Administration Bldg. # 221B
North Harris College
January 17, 1997

English 2311 Students
North Harris College
Houston, Texas 77073

Dear Students:

This letter illustrates the form of a common report type, the letter-report. It is a convenient form because it combines the features of both letter and report. Some points about it are worth comment: the opening paragraph, the subdivisions, and the overall layout and style.

The Opening Paragraph

The opening paragraph of a letter-report serves as an introduction or "letter of transmittal" for the body of the report. It should mention the occasion for the report and explain briefly what the report is about. It has no marginal side heading. The first paragraph of this letter illustrates the general characteristics of an opening paragraph.

Letter-Report Subdivisions

The letter-report differs from the conventional letter chiefly because of its use of side headings, such as those in this example. The side headings name the topical subdivisions of the report; they thereby help the reader since they tell him at a glance what is discussed in each section of the report. Thus, each separate topic of the letter-report is introduced by a side heading, with triple spacing above and below it.

Overall Layout and Style

In layout and style, the letter-report is a conventional business letter: it has a heading, inside address, salutation, body, complimentary close, and signature. The usual requirements of spacing must be met. However, unlike the business letter, the letter-report may run to four or five pages in length. A report of more than five pages should be put in conventional "formal report" form.

The style of the opening paragraph should be direct and personal, as in the ordinary business letter. The main body of the letter-report may be in a somewhat more formal style, but it need not be as impersonal as the style of formal reports.

Sincerely yours,

Dr. Robert Miller