CAPS
TO: Marta Ortega TAB to 1” to type information
DS between each line
FROM: Jeanette Lorriland
DATE: August 12, 2005
SUBJECT: Revision of Employee Handbook TS after SUBJECT down to body
Memos are used for written communication within an organization—internal communication. Memos can
be typed in many different formats. Most companies and organizations have their preferred format for
memorandums. This is an example of a standard memo format.
When typing a memo, use the default margins. Center the word “MEMORANDUM” in ALL CAPS, and
TS after the title. The guide words are typed in ALL CAPS and the following information is typed at 1”.
A TAB should be used to line up the information following the guide words. Use a DS between guide
words. Triple space (TS) after the subject line.
The body of the memorandum is SS with a DS between paragraphs. Include reference initials and
any other necessary notations at the end of the memorandum.
xx Reference initials are typed a double space below the writer’s name and title and
Enclosure or Attachment are typed in lower case.
An Enclosure notation is used if something is included with the letter.
c Amy Hoffman A Copy Notation is used when a copy of the correspondence is sent to others.
Examples of Business Documents
