Return Address Line 1 1
Return Address Line 2
Date (Month Day, Year) 2
Mr./Mrs./Ms./Dr. Full name of recipient. 3
Title/Position of Recipient.
Company Name
Address Line 1
Address Line 2
Dear Ms./Mrs./Mr. Last Name: 4
Subject: Title of Subject 5
Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
..............................................................................
...........
Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
..............................................................................
...........
Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
..............................................................................
...........6
Closing (Sincerely...), 7
Signature 8
Your Name (Printed) 9
Your Title
Enclosures (2) 10
Typist Initials. 11
The block format is the simplest format; all of the writing is flush against the left margin.
Other Business Letter Formats
Your Address 1
The return address of the sender of the letter so the recipient can easily find out where to send a
reply to. Skip a line between your address and the date. (Not needed if the letter is printed on
paper with the company letterhead already on it.)
Date 2
Put the date on which the letter was written in the format Month Day Year i.e. August 30, 2003.
Skip a line between the date and the inside address (some people skip 3 or 4 lines after the date).
Inside Address 3
The address of the person you are writing to along with the name of the recipient, their title and
company name, if you are not sure who the letter should be addressed to either leave it blank, but
try to put in a title, i.e. "Director of Human Resources". Skip a line between the date and the
salutation.
Salutation 4
Dear Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or To Whom It May
Concern: if recipient's name is unknown. Note that there is a colon after the salutation. Skip a
line between the salutation and the subject line or body.
Subject Line (optional) 5
Makes it easier for the recipient to find out what the letter is about. Skip a line between the
subject line and the body.
Body 6
The body is where you write the content of the letter; the paragraphs should be single spaced
with a skipped line between each paragraph. Skip a line between the end of the body and the
closing.
Closing 7
Let's the reader know that you are finished with your letter; usually ends with Sincerely,
Sincerely yours, Thank you, and so on. Note that there is a comma after the end of the closing
and only the first word in the closing is capitalized. Skip 3-4 lines between the closing and the
printed name, so that there is room for the signature.
Signature 8
Your signature will go in this section, usually signed in black or blue ink with a pen.
Printed Name 9
The printed version of your name, and if desired you can put your title or position on the line
underneath it. Skip a line between the printed name and the enclosure.
Enclosure 10
If letter contains other document other than the letter itself your letter will include the word
"Enclosure." If there is more than one you would type, "Enclosures (#)" with the # being the
number of other documents enclosed that doesn't include the letter itself.
Reference Initials 11
If someone other than yourself typed the letter you will include your initials in capital letters
followed by the typist's initials in lower case in the following format; AG/gs or AG:gs
C0vering letter......
What is a cover letter?
A cover letter is a brief one page letter sent along with the resume to potential employers. The
purpose of the cover letter is to present yourself to potential employers and to let them know
what position you are interested in and why you'd be a good fit for their company.
Cover Letter Format
The cover letter format should be almost identical to the regular business letter format.
Cover Letter Writing
Generally the cover letter will consist of three paragraphs. The first paragraph is an introductory
one which introduces yourself. You want to include information on the position you are looking
for and how you heard about and why you are interested in the position and/or company.
The second paragraph should provide information on your skill, strengths, education,
qualifications and/or experience. This paragraph should be concise and give specific examples of
why you are the ideal candidate and not simply restate your resume.
The final paragraph should close up the letter by requesting an interview and possibly suggestion
times that are convenient for you or stating that you can come in at a time that's convenient for
the employer. Also you should let the recipient know what the best way and/or time to contact
you is (you should let them know both your contact email and phone number so that they can
contact you in their preferred method). Or you can let them that you'll follow up on this letter
with a phone call in several days. You should thank them for their time to close up the letter.
Each cover letter that you send out should be unique and tailored to the specific company and
position you are applying to. Using one cookie cutter cover letter will lessen your chances for
landing an interview. Also be sure to check for grammar and spelling and keep the letter to one
page in length.
Sample Cover Letter
527 West Ave.
Elmswood, CT 23865
October 28, 2004
Mr. Michael Black
Directory of Human Resources
Global Answers
6542 Sioux Falls, NY
Dear Mr. Black:
It is with great interest that I am applying for the position of chief accountant. When I read the job
description in your ad on the New York Times on August 12th, I felt that it was an ideal match with
my career aspirations. I have always wanted to work for a Fortune 500 company such as Global
Answers.
I believe that I am the ideal candidate for the position due to my extensive experience as an auditor for
KPMG. At my current position at KPMG, I perform all of the same tasks that are described in your ad
for the chief accountant position. In addition to that I have a reputation for being a hard worker who
makes sure the job is done right the first time. My reports are always completed well ahead of the
deadline.
Feel free to contact me and setup an interview at your earliest convenience. You can reach me by way
of e-mail at KenJacobs@nadate.com or by way of phone at (555) 555-5555. I look forward to
discussing with you my future with Global Answers. Thanks for your time and consideration.
Sincerely,
Signature
Ken Jacobs
Enclosure: resume
Friendly Letter Writing
Purpose of a Friendly Letter
A friendly letter (or informal letter) is a way of communicating between two people (sometimes
more) who are usually well acquainted. There are many uses and reasons for writing a friendly
letter, but usually friendly letters will consist of topics on a personal level. Friendly letters can
either be printed or hand-written.
Friendly Letter Writing
The friendly letter is typically less formal than that of a business letter. Usually the first
paragraph of the body will consist of an introduction which will give the recipient an idea about
you're writing to them with a short summary of the main topic of your letter. If you don't know
the person you are writing to, you may want to introduce yourself in this introductory paragraph
as well.
The next few paragraphs will usually consist of the message you want to get across along with
any details you may want to convey.
The last paragraph will usually be the conclusion where you wrap everything up. You can sum
up your main idea in this paragraph, thank the recipient for their time, wish the recipient well,
and/or ask any questions.
Since friendly letters are less formal, you can feel free to write it however you like, but the above
format is fairly common.
Friendly Letter Format
Return Address Line 1 1
Return Address Line 2
Date (Month Day, Year) 2
Dear Name of Recipient, 3
Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
..................................................................................
.......
Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
..................................................................................
.......
Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
..................................................................................
.......4
Closing (Sincerely...), 5
P.S. 7 Signature 6
In the friendly letter format, your address, date, the closing, signature, and printed name are all
indented to the right half of the page (how far you indent in is up to you as long as the heading
and closing is lined up, use your own discretion and make sure it looks presentable). Also the
first line of each paragraph is indented.
Your Address 1
All that is needed is your street address on the first line and the city, state and zip on the second
line. (Not needed if the letter is printed on paper with a letterhead already on it.)
Date 2
Put the date on which the letter was written in the format Month Day Year i.e. August 30, 2003.
Skip a line between the date and the salutation.
Salutation 3
Usually starts out with Dear so and so, or Hi so and so. Note: There is a comma after the end of
the salutation (you can use an exclamation point also if there is a need for some emphasis).
Body 4
The body is where you write the content of the letter; the paragraphs should be single spaced
with a skipped line between each paragraph. Skip 2 lines between the end of the body and the
closing.
Closing 5
Let's the reader know that you are finished with your letter; usually ends with Sincerely,
Sincerely yours, Thank you, and so on. Note that there is a comma after the end of the closing
and only the first word in the closing is capitalized.
Signature 6
Your signature will go in this section, usually signed in black or blue ink with a pen. Skip a line
after your signature and the P.S.
P.S. 7
If you want to add anything additional to the letter you write a P.S. (post script) and the message
after that. You can also add a P.P.S after that and a P.P.P.S. after that and so on.
Writing a Letter of Interest
The letter of interest is also called a “prospecting letter” and with good reason. It’s a type of cover letter
you write when you’re searching for a golden job opportunity. The letter of interest is your first chance
to make a good impression on a prospective employer.
Letters of interest are written to express your interest in working for a particular company in a
specific field. Your letter may be written either in response to a job opening or just to investigate
possible employment.
Human resource departments receive dozens of letters of interest each week. However, make
your letter stand out from the crowd using the following tips:
1. Before you write, do your homework. Research the background of the company and familiarize
yourself with their products and/or services.
2. Be sure to find out the name of the individual who does the hiring. Address your letter to his/her
attention and use her/his name in the salutation. “To Whom It May Concern” and “Dear Sir or
Madam” are both outdated and considered to be lazy or even rude.
3. Start your introductory paragraph with the reason you are interested in pursuing employment
with this company. Try not to start the first sentence with “I”. (See sample letter of interest.)
Also, explain what prompted your inquiry, such as a classified advertisement, a media article or
interview, or a referral from an employee.
4. In the next paragraph(s), give specific examples of your qualifications. Don’t hesitate to indicate
the reasons why you would be an asset to the company. Illustrate your skills, strengths, and
achievements in a professional, yet personable way. Stay away from strings of abbreviated
credentials. These, if you have them, should be on the resume you’ll enclose with the letter.
Direct the reader to your resume and any other enclosures.
5. In your final paragraph, thank the individual for his/her time in considering you as a new
employee. Indicate a precise time when you will contact him/her by phone to follow up on your
letter. Also, be sure to let the individual know how to contact you.
Like any business letter, use 8.5” x 11” paper and follow a business letter format. Keep your letter short,
no more than a single page. Remember to check it thoroughly for errors in spelling, grammar and to be
sure it addresses each point you wanted to make.
Sample Letter of Interest
421 Liberty St.
Kenyon, MN 55021
June 7, 2007
DTI
111 Riverfront Ste 325
PO Box - Box 157
Wabasha, MN 55946
Attention: Jen Carlson
Dear Ms. Carlson:
Your recent advertisement in the Herald made it clear that customer satisfaction is an integral part of
DTI. In addition, my close friend, Paula Chavez who is in your employ, suggested that my special
talents might benefit your customer service department.
Part of my success is because I place a high value on personal integrity and represent both my
employer and myself in an ethical and respectable manner. Added to my diligence in paying close
attention to detail, as a representative of your company I would bring focus not only to the value of
your services, but also to quality customer service and the ease of doing business with DTI.
Furthermore, I am a hard, smart-working, self-starter who works equally well in a team environment
or individually.
I will call you on June 15 to answer any questions about this letter or my resume in the hope of
scheduling an interview. If you prefer, please contact me by phone (555) 454-1307 or e-mail,
ljones@nowhere.com.
Thank you for your time in considering my qualifications.
Sincerely,
Signature
Linda Jones
