Format

Types of Letter Format

As mention above different types of letter writing follow certain formats which
follow certain formats which Have been established over the years.
Letter formats are application by and large to final type of letters. Informal letters
do not require a certain pattern of writing and can be written in number of ways. But for
guidance purposes we have included few varieties of informal ways of writing which can
be termed as sorts of informal formats. These formats make the letter writing process a
convenient one.
As a general rule most letters follow:
 Formal Letters Format
 Full Block style
 Semi-Block Style
 Modifies Block Style
 Modifies Semi-Block Style

 Informal Letters Format

 Format 1
 Format

Full Block Style Format

Is used for formal business letters. This format is characterized by the fact that
every line starts at the left margin. None of the lines of type are centered, or on the right.
The only exception is in the case of a pre-printed company letterhead.
Full block letter would be a great format to use of you were to write a thank you
letter, a professional recommendation, or perhaps resume a cover sheet.

LETTERHEAD
(6–10SPACES)

DATE
(1-4 Spaces)

Recipients’ Name
Recipient’s Address
(2 Spaces)
SALUTATION, ----------------------- Salutation is followed by
Comma or Colon
(2 SPACES)

Ref/Sub
(2 SPACES)
Text Aligned Left, Text Aligned Left, Text Aligned
Left (Paragraphs – Not indented)
(2-3SPACES)

Text Aligned Left, Text Aligned Left

(2-3SPACES)

Text Aligned Left, Text Aligned Left

(2 -3 SPACES)

CLOSING, ------------------Closing followed by Comma

(3-4SPACES)

SIGNATURE
(2SPACES)

Enc
(2SPACES)

CC
(2 SPACES)
Semi-Block Style
Semi block letter format follows the same arrangement as the block format (i.e.,
left alignment) except for paragraphs where indention is applied, unlike in block format
where paragraphs follow same alignment.

Semi-block formal letter format has been used in the past under name “indented
style” of the formal letter. This formal has been utilized mostly in non-official business
correspondence, and therefore it was considered as less formal. Today, the email
messages have replaced this format.

LETTERHEAD
(6 – 10 SPACES)

DATE
(2-4Spaces)

Recipients’Name
Recipient’s Address
(2-3 SPACES)

SALUTATION, ----------------------- Salutation is followed by Comma or

Colon
(2 SPACES)
Ref/Sub
(2-3 SPACES)

Paragraph Indented, Left, Text Aligned Left, Text Aligned Left

(2-3SPACES)

Text Aligned Left, Text Aligned Left

(2-3SPACES)

Text Aligned Left, Text Aligned Left

 (2-3SPACES)

CLOSING, ----------------- Closing followed by Comma

(4SPACES)

SIGNATURE

(2SPACES)

Enc
(2SPACES)

CC
(2 SPACES)

Modified Block-Style
A modified block-style letter is one type of conventional business
correspondence. It differs from block format in that a modified block letter has the
writer's name, company name, address, date and closing aligned a few spaces to the
right of center or on the right margin rather along the left margin.
Modified block-style letters also differ from semi-block style, which aligns all text on
the left margin but features indents on all paragraphs and double or triple spacing
between them. Modified block-style letters also differ from modified semi-block style,
which indents the author's address, date and closing but indents these items at a given
spot on the page, not necessarily centered or flush right. When using letterhead
stationery, the writer's name, company name and address do not need to be repeated.
The letter can begin with the date, flush right or a little to the right of center.
 LETTERHEAD
(6–10SPACES)

DATE
(2-4 Spaces)
Recipients’Name
Recipient’s Address
(2-3 SPACES)
SALUTATION, ----------------------- Salutation is followed by Comma or
Colon
(2 SPACES)
Ref/Sub
(2-3 SPACES)

Paragraph not Indented, Left, Text Aligned Left, Text Aligned Left
(Paragraph not indented)

(2-3SPACES)

Text Aligned Left, Text Aligned Left

(2-3SPACES)

Text Aligned Left, Text Aligned Left

(2-3SPACES)

CLOSING, (followedbyComma)
(4SPACES)
SIGNATURE
(2 SPACES)
Enc
(2SPACES)
CC
(2 SPACES)
Modifies Semi-Block Style

LETTER HEAD
(6 – 10 SPACES)

DATE
(2-4 Spaces)
Recipients’Name
Recipient’s Address
(2-3 SPACES)

SALUTATION, ----------------------- Salutation is followed by Comma or

Colon
(2 SPACES)

Ref/Sub
(2-3 SPACES)

Paragraph Indented to Left, Left, Text Aligned Left, Text Aligned Left
(Paragraph indented)

(2-3SPACES)

Text Aligned Left, Text Aligned Left

(2-3SPACES)

Text Aligned Left, Text Aligned Left

(2-3SPACES)

CLOSING, (followed by Comma)

(4 SPACES)
 SIGNATURE
(2 SPACES)
Enc
(2 SPACES)
CC
(2 SPACES)