Basic Format for Letters*

A letter is the standard form of external correspondence. Because you are writing to an outside audience, it is important to remember to analyze your audience and use audience-centered language.  Use lists, headings, and white space to enable the reader to absorb information quickly and easily. Author/typist initials should appear on the lower left corner (author's initials are in capital letters; typist's are in lowercase). If you have enclosed anything, type "Enclosure" and name the item (be sure to mention the item in your letter, too). Indicate copies sent to people other than the recipient ("cc:" or "Copies:" followed by the receiver's name and title) in the lower left corner as well.

_________________________________________________________________.
COMPANY NAME/LOGO
1234 Street
City, State 00000
(555) 555-1234
 
 
 
 
 
 

December 1, 1998
 

inside address: include name, title, and complete address of recipient
R.J. Smythe
Director of Operations
Denver Water Authority
222 University Avenue
Denver, CO 80200
salutation: standard to use Mr. or Ms. if known (if not, type full name)
Dear R.J. Smythe:

Statement of purpose: what you’re writing about and why you’re writing. Buffer if appropriate.

Discussion of necessary details and facts. (Lists, charts, etc. are helpful for readers if appropriate.)  Evidence justifying decision.

Cordial Close: statement of goodwill,  look to the future.  If appropriate, state what’s next, when this will occur, and why the date is important (can also request feedback/other action and indicate deadline).
 
Sincerely,  ßcomplimentary close
 
P.T. Cranston ßsignature in ink
P.T. Cranston
Inspector
 
 
PTC/abc  ß author/typist initials
Enclosure: Annual Report ß enclosure
cc: L.X. Fine, Senior Vice-President of Marketing  ß copy notation

_________________________________________________________________

 
 
Format for SECOND page of a letter
Ms. Recipient 
Page 2 
December 4, 1998
*sources:

The Business Writer's Companion.  Charles T. Brusaw, Gerald J. Alred, Walter E. Olin.  New York: St. Martin's Press, 1996.
Business Communication Today.  5th ed.  Courtland L. Boveé and John V. Thill.  Upper Saddle River, N.J.: Prentice Hall, 1998.