Modified block is a traditional and popular format for business letters, including product introduction, purchasing and invoicing discussions and correspondence that briefly lists or explains enclosed documents. In the job application process, modified block style can be used for cover letters, requests for recommendations, and thank-you letters. The format is appropriate for both paper and electronic correspondence.
Identification
Modified block format places the return address, including the author's name, at the top just right of center, with the date and any referenced subject underneath. The complimentary closing and signature block are at the bottom, again, just right of center. All other parts of the letter are typed flush left, with the right margin not justified. This includes the name and address of the person the letter is being sent to (inside address), the salutation, the correspondence paragraphs (body), and any enclosure notes and courtesy copy notifications. The return address is not included if the letter is printed on letterhead.
Features
If there is a referenced subject, such as an invoice number, or a number in a career advertisement, this reference is typed underneath the date. Any on-arrival specifications, such as "personal and confidential," are placed at the left above the inside address. The most approved salutations are "Dear Mr. or Ms. (last name)," or "Dear Sir or Madam" if the name is not known. "Dear (full name)" is appropriate if the first name is common for both men and women and the author does not know if the person is male or female. It is better not to guess at gender.
Function
Business letters include an introductory paragraph, middle paragraphs, and a closing paragraph. In a cover letter, for instance, the first paragraph explains the reason for writing, the middle paragraphs describe the qualities and experience the applicant can offer the company, and the third paragraph expresses thanks for the opportunity and tells how the applicant will follow up.
The modified block format sets off identifying information regarding the author and the subject of the letter.
Considerations
The most common closing is "Sincerely," and "Very truly yours" conveys a similar polite close. Enclosure notifications advise the addressee that more documents are included, and courtesy copies (originally called carbon copies) list anyone else who is receiving a copy of the letter.
Types
Since the 1970s, the most popular business letter style has been the full block, which places all the parts of the letter flush left. The other popular format, the semi-block, is the same as the modified block but indents the beginning of each paragraph. All three formats are appropriate for business use.
Effects
Is business letter formatting still important in the electronic age? Absolutely. It is particularly important when working to make a good impression, such as in a job application or an attempt to gain new or further business. Even when sent by email or fax, a properly formatted letter indicates the author is serious and professional.
