Blue or black ink should be used for your signature. Give yourself four vertical slots for your signature. Party—is positioned two vertical spaces beneath the identifying line. You should also space out your name within the signature area: two lines for the first name, one line for the last name.
Four vertical spaces is the most common amount of white space between paragraphs. Your printer may have different requirements, so check with him or her before you print anything.
The title of your paper should be centered at the top of page one, with the corresponding date at the bottom of page one. Use double-spaced pages if you can. If not, then single-spaced is fine as long as it's done consistently throughout.
Never use script typeface for your titles or subtitles. This font looks like handwriting and it goes on every page of your document. No one wants to read through hundreds of words just to find out who Peter is dating again.
If you're using a limited number of fonts in your paper, make sure they are clear and easy to read; otherwise, someone will be forced to use a font of their own choosing instead.
Don't put page numbers in your header or footer.
Place your signature on the right side of the page at the conclusion of the letter. If you sign before you write, place it at the end of the first line over which you have control (the "teeth" of the pen). Otherwise, someone might change it without notice.
The presence of your name on the letter gives it authority. If you were to send out hundreds of letters without your signature they would be just that- hundreds of letters. No one would pay attention to or read them. By signing your letter you are giving it credibility and importance. Credibility is important in business because people don't always take what others say seriously until they see some kind of proof that it is true. Importance is needed for letters to work their way up the chain of command. If you were to send out hundreds of letters but only signed your own name below each letter then no one would believe that you were actually the person who wrote them.
People often forget that signatures on documents represent authority. They act as seals that guarantee that the document was written by the person claimed. Without a signature, people can be anyone, anything, or nothing at all.
Every component of a full-block business letter (title, address, salutation, content, salutation, signature, identification, and attachments) is aligned to the left. Signature lines should be divided into four equal parts from top to bottom.
The title should be short and to the point. If you want to give your recipient more information about yourself or your company, include this in an introductory paragraph that is separated from the rest of the letter by a horizontal line. This section may also include a sentence or two describing your relationship with the recipient.
In addition to being concise, the address must be accurate. If you are sending multiple copies of the same letter to different recipients, you should write each one separately and include their respective addresses. You can identify separate letters by adding a subject line above the opening paragraph.
After the address, come the salutation. There are three main types of salutations: formal, informal, and neutral. "Dear Sir/Madam" is a formal salutation, used when writing to people who have given you their name and address but have not yet told you they do not want to receive further correspondence from you. An informal salutation is used when you know who you are writing to, but they do not know you personally.
When you print the letter, leave sufficient of space between your complimentary closing and your typed name to sign your name in blue or black ink. Leave one space between the complementing closure and your signature if you're sending an email.
If you don't leave enough space, others might think that you want them to sign your letter too. This is especially true if you aren't clear about whether you want them to sign it or not. If you are unsure, leave more space than necessary. Others will understand that you are leaving space for your signature.
Here are some examples:
Closing: Dear Mr. Smith, Thank you for contacting Customer Service. Our phone lines are busy so please allow us time to get back to you...
Without space: Dear Mr. Smith, Thank you for contacting customer service.
Without space after complimenting closure: Dear Mr. Smith, Thank you for contacting customer service. We're very pleased that you feel our product meets your needs....
Your handwritten and typed name is included in the signature. Add four lines of space below your closure for formal and semi-formal letters, and then type your name. In official letters, provide your entire name; in semi-formal letters, simply your first name is acceptable. Fill in the blanks with your name.
Example: Mary Jane Miller
Mary signed this letter using a ballpoint pen. Her signature looks like it is written by hand rather than typed. It is not completely uniform in size or style, but it is certainly readable. Since this is an official letter, she included her full name in the signature. She started with the word "Dear" followed by her contact information. Then she closed the letter with "Yours truly," using her initials as her closing.
Leave four lines of space between the closure and your typed name if mailing a hard copy letter. Sign your name in pen in this space. Leave one space between the complementary closing and your written signature if you're sending an email.
Why? To allow space for the handwritten signature, the typed signature should be put four to five lines below the complementing close. If you do not place a space after the word'signature', the reader will assume that you intend the text following to be part of the signature.
The rule on how far below the letterhead or heading page the typed signature should go is similar to that governing the position of the printed name in a business letter: it should be placed so that the bottom of the signature line just touches or crosses the margin of the sheet. The actual distance depends on the size of the type used and the degree of formality of the letter; but 2-3 lines is a safe rule to follow.
In general, the closer the typing follows the handwriting, the more informal the letter will appear.
The space left between the end of the typed signature and the beginning of the next paragraph is known as the signature zone. This is where your letter writer can express her/his appreciation by signing their name. It is also advisable to include an address here so that people who are concerned about your company's policy on privacy issues will know where to send future correspondence.