Block Format for Business Letters

The style and format for writing business letters has evolved over the past several decades and has adjusted itself to more or less the corporate culture of its times. The most commonly followed and universally accepted business letter format of the present times is the Block format of writing business letters.

Apart from the Block Format there are also two more formats namely the Modified Block Format and the Semi-Block Format. But we recommend that you follow the block format of business letters unless specified otherwise by your organisation.

Business Letter Format – The Block Format

The block format is the simplest format to follow and specifies that all the content of the business letter should be left aligned and justified. Note that you don’t indent at all in the block format or block style. Have a look at the following sample business letter to understand the different elements of the block format of business letters.

2130 Fairmount Ave

Philadelphia, PA 19130                                                  I – Return Address

United States

Single space

June 21, 2015                                                                II – Current Date

Two to three spaces

Mrs. Katie Ross                                                             

The Admissions Dept, Rockefeller College

61 Nassau St                                                                  III – Inside Address

Princeton, NJ 08542

United States

Double space

Dear Mrs Katie Ross:                                                     IV – Salutation

Double space

Subject: Application for scholarship                                V – Subject Line       

Double space

I write to you to know the status of my application for admission into the prestigious fellowship program at Rockefeller College....................

Double space

The details of my application are as follows................... VI - Body 

Double space

Please update me with the status as soon as possible. I have also enclosed a copy of my application for reference......

Double space

Sincerely yours,                                                              VII – Closing

                       Four to five spaces for signature           VIII – Signature

Jonathan Webb                                                              IX – Printed Name

Student

Double space

Enclosures (2)

1.    Application Letter

2.    Application Form                                                       X - Enclosures

Double space

Reference Initials                                                           XI – Reference Initials

Margins and Paper: A Business Letter is always written on a standard 8”x 11”A4 size paper with 1” to 1.5” margin on the each side of the paper. Official letters are printed on a bond paper of good quality. The font has to a standard font out of Arial, Calibri, Times New Roman or Verdana. 

I – Return Address: The address of the sender is written without the name of the sender. There is no heading or any indent and the address line starts on the left.

II – Current Date: The date is written after a single space starting with the month eg. January 10, 2015 or starting with the day followed by the month eg. 10 January, 2015. The comma is always placed before the year.

Refer to the sample above for line spacing mentioned in italics wherever applicable.

III – Inside Address: The address of the recipient with the Name and designation of the recipient. If you are not sure of the designation it’s better to leave it blank. Note that both the return address and the inside address do not have any commas or full stops.

IV – Salutation: The salutation starts with a Dear followed by Mr. / Mrs. / Miss followed by full name and ends with a colon. Some organisation prefer to leave out the word dear and simply address the recipient with Mr./ Mrs/ Miss. A doctor should be addressed as Dr.

V – Subject Line: The subject line is very important and should be as concise as possible yet give the full context of the letter. Read more about how to write a professional business letter to get this right. The above sample is a type application letter.

VI – Body: The main content of the letter is written mainly in three to four paragraphs. The first paragraph is the introduction followed by the details and third and fourth paragraphs are action points and conclusion respectively. Double line spaces are left after each paragraph. The body changes as per the different types of business letters and needs to be modified accordingly.

VII – Closing: The closing of the letter is used to establish your position with respect to the recipient. It tells the reader that you have finished and is usually written as ‘Sincerely yours’ or ‘Thanking you’. Notice that only the first letter is capitalised and not each letter. Keep this short to two to three words.

VIII – Signature: This is where you sign. Leave enough space of four to five lines so that you signature is just above your printed name.

IX – Printed Name: Your printed name along with your designation. Again there are no commas or full stops in here too.

X – Enclosure/s: If there is only one enclosure mention it in front of the word <Enclosure:>. If you have more than one enclosures the mention the number of enclosures other than the letter itself in the brackets as shown above. Then write the document names and reference numbers of each enclosure in a ordered list below it.

XI – Reference Initials: (Optional) if you have marked cc or bcc to any other department mention it here.

This is about it! Congratulations! You can now draft those perfect professional business letters in the block format. However it’s always good to have a look at some business letter templates or application letters and understand the process of drafting good quality business letters.

Found this article useful or feel there is something we left out? Let us know through the comments section below.

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Transfer Request Application Format – Location transfer due to personal reasons

Transfer application letters are really tricky. Basically you write to your manager asking him to let you leave his team and join some other team under some other department or at a new location. Obviously your manager isn’t going to be happy letting one of his star employees leave.

This fact makes putting in a transfer request extremely tricky. Writing such business letters requires careful considerations of your actions, taking extra precautions with the kind of words you use and the tone of the letter. Sometimes it’s advisable to proof read your letters and may be also ask a friend to proof read them for you.

Following is a general purpose template of business letter seeking transfer to a different office location at the same organisation for personal reasons. Same can be modified for seeking transfer into a new unit or department within the organisation.

<Your Name>

<Contact: Address, Company Designation> 

To,

<Manager’s Name>

<Mangers Designation and Contact>

Sub: Application for a Location/ Department Transfer <write this in subject section in case of an email>

Dear <Manager’s Name>

I am really happy with my work and the opportunities I am getting as part of our team. I have really learned a lot and look forward to serve our organisation in the coming years. However as discussed with you earlier, my family is currently living in <location you want transfer to>, which is also my hometown.

With my spouse’s job and schools of my children also being at <location/city>, I am finding it increasingly difficult to give enough time to my spouse and children. Of late this has started affecting my work.

I request you to please release me from my current assignment and approve my transfer to our office in <Location/City> in the same role. The HR department requires your approval to process my application further.

It was indeed a pleasure working with you and I hope our paths cross again.

Thanking you in advance.

Warm Regards!

<Your Name>

<Designation and Contact>

The above template is only for your reference and you will have to modify it as per your location and genuine reason for asking for a transfer. It is always recommended to keep your manager well informed about your issues so he/she will be in a better position to understand and take action in your interest. Check out the block format of business letters and other application letters on this site.

You may also want to check out how to write a professional business letter in case you want to draft your application letter for transfer into a new role or department.

In any case you have any suggestions for request for guidance on writing you customised letter use the comment section below to let us know.

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Application Letter Format for Maternity Leave

An Application for Maternity Leave will require you to first find out about the maternity leave policy at your organisation and then accordingly plan and apply for the leave. Not only do you have to plan the leave before the expected date of delivery but also after it.

In most countries, maternity leaves are fully paid but vary in the number of days that are granted. Women writing to your HR department for grant of maternity leave need to mention the start and end date of absence and emergency contact details.

Following template of leave application letter can be used to apply for maternity leave. But while you do it make sure you have written to the HR/ personnel department to find out about your medical entitlements if your employer covers you under insurance.

<Your Name>

<Contact: Address, Company Designation>

To,

<Manager’s Name>

<Mangers Designation and Contact>

Sub: Application for maternity leave <write this in subject section in case of an email>

Dear <Manager’s Name>

I am writing this letter to bring to your notice that I am seeking maternity leave under the company policy <policy number> and shall remain absent from work from <from date> to <to date>. As discussed earlier I will be working from home for the first one month of this leave period after which I will only be available on call and as per doctor’s advice.

I request you to kindly approve the same. I will be available over phone for the duration of my absence. I have also discussed the pending work with my team and <name of the person who will fill in for you>, who will look after my portfolio/ project in my absence.

During this period my husband/ father/ Guardian <name of husband/guardian> should be reached in case of any emergency and for the purpose of my medical entitlements.

Hope to see you all soon!

Warm Regards!

<Your Name>

<Designation and Contact>

The above template is only for your reference and you should always check out other application letters to see if any other template suits you better. Also check out article on how to write a business letter and application letter for claiming medical/general insurance.

Do write in your suggestions and share this template with your friends and colleagues by using the sharing options below. 

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Leave Application Letter Format

Leave Application Letters are written by everyone, but are not appreciated by all managers. This type of business letter is all about convincing your boss to grant you that consideration for a leave even though you might have your leaves pending and may well deserve a break.

A template of application letter for a leave should contain the reason for the absence from work the duration, if fixed, and the alternate arrangements to keep the work going.

Following is a sample template for such a leave application letter. You can directly copy and use this by replacing the content in bold brackets with information relevant to your case.

<Your Name>

<Contact: Address, Company Designation>

To,

<Manager’s Name>

<Mangers Designation and Contact>

Sub: Application for leave <write this in subject section in case of an email>

Dear <Manager’s Name>

I am writing this letter to bring to your notice that I shall remain absent from work on <Day and date of leave> or <from date> to <to date> as I need to attend an important family function at my in laws place. <Or provide your own genuine reason>

I request you to kindly consider this as a casual leave and approve the same. I will be available over phone for the duration of my absence. I have also discussed the pending work with my team and <name of the person who will fill in for you>, who will look after my portfolio/ project in my absence.

Warm Regards!

<Your Name>

<Designation and Contact>

The above template is only for your reference and you should always check out other application letters to see if any other template suits you better. If you are requesting for a long sabbatical leave or asking for a vacation make sure you know how to write a business letter to convince your boss.

Do write in your suggestions and share this template with your friends and colleagues by using the sharing options below. 

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