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Formats of Letter

The document describes various letter formats: full block, block, semiblock, simplified letter, official, hanging indented, and indented. It provides details on the characteristics of each format, including positioning of elements like the dateline, paragraphs, and signature block. The semiblock format is described as the most popular as it gives a balanced look. Guidelines are provided for choosing a letter format depending on the intended recipient and purpose.

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Aulia Indra Putri Utami
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49 views23 pages

Formats of Letter

The document describes various letter formats: full block, block, semiblock, simplified letter, official, hanging indented, and indented. It provides details on the characteristics of each format, including positioning of elements like the dateline, paragraphs, and signature block. The semiblock format is described as the most popular as it gives a balanced look. Guidelines are provided for choosing a letter format depending on the intended recipient and purpose.

Uploaded by

Aulia Indra Putri Utami
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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 Full Block

 Block
 Semiblock
 Simplified Letter
 Official
 Hanging Indented
 Indented

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 All the lines of the letter, from the dateline to
the last notation, are flush with the left
margin.
 Paragraphs are not indented
 Benefit: easier, do not waste time
 Suitable for high volume correspondence

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 Differs from the full-block in the position of
the dateline (and reference line if there is
one) and the complimentary close and
signature block.
 The dateline is usually aligned with the right
margin, although sometimes it is centered in
relation to the printed letterhead
 Paragraphs are not indented.
 The most popular format: gives the balanced
look

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 The only difference between this and the
block format is that the paragraphs in the
semiblock format are indented.

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 Based on full block style
 The difference: no salutation and
complimentary close.
 All lines are flush with the left margin,
including the dateline, reference line (if there
is one), and the signature block.
 A subject line always is included in the
simplified-letter format: typed in all capital
letters, three lines below the inside address
and three lines above the body of the letter

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 Mostly for personal correspondence and is often
written by executives on their personalized
business stationery.
 Same as the semiblock format with the exception
of the placement of the inside address, which is
typed two to five lines below the signature block.

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 Reserved for sales or advertising letters:
attract the attention of the reader.
 The first line of each paragraph of the
hanging-indented letter is flush with the left
margin. The remaining lines of that
paragraph are indented five spaces.
 The dateline is flush with the right margin
 If there is a postscript in a hanging-indented
letter, it is also typed with the first line flush
left and the remaining lines indented five
spaces.

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 Similar to semiblock style.
 The only difference: Addres Line; add 5
spaces for each row
 Not popular: time consuming

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 Suppose one of your job duties
involved writing letters to the
clients/suppliers, what format would
you use?
 Explain your reasons!

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 As interoffice correspondence
 Format: TO: FROM: DATE: SUBJECT:
 Write a memo only when it is necessary: info
overload
 Keep your memos as brief as possible: clear,
concise, and to the point.
 Memos can run on to more than one page, but only
when absolutely necessary.

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 More quickly than the postal service or
overnight deliverer
 Whether or not you write ‘‘confidential’’ on a
faxed document, it is very likely that your
document will be seen by someone other
than the recipient.

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 Has taken the place of the memo and even
casual hallway conversation: 90 million
American workers send roughly 2.8 billion e-
mail messages a day!
 Because of its immediacy, it has also replaced
the fax machine

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◦ Shortens cycle of written communication: no secretary, no
post office

◦ Reduces telephone interruptions

◦ Breaks down distance/time barriers: allows people to work


from any location with a computer

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 Treat e-mail with the same thoughtful
consideration that you do letters or memos:
become written records that get stored
 Keep the e-mail as short as possible and come
directly to whatever point you’re trying to make
 Make sure the subject line of your e-mail is
descriptive and short—no more than 4 / 5 words.
 Never write in all capital letters: shouting at the
recipient.
 Don’t be too informal. Remember your message
still reflects your professionalism.

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 aka: also known as
 ASAP: as soon as possible
 CY: calendar year
 dba: doing business as
 FYI: for your information
 IOU: I owe you
 PS: postscript
 BTW: by the way
 CUL: see you later
 F2F: face to face
 IMHO: in my humble opinion
 IOW: in other words
 OIC: oh, I see
 TIA: thanks in advance
 TNX: thanks

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