Writing enterprise Letters - Tutorial 1: Letter Format

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Everyone in company needs to write letters. It's safe bet if you want to run your company or just stay in touch with your suppliers and clients. How well ... Or not so well ... You write reflects on you and your business. Write poorly constructed letters with unprofessional layout and format and you will look like a rank amateur, no matter how good you are at plumbing, cooking or anything it is you do.

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If you are a seasoned letter writer who has completed a company transportation course, this series of articles is probably not for you. It will help, however, if you haven't been educated in transportation skills. You will be able to heighten your writing very fast just by following a few uncomplicated rules.

Letter Format

The easiest, quickest and most efficient letter format is known as "full block" or simply "Block". A block letter has all its text left justified ie, there are no indents. This recipe is very popular because it is uncomplicated to produce. Here's an example using Australian address formats - modify it for your own country:

Parker Morgan Finnigan

Lawyers

Po Box 2345

Sydney Nsw 2000

29 October 2010

Ms Janette Jameison

Po Box 34687

North Sydney Nsw 2005

Dear Ms Jameison

Contract With Acme Finance Corporation

I refer to our previous correspondence requesting a copy of the covenant in the middle of you and Acme Finance Corporation.

If you do not furnish us with a copy of the former contract, I'm afraid we will not be able to act on your behalf. We need the covenant to accurately compare the claims you have made and to examine legal staff from Acme Finance Corporation.

Please send us a copy of the covenant at the earliest so we can get this matter under way.

Yours sincerely

Parker Johannson

Principal Legal Consultant

Parker Morgan Finnigan

Whether you use Letter or Iso A4 paper, this format looks good and saves time. Your paper needs to have a border all round of 2.5cm (1") and you should endeavour to place the total content of the letter so that it is symmetrical on the page ie, don't have more text in the top half of the page than on the bottom half. A equilibrium of black and white and good position on the page makes the letter look good.

You'll see that there is no punctuation except within the body of the letter. This is called 'open punctuation' because the text is open where punctuation doesn't add significantly to the reader's comprehension of the letter.

Using Letterheads

Some letterheads I see are poorly designed. While they look good from a graphics and colour perspective, the flow in the middle of logo and letters is poor eg, when you run your eye down the left column, there is no, or poor alignment in the middle of text and letterhead elements.

If you build a letterhead page that is left or right justified, build it so that the left most part of the letterhead illustrated or text is 2.5cm (1") in from the left or right sides. The best build is one that is centered on the page. This is because it doesn't 'force' a right or left margin allowing users to set margins of any width that still appear balanced on the page. When you have a short letter you can bring your left and right margin in a wee to make the text area look larger.

Tutorial two of this series discusses the parts of a letter.

Copyright 2005 Robin Henry

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