Modified Block Letter Format
Modified block letters are the second most common letters used by business today. The difference here is that indents are used for specific parts of the letter. Here is an example of a modified block letter that also explains how to type it.
5 Hill Street Madison, Wisconsin 53700 March 15, 2005 Ms. Helen Jones President Jones, Jones & Jones 123 International Lane Boston, Massachusetts 01234 Dear Ms. Jones: Ah, business letter format-there are block formats and modified block formats and who knows what others. To simplify matters, we’re demonstrating the modified block format on this page, one of the two most common formats. For authoritative advice about all the variations, we highly recommend The Gregg Reference Manual , 9th ed. (New York: McGraw-Hill, 2001), a great reference tool for workplace communications. There seems to be no consensus about such fine points as whether to skip a line after your return address and before the date: some guidelines suggest that you do; others do not.
Let’s hope that your business letter succeeds no matter which choice you make! If you are using the modified block form, place your address at the top, with the left edge of the address aligned with the center of the page. Skip a line and type the date so that it lines up underneath your address. Type the inside address and salutation flush left; the salutation should be followed by a colon. For formal letters, avoid abbreviations. Skip another line before the salutation, which should be followed by a colon. Then write the body of your letter as illustrated here, with indentation at the beginnings of paragraphs. Skip lines between paragraphs. Instead of placing the closing and signature lines flush left, type them in the center, even with the address and date above, as illustrated here. Sign the letter in the blank space above your typed name. Now doesn’t that look professional? Sincerely, John Doe Administrative Assistant