Additional Topics:
(a) Types of Letter Formats
(b) Parts of the Letter
(c) Letter Styles
(d) Examples of Letter Formats
Types of Letter Formats
There are several types of letter formats used in police communication, each serving different
purposes. Here are some common formats:
1. Formal Letter Format
Used for official correspondence with government agencies, institutions, or private entities.
Structure:
▪ Letterhead (if applicable)
▪ Date
▪ Recipient’s Details
▪ Subject
▪ Salutation
▪ Body (Introduction, Main Content, Conclusion)
▪ Closing
▪ Signature
Example: A request for additional resources or a report submission.
2. Memorandum (Memo) Format
Used for internal communication within a police department or agency.
Structure:
▪ Memorandum Heading
▪ Date
▪ To (Recipient)
▪ From (Sender)
▪ Subject
▪ Body (Direct and Concise)
▪ Closing Remarks
Example: A memo about new patrol procedures or duty assignments.
3. Endorsement Letter Format
Used to forward documents or requests to higher authorities with comments or
recommendations.
Structure:
▪ Reference Number (if applicable)
▪ Date
▪ From (Sender)
▪ To (Recipient)
▪ Subject
▪ Body (Background, Remarks, Recommendations)
▪ Closing and Signature
Example: Endorsing an officer’s request for leave or training.
4. Incident Report Format
Used to document incidents, crimes, or unusual occurrences.
Structure:
▪ Title (Incident Report)
▪ Date and Time of Incident
▪ Location
▪ Reporting Officer’s Details
▪ Narrative (What happened, Who was involved, Actions taken)
▪ Conclusion
▪ Signature of Reporting Officer
Example: Reporting a robbery or an accident.
5. Request Letter Format
Used to formally ask for permission, resources, or assistance.
Structure:
▪ Date
▪ Recipient’s Details
▪ Subject
▪ Salutation
▪ Body (Purpose of Request, Justification, Specific Details)
▪ Closing and Signature
Example: Requesting additional personnel for an event.
6. Investigation Report Format
Used to summarize findings from an investigation.
Structure:
▪ Title (Investigation Report)
▪ Case Number
▪ Date and Time
▪ Investigating Officer’s Name and Rank
▪ Summary of Findings
▪ Conclusion and Recommendations
▪ Signature
Example: Investigating a case of misconduct.
TYPE OF LETTER STYLES
1. Full-Block Style
▪ Format: Everything is aligned to the left margin, including the sender’s address,
date, salutation, body, closing, and signature.
▪ Spacing: Single-spaced paragraphs with a double space between paragraphs.
▪ Appearance: Clean, formal, and professional.
▪ Common Use: Business letters, official correspondence.
[Your Address]
[City, State, ZIP Code]
[Date]
[Recipient's Name]
[Recipient's Title]
[Company Name]
[Address]
Dear [Recipient's Name],
This is the body of the letter. All paragraphs are left-aligned.
Sincerely,
[Your Name]
[Your Title]
2. Semi-Block Style
▪ Format: Similar to full-block, but paragraphs are indented (usually by half an inch or one
tab).
▪ Spacing: Single-spaced paragraphs with double spacing between them.
▪ Appearance: Slightly less formal but still professional.
▪ Common Use: Personal or informal business letters.
[Your Address]
[City, State, ZIP Code]
[Date]
[Recipient's Name]
[Recipient's Title]
[Company Name]
[Address]
Dear [Recipient's Name],
This is the body of the letter. Notice the paragraph indentation.
Sincerely,
[Your Name]
[Your Title]
3. Modified-Block Style
▪ Format: The sender’s address, date, closing, and signature are right-aligned.
The body paragraphs are left-aligned.
▪ Spacing: Single-spaced paragraphs with double spacing between them.
▪ Appearance: Slightly more stylish and formal.
▪ Common Use: Business and professional correspondence.
[Your Address]
[City, State, ZIP Code]
[Date]
[Recipient's Name]
[Recipient's Title]
[Company Name]
[Address]
Dear [Recipient's Name],
This is the body of the letter. The paragraphs are left-aligned, but the date and closing are right-
aligned.
Sincerely,
[Your Name]
[Your Title]
4. Semi-Modified Block Style
▪ Format: The sender’s address, date, closing, and signature are right-aligned (like
modified block). The body paragraphs are indented.
▪ Spacing: Single-spaced paragraphs with double spacing between them.
▪ Appearance: A blend of block and semi-block formats; formal but slightly less
rigid.
▪ Common Use: Business correspondence with a slightly personal touch.
[Your Address]
[City, State, ZIP Code]
[Date]
[Recipient's Name]
[Recipient's Title]
[Company Name]
[Address]
Dear [Recipient's Name],
This is the body of the letter. Notice the paragraph indentation, while the date and closing are
right-aligned.
Sincerely,
[Your Name]
[Your Title]
Key Differences at a Glance:
Style Alignment Paragraphs Appearance
Full-Block All elements left-aligned No indents Very formal and professional
Semi-Block All elements left-aligned Indented Slightly informal
Modified-Block Date & closing right-aligned No indents Stylish and formal
Semi-Modified Date & closing right-aligned Indented Formal with a personal touch
Parts of the Letter
1. The Heading
The heading contains the return address with the date on the last line. Sometimes it is
necessary to include a line before the date with a phone number, fax number, or e-mail address.
Often there is a line skipped between the address and the date. It is not necessary to type a return
address if you are using stationery with the return address already imprinted, but you should
always use a date. Make sure the heading is on the left margin.
2. Recipient’s Address
This is the address you are sending your letter to. Be sure to make it as complete as
possible so it gets to its destination. Always include title names (such as Dr.) if you know them.
This is, like the other address, on the left margin. If a standard 8 ½” x 11” paper is folded in thirds
to fit in a standard 9” business envelope, the inside address should appear through the window
in the envelope (if there is one). Be sure to skip a line after the heading and before the recipient’s
address, then skip another line after the inside address before the greeting. For an example, see
the end of this sheet for a sample letter.
3. The Salutation
The salutation (or greeting) in a business letter is always formal. It often begins with “Dear
{Person’s name}.” Once again, be sure to include the person’s title if you know it (such as Ms.,
Mrs., Mr., or Dr). If you’re unsure about the person’s title or gender then just use their first name.
For example, you would use only the person’s first name if the person you are writing to is “Jordan”
and you do not know whether they identify as male, female, or non-binary.
The salutation always ends with a colon.
4. The Body
The body is the meat of your letter. For block and modified block letter formats, single
space and left justify each paragraph. Be sure to leave a blank line between each paragraph,
however, no matter the format. Be sure to also skip a line between the salutation and the body,
as well as the body and the close.
5. The Complimentary Close
The complimentary close is a short and polite remark that ends your letter. The close
begins at the same justification as your date and one line after the last body paragraph. Capitalize
the first word of your closing (Thank you) and leave four lines for a signature between the close
and the sender’s name. A comma should follow the closing.
6. The Signature Line
Skip at least four lines after the close for your signature, and then type out the name to be
signed. If you are printing this letter out and sending it by mail, you will sign your name in pen.
This line will include your first and last name, and often includes a middle initial, although it is not
required. You may put your title beforehand to show how you wish to be addressed (Ms., Mrs.,
Dr.).
The signature should be in blue or black ink.
7. Enclosures
If you have any enclosed documents, such as a resume, you can indicate this by typing
“Enclosures” one line below the listing. You also may include the name of each document.