Heading
Senders address
This is your address that is aligned in the left side of the page.
The address is not necessary if the letter contains the letterhead of the company. Skip one line and type the date.
Date
This is the date when the letter was written.
The format of the letter should be month, day, year and it should not be abbreviated (e.g. April 3, 2010). Skip 3 lines and type the receiver’s address.
Receiver’s address
The name of the recipient should begin the address if it is known.
The title of the person should be followed by that (this usually stand in as name when the name is not known), include the company’s name.
Salutation
You should use “dear Mr. /Ms (name of the receiver specifically the last one) or “dear director ( name of the department )you could use “to whom it may concern” if the name is unknown.
Subject line
This is optional but it is good for the recipient to know what the block letter is about.
Body
This is where you could include all the details of the letter, your reasons.
The paragraphs should be separated by a line and should be in good font.
Closing
There should be a difference of one line between the body and the closing. You could use any complementary closing but it usually ends with “sincerely”.
Skip 3-4 lines after the closing and include your name, signature which should be in blue or black. And include your title.
Enclosure
This is where you show the attached documents if any of your block letter should contain the word ‘enclosure’ to show there is another document attached.
Reference
You could include your initials and the person who typed the document (if you did not do it yourself). You type your initials in upper case and the person who typed initials in lower case.
Punctuation of the letter
The address should be well punctuated; the commas should follow each line of the address except the last line. The salutation should have a full colon after it.
The complementary closing should have a comma after it and the first letter of it should be capitalized.
