Modified Block Style Letter with Special Parts
1. Margins
a. Top Margin
i. First Page
(1) Approximately two inches from the top of the page
(2) If using a letter head, must be at least 0.5 inch space between the letterhead and
the date
(3) A short, one page letter may be centered vertically
ii. Continuation Pages
(1) Use a top margin of approximated 1 inch on each continuation page of the letter
b. Side Margins
i. 1.25 both left and right
c. Bottom Margin
i. Leave a bottom margin of at least 1 inch
ii. If the letter requires more than one page, you can increase the bottom margin on the
first page up to 2 inches
iii. If you are using letterhead stationery with a band of printed copy running across the
bottom of the page, leave a minimum margin of 0.5 inch between the last line of text
and the band of printed copy.
2. Date Line
a. The month, day and year on which the letter is typed. As a general rule space down six
times for the default margin of 1 inch before typing the date line.
b. In a modified block style letter, the date line is aligned at the CENTER POINT of the
letter. This is not center aligned but a left tab is set at the center of the letter (usually the 3
inch mark)
3. Attention line
a. A means of directing the letter to a particular person or department
b. Positioned as the first line of the inside address
4. Inside Address
a. The name and address of the person to whom you are writing
b. Aligned at the left margin
c. 4 blank lines between the dateline and the inside address
5. Subject Line
a. If included, aligned at the left margin
b. Double space after the inside address, double space before the salutation
6. Salutation
a. An opening greeting
b. Aligned at the left margin
c. If using open punctuation, no punctuation following the persons name
d. If using mixed punctuation, use a colon following the persons name
e. 2 blank lines between the inside address and the Salutation
7. Message
a. The text of the letter.
b. All paragraphs are typed singles spaced with no indentations
c. Double space between each paragraph
d. Aligned at left margin
8. Complimentary Closing
a. Parting phrase such as Sincerely yours
9.
10.
11.
12.
13.
14.
b. Aligned at the CENTER POINT of the document
c. If using open punctuation, no punctuation following
d. IF using mixed punctuation, use a comma following
Writers Identification
a. The writer’s name and title
b. Aligned at the CENTER POINT
c. 4 Spaces between Complimentary Closing and Writers Identification
d. Title can be one line below persons name
Reference initials
a. Typists initials, lower case, aligned at left margin
b. Double space after Writers Identification
Enclosure notation
a. Double space below reference initials
b. A reminder that the letter is accompanied by another document
c. Aligned at left margin
d. Word Enclosure. Can be followed by a colon and the name of the enclosed document
Copy notation
a. Names of those that will receive copies of the letter
b. Double space below Enclosure notation
c. Aligned at left margin
d. Tab one time and list names in either alphabetical order or by order of importance
BC copy
a. Name of people that will also receive a copy of letter but this recipient is confidential
b. Double space below copy
c. Aligned at left margin
d. Tab once and type name. MAKE SURE THAT THE LETTER TO THE BC RECIPIENT
IS THE ONLY LETTER WITH THE BC NOTATION
Post Script
a. Aligned at left margin
b. Double space after last notation
c. Does not need the letters PS