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• Full block style ;
• Modified Block style ;
• Semi Block format style .
• Make sure your letter is diplomatic and respectful.
• Keep it concise, also 'Short and Sweet'. Make sure the bottom line is clear without going through a lot of details.
• Use standard fonts. Verdana or Calibri (sans serif) of Times New Roman (Serif) are widely accepted fonts.
• Font size: typically typed in a 12-point size.
• Make sure to have correct grammar, punctuation, and spelling. Use a colon (:) after the salutation and a comma (,) after the closing.
• Ask somebody you trust to proofread the letter or check your letter thoroughly for errors before sending it.

DISCLAIMER Nothing on this site shall be considered legal advice and no attorney-client relationship is established.

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Writing the Basic Business Letter

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Media File: Writing the Basic Business Letter

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Parts of a Business Letter

This resource is organized in the order in which you should write a business letter, starting with the sender's address if the letter is not written on letterhead.

Sender's Address

The sender's address usually is included in letterhead. If you are not using letterhead, include the sender's address at the top of the letter one line above the date. Do not write the sender's name or title, as it is included in the letter's closing. Include only the street address, city, and zip code.

The date line is used to indicate the date the letter was written. However, if your letter is completed over a number of days, use the date it was finished in the date line. When writing to companies within the United States, use the American date format. (The United States-based convention for formatting a date places the month before the day. For example: June 11, 2001. ) Write out the month, day and year two inches from the top of the page. Depending which format you are using for your letter, either left justify the date or tab to the center point and type the date. In the latter case, include the sender's address in letterhead, rather than left-justified.

Inside Address

The inside address is the recipient's address. It is always best to write to a specific individual at the firm to which you are writing. If you do not have the person's name, do some research by calling the company or speaking with employees from the company. Include a personal title such as Ms., Mrs., Mr., or Dr. Follow a woman's preference in being addressed as Miss, Mrs., or Ms. If you are unsure of a woman's preference in being addressed, use Ms. If there is a possibility that the person to whom you are writing is a Dr. or has some other title, use that title. Usually, people will not mind being addressed by a higher title than they actually possess. To write the address, use the U.S. Post Office Format. For international addresses, type the name of the country in all-capital letters on the last line. The inside address begins one line below the date. It should be left justified, no matter which format you are using.

Use the same name as the inside address, including the personal title. If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (for example: Dear Lucy:). In all other cases, however, use the personal title and last/family name followed by a colon. Leave one line blank after the salutation.

If you don't know a reader's gender, use a nonsexist salutation, such as their job title followed by the receiver's name. It is also acceptable to use the full name in a salutation if you cannot determine gender. For example, you might write Dear Chris Harmon: if you were unsure of Chris's gender.

For block and modified block formats, single space and left justify each paragraph within the body of the letter. Leave a blank line between each paragraph. When writing a business letter, be careful to remember that conciseness is very important. In the first paragraph, consider a friendly opening and then a statement of the main point. The next paragraph should begin justifying the importance of the main point. In the next few paragraphs, continue justification with background information and supporting details. The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.

The closing begins at the same vertical point as your date and one line after the last body paragraph. Capitalize the first word only (for example: Thank you) and leave four lines between the closing and the sender's name for a signature. If a colon follows the salutation, a comma should follow the closing; otherwise, there is no punctuation after the closing.

If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures below the closing. As an option, you may list the name of each document you are including in the envelope. For instance, if you have included many documents and need to ensure that the recipient is aware of each document, it may be a good idea to list the names.

Typist initials

Typist initials are used to indicate the person who typed the letter. If you typed the letter yourself, omit the typist initials.

A Note About Format and Font

Block Format

When writing business letters, you must pay special attention to the format and font used. The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs.

Modified Block

Another widely utilized format is known as modified block format. In this type, the body of the letter and the sender's and recipient's addresses are left justified and single-spaced. However, for the date and closing, tab to the center point and begin to type.

The final, and least used, style is semi-block. It is much like the modified block style except that each paragraph is indented instead of left justified.

Keep in mind that different organizations have different format requirements for their professional communication. While the examples provided by the OWL contain common elements for the basic business letter (genre expectations), the format of your business letter may need to be flexible to reflect variables like letterheads and templates. Our examples are merely guides.

If your computer is equipped with Microsoft Office 2000, the Letter Wizard can be used to take much of the guesswork out of formatting business letters. To access the Letter Wizard, click on the Tools menu and then choose Letter Wizard. The Wizard will present the three styles mentioned here and input the date, sender address and recipient address into the selected format. Letter Wizard should only be used if you have a basic understanding of how to write a business letter. Its templates are not applicable in every setting. Therefore, you should consult a business writing handbook if you have any questions or doubt the accuracy of the Letter Wizard.

Another important factor in the readability of a letter is the font. The generally accepted font is Times New Roman, size 12, although other fonts such as Arial may be used. When choosing a font, always consider your audience. If you are writing to a conservative company, you may want to use Times New Roman. However, if you are writing to a more liberal company, you have a little more freedom when choosing fonts.

Punctuation

Punctuation after the salutation and closing - use a colon (:) after the salutation (never a comma) and a comma (,) after the closing. In some circumstances, you may also use a less common format, known as open punctuation. For this style, punctuation is excluded after the salutation and the closing.

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• Cover Letters

Block Format Style Cover Letter Template

What is Block Format?

How to use a letter template, block format cover letter template.

• Modified Block Format

Semi-Block Format

One additional alternative, how to send an email cover letter, more cover letter examples.

Block format is the most common format for a professional business letter. It’s the easiest format to use and simplest to set up in your word processing program. The block format is perfect for a cover letter created to accompany a resume as part of a job application. Keep reading to learn more about block format cover letters and review examples and templates.

In block format, everything including your contact information, the date, the employer’s contact information, the body of the letter, and the greeting and closing, is all left-justified. It gives a clean and professional look to your letter.

In block format, the letter is single-spaced, with the exception of a space between each paragraph (as well as a space above and below the date, and above and below the salutation and signature).

A letter template  is a great starting point for your own cover letter. You can use a template to decide the best way to  format your letter  so that it looks polished and professional. You can also use a template to decide what information to put in each paragraph of your letter.

However, a template is only a jumping-off point. You can, and should, make any changes to the template that you want. Remove anything from the template to fit your personal circumstances. For example, if you don’t know the name of the recipient, you do not have to include a salutation.

You can also change the style and format of the cover letter template. For example, if the letter is in Arial font, and you want your letter to be in Times New Roman, just change the font.

Make sure that your letter includes information specific to you and is organized in a way that highlights your skills and qualifications. Finally, be sure to proofread your letter before submitting it thoroughly.

Your Name Your Address Your City, State Zip Code Your Phone Number Your Email 

Name ( If you don't have contact information for the employer, start your letter directly after your contact information ) Title Organization Address City, State Zip Code 

Dear Mr./Ms. Last Name (or other  salutation ):

First Paragraph: Why You Are Writing.  Remember to include the name of a mutual contact, if you know someone at the organization. Mention the job you are interested in and where you heard about the position. State that you think you’re an ideal candidate for the job. Be clear and concise. 

Middle Paragraphs:   What You Have to Offer.  Convince the reader that he or she should grant the interview or appointment you requested in the first paragraph. Make connections between your abilities and their organization’s needs. Use specific examples from past work experiences to prove your skills and qualifications.

Final Paragraph: How You Will Follow Up.  It is your responsibility to  follow up  if feasible. State that you will do so and provide the professional courtesy of indicating when (one week's time is typical).

Your Signature  (hard copy letter)

Your Typed Name

Modified Block Format 

In addition to regular block format, there are similar, but somewhat different options you can also use for resume cover letters, such as modified block and semi-block format. With the modified block format, your name, address, and the date are on the top right, and the closing and your signature are on the bottom right. The employer's contact information (and the remainder of the letter) is left justified. 

To get the information such as your name, address, date, closing, and signature on the right side of the page, begin writing at the center of the page. It’s a slightly more informal format for a letter and is a format you can use with someone with whom you are at least somewhat familiar.

A third option is a semi-block format. Like the modified block format, your name, contact information, and the date are on the top right, and the sign-off and signature are also on the right. However, there is also an indentation at the start of each paragraph. It’s the most informal letter format.

If you are submitting a traditional resume on bond paper to an employer, you can enhance your presentation by using the same header (with your contact information) that you’ve used for your resume – even if this header is centered on the page (which many are). Simply copy-and-paste the header to your new cover document, then use the block format (left-justified) for the rest of your letter.

Make sure that you use the same font for your cover letter as you’ve used for your resume. This should be a conservative, easily readable font such as Times New Roman, Arial, Courier, or Verdana.

This presentation style works well if you are delivering your cover letter and resume through snail mail, in person, or as Word documents attached to an email.

Applying for a job by way of email means you’ll also send your  cover letter via email . Be sure to list your name and the job title in the  subject line  of the email message. Include your contact information in your email signature, and don't list the employer contact information.

Start your email message with the  salutation  and follow the block format for the rest of the message. For more tips, review:  How to Apply for Jobs via Email .

Review  sample cover letters  for a variety of scenarios including a follow-up letter, inquiry letters, job/industry-specific sample cover letters, cold contact, and referral letter samples.

16+ Examples of Indented letter Format, Writing Tips, Email Ideas

• Letter Format
• March 11, 2024
• Application Letters , Business Letters , Cover Letters , Job Letters

Indented Letter Format: Indented letter format is a style of writing a letter where the first line of each paragraph is indented . This format is widely used in formal business letters , academic letters, and other professional correspondence . The indented letter format is known for its clean and organized look, making it easy to read and understand .

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The indented letter format has been used for many years and is still popular today. One of the reasons for its popularity is that it is a formal way of writing a letter, which is necessary in many professional settings. The format is also easy to follow and understand, which is important in situations where clarity is essential .

Especially in formal or business communication . This format is characterized by a specific arrangement of the text, where the first line of each paragraph is indented. It is also known as the modified block style .

The indented letter format is a popular way to structure business letters, as it provides a clean and professional look to the document. This format is often preferred by employers, as it makes the letter look more organized and easier to read.

The indented letter format consists of the following elements:

• Sender’s Information: This includes the sender’s name, address, phone number, and email address. This information is typically placed at the top left corner of the letter.
• Date: The date is usually placed one or two lines below the sender’s information.
• Recipient’s Information: This includes the recipient’s name, title, company name, and address. The recipient’s information is placed on the left side of the page, one line below the date.
• Salutation: The salutation is the greeting used to address the recipient. It is usually placed two lines below the recipient’s information, on the left-hand side of the page. The salutation is followed by a colon.
• Body: The body of the Application letter is where the message is written. In the indented letter format, each paragraph is indented, usually by 0.5 inches. The first line of each paragraph is not indented.
• Closing: The closing is the ending of the letter, and it is usually placed two lines below the last paragraph. Common closings include “Sincerely,” “Best regards,” and “Yours truly.” The closing is followed by a comma.
• Signature: The signature is the sender’s name, written in ink, followed by their typed name.

The indented letter format is a versatile style of letter writing that can be used for a variety of purposes. It is commonly used for formal correspondence, such as job applications, cover letters , and business letters . The format provides a professional and organized appearance, making it an ideal choice for these types of documents.

In an indented letter, each paragraph begins with an indentation of about five spaces or half an inch from the left margin. This creates a clear visual separation between paragraphs, making it easier to distinguish the different ideas being presented. Additionally, the indentation gives the letter a clean and polished look, which is important in professional correspondence.

Indented Letter Format – Sample Format

Content in this article

An indented letter format is a traditional style where the paragraphs are indented, and there’s no need for additional spaces between paragraphs. Here’s a sample indented letter format:

[Your Name] [Your Address] [City, State, Zip Code] [Email Address] [Phone Number] [Date]

[Recipient’s Name] [Recipient’s Title/Position] [Company/Organization Name] [Company/Organization Address] [City, State, Zip Code]

Dear [Recipient’s Name],

I hope this letter finds you well. I am writing to inform you about [explain the purpose of your letter concisely].

[Start the body of your letter here. Indent each paragraph.]

Please let me know if you require any further information. I am available at [Your Phone Number] or via email at [Your Email Address].

Thank you for your attention to this matter.

[Your Name]

This format follows a standard business letter structure with an indented style for paragraphs. Adjust the content and details according to your specific needs and the purpose of your letter.

Indented Letter Format – Example

Here is an example of an indented letter format:

Your Name Your Address City, State, ZIP Code Email Address Phone Number [Date]

Recipient’s Name Recipient’s Title/Position Company Name Company Address City, State, ZIP Code

I hope this letter finds you well. I am writing to express my appreciation for the excellent service I received during my recent visit to your establishment. The professionalism and courtesy displayed by your staff made my experience truly enjoyable.

I would like to particularly commend [Staff Name] for their exceptional assistance. Their knowledge and willingness to go the extra mile did not go unnoticed. It is individuals like [Staff Name] who contribute significantly to a positive customer experience.

Please convey my gratitude to [Staff Name] and the entire team. I look forward to continuing my patronage with [Company Name] and will gladly recommend your services to friends and family.

Thank you once again for your commitment to customer satisfaction.

Sincerely, Your Name

Indented letter format for Formal Business Letter

Here’s an Indented letter format for Formal Business Letter:

Your Name Your Title (if applicable) Your Company Name Your Address City, State, ZIP Code Email Address Phone Number Date

Recipient’s Name Recipient’s Title (if applicable) Company Name Address City, State, ZIP Code

Dear Mr./Ms. Last Name,

Opening paragraph: Introduce yourself and the purpose of the letter. Clearly state the reason for writing and any relevant details.

Middle paragraphs: Provide additional information, details, or context. Break down complex information into easily digestible paragraphs. Use this section to support your main points or elaborate on specific details.

Closing paragraph: Summarize the key points, express gratitude if applicable, and provide any necessary follow-up information. Politely request any required action or response.

Complimentary closing, Your Full Name Your Title (if applicable) Your Company Name

Enclosure (if applicable, for additional documents)

Indented Letter Format for Formal Business Letter

Indented letter format for Personal Letter

Here’s a Personal letter for Indented Letter Format:

Your Name Your Street Address City, State, ZIP Code Email Address Phone Number Date

Recipient’s Name Recipient’s Street Address City, State, ZIP Code

Opening paragraph: Begin with a warm greeting and a friendly introduction. Share any updates about your life or express genuine sentiments.

Middle paragraphs: Share personal anecdotes, stories, or thoughts. This section is an opportunity to connect on a personal level. Discuss common interests, ask about the recipient’s well-being, and share any relevant news.

Closing paragraph: Summarize the main points of your letter. Express your feelings, wishes, or any additional information you’d like to convey. End on a positive note.

Closing salutation, Your Full Name

Indented Letter Format for Personal Letter

Indented letter format – Template

Here’s a template for an indented letter format:

[Your Name] [Your Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date]

[Recipient’s Name] [Recipient’s Title/Position] [Company Name] [Company Address] [City, State, ZIP Code]

[Opening paragraph: Greeting and introduction]

[Body paragraphs: Provide details, explanations, or discuss the main content of the letter. Each new point or idea begins a new paragraph with an indentation.]

[Closing paragraph: Conclude the letter with any necessary follow-up steps, expressions of gratitude, or other closing remarks.]

Feel free to adjust the template according to your specific needs and the purpose of your letter. This template maintains an indented format, with each new paragraph beginning with a slight indentation.

Indented Letter Format – Template

Indented letter format for college admission

Here’s an indented letter format for a college admission application:

[Your Full Name] [Your Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date]

[College Admissions Office] [College Name] [College Address] [City, State, ZIP Code]

Dear College Admissions Committee,

I hope this letter finds you well. I am writing to express my strong interest in applying for admission to [College Name] for the [Specific Program/Department] starting in [Intended Semester and Year].

[Opening paragraph: Briefly introduce yourself, mention the specific program you are applying to, and express your enthusiasm for joining the college.]

[Body paragraphs: Provide details about your academic achievements, extracurricular activities, and any relevant experiences. Explain why you believe the program at [College Name] is the ideal fit for your academic and career goals. Each new point or idea begins a new paragraph with an indentation.]

[Closing paragraph: Express gratitude for considering your application, mention any additional materials included, and reiterate your enthusiasm for becoming a part of the college community.]

Thank you for considering my application. I have enclosed my [resume/transcript/recommendation letters, etc.] for your review. I look forward to the opportunity to contribute to and learn from the vibrant academic environment at [College Name].

[Your Full Name] [Your High School or Current College Name, if applicable]

Feel free to adjust the template based on your specific situation, and ensure that you follow any guidelines or requirements provided by the college for the admission application.

Indented Letter Format for College Admission

Indented letter format for resignation

Here’s an indented letter format for a resignation:

[Recipient’s Name] [Recipient’s Position/Supervisor’s Name] [Company Name] [Company Address] [City, State, ZIP Code]

I hope this letter finds you well. After careful consideration, I have made the difficult decision to resign from my position as [Your Position] at [Company Name], effective [Last Working Day, typically two weeks from the date of the letter].

[Opening paragraph: Express gratitude for the opportunities and experiences gained during your time at the company.]

[Body paragraphs: Provide brief reasons for your resignation and highlight positive aspects of your time with the company. Each new point or idea begins a new paragraph with an indentation.]

[Closing paragraph: Offer assistance with the transition, express appreciation for the support received, and mention your commitment to completing pending tasks before your departure.]

I appreciate the support and opportunities for professional growth that I have received at [Company Name]. I have enjoyed working with the dedicated team here, and I am grateful for the valuable experiences gained.

Thank you for your understanding, and I am happy to assist in the transition process during my notice period. I look forward to maintaining positive connections with the team and wish [Company Name] continued success in the future.

[Your Full Name]

Feel free to customize this template based on your specific situation and company policies. Always remember to follow any notice period requirements and professional etiquette during the resignation process.

Indented letter for a leave of absence request

Here’s an indented letter format for a leave of absence request:

[Your Full Name] [Your Position/Department] [Company Name] [Company Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date]

[Supervisor’s Name] [Supervisor’s Position] [Company Name] [Company Address] [City, State, ZIP Code]

Dear [Supervisor’s Name],

I trust this letter finds you well. I am writing to formally request a leave of absence from my position as [Your Position] in [Department] at [Company Name]. I would like to request a leave starting from [Start Date] to [End Date] due to [reason for leave].

[Opening paragraph: Briefly introduce your request and provide the dates for your proposed leave.]

[Body paragraphs: Explain the reason for your leave, mention any steps you have taken to ensure a smooth workflow during your absence, and express your commitment to completing pending tasks before your departure. Each new point or idea begins a new paragraph with an indentation.]

[Closing paragraph: Express gratitude for considering your request, mention any attached supporting documents, and assure your supervisor of your commitment to a seamless transition.]

I have attached [any supporting documents, if applicable] to this letter for your reference. I understand the importance of my responsibilities, and I am committed to ensuring a smooth transition during my absence. I will make every effort to complete any pending tasks before my departure.

Thank you for considering my request. I appreciate your understanding and support in this matter.

Feel free to adapt this template based on your specific situation and company policies. Ensure that you follow any procedures outlined by your company for requesting a leave of absence.

Indented Letter for a Leave of Absence Request

Email format about Indented letter format

Here’s an Email Format of Indented Letter Format:

Subject: Indented Letter Format

Dear [Recipient],

I am writing this letter to inform you about the indented letter format, which is a common business letter writing style used by professionals in different industries.

The indented letter format is also known as the semi-block format, where the first line of each paragraph is indented. This format is commonly used for formal letters, such as business letters, cover letters, and professional correspondences.

Here is an example of the indented letter format:

[Your Name] [Your Address] [City, State ZIP Code] [Date]

[Recipient’s Name] [Recipient’s Address] [City, State ZIP Code]

[First Paragraph]

[Second Paragraph]

[Third Paragraph]

[Sincerely],

In the indented letter format, the sender’s address, date, and recipient’s address are aligned to the left margin. The salutation and paragraphs are aligned to the right of the date and recipient’s address. The closing and the sender’s signature are aligned to the right margin.

I hope this information helps you understand the indented letter format. If you have any further questions, please do not hesitate to contact me.

Thank you for your time and consideration.

Email Format About Indented Letter Format

Indented letter format for Job Application Letter

Here’s an Indented letter format for Job Application Letter

[Your Name] [Your Address] [City, State ZIP Code] [Email Address] [Phone Number] [Date]

[Employer’s Name] [Company Name] [Company Address] [City, State ZIP Code]

Dear [Employer’s Name],

I am writing to express my interest in the [Job Title] position advertised on your company’s website. With a strong background in [relevant skills or experience], I am confident in my ability to contribute to your team and help achieve [company’s goals or objectives].

In my previous role at [Previous Company], I successfully [mention an achievement or responsibility that relates to the new job]. This experience has equipped me with the skills necessary for the [Job Title] position at [Company Name]. I am particularly drawn to your company’s commitment to [mention a specific aspect of the company, such as innovation, sustainability, etc.].

I am impressed by [Company Name]’s reputation for [mention any positive aspect of the company, such as a commitment to excellence, a positive work culture, etc.]. I am eager to bring my skills and enthusiasm to your team and contribute to the continued success of [Company Name].

Enclosed is my resume, which provides further details about my professional background. I would welcome the opportunity to discuss how my skills and experiences align with the needs of your organization. I am available for an interview at your earliest convenience and can be reached at [your phone number] or [your email address].

Thank you for considering my application. I look forward to the possibility of discussing how I can contribute to the success of [Company Name].

Indented Letter Format for Job Application Letter

Indented letter format for Cover Letter

Here’s an Indented Letter Format for Cover Letter:

I am writing to express my interest in the [Job Title] position at [Company Name], as advertised on [where you found the job posting]. With a strong background in [relevant skills or experience], I am excited about the opportunity to contribute my skills and dedication to your team.

In my previous role at [Previous Company], I successfully [mention an achievement or responsibility that relates to the new job]. This experience has honed my abilities in [specific skills relevant to the job], and I am confident that my background aligns well with the requirements of the [Job Title] position at [Company Name].

I am particularly drawn to [Company Name] because of its [mention a specific aspect of the company, such as its commitment to innovation, positive work culture, etc.]. I am impressed by the company’s reputation for [highlight any positive aspects of the company]. I am eager to bring my passion for [specific industry or field] and my track record of [mention any relevant achievements or contributions] to your esteemed organization.

Enclosed is my resume, which provides additional details about my professional background. I am enthusiastic about the opportunity to further discuss how my skills and experiences make me a strong fit for the [Job Title] position. I am available for an interview at your earliest convenience and can be reached at [your phone number] or [your email address].

Thank you for considering my application. I look forward to the possibility of contributing to the success of [Company Name].

Indented Letter Format for Cover Letter

FAQS About Examples of Indented letter Format, Writing Tips, Email Ideas

What is an indented letter format, and when is it commonly used.

An indented letter format is a traditional style where the paragraphs are indented at the beginning. It is commonly used in formal letters, business communication, and certain types of professional correspondence.

How do I create an indented letter format in an email?

In email, use the tab key to create an indentation at the beginning of each paragraph. Alternatively, you can format your email using a professional email template that includes proper indentation.

What are some writing tips for crafting an effective indented letter?

1. Start with a clear and concise introduction. 2. Use indents to separate paragraphs. 3. Be specific and focused in each paragraph. 4. Maintain a professional and polite tone throughout. 5. Conclude the letter with a strong closing.

Are there specific occasions when an indented letter format is preferred?

An indented format is often preferred in formal business letters, cover letters, job applications, and letters to academic institutions. It provides a clean and professional appearance.

How can I make my indented letter stand out and be more engaging?

1. Use a conversational yet professional tone. 2. Include relevant details and examples. 3. Keep paragraphs focused on specific points. 4. Use bullet points or numbered lists for clarity. 5. Proofread and edit for clarity and coherence.

The indented letter format is an effective way to structure business letters. Its clean and professional look makes it a popular choice for formal correspondence . By following the basic elements of the format, you can create a well-organized and effective letter that will leave a positive impression on the recipient .

The indented letter format is a professional and organized way of writing a letter. It provides a clear visual separation between paragraphs, making it easy to follow the different ideas being presented. Additionally, it is a universal format that can be used in different settings, making it a versatile format that can be used for different purposes . When using the indented letter format, it is important to follow the guidelines to ensure that the letter looks professional and is easy to read .

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Indented or Semi-Block Business Letter

Dixie would like to bring to your attention an indented (semi-block) business letter.

Can You Name All Business Letter Layouts?

In the above example you can see the last business letter layout out of the three possible ones. (Do you remember the other two? Dixie is really sure you do, but you still can find them in the links below just in case).

Dixie does not like repeating the same information on different pages too much, so she would like to remind you on this page that she has two other examples which in her opinion contain all the information on formatting business letters you need. You will find links to them below.

Indented Letter

The indented/semi-block style of business letters is very similar to the modified block and Dixie would suggest you follow the link above if you haven't been to her page about modified block business letter yet. The only difference between the two is that the semi-block letter's paragraphs are indented one tab stop. Another page Dixie highly recommends to the first-time visitors of her site is full block business letter where she describes the major parts of a business letter.

Is the Indented Layout Outdated?

The indented layout of business letters is what people are most used to because this is how letters were written before PCs which really has been a long time, come to think of it.

In a lot of countries indenting paragraphs in a business letter is still a must, and Dixie would like to remind you again that on this website she mostly focuses on the US ways. And in the US the indented letter does look a little outdated.

On the other hand, a lot of companies still use it even in the US. Well, there are three layouts to choose from. And if you justify to yourself using this one, go for it.

An Example with a Letterhead at Last!

You probably have noticed that Dixie used the return/sender's address in her previous two examples of formatting business letters. She did it to show you proper format for the business letters written by individuals.

However, business to business letters are much more common, so on this page she decided to use a letterhead in the business letter example.

If you don't remember very well where you should put the return address in the rare case of not using a letterhead, just follow the links to the full block or modified block business letter layouts where Dixie explains in detail the position of the return address and shows you the examples.

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Semi Block Format Letter Template

When you are looking for formal and more informal business letter formats, you must have come across the 'Fully block format' and 'Modified Block format'. Those are the easiest formats to use and simplest to set up in your word processing program, such as MS Word. However, there is a third type that is sometimes used, for example when you send in a job application, the Semi-Block Letter format.

What is Semi-Block Format?

The least commonly used letter style is the Semi-Block format . It is like the modified block style except that each paragraph is indented instead of left-justified. Semi-block letters are like 'Modified block letters', with the exception the paragraphs are indented. Modified semi-block business letters are considered a little less formal than full block letters. 

Keep in mind that different organizations have different format requirements for their professional communication. While the examples provided contain common elements for the basic business letter (genre expectations), the format of your business letter may need to be flexible to reflect variables like letterheads and templates. Our examples are merely guiding.

If the format matters a lot to the recipient, for example in the Financial or Legal work field, consider consulting a local business writing handbook or do a query on a search engine on the internet, to find more details about the common best practices. if you have any questions or doubt the accuracy of this document for your situation.

Write convincing content

However, the format is very important. The content of a professional letter is even a more critical component of making an impact and of doing a successful business. They introduce your capabilities and expertise and need to do this in a convincing way. Clients or Project owners will often firstly receive your letter or email communication before they decide to set up a meeting. It is essential that your letter reflects your experience and skills as they relate to the question or situation that they (help to) solve. 

What general writing tips to consider for business letters?

• The first rule of writing is to know your audience, therefore research the company, their situation.
• Ideally on one-page (3-4 paragraphs), 12 pt. font, 2.54cm (1"- .5”) borders.
• Focus on the needs of the company instead of your own needs and wants.
• Your letter needs to contain the right facts, reasons, and examples to support your position.
• Use specific examples and show you are well informed.
• Do not simply restate your brochure or enclosures – expand on it.
• Elaborate on the most important requirements of the business or project.
• Always write in a professional, formal, and passionate manner – no slang or abbreviations.
• Print your cover letter on the same paper as your resume.
• Be sure to have someone proofread your cover letter before sending it.
• Use the same heading as your document, for example, your resume, including your contact information.
• You may use a similar business letter for multiple projects or for sales purposes, however, you must be sure you modify all the necessary variables and do not leave wrong references. 
• Address business letters to a specific person rather than a department or a generic title. Be sure to spell the name(s) correctly, and with the right gender of the person.

Download this Semi-Block Letter format guidelines now for your reference, and learn how to write a professional business letter, what other business formats are out there, such as Full Block  and  Modified Block Format , and how to format them the right way for the right occasion.

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Formal letter samples and templates

Modified semi-block format.

• Formal letter format

In a modified semi-block format letter, all text is aligned to the left side of the paper.

Exception is being made only on the following:

– sender’s address,

– date

– closing line

In this letter format, all paragraphs are indented, and the author’s address, date, and closing are usually indented in same position. Have a look at the picture provided below.

Block Letter

Whether you’re applying for a job, sending a business letter, or writing a cover letter, the way you present your message is just as important as the message itself. That’s why it’s crucial to pay attention to the format of your writing. One popular format that can help you achieve a professional and polished look is Block Letter Format.

What is Block Letter?

A block letter refers to a style of writing or formatting used in formal business correspondence. In this format, all text is aligned to the left margin, creating a “block” of text that’s easy to read. Block letter format typically includes single-spaced lines with a double space between paragraphs, and it does not indent paragraphs. This style is widely used because it presents a neat, organized appearance, making it a standard for professional communications. It includes elements such as the sender’s address, date, recipient’s address, salutation, body of the letter, closing, and the sender’s signature

Block Letter Format

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[Your Address] [City, State, Zip Code] [Email Address] [Phone Number] [Date]   [Recipient’s Name] [Recipient’s Title] [Company’s Name] [Company’s Address] [City, State, Zip Code]   Dear [Recipient’s Name]:   [Body of the Letter]   Sincerely, [Your Signature (if sending a hard copy)] [Your Typed Name]   Enclosure(s): [List of enclosed documents, if any]

Types of Block Letter

Full Block Style

The Full Block Style is the most formal and commonly used format in business and official correspondence. In this layout, every element of the letter, including the sender’s address, date, recipient’s address, salutation, body, closing, and signature, aligns to the left margin. There are no indented lines, creating a uniform and clean appearance. This style emphasizes professionalism and simplicity, making it a popular choice for formal communications.

Modified Block Style

The Modified Block Style offers a blend of formality and modern design. It distinguishes itself from the full block style by positioning the sender’s address, date, complimentary close, and signature towards the center or right side of the page, while the rest of the content aligns to the left. This style maintains a professional look while introducing an element of visual interest, making it suitable for business letters that seek a balance between tradition and contemporary aesthetics.

Semi-Block Style

The Semi-Block Style, also known as the Indented Style, combines elements of the full block and modified block styles with a traditional twist. While it aligns the sender’s address, date, and closing to the right, similar to the modified block style, each paragraph in the letter’s body starts with an indentation. This format adds a degree of formality and structure to the document, making it appropriate for business letters that require a more traditional approach while still adhering to professional standards.

How to write in Block Letter Format

Effective communication is a key aspect of professional relationships, whether in the workplace or beyond. By following these simple steps, you can create a professional and effective letter using the Block Letter Format.

• Choose a Clear and Concise Font : Choose a clear and easy-to-read font, such as Arial or Times New Roman, with a font size of 12 points.
• Align Text to the Left Margin: Align all text to the left margin, without using any indentation for each paragraph.
• Use Single Spacing between Lines and Double Spacing between Paragraphs: Use single spacing between lines and double spacing between paragraphs to ensure the letter is easy to read.
• Include Your Contact Information: At the top of the letter, include your contact information, such as your name, address, phone number, and email, aligned to the right margin.
• Add the Date: Skip one line and include the date.
• Include the Recipient’s Contact Information: Skip another line and add the recipient’s contact information, including their name, title, organization, and address, aligned to the left margin.
• Start with a Formal Salutation: Start the letter with a formal salutation, such as “Dear [Recipient’s Name],”.
• Use Clear and Concise Language in the Body of the Letter: In the body of the letter, use clear and concise language to convey your message. Break up the text into short paragraphs to make it easy to read.
• End with a Formal Closing: End the letter with a formal closing, such as “Sincerely” or “Best regards,” followed by your name and signature.

Difference between Formal Letter & Block Letter

This section delves into the nuances distinguishing formal letter from block letters, emphasizing their respective uses, structural differences, and formatting norms. Through a detailed comparative table, we aim to provide a clear understanding of how formal letters vary from the block letter format, catering to different communication needs.

9+ Block Letter examples

1. business letter block format.

2. Thank You Letter Block Format

3. Fellowship Block Letter Format

4. Cover Letter Format Block Style

5. Employability Letter Block Format

6. Volunteer Application Block Letter Format

7. Semi Block Letter Format

8. Sample Letter in Block Style Format

9. Full Block Style Letter Format

10. Standard Block Letter Format

11. Indented Block Letter Format

12. Block Letter Assignment Format

13. Modified Block Format Letter

14. Formal Block Letter Format

15. Final Reflection Block Style Letter

16. Simple Block Letter Format

17. Scholarship Committee Block Letter Format

18. Basketball Coach Block Format Letter

19. Company Block Letter Format

20. Assistant Professor Block Letter Format

Uses of Block Letters in Professional Settings

Block letters, characterized by their clear and legible form, play a crucial role in various professional settings. This standardized writing style ensures that communication is straightforward and universally understandable, making it ideal for a wide range of applications. Here are some key uses of block letters in professional environments:

• Business Correspondence: In business letters, memos, and emails, block letters contribute to the clarity and formality of the communication. They are particularly useful in ensuring that important information is easily readable, reducing the chance of misinterpretation.
• Signage and Wayfinding: Block letters are extensively used in signage due to their high legibility at a distance. This includes office directories, safety signs, and informational signage, helping individuals navigate spaces efficiently and safely.
• Legal Documents: The use of block letters in legal documents such as contracts, agreements, and official forms minimizes ambiguity. This clarity is essential in legal contexts, where precise language and readability are paramount.
• Branding and Logo Design: In branding, block letters offer a clean, impactful aesthetic. They are often used in logos, business cards, and marketing materials to convey strength, reliability, and professionalism.
• Technical Manuals and Reports: Technical documentation, such as manuals, reports, and specifications, benefits from the use of block letters. This style facilitates the comprehension of complex information, making it accessible to a broader audience.
• Labeling and Packaging: Product labels and packaging often employ block letters to ensure that essential information, such as ingredients, usage instructions, and safety warnings, is easily legible.
• Online Content Creation: For digital content, including websites, blogs, and social media posts, block letters enhance readability on various devices. This is crucial for engaging readers and conveying messages effectively in the digital age.
• Educational Materials: In educational settings, block letters are used in textbooks, study guides, and visual aids to support learning. Their clarity helps students of all ages focus on the content without the distraction of deciphering handwriting.
• Professional Presentations: Block letters are favored in PowerPoint presentations and informational handouts to ensure key points are readable, even from a distance. This enhances communication effectiveness in meetings, conferences, and workshops.
• Record Keeping and Filing Systems: In administrative tasks, block letters improve the organization and retrieval of documents. This is especially useful in filing systems, where clear labeling helps in maintaining efficient records management.

How to Do Block Letters for Kids

Teaching kids to write block letters involves starting with simple shapes, like squares and circles, to form letters. Use lined paper for guidance, showing them how to construct letters piece by piece. Practice regularly with large, clear examples and encourage creativity.

How to Do the Letter A in Block Letters

To draw the letter ‘A’ in block letters, start with two diagonal lines that meet at a point at the top. Add a horizontal line across the middle to complete the structure. Ensure the lines are straight and of equal thickness for uniformity.

What Is Block Letter Layout?

The block letter layout is a writing format where all text is aligned to the left margin, creating a clean and uniform appearance. This layout includes single spaces between lines and a double space between paragraphs, commonly used in formal business correspondence.

Why is Block Letter Format used?

Block Letter Format is used because it is clear and easy to read, and it gives a professional appearance to business letters.

Is Block Letter Format the only format for business letters?

No, there are other formats for business letters, such as Modified Block Format and Semi-Block Format. However, Block Letter Format is the most commonly used format.

Are there any variations to the Block Letter Format?

Yes, there can be slight variations to the Block Letter Format depending on the specific requirements of the letter or the preferences of the writer. However, the basic elements  of the format, such as the alignment and spacing, should remain consistent from the title page , introduction paragraph , and down to the conclusion paragraph .

In conclusion , Block Letter Format is a widely used format for business letters that gives a professional and polished appearance to the letter . By following the steps outlined in this format, writers can ensure that their letters are easy to read and convey a clear and concise message. Whether for job applications , introductions , or recommendations, Block Letter Format is a reliable and effective choice for formal business letter correspondence.

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