Block Format Business Letter



Block Format Business Letter

General Format: The entire letter should be flush left. No indentation needed.

Heading: The heading provides the sender’s address. It includes the street address, city, state, and zip code. The heading also includes the date (month, day, and year). The heading does not include the sender’s name.

Inside address: Leave four blank lines between the heading and the inside address. The inside address provides the name and address of the person to whom the letter is written.

Salutation: Leave two blank lines between the inside address and the salutation. The salutation, or greeting, should say, “Dear ___________:” Be sure to follow the greeting with a colon.

Body paragraphs: Leave two blank lines between the salutation and the first body paragraph. The body paragraphs should be single-spaced with a single blank space between paragraphs. The body paragraphs should include an introductory statement (who you are and why you are writing), description of the events (what happened, but in greater detail…provide supporting details and explanations), and a conclusion with a statement of your desires (what do you want to have happen including any necessary time-frame).

Closing: Leave two blank lines between the last body paragraph and the closing. Use one of the following: Sincerely, Yours truly, or Yours sincerely followed by a comma. Capitalize only the first word.

Signature: Leave four blank lines between the closing and your typed signature. This will allow space for your handwritten signature.

East Coast Satellite Company

525 Driver St.

Taylorsville, MI 48999

April 27, 2003

Samuel Halstead

526 Brent Rd.

Hartsburg, MI 19999

Dear Mr. Halstead:

We want to thank you for taking the time to call us on April 21. We know that it is not easy to find the time in a busy day to make this kind of call, and we are sorry for the inconvenience. Your satisfaction is important to us.

Regarding the poor quality of reception you reported through your satellite system on April 20, we did face certain technical problems that day which led to poor reception for some subscribers. We want you to know that we worked hard to restore quality service quickly, and we hope you will trust us to continue providing quality service in the future.

We want you to think of our company as the best choice for the best television, and as a result of the short period of interference, we are including two coupons with this letter for free Pay-Per-View movies. We hope these coupons will help to make up for the inconvenience you faced.

Again, we thank you for sharing your concerns, and we look forward to having you as a satisfied customer for years to come. Please let us know if we can be of further assistance in the matter.

Sincerely,

Roy Boding

Customer Service Representative

East Coast Satellite Company

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