business letter components and style/format

simplified

all lines are keyed flush with the left margin. most modern letter style. in most situations in a medical office, style may be to informal.

modified block

all lines begin at the left margin, with the exception of the date line, complimentary closing and keyed signature, which usually begins at the center position

body (5)

begins two lines below the salutation or subject line. is single spaced with a blank line between paragraphs. leave a blank line above and below a list, and indent each item on the list .5 inch from the left margin.

components

business letter consist of letter head on which are printed a dateline, an inside address, a salutation, a subject line, the body of the letter, a complimentary closing, a signature block, an ID line and notation.

signature block (7)

contains the senders name on the first line and title on the second. should be typed four lines below to allow the signature. *signed by the MA- routine business nature/supply orders *signed by the doctor- medical reports, letters by the insurance company, consultation or referral letters and letters clinical in nature.

return address

for the sender should be placed in the upper left corner

notation (9)

includes information such as the number and type of enclosure and the names of other people who receive copies of the letter. typed two lines below the signature block or ID line.

complimentary closing (6)

placed two lines below the last line of the body and consisting of one of the following- Sincerely, Yours truly, Best regards. followed by a coma. one the first letter of the first word is capitalized.

inside address (2)

states the title and address of the person for whom the letter is intended. for a physician- Dr.____ or ____M.D. ___M.D. is preferred

salutation(3)

Keyed flush with the left margin on the second line below the inside address. should refer to the receiver on the letter,using a title and surname (last name) Dear Mrs Brown. If the receiver and sender know each other well, first name may be used. in formal correspondence, is followed by a colon, a comma should be used in informal.

envelopes

three common used sizes-6 3/4, 7 and 10 (also called business size). most common in the medical office are 6 3/4 and 10. 6 3/4 with a window is often used for mailing statements

full block

typed with all lines in standard letter format, flush left. quick and easy to write. one of the most common formats used in medical practice

ID line (8)

typist initials are sometimes included two lines below the signature block. the traditional full form includes the initials of the person responsible for creating the letter followed by a colon or a slash and then the typist;s initials

subject (4)

used to bring the subject of the letter to the readers attention. should be typed 2 lines below the salutation and two lines above the body of the letter

dateline(1)

usually keyed 2.5 inches/15 lines below the top edge or .5 inch/3 lines below the letterhead. should be written out December 15, 2011