( This is sans serif type.) Serif typefaces are easier to read and understand sans serif typefaces work well for headings.Īvoid flashy and frequent type changes, as well as overuse of italics or boldface. (This is serif type.) Sans serif type has a block-letter look. Serif type has fine lines finishing off the main strokes of the letter. Make reading easy.Ĭhoose a user-friendly font. Create a balanced, open look by centering the message vertically and adjusting the space between the parts of the letter. Make your margins 1 to 1.5 inches left and right, top and bottom. First Impressions Choose your look.ĭo you want your letter format to look traditional and conservative or friendly and contemporary? Frame your letter in white space. What does it say to them? Use the guidelines on this page to ensure a good impression. You will stand out as a real person among robots.”īefore your readers catch a word of your message, they’ve already read your letter’s overall appearance. Have you checked grammar, punctuation, and mechanics? Have you checked spelling (especially double-checked names)? Have you used personal pronouns in a positive way?ĭo you have smooth sentences that pass the “read aloud” test? Is information presented in a logical order?ĭo you use a conversational but professional tone?ĭo you emphasize the reader’s perspective? Revise: (Ideas, Organization, Voice, Words, and Sentences)Īre all names, dates, and details accurate? For a bad-news or persuasive message, build up to the main point.Ĭlosing End with a call to action (who should do what, when), and, if appropriate, mention future contact. If your message is informative, make your key point early. Middle Give the full explanation, supporting points, and details. Opening State the situation (reason for writing, background). Use the letter format (full-block, semiblock, or simplified) that your company prefers. Jot down your main points in a logical order. Gather files and other necessary resources. In a letter, your goal is to communicate your message and give a positive impression of yourself and your organization.Īsk yourself what you want the letter to accomplish.Ĭonsider the reader’s concerns about, knowledge of, and history with your organization.

Standard business letter format