10.01 Introduction

The underlying principle of all forms of communication, not just letter writing, is the following: say what you have to say clearly and succinctly (see Chapter 13 Plain Language, "Plain Language"). The layout of the document should be such that the reader can quickly determine who the sender and intended recipient are, when the document was written or sent, what it is about, and what follow-up, if any, is required of the recipient.

Since the first edition of The Canadian Style was written, the personal computer has replaced the typewriter. This has had an impact on not only formatting, layout and editing but also the method of communicating written information itself. Hence a section on Electronic Mail has been included at the end of this chapter.

10.02 Block style

Letters are laid out in two basic styles or variations thereof: the block style and the indent style. The one recommended by the Canadian government’s Treasury Board for administrative correspondence is the block style. (The Board recognizes that the full block style may not be suitable for all types of correspondence.) In it all lines begin flush with the left margin, including the sender’s address, the date, the complimentary close and the signature, as illustrated in the example found in section 10.26 Model letter.¹

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