Countersign Business Letter Template Made Easy

Signature business letter template

in this video we're going to learn how to properly set up business letters using Microsoft Word before you begin typing the letter there's a few changes that you'll want to make to your document the first thing we're going to do is we're going to change our top margin right now it's set at 1 inch and we want to change that to 2 inches so to do that we're going to go to page layout and we're going to click on margins and since we only want to change one of the margins we're going to come all the way down to the bottom and click on custom margins the only change we need to make here would be to change that top to a2 and you can just simply type that in it's a lot faster than using the arrow keys to move that and then you can just simply press OK and notice that my cursor jumped down here so now I now have a two inch top margin the next change that we want to make is we want to go ahead and change our font style size and some spacing options so before you make any changes we're going to select all of our text even though there's nothing written you want to select everything so you want to hold down the ctrl key and press a and notice that that starts to highlight on the page when you have that done on the Home tab we're gonna change our font style first appropriate font styles for a business letter would be Arial or Times New Roman so for this one I'm going to type it in Times New Roman make sure your ctrl a feature is still on and everything is still highlighted and we're going to go ahead and change our font size to 12 and you always just leave that on the typical black ink alright before we get our control a feature off of there we want to go ahead and make one more change to our document for this change we're going to go to page layout and you're going to look in this middle section for spacing and right here where it says spacing after 8-point we want to press the down arrow twice to take that to zero point okay so once those changes are made you're actually ready to go ahead and start typing your letter the first part of a business letter is the return address this is the address of the person that is sending the letter so if I'm gonna be the author of this letter this would be my address so I'm gonna go ahead and type in the address and yes this is a made-up address and notice there's no name or anything there it's just the address and then I'm going to press ENTER and I'm going to type in the day that I'm sending the letter so we'll do October first and with your cursor still blinking after the year I'm going to do a quadruple spaced or press ENTER four times so I'm going to go one two three four then I'm ready to type the inside address or the address that comes on the inside of the letter this will be the address of the recipient or the receiver of the letter so who are we writing this letter to and then you're going to include their address as well with your cursor blinking after the zip code we're gonna do a double spaced one two it's who enters here is where you're going to include your salutation for the salutation you want to always have dear and then the title of the person that you're sending it to so that's gonna be mr. MS doctor or whatever it is so we're gonna have MS and then the last name so the last name of the person I'm sending this letter to is chestnut don't worry about a comma colon semicolon or any kind of punctuation after the salutation you can just leave that blank we're gonna do another double spaced here or press ENTER twice and then we're ready to begin typing our paragraphs so I'm gonna go ahead and just paste in some paragraphs that I typed earlier and I'm just going to go ahead and format these to have the same font same size and we're going to make sure that we have that spacing after at zero okay a couple thing about paragraphs you do not indent your paragraphs in a business letter everything is left aligned so that means that we type letters and what we call block format meaning everything is nice and lined up over here on this left-hand margin in between paragraphs you'll have a double space so you can see where the paragraphs are separated by that double space there once you're done typing your paragraphs you're gonna do a double space again and then this is where you'll include your closing so the most common form of most common closing is going to be sincerely you do include a comma after the closing please note the spelling of sincerely and make sure that you're always spelling it right with your cursor still blinking after the comma we're going to include a quadruple space so we're gonna go one two three four enters then this is where you'll include or type the name of the person that is sending the letter so if I'm sitting this letter I would put my name if they give you a title for the person that you're writing the letter for then you would put that here so I could put a MS teacher that would be my title and at this point my letter is pretty much typed there's a couple things I want to point out we left a quadruple space here in between the closing and the signature block so that when I this letter out I've got this whole space right here for me to come back in and sign and actually print my signature with a pen you should never try to type your name and then change it to a cursive font you always need to actually print the letter out and sign it yourself and that's pretty much a business letter setup so let's just look at a print preview of this you can see everything is nice and lined up on the left hand side that's block format you've got two places where you have quadruple spaces that's after the date and after the closing and then everything else is basically just a double space in between so it kind of just breaks everything up nice and neatly that's how you'll format business letters will be typing several business letters in class so if you have any questions just let me know