4 - BUSINESS CORRESPONDENCE
Objective:
Prepare professionally formatted correspondence
Follow international standards in writing address, salutation, date, etc
Document formatting refers to the way a document is laid out on the page—the way it looks and is
visually organized—and it addresses things like font selection, font size and presentation (like bold or
italics), spacing, margins, alignment, columns, indentation, and lists. Basically, the mechanics of how the
words appear on the page. A well formatting document is consistent, correct (in terms of meeting any
stated requirements), and easy to read.
The visual appeal of a document influences the readers and how they perceive the information, so it’s
important in any piece of writing or documentation to be concerned with its formatting. Formatting also
makes information more accessible to the reader by creating and labeling sections (headings), highlighting
key words or ideas (bold, italics, or lists), and making a good impression (professional look and feel,
appropriate font choice for the document type).
A few words on typing
All professional correspondences including letters, memorandums, reports and emails are typed. Format
and appearance of typical American and Bangladeshi business letters are significantly different. However,
certain standards should be followed for formatting a business letter. Here is a general guideline:
• Paper size: Use A4 size papers that are popular in Bangladesh. But the default paper size in
Microsoft Word and in most printers are set at Letter Size, which is 2mm shorter than the A4 size.
Be sure to change the paper size to A4 before typing.
• Paper type: Plain white. 80gsm-120gsm
• Margin: 2.5 cm or 1-inch blank space (i.e. margin) on all four sides of the paper
• Font: Use a simple font. Traditional serif fonts include Garamond, Times New Roman,
Palatino. Modern fonts Calibri, Cambria, Georgia, etc. These fonts are easy to read on print and
on screen. Avoid comic, script or handwriting fonts.
• Font size: Use 11-12 point font size. Don’t mix too many different size fonts in the same letter
• Highlight: Don’t bold, highlight or underline unless you have to
• Line space: Single line space (1.13) within paragraphs. Use double line space (2.0) to separate
two paragraphs
• Alignment: Left justify the document.
• Printing: Use print preview to see if the letter fits the paper nicely
• Trifold: Horizontally fold the letter in three and place it in the envelope.
Source: https://ohiostate.pressbooks.pub/feptechcomm/chapter/8-formatting/
1
SAMPLES OF POOR AND GOOD LETTER (BODY ONLY)
Poorly written
Dear Mr. Joe:
We are sorry that you have not received all magazines that we sent you. They must have been lost in the postal
system. You know our postal system! We will send you the $ 158.50 you requested. We have researched your
situation and have found that all six issues were sent to your home address; therefore, we will have to use another
method of delivering our publications.
Would you like to give us another chance? If so, we can send you free three month of Professionals in Business
when you return the enclosed postcard. We are sorry about your subscription and will get the $158.50 in the mail
soon
Best wishes,
Warren Moon
Circulation editor
Well written
Dear Mr. Montana:
Enclosed is $158.50 refund check for the weekly Professionals in Business subscription.
Because your continued business is important to us, we have carefully examined the handling of your Subscription.
It was determined that the ZIP code on your mailing label was 774041 instead of 74701.
Keith, please accept a three month free subscription to Professionals in Business, and give us an opportunity to show
you that the magazine will reach you in a timely manner. If you are satisfied at the end of the three-month trial
period, you may subscribe to Professionals in Business for three years at half price--$79.25.
You should receive your fist free copy of Professionals in Business next week.
Sincerely,
W. Moon
Warren Moon
Circulation editor
2
Letters
Letter in Block Style
Mahwah News & Sun
Return address
618 Main Street
Mahwah, NJ 07430
k
4x
April 14, 2019 Date
4x
Inside address
William Sydney Porter
Philadelphia Research Services
26142 Market Street Body of the
Philadelphia, PA 19103 letter
2x
Dear Mr. Porter, Salutation
2x
Enclosed is your invoices dated March 13, 2019, showing a balance due of $6,240.00. However,
we paid this bill in full on March 6, 2019, as shown by the enclosed copy of our canceled check
(number 51643) made out to your firm in the amount of $6,240.00.
2x
Please credit our account for this amount and send us new invoices showing this transaction.
If you have any questions, please call Mahwah News & Sun during regular business hours and
ask to speak to me.
2x
Sincerely, Complimentary close
4x Signature space
Alice Walker
Accounting Manager
Typed name and designation of the sender
2x
AW/pf
Enclosure
cc: A. L. Evans, Treasurer
Additional information
4x = Thee blank lines or pressing the “Enter” key 4 times on the keyboard after the previous line
2x= One blank line or pressing the “Enter” key 2 times on the keyboard after the previous line.
3
In the modified block style, only the sender’s
address is on the middle or on the right side.
Letter in Modified Block Style Some writer may also include the date as
well.
1824 Franklin Place
Blue Hill, Marine 04614
May 20, 2020
University of Marine
Music Department
125 Liberty Street
Orono, Maine 04469
Dear Dean:
An announcement was recently posted on the Student Union bulletin board of Trinity College that
you are seeking a part-time music research assistant. I would like to apply for that post position.
I am senior at Trinity College, with major in music history, and will graduate in June. In the previous
two years, I held a similar position at Trinity College, working as research assistant to Dr. Pamela
Harris. For two summers, I worked at the Trinity Music Camp as a general research assistant. I
think that these employment experiences and my educational background qualify me for the position
you are seeking to fill.
I am enclosing a resumé for your consideration. I would be available for an interview at your
convenience and would be happy to give additional information you may need. My telephone number
is (207) 374-6606.
Sincerely,
Henry Lewis
Henry Lewis Gates, Jr
Enclosure
