Block format is when all lines of a letter begin at the left margin, including the date, complimentary close, and the originator’s name. Single spacing is used for the body of the letter within paragraphs and double spacing is used between paragraphs. Block format is easy to learn and easy to arrange. It is widely used for both business and personal letters.

When no punctuation follows the opening (salutation or greeting) or the complimentary close of a letter (except one that may end in an abbreviation), open punctuation has been used. Open punctuation is compatible with block format because both save time and reduce errors. All letters in this unit will be formatted with open punctuation.

Key the date (month, day, and year) just below the 2" or 2½" top margin (use the top margin specified by each exercise directions). Do not use any abbreviations in the date. Quadruple space (QS) following the date to the letter address (sometimes called the inside address).

The letter address (inside address) is begun on the fourth line space below the date. The letter address contains the name, title, company name, and address of the person or company you are writing to. If the letter is addressed to a company, the address may include an attention line (second line of the address) to call the letter to the attention of a specific person, department, or job title. Double space (DS) following the letter address down to the salutation.

The salutation (greeting) is begun on the second line space below the letter address. The salutation usually begins with "Dear" and contains the addressee’s last name (for example, Dear Mrs. Hayes). For open punctuation, no punctuation follows the salutation (do not type a colon after the salutation). Double space (DS) following the salutation to the body of the letter.

Begin the letter body (message) on the second line space below the salutation. The paragraphs of the body should be in block format (don’t indent the first sentence of paragraphs). Single space (SS) within each paragraph. Use auto return or word wrap to determine line endings, do not hit the return/enter key at the end of every line in your text. Double space (DS) between paragraphs (or it will be very difficult to determine where new paragraphs begin). When completing the last paragraph of your letter, double space (DS) down to the complimentary close.

Key the complimentary close on the second line space below the last line of the letter body. With open punctuation, no punctuation follows the complimentary close. Do not key a comma following the complimentary close when using open punctuation. Quadruple space (QS) down to the name of the writer.

Key the name of the writer on the fourth line space below the complimentary close. The name may be preceded by a personal title such as Mr., Miss, Mrs., or Ms. Single space (SS) to the return address.

Type the return address (originator’s address) just below the name of the writer (no blank lines between the name of the writer and the return address). The return address is the address of the sender or writer of the letter. The return address consists of a line for the street address and one for the city, state, and ZIP Code. Key the street address (or post office box or route number) on the first line; then key the city, state abbreviation (2 capitalized letters with no period followed by 2 spaces), and the ZIP Code on the second line.

If the keyboard operator is not the writer of the message, the operator’s initials (lowercase) are keyed a DS below the writer’s name or title.

An enclosure notation indicates that something other than the letter is included in the envelope. When appropriate, key the word "Enclosure" or "Enclosures" a DS below the reference initials (if used) or a DS below the name of the writer.

If a copy of the letter is to be sent to someone other than the addressee, the letters "cc:", followed by a space and the recipient’s name, is placed a DS below the enclosure notation (if used), or DS below the reference initials (if used), or DS below the name of the writer when reference initials and a enclosure notation are not used. If two people are to receive copies, single space (SS) after the first person’s name and align the second person’s name with the first person’s name.

Most personal business letters and business letters use a 1 inch right, left, and bottom margins. The top margin is generally 2 or 2 ½ inches depending on the exercise or letter. There are generally 6 lines (vertical) per inch.

Block format for business letters is very similar to a personal business letter. Most business letters are typed on company letterhead that contains the address of the company. This makes it unnecessary to type the return address as part of the letter.