Letter to the Editor Explained-CSEC English A

Structure of the Business Letter

The structure of letters evolve over time and there the structure of the business letter is no different. There are three different structure that I currently teach my students to use. You might also be familiar with them. These are:

  1. The Indented Format
  2. The Semi-Block Format
  3. The Block Format

NB: The difference between the semi block and the block letter format is that the paragraphs for the semi- block letter format is indented. Whereas,  paragraph for the block letter format is formed by skipping lines.

Also note that the block letter format is often used when typing a letter. This is not often employed when one writes a letter.

At all times remember to check to ensure that all of the following is present in your business letter.

  • The sender’s address (your address)
  • Date
  • Receiver’s address
  • Greeting
  • Subject Line
  • Body of the report
  • Closing

DON’Ts

I have noted with increasing worry the following errors being made by students. The following are things that you should not  do when structuring your business letter:

  1. Do not abbreviate addresses, names, and other words.
  2. Do not put a colon (:) between dear and the name of the person.
  3. When using the block or semi block format do not put a date after the receiver’s address.
  4. If you are using the indented format the closing should be on your right.
  5. If you are using the block or semi block format the closing should be on the right.
  6. Use Dear Sir/Madam when you do not know the name of the person you are sending the letter to.
  7. The receiver’s information should be structured as follows:

 

Mr. John Brown,             (Name of the Receiver’s)

Manager,                           (Position of the Person)

Brown’s Auto King,         (Name of the Company)

17 John’s Road,                ( Address)

Spanish Town,                  ( Address)

St. Catherine.                    ( Address)

 

 

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