“Write the vision, and make it plain upon tables.” — Habakkuk 2:2
Lesson
What You Will Learn
- Format a business letter in full block style
- Write and format an internal memo
- Print envelopes and labels
- Use and customize Word templates
Lesson Notes
Full Block Business Letter
All lines start at the left margin. Order: letterhead or sender's address, date, inside address, salutation (Dear Mr. Harris:), body, complimentary close (Sincerely,), four blank lines for a signature, typed name and title. Single-space within paragraphs and double-space between them. Use Enclosure or cc: notations when needed.
The Memo
Memos are internal. The heading block has TO:, FROM:, DATE:, and SUBJECT:, then the message. No salutation or signature. Keep it short and put the main point first.
Envelopes and Labels
Mailings > Envelopes places the delivery and return addresses correctly. Mailings > Labels prints one address or a full sheet. Always print a test on plain paper first and match the label product number.
Templates
Templates are pre-formatted starting points (File > New). Many offices keep their own letterhead template. Save a template as .dotx so users open a fresh copy each time instead of overwriting the original.
Key Terms
| Item | Details |
|---|---|
| Full block | Letter style with every line at the left margin |
| Memo | A short internal document with TO/FROM/DATE/SUBJECT |
| Enclosure | Notation that something is included with a letter |
| .dotx | A Word template file |
In-Class Activities
Label the Letter
On the sample letter, label each part: letterhead, date, inside address, salutation, body, complimentary close, signature block, enclosure notation.
Memo Drill
Write a memo to all staff from the Office Manager announcing that the office will close at 2 p.m. on Friday for a building inspection. Include what staff should do before leaving.
Assignment: Correspondence Set
Create three documents:
- A full block letter to a vendor requesting a price quote for office supplies (include an enclosure notation).
- A memo to staff about a new visitor sign-in procedure.
- An envelope for the vendor letter.
Save one as a template (.dotx) with your organization's letterhead.
Graded with the Module Assignment Rubric.
Reflection Journal
Habakkuk was told to make the vision plain. In business writing, clarity is a kindness. Where in your life do you need to communicate more plainly, with employers, family, or God?
Prayer focus: Ask God for clarity in your words and your plans.
Weekly Reading & Devotions
Words That Represent Others
When you write a business letter, you are not writing only for yourself. You are writing on behalf of an organization. The recipient will judge the church, clinic, or company by what you send.
The full block format may feel stiff at first, but its consistency is a gift. Every reader knows where to find the date, the address, and the signature. Formats like this let the message stand out instead of the layout.
Paul's letters in the New Testament followed the letter conventions of his day: a greeting, thanksgiving, the main message, and a closing. He used the accepted format to carry the most important message in the world. Form served content.
Your letters may be ordinary: a supply request, a thank-you, a notice. Written clearly and correctly, they build trust in the people you work for. That is faithful service.
Think About It
- Who would you like to write a thank-you letter to? ______________________
- How does writing on behalf of an organization change how careful you are? ______________________
- What part of letter formatting is hardest for you? ______________________
Daily Devotions for Week 3
Make It Plain
Write the vision, and make it plain upon tables.— Habakkuk 2:2 (KJV)
Clarity serves readers. Plain writing is a kindness.
Reflect: What do you need to communicate more plainly?
Pray: Lord, help me write clearly.
Do: Rewrite one sentence to make it simpler.
Grace and Peace
Grace to you and peace from God our Father, and the Lord Jesus Christ.— Romans 1:7 (KJV)
Paul opened his letters with grace and peace. Our words can bring grace to others too.
Reflect: Whose day could your words brighten?
Pray: Lord, let my words carry grace.
Do: Write a short encouraging note.
Faithful Messengers
As the cold of snow in the time of harvest, so is a faithful messenger to them that send him.— Proverbs 25:13 (KJV)
A faithful messenger refreshes the one who sends her. Representing an organization well is refreshing to leaders.
Reflect: How can you be a faithful messenger?
Pray: Lord, make me faithful in carrying messages.
Do: Double-check one document before sharing it.
Thankful Remembrance
I thank my God upon every remembrance of you.— Philippians 1:3 (KJV)
Thank-you letters are small acts of gratitude with lasting impact.
Reflect: Who are you thankful for?
Pray: Lord, thank You for the people You've given me.
Do: Draft a thank-you letter.
A Good Report
A good report maketh the bones fat.— Proverbs 15:30 (KJV)
Good news, well delivered, strengthens people. Your writing can bring good reports.
Reflect: What good report can you share this week?
Pray: Lord, let me bring good news to others.
Do: Share an encouraging update with someone.
Module Quiz
- 1.
In full block style, where does each line begin?
- 2.
Which is part of a memo heading?
- 3.
What punctuation follows the salutation in a formal business letter?
- 4.
A template saved as .dotx opens a fresh copy each time.
- 5.
Name three differences between a letter and a memo.