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Feb 21, 2024 · Here's how to write a business letter that communicates a clear message, includes the right elements, and follows an expected business letter format.
- Bryce Emley
- Overview
- When to use a proper business letter format
- How to format a business letter
- Tips for formatting a business letter
- Template of a business letter
- Example of a business letter
A business letter is a formal form of communication typically reserved for clients, coworkers and other stakeholders. It may serve various purposes but should always be professional and clearly communicate the reason for sending it. In this article, we show you how to format a business letter and what to include and provide examples and a template to help you write your own.
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There are several instances where an organization will use the proper business letter format. Here are examples of when writing in this format is appropriate:
•References: Generally, a former coworker or manager agrees to write a letter of recommendation if they had a good relationship with the employee. If you agree to write a letter of recommendation, use the business letter format to make it stand out to the employer. The level of professionalism of a formal business letter makes a better impression than a standard email, which is commonly used today to communicate with employees in the workplace.
•Employment verification: If a company or educational institution is requesting proof of employment, you'll need to get a letter written by a staff member in the human resources department. Human resources may already have a simple template for your manager to complete. The content of the letter should only serve as proof of employment but may also contain ancillary information deemed appropriate by human resources to disclose.
•Job offers: When you receive a job offer, the hiring manager normally calls you first to offer you the position and then sends you the job details in writing with instructions for onboarding and the next steps.
•Education letters of acceptance: It is common for a college or university to mail a letter of acceptance to high school students when they have been admitted. The letter will have a packet with all the applicable information about enrollment and the start date of classes. Some type of acceptance may also be emailed to the student.
Related: Asking for a Letter of Recommendation
1. Gather all necessary contact information
Start by inserting your contact information and the recipient’s. Be sure to separate the sender and recipient information in the top left-hand corner of the letter. This way, your letter is properly addressed to the right place and the right person.
2. Select your salutation
Select which salutation you want to use to formally greet the recipient. Since you're writing formally, use language that appropriately addresses them. If you know their name, add their first and last name into the greeting, but you can also use a phrase like 'To Whom It May Concern' if you're unsure of who to send it to.Here are some salutation options: •Dear John Smith •Dear Mr. Smith •Attention: Mr. John Smith Related: How To Choose the Best Business Salutations for Your Correspondence
3. Clearly define your purpose in the body paragraph
The body paragraph should be single-spaced and left-justify the header to align with the rest of the letter. In the body paragraph, keep your main message simple and concise for the reader. This helps you focus on the topic and objective you're trying to achieve.
Here are some tips to keep in mind when writing a business letter:
•Prioritize clarity: Business letters should be one page, so be direct and concise.
•Be direct: State the reason for your correspondence and any actions you are requesting of the recipient. Remember to include any deadlines or instructions for next steps.
•Proofread: Read the letter out loud to catch errors and ask a friend or colleague to do the same.
Use this template to write and format your own business letter:[Your name]
[Your position or title]
[Your company]
[Company address]
[Your phone number]
[Your email address][Date][Recipient's name]
Here’s an example of a formal business letter:Janice Grayson
Human Resources Director
Grant Technologies
452 Hollow Farm Road
Danbury, CT 06811
777-555-0100
- (71)
- Use a letterhead. Most professional business letters include a letterhead. A letterhead comprises your name, address, phone number, and email address.
- Add the date. The date should be the day on which you completed the letter, written in the standard US “month, date, year” format (e.g., October 28, 2017).
- Include the addressee’s details. Write the recipient’s (or “addressee’s”) address on the top left side underneath the date. Begin with the name of the addressee on the first line.
- Use a professional salutation. The salutation (aka greeting) you use depends on the: title of your addressee. how well you know them. context of the letter.
Let’s explore the main parts of a business letter, along with some examples to help you create effective professional correspondence. 1. Heading: This is where you place your company’s contact information (name, address, phone number, email).
Sep 30, 2024 · Here are two examples of business letter templates in this format: Modified block formatting in business letter Example 1: A business proposal letter . Example 2: A congratulatory letter. Semi-block formatting
Jan 26, 2024 · Here, I’ll share insights and practical tips on the proper format for business letters, going beyond the basics to help you make your letters stand out. Take the quiz! A proper business letter format includes a sender’s address, date, recipient’s address, salutation, body, and closing with a signature.
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Feb 2, 2023 · In this guide, we’ll be discussing how to format a letter for business purposes using the block form. (Other options for formatting include the modified block, semi-block, and indented forms.) Let’s get down to business.
