BASICLETTERPARTS

Letterhead.Aletterheadcontainsthenameandaddressofanorganizationorperson.A
varietyofadditionalinformationcanbeincluded,suchasthetelephonenumber,faxnumber,
emailaddress,listofcompanyofficers,andalogo.Theletterhead,whichisdesignedtostand
outfromthetextoftheletter,isusuallypreprintedanddoesnotneedtobekeyed.

Date.Theonlyacceptabledatestyleforlettersismonth/day/year(November14,2009),with
themonthspelledout.Mostwordprocessingprogramsenterandupdatethedate
automaticallyifitisinsertedusingtheDatefeature.Keythedate2"fromthetopofthepage,
oraDSbelowaletterheadthatismorethan2"deep.

Letteraddress.KeythereceiversnameandaddressSS,withaminimumofthreelinesanda
maximumofsixlines.Ifthedefaultlinespacinginyoursoftwareis1.15",youmustSHIFT+
ENTERaftereachlineoftheletteraddressinordertoachievesinglespacing.ForU.S.
addresses,thelastlinemustcontainonlythreeelements:city(neverabbreviated),state
(alwaystwoletterUSPSabbreviation),andZIP+4.Theletteraddressshouldbethesameasthe
deliveryaddressontheenvelope.BegintheaddressaQSbelowthedate.Keyapersonaltitle
(Ms.,Mr.,Mrs.)oraprofessionaltitle(Dr.,Senator)beforethereceiversname.Insertone
spacebetweenthestateandtheZIPcode.

Salutation.Keythesalutation(greeting)doublespace(oneblankline)belowtheletter
address.Onlythetitleandlastnameappearinthesalutationunlessthetitleisnotknownand
thegenderoftheaddresseeisdifficulttodetermineforexample,LeslieKennedy.Thenthe
salutationwouldreadDearLeslieKennedy.

February25,2010



Ms.MarilynLombard
2539W.FifthAvenue
SanFrancisco,CA941013399

DearMs.Lombard
Exampleshownisopeninglinesfor
aletterusingaletterheadinblock
format.
Doublespace=1blankline
Quadruplespace=3blanklines

Body.Beginthebody(message)oftheletteradoublespacebelowthesalutation.Singlespace
eachparagraphwithaDSbetweenparagraphs.

Complimentaryclose.Keythecomplimentaryclose(farewell)adoublespacebelowthebody
oftheletter.Iftwowordsareused(Sincerelyyours),capitalizeonlythefirstword.

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Nameofthewriter.Keythenameofthewriter(sender)quadruplespacebelowthe
complimentaryclose.Generallythepersonaltitleofthewriterisnotincluded;however,atitle
canprecedethenameifafemaleprefers(Mrs.,Miss,Ms.)orifthegenderofthewriteris
unclear(Mr.LeslieKennedy).Abusinesstitleordepartmentmaybeadded
titleiskeyedbelowthenameofthewriter.

Referenceinitials.Ifsomeoneotherthanthewriter
keystheletter,addthekeyboardoperatorsinitials
inlowercaselettersattheleftmarginadoublespace
belowthewritersname,title,ordepartment.

PERSONALBUSINESSLETTERS

Aletterwrittenbyanindividualconcerningbusinessofapersonalnatureiscalledapersonal
businessletter.Allthepartsofabusinessletterareincluded,withoneexception:The
letterheadisreplacedwithareturnaddress.Apersonalbusinessletterisprintedonplain
paperwiththewritersaddresskeyed2"fromthetopofthepageattheleftmargin.The
returnaddressconsistsofonelineforthestreetaddressandonelineforthecity,state,andZIP
code.Thedateiskeyeddirectlybelowthecity,state,andZIPcode.
Sincerelyyours

RobertHayward
CreditManager

sw
Quadruplespace
Doublespace
Example


2341JeffersonAvenue
Toledo,OH436120851
March22,2010

Dr.RaymondMarkley
2042CarmenStreet
Louisville,KY402993179
DearDr.Markley
Doublespace
TopMargin=2inches
Exampleshownisopeninglinesfora
letternotusingaletterheadinblock
format.(Personal/BusinessLetter)
Quadruplespace

LETTERFORMATS
Businessandpersonalbusinesslettersarearrangedinvaryingformatsandstyles.These
variationsaredescribedbelow.

Margins.Lettersareformattedwith1"leftandrightmargins,a2"topmargin,anda1"bottom
margin.Insteadofa2"topmargin,lettersmaybecenteredverticallyusingtheCenterPage
feature.

BUSINESSLETTERS

Formats.Businesslettersareformattedintwobasicstyles:blockandmodifiedblock.

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Blockformatarrangesallletterpartsattheleftmargin.Theparagraphsarenotindented.
Refertotheillustrationofapersonalbusinessletterinblockformatshownbelow.

Modifiedblockformatplacesthedateandtheclosinglines(complimentaryclose,writers
name,andtitle)beginningnearoratthehorizontalcenterofthepageinsteadofattheleft
margin.Thedefaulttabnearesttothecentermaybeusedtoplacethedateandclosing
lines.Thefirstlineofeachparagraphmaybeblockedattheleftmarginorindented0.5".
Seetheillustrationofaletterinmodifiedblockformatshownbelow.Thisillustration
containsseveralspecialbusinessletterpartsincludingamailingnotation,subjectline,
enclosurenotation,andcopynotation.

Punctuationstyles.Twostylesofpunctuationarecommonlyusedinbusinessletters.Open
punctuationhasnopunctuationmarkafterthesalutationorcomplimentaryclose.Mixed
punctuationcontainsacolon(:)afterthesalutationandacomma(,)afterthecomplimentary
close.

ADDITIONALLETTERFEATURES
Someadditionalletterfeaturesthatmaybeusedaredescribedbelow.

USPSletteraddressstyle.Theletteraddressofabusinessorpersonalbusinesslettermaybe
keyedinALLCAPSwithnopunctuationifusingtheUnitedStatesPostalServicestyleforthe
delivery(envelope)address.

Secondpageheading.Ifaletterislongerthanonepage,aplainsheetofpaperisusedforthe
secondandsucceedingpages.Onlythefirstpagecontainsthesendersletterhead.Asecond
pageheadingshouldbekeyed1"fromthetopofthepageinblockformat,SS.Includethe
nameoftheaddressee,thewordPagefollowedbythepagenumber,andthedate.PlaceDS
belowthedatebeforecontinuingtheletter.

Ms.BarbaraPowell
Page2
Page2 heading ofaletter illustrated
TopMarginis1inch.
July22,2010
DoubleSpace
Theremainingparagraphsoftheletterwillbekeyedhere.

Widow/Orphan.Atleasttwolinesofaparagraphmustbekeyedatthebottomofthefirst
pageofaletterandatthetopofthesecondpage.ActivatetheWidow/Orphanfeaturefrom
thedropdownmenuitemFormat,Paragraph,LineandPageBreakstoensureproperbreaks.
Thisfeatureensuresthatthefirstlineofaparagraphdoesnotappearbyitselfatthebottomof
apage(orphanline)orthelastlineofaparagraphdoesnotappearbyitselfatthetopofapage
(widowline).

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BulletsandNumbering.UsetheBulletsfeatureorNumberingfeaturetocreatebulletedor
numberedlists.Thesefeaturesautomaticallyformateachlistediteminhangingindentstyle
(thesecondandsucceedinglinesalignunderthefirstletterofthefirstword).

Tablesinletters.Atableinsertedinalettershouldbeplacedevenwiththeleftandright
marginsoftheletterorcenteredbetweenthemargins.Leaveablanklineaboveandbelowthe
insertedtable.Tablegridlinesmaybeshownorhidden.

Formletters.Aformletterisastandardmessagesenttomorethanoneaddressee.Form
paragraphsmaybestoredasmacros(storedtext)andplayedbackwhenneededtocreate
personalizedformletters.FormletterscanalsobecreatedusingtheMailMergefeatureof
wordprocessingprograms.

ENVELOPES
MostwordprocessingprogramshaveanEnvelopefeaturethatwillautomaticallyformatthe
placementofthereturnandletteraddresses.However,becauseofprinterissues,notallusers
areabletousetheEnvelopefeatureefficiently.Therefore,specifickeyinginstructionsare
providedbelowforformattingenvelopes.

Sendersreturnaddress.Keythereturnaddressinblockstyle,SS,approximately0.25"
fromtheleftandtopmarginsoftheenvelope.Keythename,streetaddress,city,state,
andZIPCodeinthreelineseitherinALLCAPSorInitialCaps.
Receiversaddress.Keythereceiversaddressinblockstyle,SS,andInitialCaps.You
mayuseALLCAPSifdesired.Placethecity,state,andZIPCode(onespaceprecedesthe
ZIP)onthelastaddressline.Neverabbreviatethenameofacityorcountry.
Internationaladdresses.Omitpostal(ZIP)codesfromthelastlineofaddressesoutside
theU.S.Showonlythenameofthecountryonthelastline,asshownbelow.

Mr.HiramSanders
2121ClearwaterStreet
OttawaONKIAOB1
CANADA

Spacing.IfnotusingtheEnvelopefeature,tabover2.5"forasmallenvelope(No.634)
and4"foralargeenvelope(No.10).Enterhardreturnstoplacethefirstlineofthe
deliveryaddressapproximately2"fromthetopoftheenvelope.
Mailingandaddresseenotations.Keyamailingnotation(REGISTERED,SPECIAL
DELIVERY)inALLCAPSbelowthestamp,approximately12"abovethefirstlineofthe
deliveryaddress.Keyanaddresseenotation(PERSONAL,CONFIDENTIAL)attheleft
marginaDSbelowthereturnaddress.Ifanattentionlineisused,keyitasthefirstline
ofthedeliveryaddress.

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2889 South Main Street
Redding, CA 96002
October 7, 1997




Mr. Bill Eggert
Enterprise High School
3411 Churn Creek Road
Redding, CA 96002

Dear Mr. Eggert:

For my project I chose to do something that I have not done before. I will be exploring herbal
medicine as a positive alternative to prescription drugs. I feel drawn to this subject due to the
overwhelming amount of herbs that are available. I want to know if they can do what experts
claim they can do. By completing this project, I will have been exposed to a part of the medical
field which I might learn to enjoy. I might even want to make a career out of it.

My research paper will consist of a history of herbal and the effectiveness of herbal medicine. I
hope to be able to include a wide variety of herbs to cure various ailments, especially common
ones. I will be using several home remedy and botany books for my reference materials. The
Internet will also be used for some of my references.

My physical project will be directly involved with my research paper in the sense that I will job
shadow in a health food store. While job shadowing I will learn how to use many forms of
alternative medicine. My mentor will be Mrs. J ane Pryde, who sells herbs and does herbal
consulting. The cost of my project will be relatively low, probably no more than fifty dollars.
The time it will take to complete my project will be approximately twenty hours.

I understand plagiarism and its repercussions. I will credit all sources.

Sincerely,



David Blythe-Bettes

DoubleSpace
ReturnAddress
LetterAddress
ThreeBlankLines(QuadrupleSpace)
2inchTopMargin
PERSONAL/BUSINESSLETTERin
BLOCKSTYLEwithMixedPunctuation
BodyofLetter
ComplimentaryClosewithmixedpunctuation
DoubleSpace
DoubleSpace
DoubleSpace
DoubleSpace
Salutationwithmixedpunctuation
1SideMargins
Dateline
ThreeBlankLines(QuadrupleSpace)
NameofLetterWriter

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May23,2010

FACSIMILE

Mr.JamisonCooper
882ElderberryDrive
Fayetteville,NC283110065

DearMr.Cooper

SELECTIONOFEXCELLENTPRESENTERS

Lastweekatourmeeting,youmentionedseveralindividualsyouthoughtwouldbeexcellent
presentersfortheopeningandclosingsessionsofnextyearsconvention.Iacceptyourofferto
contactthem.Whenyoucontactthem,pleasesharewiththemthethemeofourconvention
anddeterminewhattheywouldproposeasanopeningorclosingsessionforourconvention.
Ofcourse,weneedtobeconcernedwiththebudget;pleasedeterminethefeetheywould
charge.

TheinformationwillbeneededbeforeJune15forourmeeting.Yourwillingnesstoserveon
thiscommitteeisgreatlyappreciated.Illlookforwardtoseeingyouinacoupleofweeks.

Sincerelyyours

SusanneJ.Warrens
ProgramChair

SW:xx

Enclosure

cMarshaEdinburgh,President

Ablockformatletterisenclosedsothatyoucancomparethetwoformats.Asyoucansee,
eitherformatpresentsanattractiveappearance.
ThreeBlankLines(QuadrupleSpace)
2inchTopMargin
BUSINESSLETTERinMODIFIEDBLOCK
STYLEwithOpen(no)Punctuation
Tab3.25
1SideMargins
BeginDateline,Complimentary
Close,WritersNameandTitle
atthesametab. (3.25LeftTab)
StartsatCenter.
Dateline
SubjectLine
MailingNotation
Salutationwithopenpunctuation
LetterAddress
DoubleSpace
DoubleSpace
DoubleSpace
DoubleSpace
DoubleSpace
ThreeBlankLines(QuadrupleSpace)
ComplimentaryClosewithopenpunctuation
Tabsetat3.25(exactcenter)
NameofLetterWriter Tab3.25
DoubleSpace
DoubleSpace
ReferenceInitials
DoubleSpace
EnclosureNotation
DoubleSpace
CopyNotation
DoubleSpace
Postscript