Business Letter

           The format of business letters has slowly changed over time with the culture of business getting less and less formal.
Here are the components of a traditional full block business letters -- shown in picture form and with explanations.

The format shown here is just a guide -- variations and customization are common -- and not all elements are needed in every type of letter such as job application cover letters or thank-you letters. 

 Block 1 - Return Address
If your stationery includes a letterhead, skip this block. Type your name and address along with other relevant contact information such as e-mail or fax number.
Block 2 - Date
If your stationery includes a letterhead, type the date from 2 to 6 lines under the letterhead. Otherwise type it under the return address.
Block 3 - Reference
Use this block to identify what the letter is in regards to. Examples are: "Re: Invoice 12345" or "Re: Your letter dated January 15, 2006.".
Block 4 - Delivery Notations
Always in caps. Examples include SPECIAL DELIVERY, CERTIFIED MAIL, AIRMAIL, VIA FACSIMILE.
Block 5 - Recipient Notations
Notation on private correspondence if needed such as PERSONAL or CONFIDENTIAL. This goes just above the recipient.
Block 6 - Recipient
Type the name and address of the person and / or company. If you are using an attention line (block 7) then skip the person's name. Address the envelope similarly.
Block 7 - Attention
Type the name of the person
Block 8 - Salutation
Type the recipient's name. Use Mr. or Ms. [Last Name] to show respect, but don't try to guess spelling or gender if you are not sure. Some common salutations are: "Dear [Full Name]:", "To Whom it May Concern:".
Block 9 - Subject
Type a short description on what the letter is about. If you used a reference line, then you likely do not need a subject line.
Block 10 - Letter
Type two spaces between sentences.

If the letter exceeds one page, repeat the recipient's name, the date, the reference or subject line and show the current page number.

Block 16 - Page Number
Type the page number.
Block 17 - Continuing Letter Text
Continue your letter three lines below the heading. If you have less than three lines on the second page, consider rewriting your letter or adjusting margins to fit on a single page.
Completing the Letter
Block 11 - Complimentary Close
It depends on the tone and degree of formality as to what you write here. Can vary from the very formal "Respectfully yours" to the typical "Sincerely" to the friendly "Cordially yours".
Block 12 - Signature
Leave four blank lines after the Complimentary Close (block 11) to sign your name. Type your name and (optional) title under that signature.
Block 13 - Identification
If someone else has typed the letter for you, it is common for them to indicate so with initials. Typically it is your initials in upper case followed by the other initials in lower case. For example "BCT/gt". If you typed your own letter, skip this block.
Block 14 - Enclosures
If you are including other things with the letter such as brochures, this line tells the reader how many to expect. Common styles include "Enclosures: 3".
Block 15 - Copies
If you are distributing copies of the letter to others, indicate so using a copies block. the code "cc:" used to indicate carbon copies but now is commonly called courtesy copies.

Notes and Tips
Don't type the brackets. The brackets [ ] in the examples are for narrative purposes only.
Try to keep your letters to one page.
Use letterhead only for the first page. Just use a blank sheet of paper for continuation pages.
You have some freedom in how many blank lines to use between blocks and in the margin sizes in order to fit a letter onto a single page.
Not all letters need every block identified in this article. If you leave one out, do not Sample leave blank lines where the blocks would have been.

 Business Letters

Click below to view sample business letters and download them in rich-text format (RTF), compatible with most word processors and email applications. The files are only 6KB or less and download quickly. Download as many as you want to mix, match, cut and paste sections from each.

Not sure how to download? It's safe and easy.

The links below open a new, but smaller browser window, so you can still see this page to try other samples. Each time you click a link again, it displays in the same smaller window, but this window will cover it because you clicked here last. Just bring the smaller window to the front of your screen. For example, in Windows® 95, click on it in the task bar below.

Full Block Business Letter

Sample 1

Anatomy of a full block business letter, with a simple, customizable letterhead.

Sample 2

Same as Sample 1, but with a typed return address instead of a customizable letterhead.

Modified Block Business Letter

Sample 1

Anatomy of a modified block business letter, with a simple, customizable letterhead.

Sample 2

Same as Sample 1, but with a typed return address instead of a customizable letterhead.

Modified Semi-Block Business Letter

Sample 1

Anatomy of a modified semi-block business letter, with a simple, customizable letterhead.

Sample 2

Same as Sample 1, but with a typed return address instead of a customizable letterhead.

More Resources

Letter Writing Desk

Essential resources for writing employment and other business letters: format, spelling, grammar and more, including downloadable samples of resignation, reference, thank-you, salary and cover letters.

Writing Letters

Samples and advice from the Net, for writing employment-related business letters.

The basics of good business letter writing are easy to learn. The following guide provides the phrases that are usually found in any standard business letter. These phrases are used as a kind of frame and introduction to the content of business letters. At the end of this guide, you will find links to sites that give tips on the difficult part of writing successful business letters – arguing your business objective. By using these standard phrases, you can give a professional tone to your English business letters.

The Start

Dear Personnel Director,

Dear Sir or Madam: (use if you don't know who you are writing to)

Dear Dr, Mr, Mrs, Miss or Ms Smith: (use if you know who you are writing to, and have a formal relationship with - VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss)

Dear Frank: (use if the person is a close business contact or friend)

The Reference

With reference to your advertisement in the Times, your letter of 23 ^rd March,
your phone call today,
Thank you for your letter of March 5 ^th .

The Reason for Writing

I am writing to inquire about
apologize for
confirm

Requesting

Could you possibly?
I would be grateful if you could

Agreeing to Requests

I would be delighted to

Giving Bad News

Unfortunately
I am afraid that

Enclosing Documents

I am enclosing
Please find enclosed
Enclosed you will find

Closing Remarks

Thank you for your help Please contact us again if we can help in any way.
there are any problems.
you have any questions.

Reference to Future Contact

I look forward to ...
hearing from you soon.
meeting you next Tuesday.
seeing you next Thursday.

The Finish

Yours faithfully, (If you don't know the name of the person you're writing to)

Yours sincerely, (If you know the name of the person you're writing to)

Best wishes,

Best regards, (If the person is a close business contact or friend)

Sample Letter

Here is a sample letter using some of these forms:

ABC Cheese House
12  BCD Avenue
Saet, UV 5894
Tel:
Fax:
Email: sdssddd@swdlkjkj.com

October 30, 2050

Fred Flintstone
Sales Manager
Cheese Specialists Inc.
156 ABC Road
Vile, AB

Dear Mr Flintstone:

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856

The order will be shipped within three days via UPS and should arrive at your store in about 10 days.

Please contact us again if we can help in any way.

Yours sincerely,

Kenneth Beare
Director of ABC Cheese House

Are you ready to interview? Once you have been selected for a job interview, it's important to prepare properly. That means practicing interview questions and answers, dressing in appropriate interview attire, and, after the interview, sending thank you letters to your interviewers.

The basics of good business letter writing are easy to learn. The following guide provides the phrases that are usually found in any standard business letter. These phrases are used as a kind of frame and introduction to the content of business letters. At the end of this guide, you will find links to sites that give tips on the difficult part of writing successful business letters – arguing your business objective. By using these standard phrases, you can give a professional tone to your English business letters.

The Start

Dear Personnel Director,

Dear Sir or Madam: (use if you don't know who you are writing to)

Dear Dr, Mr, Mrs, Miss or Ms Smith: (use if you know who you are writing to, and have a formal relationship with - VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss) 

INTERVIEW

·  INTERVIEW 

• APTITUDE
• NUMERIC
• NUMBERS
• HCF & LCM
• DECIMAL FRACTIONS
• SIMPLIFICATION
• SQUARE & CUBE ROOTS
• RATIO & PROPORTION
• AVERAGE
• PERCENTAGE
• BUSINESS
• PROFIT & LOSS
• PARTNERSHIP
• SIMPLE INTEREST
• COMPOUND INTEREST
• TRUE DISCOUNT
• BANKER'S DISCOUNT
• STOCKS & SHARES
• PROBLEMS ON
• NUMBERS
• AGES
• TRAINS
• PAIRS
• SURDS & INDICES
• TIME & WORK
• PIPES & CISTERNS
• TIME & DISTANCE
• BOATS & STREAMS
• VOLUME & SURFACE AREA
• RACES & GAMES
• PERMUTATIONS
• INDIVIDUAL
• CHAIN RULE
• LOGARITHMS
• AREA
• CALENDAR
• CLOCKS
• PROBABILITY
• TABULATION
• RESUME FORMATS
• FRESHER
• EXPERIENCED
• AVOID THESE SIX COMMON IT INTERVIEW MISTAKES

27. CALENDAR

IMPORTANT FACTS AND FOAMULAE

Under this heading we mainly deal with finding the day of the week on a particular given date the  process of finding it lies on obtaining the number of odd days.

Odd Days : Number of days more than the complete number of weeks in a given

Period ., is the number of odd days during that period.

LeapYear: Every year which is divisible by 4 is called a leap year.

Thus each one of the years 1992, 1996, 2004, 2008, 2012, etc. is a leap year. Every 4th century is a leap year but no other century is a leap year.thus each one of 400, 800, 1200,' 1600, 2000, etc. is a leap year.

None of 1900, 2010, 2020, 2100, etc. is a leap year.

An year which is not a leap year is called an ordinary year.

(I )An ordinary year has 365 days.   (II) A leap  year has 366 days.

Counting of Odd Days:

i)1 ordinary year = 365 days = (52 weeks + 1 day).

:. An ordinary year has 1 odd day.

ii)1 leap year = 366 days = (52 weeks + 2 days).

:. A leap year has 2 odd days.

_          iii)100 years = 76 ordinary years + 24 leap years

= [(76 x 52) weeks + 76 days) + [(24 x 52) weeks + 48 days]

= 5200 weeks + 124 days = (5217 weeks + 5 days).

:. 100 years contain 5 odd days.

200 years contain 10 and therefore 3 odd days.

300 years contain 15 and therefore 1 odd day.

400 years contain (20 + 1) and therefore 0 odd day.

Similarly, each one of 800, 1200, 1600, 2000, etc. contains 0 odd days.

Remark: (7n + m) odd days, where m < 7 is equivalent to m odd days.

Thus, 8 odd days ≡ 1 odd day etc.

No of odd days	0	1	2	3	4	5	6
Day	Sun.	Mon.	Tues.	Wed.	Thur.	Fri.	Sat.

SOLVED EXAMPLES

Ex: 1.Wbat was the day of the week on, 16th July, 1776?

Sol:  16th July, 1776 = (1775 years + Period from 1st Jan., 1776 to 16th July, 1776)

Counting of odd days :

1600 years have 0 odd day. 100 years have 5 odd days.

75 years = (18 leap years + 57 ordinary years)

= [(18 x 2) + (57 x 1)] odd days = 93 odd days

= (13 weeks + 2 days) = 2 odd days.

.. 1775 years have (0 + 5 + 2) odd days = 7 odd days = 0 odd day.

Jan.  Feb.  March   April   May   June   July

31   + 29  +   31    +  30   +  31  +  30  +16 = 198days

= (28 weeks + 2 days) =2days

:. . Total number of odd days = (0 + 2) = 2. Required day was 'Tuesday'.

Ex. 2. What was the day of the week on 16th August, 1947?

Sol. 15th August, 1947 = (1946 years + Period from 1st Jan., 1947 to 15th

Counting of odd days:

1600 years have 0 odd day. 300 years have 1 odd day.

47 years = (11 leap years + 36 ordinary years)

= [(11 x 2) + (36 x 1») odd days = 58 odd days = 2 odd days.

Jan. Feb. March April May June July Aug.

31 + 28 + 31 + 30 + 31 + 30 + 31 + 15

= 227 days = (32 weeks + 3 days) = 3,

Total number of odd days = (0 + 1 + 2 + 3) odd days = 6 odd days.

Hence, the required day was 'Saturday'.

Ex. 3. What was the day of the week on 16th April, 2000 ?

Sol. 16th April, 2000 = (1999 years + Period from 1st Jan., 2000 to 16thA'

Counting of odd days:

1600 years have 0 odd day. 300 years have 1 odd day.

99 years = (24 leap years + 75 ordinary years)

= [(24 x 2) + (75 x 1)] odd days = 123 odd days

= (17 weeks + 4 days) = 4 odd days.

Jan. Feb. March April

31 + 29 + 31 + 16 = 107 days = (15 weeks + 2 days) = 2 odd,

Total number of odd days = (0 + 1 + 4 + 2) odd days = 7 odd days = 0 odd day.   Hence, the required day was 'Sunday'.

Ex. 4. On what dates of Jull.2004 did Monday fall?

Sol   . Let us find the day on 1st July, 2004.

2000 years have 0 odd day. 3 ordinary years have 3 odd days.

Jan. Feb. March April May June July

31 + 29 + 31 + 30 + 31 + 30 + 1

= 183 days = (26 weeks + 1 day) = 1 t .

Total number of odd days = (0 + 3 + 1) odd days = 4 odd days.      '

:. 1st July 2004 was 'Thursday',-,-­

Thus, 1st Monday in July 2004 _as on 5th July.

Hence, during July 2004, Monday fell on 5th, 12th, 19th and 26th. .

Ex. 5. Prove that the calendar for the year 2008 will serve for the year 20ll

Sol. In order that the calendar for the year 2003 and 2014 be the same, 1^st  January of  both the years must be on the same day of the week.

For this, the number of odd days between 31st Dec., 2002 and 31st Dec.,2013 must be the same.

We know that an ordinary year has 1 odd day and a leap year has 2 odd During this period, there are 3 leap years, namely 2004, 2008 and 2012 and 8 ordinary years.

Total number of odd days = (6 + 8) days = 0 odd day.

Hence, the calendar for 2003 will serve for the year 2014.

Ex. 6. Prove that any date in March of a year is the same day of the week corresponding date in November that year.

We will show that the number of odd days between last day of February and last  day of October is zero.    .

March    April    May    June    July    Aug.    Sept.   Oct.

31     +   30  +  31    + 30   + 31 +   31  +    30   +  31

= 241 days = 35 weeks = 0 odd day. ,Number of odd days during this period = O.

Thus, 1st March of an year will be the same day as 1st November of that year. Hence, the result follows.

28. CLOCKS

IMPORTANT FACTS

The Face or dial of a watch is a circle whose circumference is divided into 60  equal parts, called  minute spaces.

A clock  has two hands, the smaller one is called the hour hand or short hand while the larger one is called the minute hand or long hand..

i) In 60 minutes, the minute hand gains 55 minutes on the hour hand.

ii) In every hour, both the hands coincide once.

iii) The hands are in the same straight line when they are coincident or opposite to each other.

iv) When the two hands are at right angles, they are 15 minute spaces apart.

v)When the hand's are in opposite directions, they are 30 minute spaces apart.

 vi)Angle traced by hour hand in 12 hrs = 360°.

vii)Angle traced by minute hand in 60 min. = 360°.

Too Fast and Too Slow: If a watch or a clock indicates 8.15, when the correct time , 8 is said to be 15 minutes too fast.

On the other hand, if it indicates 7.45, when the correct time is 8, it is said to be 15 minutes too slow.

SOLVED EXAMPLES

Ex 1:Find the angle between the hour hand and the minute hand of a clock when 3.25.

Solution:angle  traced by the hour hand in 12 hours = 360°

Angle traced by it in three hours 25 min (ie) 41/12 hrs=(360*41/12*12)° =102*1/2°

angle traced by minute hand in 60 min. = 360°.

Angle traced by it in 25 min. = (360 X 25 )/60= 150°

Required angle = 1500 – 102*1/2°= 47*1/2°

Ex 2:At what time between 2 and 3 o'clock will the hands of a clock be together?

Solution: At 2 o'clock, the hour hand is at 2 and the minute hand is at 12, i.e. they are 10 min  spaces apart.

To be together, the minute hand must gain 10 minutes over the hour hand.

Now, 55 minutes are gained by it in 60 min.

10 minutes will be  gained in (60 x 10)/55  min. = 120/11 min.

The hands will coincide at 120/11 min. past 2.

Ex. 3. At what time between 4 and 5 o'clock will the hands of a clock be at right angle?

     Sol: At 4 o'clock, the minute hand will be 20 min. spaces behind the hour hand, Now, when the two hands are at right angles, they are 15 min. spaces apart. So, they are at right angles in following two cases.

       Case I. When minute hand is 15 min. spaces behind the hour hand:

In this case min. hand will have to gain (20 - 15) = 5 minute spaces. 55 min. spaces are gained by it in 60 min.

 5 min spaces will be gained by it in 60*5/55  min=60/11min.

:. They are at right angles at 60/11min. past 4.

Case II. When the minute hand is 15 min. spaces ahead of the hour hand:

To be in this position, the minute hand will have to gain (20 + 15) = 35 minute spa' 55 min. spaces are gained in 60 min.

35 min spaces are  gained in (60 x 35)/55 min =40/11

          

     :. They are at right angles at 40/11 min. past 4.

Ex. 4. Find at what time between 8 and 9 o'clock will the hands of a clock being  the same straight line but not together.

       

       Sol: At 8 o'clock, the hour hand is at 8 and the minute hand is at 12, i.e. the two hands_ are 20 min. spaces apart.

To be in the same straight line but not together they will be 30 minute spaces apart. So, the minute hand will have to gain (30 - 20) = 10 minute spaces over the hour hand.

55 minute spaces are gained. in 60 min.

10 minute spaces will be gained in (60 x 10)/55 min. = 120/11min.

:. The hands will be in the same straight line but not together at 120/11 min.

Ex. 5. At what time between 5 and 6 o'clock are the hands of a clock 3minapart?

   

. Sol. At 5 o'clock, the minute hand is 25 min. spaces behind the hour hand.

       Case I. Minute hand is 3 min. spaces behind the hour hand.

In this case, the minute hand has to gain' (25 - 3) = 22 minute spaces. 55 min. are gained in 60 min.

22 min. are gaineg in (60*22)/55min. = 24 min.

:. The hands will be 3 min. apart at 24 min. past 5.

     Case II. Minute hand is 3 min. spaces ahead of the hour hand.

In this case, the minute hand has to gain (25 + 3) = 28 minute spaces. 55 min. are gained in 60 min.

 28 min. are gained in  (60 x 28_)/55=346/11

The hands will be 3 min. apart at 346/11 min. past 5.

Ex 6. Tbe minute hand of a clock overtakes the hour hand at intervals of 65 minutes of the correct time. How much a day does the clock gain or lose?

   

   Sol: In a correct clock, the minute hand gains 55 min. spaces over the hour hand in 60 minutes.

To be together again, the minute hand must gain 60 minutes over the hour hand. 55 min. are gained in 60 min.

60 min are gained in  60 x 60 min =720/11 min.

                                   55

But, they are together after 65 min.

Gain in 65 min ­=720/11-65 =5/11min.

Gain in 24 hours =(5/11 * (60*24)/65)min =440/43

The clock gains 440/43  minutes in 24 hours.

Ex. 7. A watch which gains uniformly, is 6 min. slow at 8 o'clock in the morning Sunday and it is 6 min. 48 sec. fast at 8 p.m. on following Sunday. When was it correct?

Sol. Time from 8 a.m. on Sunday to 8 p.m. on following Sunday = 7 days 12 hours = 180 hours

The watch gains (5 + 29/5) min. or 54/5 min. in 180 hrs.

Now 54/5  min. are gained in 180 hrs.

5 min. are gained in (180 x 5/54 x 5) hrs. = 83 hrs 20 min. = 3 days 11 hrs 20 min.

Watch is correct 3 days 11 hrs 20 min. after 8 a.m. of Sunday.

It will be correct at 20 min. past 7 p.m. on Wednesday.

Ex 8. A clock is set right at 6 a.m. The clock loses 16 minutes in 24 hours. What will be the true time when the clock indicates 10 p.m. on 4th day?      

Sol. Time from 5 a.m. on a day to 10 p.m. on 4th day = 89 hours.

      Now 23 hrs 44 min. of this clock = 24 hours of correct clock.

356/15 hrs of this clock = 24 hours of correct clock.

       89 hrs of this clock = (24 x 31556 x 89) hrs of correct clock.

                              = 90 hrs of correct clock.

       So, the correct time is 11 p.m.

 

Ex. 9. A clock is set right at 8 a.m. The clock gains 10 minutes in 24 hours will be the true time when the clock indicates 1 p.m. on the following day?

 

Sol. Time from 8 a.m. on a day  1 p.m. on the following day = 29 hours.

       24 hours 10 min. of this clock = 24 hours of the correct clock.

145 /6  hrs of this clock = 24 hrs of the correct clock

29 hrs of this clock = (24 x  6/145 x 29) hrs of the correct clock

= 28 hrs 48 min. of correct clock

The correct time is 28 hrs 48 min. after 8 a.m.

This is 48 min. past 12.