Sunday, March 27, 2011

The Physical Appearance of the Letter

 First impressions last. Even before your letter is read, you can be sure that it will be observed and scrutinized critically. The quality of the stationery, the accuracy and neatness of the typing or the legibility of your penmanship, the appropriateness of the heading, the orderly arrangement of the essential parts of the letter, the correctness of the title and the salutation - all of these aspects make for a favorable or unfavorable impression of your letter.

Correct letter layout

Layout refers to the correct arrangement of the various parts of the letter. Your layout should conform to good usage, which is determined by approved modern practice. Unconventional layouts based on personal preference may conflict with propriety, even distract your reader's attention and create prejudice in his mind against the message of the letter. Much care and great attention to detail should always be observed.

Forms of a letter

Block forms

In the block form or full block form, all the parts of the letter is flushed to the left margin; from the date line to the signature line and stenographic reference. In recent years, this particular style had grown much in popularity because of its simplicity. However, there are still those that are reluctant to adapt this form because, for them, it suggests a lopsided, unbalanced letter.

Personally, the block form is my choice of preference, and all the sample letters you will find in my blogs are presented in this form.

Example of a full block letter:

January 15, 2011


Mr. Theo Ricco
27th Floor, The Pacific Belle Condominium
Legaspi Street, Salcedo Village, Makati City

Dear Mr. Ricco,

Thank you for your interest in our Dinning Room Show Case which was exhibited last January 7 to 10, 2011 at the Philippine International Trade Center, Manila, Philippines.

All the household furnishings showcased in the event are crafted to perfection by local masters from all over the country, using only the best materials available sourced from both local and foreign countries. We take pride in our products and offer only the best to the most discriminating clients like yourself.

Enclosed is a brochure of our Dinning Room Show Case, containing details of the dimension,  the materials used, including the price and terms of payment.

Please fell free to contact us at (02) 655-5792, or visit us anytime at our showroom located at ground floor of The Gallery, Pasong Tamo, Makati City, and we will be more than happy to assist you in any way we can.

Again, thank you for your interest in our products and look forward to serving you soon.

Very truly yours,



Thia Gilda
Manager

TG:DB
Enclosure



The modified block is a variation of the full block form where the date line is centered under the letterhead, or typed flush to the right margin. The complimentary close and signature line are either centered or typed flush to the right margin. Stenographic references, however, are aligned with the left margin.

Example:

                                                                             January 15, 2011


Mr. Theo Ricco
27th Floor, The Pacific Belle Condominium
Legaspi Street, Salcedo Village, Makati City

Dear Mr. Ricco,

Thank you for your interest in our Dinning Room Show Case which was exhibited last January 7 to 10, 2011 at the Philippine International Trade Center, Manila, Philippines.

All the household furnishings showcased in the event are crafted to perfection by local masters from all over the country, using only the best materials available sourced from both local and foreign countries. We take pride in our products and offer only the best to the most discriminating clients like yourself.

Enclosed is a brochure of our Dinning Room Show Case, containing details of the dimension,  the materials used, including the price and terms of payment.

Please fell free to contact us at (02) 655-5792, or visit us anytime at our showroom located at ground floor of The Gallery, Pasong Tamo, Makati City, and we will be more than happy to assist you in any way we can.

Again, thank you for your interest in our products and look forward to serving you soon.
                                                                              Very truly yours,



                                                                              Thia Gilda 
                                                                              Manager

TG:DB
Enclosure



Semi-block form


In the semi-block form, the date line is centered under the letterhead or flushed to the right margin. If you use a plain paper, the heading which consists of your address and date line, is blocked and placed about two inches from the top of the paper with the longest line ending at the right margin. The inside address is blocked but the first line of each paragraph is indented five to ten spaces. The complimentary close and signature line are typed at the center of the page. The stenographic references are flushed to the left margin.

Example:
                                                                                                                                   January 15, 2011


Mr. Theo Ricco
27th Floor, The Pacific Belle Condominium
Legaspi Street, Salcedo Village, Makati City

Dear Mr. Ricco, 

              Thank you for your interest in our Dinning Room Show Case which was exhibited last January 7 to 10, 2011 at the Philippine International Trade Center, Manila, Philippines.

           All the household furnishings showcased in the event are crafted to perfection by local masters from all over the country, using only the best materials available sourced from both local and foreign countries. We take pride in our products and offer only the best to the most discriminating clients like yourself.

                Enclosed is a brochure of our Dinning Room Show Case, containing details of the dimension,  the materials used, including the price and terms of payment.
 

               Please fell free to contact us at (02) 655-5792, or visit us anytime at our showroom located at ground floor of The Gallery, Pasong Tamo, Makati City, and we will be more than happy to assist you in any way we can.
 

               Again, thank you for your interest in our products and look forward to serving you soon.

                                                                                                                                    Very truly yours,


                                                                                                                                         
Thia Gilda
Manager


TG:DB
Enclosure


Stationery

Your stationery should be of good quality. Again, you can be sure that it will be observed and scrutinized critically. The 8 1/2 by 11 inch-size is widely used for personal or business correspondence. As for legal use and technical reports, the 8 1/2 by 13 inch size sheet is more appropriate.

Letterhead

Business firms usually use letterheads for their official correspondences and communications. The letterhead should contain the name and nature of the business, the address and contact information such as telephone and e-mail address. The company logo may also be printed. The letterhead is not a proper place for advertising, and I, personally, discourage it.

The letterhead should not occupy more than one-fifth of the sheet. However, the appropriateness and pleasing appearance are the determining factors

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