How to Write a Message, Letter or Email?

...

Step: 2 Present the secondary details: Secondary details are there for explanatory purposes. For example: If the main idea is about an order than secondary details wills more information about the order like time of shipment.

Step 3: Close on a Positive note: The letter should end in as straightforward a fashion as it began. If you are acknowledging an order, a reference to future business would be appropriate. Be brief and direct.

Q3 What is a Block Format?

When writing business letters, you must pay special attention to the format and font used. The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs.

General guidelines:

- Each part of the business letter (Occasion, Facts,) must have its own paragraph. Each paragraph must begin with a TOPIC SENTENCE, which indicates the main idea of this paragraph through the use of specific keywords.

- All paragraphs are single-spaced, WITHOUT indentations. Double-space between paragraphs.

Contents of Body Paragraph 1 (Occasion): 3-4 sentences

- Tell the addressee the purpose of this letter. Refer to a need or interest of the reader. Preview what major points the letter will address.

Contents of Body Paragraphs 2-4 (Facts):

- Specify all the information needed for action by the reader. Each paragraph has its own topic/main idea which must be supported with details. The words in boldface become keywords that should be included in the topic sentence for each of the paragraph.

Contents of Body Paragraph 5 (Action):

- State clearly what action you want the reader of this letter to take next. If necessary, indicate what action the reader can expect from you, e.g. “I will call you in order to .... on (date).”

Q4 Specimen of Block format:

- [pic 1]