A commercial business letter is a letter written in formal language, usually used when writing from one business organization

to another, or for correspondence between such organizations and their customers, clients and other external parties. The overall style of letter will depend on the relationship between the parties concerned. There are many reasons to write a business letter. It could be to request direct information or action from another party, to order supplies from a supplier, to identify a mistake that was committed, to reply directly to a request, to apologize for a wrong or simply to convey goodwill. Even today, the business letter is still very useful because it produces a permanent record, is confidential, [1] formal and delivers persuasive, well-considered messages.
Contents
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1 General Format

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1.1 Margins 1.2 Font Formatting 1.3 Punctuation 1.4 Example Template

2 Indentation Formats

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2.1 Block 2.2 Semi-Block 2.3 Modified Block 2.4 Modified Semi-Block

3 References

[edit]General

Format

There are two main styles of business letters: 1. Full block style: Align all elements on the left margin. 2. Modified block style with other elements on the left page margin. [edit]Margins In general, left and right margins are one inch (approx. 2.5 cm). For letters that are a full page or longer, top and bottom margins are likewise one inch (approx. 2.5 cm). For letters shorter than a full page, the text is centered vertically so that the top and bottom margins match. [edit]Font

Formatting

No special character or font formatting is used, except for the subject line, which is usually underlined. [edit]Punctuation

The salutation/greeting is generally followed by a comma, although in the United States a colon is often preferred. Thevalediction/closing is followed by a comma. [edit]Example [YOUR NAME] [SENDER'S ADDRESS] (optional[SENDER'S PHONE] (optional[THE SENDER'S E-MAIL]

Template

[DATE]

[RECIPIENT W/O PREFIX] [RECIPIENT'S COMPANY] [RECIPIENT'S ADDRESS]

(Optional) Attention [DEPARTMENT/PERSON],

Dear [RECIPIENT W/ PREFIX]: [First Salutation then Subject in Business letters]

[CONTENT.]

[CONTENT.]

[VALEDICTION (Sincerely, Respectfully, Regards, etc.)],

[SENDER] [SENDER'S TITLE]

Enclosures ([NUMBER OF ENCLOSURES])

cc: [CC RECIPIENT], [CC RECIPIENT TITLE] [CC RECIPIENT], [CC RECIPIENT TITLE]

[edit]Indentation

Formats

Business letters conform to generally one of four indentation formats: Block, Semi-Block, Modified Block, and Modified Semi-Block. Put simply, "Semi-" means that the first lines of paragraphs are indented; "Modified" means that the sender's address, date, and closing are significantly indented. [edit]Block In a Block format letter, (1) all text is aligned to the left margin, (2) paragraphs are not indented. 3) paragraphs are separated by double or triple spacing. [edit]Semi-Block In a Semi-Block format letter (1) all text is aligned to the left margin, (2) paragraphs are indented. [edit]Modified

Block

In a Modified Block format letter, (1) all text is aligned to the left margin, except for the author's address, date, and closing; and (2) paragraphs are not indented. The author's address, date, and closing are usually indented three inches from the left margin, but can be set anywhere to the right of the middle of the page, as long as all three elements are indented to the same position. [edit]Modified

Semi-Block

In a Modified Semi-Block format letter, (1) all text is aligned to the left margin, except for the author's address, date, and closing; and (2) paragraphs are indented. The author's address, date, and closing are usually indented in same position

Business Letters A business letter is more formal than a personal letter. It should have a margin of at least one inch on all four edges. It is always written on 8"x11" (or metric equivalent) unlined stationery. There are six parts to a business letter. 1. The Heading. This contains the return address (usually two or three lines) with the date on the last line. Sometimes it may be necessary to include a line after the address and before the date for a phone number, fax number, E-mail address, or something similar. Often a line is skipped between the address and date. That should always be done if the heading is next to the left margin. (See Business Letter Styles.) It is not necessary to type the return address if you are using stationery with the return address already imprinted. Always include the date. 2. The Inside Address. This is the address you are sending your letter to. Make it as complete as possible. Include titles and names if you know them.

This is always on the left margin. If an 8" x 11" paper is folded in thirds to fit in a standard 9" business envelope, the inside address can appear through the window in the envelope. An inside address also helps the recipient route the letter properly and can help should the envelope be damaged and the address become unreadable. Skip a line after the heading before the inside address. Skip another line after the inside address before the greeting. 3. The Greeting. Also called the salutation. The greeting in a business letter is always formal. It normally begins with the word "Dear" and always includes the person's last name. It normally has a title. Use a first name only if the title is unclear--for example, you are writing to someone named "Leslie," but do not know whether the person is male or female. For more on the form of titles, see Titles with Names. The greeting in a business letter always ends in a colon. (You know you are in trouble if you get a letter from a boyfriend or girlfriend and the greeting ends in a colon--it is not going to be friendly.) 4. The Body. The body is written as text. A business letter is never hand written. Depending on the letter style you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs. Skip a line between the greeting and the body. Skip a line between the body and the close. 5. The Complimentary Close. This short, polite closing ends with a comma. It is either at the left margin or its left edge is in the center, depending on the Business Letter Style that you use. It begins at the same column the heading does. The block style is becoming more widely used because there is no indenting to bother with in the whole letter. 6. The Signature Line. Skip two lines (unless you have unusually wide or narrow lines) and type out the name to be signed. This customarily includes a middle initial, but does not have to. Women may indicate how they wish to be addressed by placing Miss, Mrs., Ms. or similar title in parentheses before their name.

The signature line may include a second line for a title, if appropriate. The term "By direction" in the second line means that a superior is authorizing the signer. The signature should start directly above the first letter of the signature line in the space between the close and the signature line. Use blue or black ink. Business letters should not contain postscripts. Some organizations and companies may have formats that vary slightly.

Business Letter
Business Letter is one of the most important things which is important in the field of all the business deals that are made throughout the whole world. There are some of the traditional rules that are to be followed in the cases of letter writing for the business purposes. Business is totally related to the legal world and there are many of the legal aspects that are to be kept in the mind of a businessman while writing a Business Letter. Formats are varied in all the countries but the basic pattern always remains the same. Writing the letters for business are not only important for the people who are related to the business purposes. There are other cases as well in which the letters of business type are needed. There are many cases of letter writing in which the courtesies are to be maintained by the writers. The most important thing about a Business Letter is the fact that it is needed to be written in a formal language. This language may be the regional language as well. But all the aspects of the formality are to be maintained well by the writers. There are many of the courtesies and customs that are to maintained in all these letters. Starting from the addressing of the person up to the language that is used for this purpose all are needed to be phrased in the perfect intelligent use of language maintaining all the aspects of control and authority of the person who is writing it. There must be crystal clear idea about on which the letter is being written. Transparency is the main thing that is needed in any kind of business and this is because of the fact that transparency is the thing which enables the both ends to understand each other perfectly. A good written Business Letter is something which is known to be capable of establishing the good relationship between the two ends who are involved in the business affair. There are separate formats according to the type of writers involved in this matter and to whom the letters are being written. So, from this point of view, the letter which is written for the customer from the seller is never the same as that of the letter which is written by the customer to the manufacturer of the goods. There are also the matter of decency which is needed utmost to maintain the essence of a good Business Letter. There are different styles used in the United Kingdom and United States of America. Block style of Business Letters are very popular across the whole world. Today, with the huge advent of Internet, there are scopes for the businessmen to send the e-mails. These are actually done through the help of the Internet, although as far as the content and their formatting are concerned, they clearly show the essence of the Business Letters. The signature at the end of the Business Letter is also important and this is because of the fact that there are many incidents throughout the whole world where the forgery cases have been found. So, this becomes of utmost importance for the businessmen to sign at the end of the letter properly and if needed, there are other things that

are also to be done for the trustworthiness of the Business Letter.