Blocking your letter
If your letter is typed, donotindent. Use single spacing and
leave a double space under each paragraph to separate it
from the next one. This is calledblocking.Donotjustify
(align) the right-hand margin.
The ending, ‘Yours sincerely’ or whatever you choose, is
placed against the left ‘margin’ and you will, of course,
sign your name underneath it. You may type your name
underneath your signature if your letter has been typed. Do
notprint your name underneath a handwritten letter.
Writing a formal letter
The same rules apply as in a personal letter but this one will,
if possible, be typed and there are other rules to observe (see
Figure 16). Opposite your own address, put the reference
number of the company to whom you are writing – if you
have one. There should be one if you have already been
corresponding with the firm.
Leave a line underneath the date and against the left-hand
‘margin’ write the name of the person to whom you are
writing and underneath that, put his or her position. Then
write the address in the usual way.
If you know the name, use it. If not, start with ‘Dear Sir’ or
‘Dear Madam’. It is better not to use ‘Dear Sir or Madam’ as
it suggests you have not done your homework. Your letter
stands a better chance of reaching the right person if it is
addressed personally. Make a phone call to the company to
136 / PART TWO: ENGLISH IN ACTION