Different Forms & Format of a Business Letter

In commercial and official correspondence, there has developed a new approach, particularly in the private sector.

Business individuals, firms, and organizations continue exploring newer ideas to make their messages attractive, effective and result-oriented.

Along with other aspects of business letter equal importance is laid on the appearance and presentation of messages. Since the first contact of an organization with another organization is usually via letters.

It is important that they are designed to project a pleasant image of the organization on whose behalf they are written.

A letter carries two messages. The explicit message is what the writer says to the reader through the words chosen and used by him.

The implicit message is conveyed through the appearance of the letter i.e by the form and style adopted by the writer.

Here below we are going to discuss here the different forms and formats of business letter you need to know.

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Forms and Format of a Business Letter

There are different forms of business letter that have been and are being used by different business houses in accordance with their choice and preferences.

As discussed above, following are the four widely known format of business letter:

Indented Form
Semi-Block Form
Block Form
Full-Block Form

Indented Form

In Indented Form of letters, the different lines of the Heading and Inside Address are indented afresh.

Each line of the respective part is indented leaving three to four-stroke space beneath the preceding line.

To begin with this form, the first line of each paragraph is started, leaving a few strokes space after the left-hand margin.

Similarly, the Signature Line is also indented below the Complimentary Close observing suitable space between the two. Close punctuation is a requirement of the Indented Form of letters.

Semi-Block Form

This form of business letters is widely used and accepted in Pakistan. It is a sort of balanced compromise between the Indented Form and the Block Form.

In this form, the Heading, Date, Complimentary Close and Signature are arranged in blocks made to the right side of the center.

All other parts are arranged according to the Block Form, except the first line of each paragraph which is indented, leaving four to five-stroke spaces towards the left.

Double spacing is observed between the different parts, and single spacing is observed between the lines of paragraphs. Closed punctuation is a requirement of this form also.

Block Form

Like Semi-Block Form, Block Form is also commonly used and accepted by Pakistani firms. Some business organizations prefer to use this form as compared with Semi-Block Form.

In this form, different parts of letters are arranged in blocks, and no indenting of lines is done.

The Heading, Date, Complimentary Close and Signature make a block to the right of the center whereas the Inside Address, Salutation and paragraphs make a block alongside the left margin.

Double spacing is observed between the different parts of the letter and single spacing between the lines of paragraphs.

However, every two paragraphs are separated by observing double space between them. Both open and closed forms of punctuation are in this form.

Full-Block Form

This form of business letters is used and accepted at national and international levels.

In this form, no changes in a marginal arrangement are required, as all parts of the letter are arranged in a single block, made alongside the left-hand margin.

No part is separately mentioned to the right of the center. Like in other forms double spacing is observed between the different parts of the letter and single spacing between the lines of paragraphs.

Every two paragraphs are marked off by observing double space between them.

Different firms, organizations, and offices use this form according to their choice and preference. Open punctuation is a requirement of this form of letters.