Appendix A

Format of Business Letters

Refer to the sample on the next page and note the following:

• Durham Tech prefers the block style of business letter, which aligns all parts of the letter on the left and which does not use paragraph indentations;
• The letter should be typed without typos;
• All words in the address should be spelled out, including North Carolina (remember to run spellcheck);
• The person sending the letter should include his or her name (typed out), title, and signature;
• When enclosing other material(s) with the letter, the word Enclosure should be typed after the signature and title; and
• When giving copies of the letter to anyone other than the person(s) to whom it is addressed, note this information at the end of the letter, following other information (including Enclosure). Type the letter c with a colon and follow it with the name(s) of the other person(s) to whom the letter will be sent.

Related Reminders

• Send legible letters. If the copier in your area produces weak copies, use another copier or take the original to the Copy Center for better quality.
• Type addresses on envelopes and add your name to the return address. (The college requires typed addresses on envelopes; do not hand-address envelopes.)
• When preparing a letter, newsletter, or other document for an audience outside the college OR when composing an official memo or letter for our students, you may have staff in the college's Marketing and Communications Department edit the piece for you.

Business Letter Sample

April 15, 2010

Mr. John Q. Public
ABC Enterprises
123 East Main Street
Durham, North Carolina 27703

Dear Mr. Public: 

The April 7 meeting at your facility was certainly informative. I am glad to know more about what your organization is doing at the Durham facility. 

I am enclosing some information about Durham Technical Community College’s Electronics Engineering program and the two courses in Machining Technology. As we discussed, we also have an Electrical/Electronics Technology program available for your training needs. 

I hope this information is helpful. I look forward to seeing you in the near future.

Sincerely,

           --signature--

Name, Title

Enclosures

cc:        Name
            Name

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