Layout Of Business Letter

Centre for Management Studies Dibrugarh University

Stamp

Dibrugarh, Assam,India 786004

Layout of Business Letters

Presenting to. Bikash Gogoi & Rashida T. Noorain Faculty Members CMS. Presented by – Dipjoy Das

Layout of Business letters 

Meaning

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It includes:-

5. 6. 7.

Physical form of the letter. Arrangement of the parts of letter. Display of the various items of information in the letter.

Types of Layouts

Types of layout

Indent Type Layout

Indented style

Block Type Layout

NOMA (The National Office Management Association Of America)

Block Style

Semi-indented style Hanging Paragraph style

Semi Block Style Modified Block Style

Indent Type Layout  Characteristics 2.

5 spaces indentation for each line of the address of the recipient from the previous one

4.

The first line of the paragraphs are also indented 5 spaces.

6.

Margin of 1 to 1.5 inches on left and 1 inch on right is to be maintained.

8.

The complimentary close is right of the middle of the width of the page.

Specimen of Indented Style DD ENTERPRISES

Phone:....... Fax:……… ……designation……… …….and address of… …..recipient……

……address of the…… ...……writer……………..

3 September 2008

Dear sir I am glad to state you that………………………………………………………….. ………………………………………........................................... We think you are capable of handling…………………………………………. …………………………………………………………………………………………………… Yours faithfully …….signature……… Cc: copy to another party.

Semi-Indented Layout  Characteristics 2.

The address of the recipient is always typed in block letters and in the same indent.

4.

Contacts of the writer together with the name and designation is given on the top left corner.

6.

The subject is also typed in block letters.

8.

The other parts of the letter remains same as in the indent form.

Specimen of Semi-Indented Style DD ENTERPRISES ……address of the enterprise……… Designation of the writer Phone: …….. Fax: ……. 3 September 2008 ……address of….. …..the recipient…. Dear Sirs SUBJECT I am glad to state you that……………………………………….......... ………………………………………………………………………………….. We think you are capable of handling of……............................ ………………………………………………………………………………………………………………………… Yours faithfully ……..signature……. Cc : Copy to another party

Hanging Paragraph Style  Characteristics 

Both, address and the first line of the paragraph begins from the left margin.

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The subsequent lines of each paragraph are intended 3 or 5 spaces away from the left margin.

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Recipient’s address is written in block form.

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The date and the writers address is typed on the right top corner.

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The complimentary close, the signature and the information are placed in the intended style layout.

Disadvantage of Hanging Paragraph Style This layout has witnessed certain amount of disadvantage, which are:3.

It distracts attention from the contents to itself.

5.

This layout results in wastage of paper.

7.

It is time consuming.

Specimen of Hanging Paragraph Layout DD ENTERPRISE Phone: ……… Fax: ……..

….address of….. …..the writer….. 3 September 2008

…designation…….. …address of the… …recipient…………. Dear Sir sub: Subject……….. I am glad to state you that………………………………………………………………. ………………………………………………………………………………………………… We think you are capable of handling……………………………………………… ………………………………………………………………………………………………… Yours faithfully …….signature……….. Cc :Copy to other parties.

Block Style Layout  Characteristics 2.

Originated in United States.

4.

Everything including the date, recipient’s address, the salutation, each paragraph, etc starts from the left margin.

6.

No commas are used in the salutation, complimentary close and recipient’s address.

8.

The date is on the right side of the letter.

Specimen of Block Style Layout DD ENTREPRISE Lane J, Milan Nagar, Dibrugarh Phone :0373-2328064 3 September 2008 M/S XYZ Pvt.Ltd. Chiring Chapori, Dibrugarh Dear Sir I am glad to state you that……………………………………………………………….. ……………………………………………………………………………………………. We think you are capable of handling……………………………………………… …………………………………………………………………………………………………….. Yours faithfully Dipjoy Das (Mrkt.Manager) Cc: Copy to other parties

Semi-Block Style of Layout  Characteristics 2.

The recipients address is written in the block form without punctuation mark.

4.

Body of the letter is in indented form.

6.

The complimentary close, signature, etc are also in the indented form.

Specimen of Semi-Block Layout DD ENTREPRISE Lane J, Milan Nagar Dibrugarh Phone: 0373-2312344 3 September 2008 M/s ABC Enterprise Khaliamari, Dibrugarh, 786001 Dear Sirs I am glad to state you that………………………………………………………... …………………………………………………………………………………………… We think you are capable of handling ………………………………………. ……………………………………………………………………………. Yours faithfully Dipankar Dutta (G.manager) Cc: Copy to others

Modified Block Layout DD ENTERPRISE Phone:… Fax :…….. ….

….address of.. …….writer…

 Characteristics 2.

Sender details in the top right of the letter head.

4.

Body of the letter are in the block form.

6.

Date, complimentary close and signature are on the right alignment.

3 September 2008 …..address of….. …..recipient…….. Dear Sir Sub: Subject I am glad to state you ……………………………. ……………………………………………………… We feel you can………………………………………. ……………………………………………………. Yours faithfully ……signature……… Cc: copy to others

NOMA Layout DD Enterprise Phone:….. Fax:…… ….address of.. ……writer……… 3 September 2008 …….recipient….. …….address……. ATTENTION LINE I am glad to inform ………………………………… …………………………………………………… We think that you…………………………………… …………………………………. Yours faithfully …..signature….. ….NAME……..

 Characteristics 2.

Omission of the salutation, left complimentary close, name in capital letters below the signature.

4.

Attention line is 3 line below the recipient’s address

6.

Left alignment of the date, recipient’s address, signature & initial letter information.

Thank You Presented by, Dipjoy Das.