Letter: Block Style, Business, Reference Line, Justified Body, End Notations
(Note: This is the reply to the fax later in this section.)
Name (optional if company name given; name only for personal correspondence)
City, State Zip
Phone number (optional)
Month ##(date), #### (year) (Date; day of the week optional)
Reference: (Phrase explaining purpose of letter)
Mr.[First Name][Middle Initial][Last Name](Recipient information)
City, State Zip
Dear Mr.[Last Name]:
Body introductory paragraph: Thank you for bringing the streetlight problem to my attention. The City of Celina's Utility Department recognizes that well-lit streets are an essential element of helping to keep our neighborhoods safe. Therefore, we always appreciate when people take the time to let us know when a light needs replacing.
Body paragraph: I dispatched crews to correct that situation today. All streetlights should now be working properly, illuminating your neighborhood once again.
Body closing paragraph: Please feel free to contact me in the future should you experience any similar problems.
[First Name][Middle Initial][Last Name]
prh (Typist's initials)
appbblockformal.doc (File Name Notation, which indicates where and how the letter is stored)
Enclosure (Enclosure Notation: used if letter accompanied by an enclosure)
By Priority Mail (Delivery Notation: used if letter sent via means other than standard mail)
cc: Ms.[First Name][Middle Initial][Last Name](Copy Notation: name or names of anyone receiving a copy of the letter)