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Letter Formats

Parts of a Business Letter Prepared by: Rima Dabdoub Bethlehem University Maher ARAFAT An-Najah National University. Letter Formats. The most popular formats are block, modified block, and simplified. Header & Footer. Return Address.

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Letter Formats

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  1. Parts of a Business LetterPrepared by:RimaDabdoubBethlehem UniversityMaher ARAFATAn-Najah National University

  2. Letter Formats • The most popular formats are block, modified block, and simplified

  3. Header & Footer

  4. Return Address • Your return address is printed on the letterhead. Line 13 from top of page • Letterhead (the usual heading) shows the organization’s name, full address, telephone number, and e-mail address, also the name of an individual within the organization

  5. Dateline • Dateline might be in different format; depending on the country and firm’s writing style and preferences. • June 21,2007 • 6/7/2009 • Sunday, June 07, 2009 • الأحد، 14 جمادى الثانية، 1430

  6. Inside address • The mailing address, complete with the title of the person being addressed, makes up the inside address • Include titles such as Dr., Ms., Mr., Mrs. • The person’s organizational title, such as Director may be included on the first line

  7. Attention line • The attention line is placed a double space after the inside address and a double space before the salutation • Some executives address the letter to the company in the inside address and then use an attention line to direct the letter to a specific officer or department Attention: Dr. Maher Natsheh, Vice President

  8. Salutation Dear Maher, (writer/reader know each other well) Dear Mr. Natsheh: (appropriate in most cases)

  9. Subject line • Tells what the letter is about • It identifies specific/helpful material: date of previous correspondence invoice number order number Subject: Your June 2nd inquiry about… Re: Please refer to invoice A-340

  10. Body • Abstract: a one or two statements highlighting the topic of the letter. • Body: one or more paragraphs explaining the topic statements. • Conclusion: usually one paragraph emphasizing the main ideas.

  11. Second Page Heading Dr. Maher Natshed 2 June21, 2007 Or Dr. Maher Natsheh (name of addressee) June 21, 2007 Page 2

  12. Closing • Sincerely,

  13. Signature Block • Printed signature appears on the fourth line below the closing • A short name and title may appear on the same line, separated by a comma • The writer’s signature appears in the space between the closing and the printed signature • The firm name in capitals and blocked may appear on the second line below the closing phrase

  14. Information Notations • In the lower left corner of the letter appears the abbreviated notations for enclosures (Enc., Encl)

  15. Initials • Initials of the writer and the typist NA:sm

  16. CC (Carbon Copy) • Copies for other readers • cc: RaedQadi, • copy to Nader Awad

  17. Postscripts • Referred to as PS • Include ideas not mentioned within the letter.

  18. Body • For block formats, single space and left justify each paragraph within the body of the letter. Leave a blank line between each paragraph. • In the first paragraph, consider a friendly opening and then a statement of the main point. (Purpose of letter and previous reference).

  19. Body (contd.) • 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. (Discussion)

  20. Body (contd.) • The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action. (Request or summary) • Personal comments

  21. Thank you for your attention

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