writing a corporate letter

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Writing a Business Letter: A Step-By-Step Formatting Guide

Last Updated: April 12, 2023 Fact Checked

Sample Business Letter

Starting the letter, writing the body of the letter, closing the letter.

This article was co-authored by Shannon O'Brien, MA, EdM and by wikiHow staff writer, Aly Rusciano . Shannon O'Brien is the Founder and Principal Advisor of Whole U. (a career and life strategy consultancy based in Boston, MA). Through advising, workshops and e-learning Whole U. empowers people to pursue their life's work and live a balanced, purposeful life. Shannon has been ranked as the #1 Career Coach and #1 Life Coach in Boston, MA by Yelp reviewers. She has been featured on Boston.com, Boldfacers, and the UR Business Network. She received a Master's of Technology, Innovation, & Education from Harvard University. There are 9 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 4,809,933 times.

Need to write a polished, professional letter? Whether you’re following up on a job interview or sending in a sales pitch, knowing how to format a business letter is a great skill to have. Most business letters follow an established, easy-to-follow format you can adapt for any situation. In this comprehensive guide, we’ll take you through the process of writing a business letter in full-block format, so you can easily put your professional thoughts on the page and excel in all your business endeavors.

Things You Should Know

• Include your company’s name and address, the date, and the recipient’s name and address at the top of the page before your salutation.
• Use a polite and professional tone to clearly explain what you’re trying to say or what action you’d like the recipient to take. Use as few words as possible.
• Finish the letter with a professional closing like “Sincerely,” followed by your signature, typed name, and address. Proofread before sending.

• Keep your font black throughout your letter, even if you’re composing a business email .

• In modified block formats, the heading, close, and signature are right aligned.
• In semi-block formats, each paragraph is indented.

• Hit “Enter” twice between the first, second, and third body paragraphs, as well as the complimentary close and signature.

• If your company has a pre-designed letterhead, use that instead of typing out your own.

• For example, rather than writing “10/15/12,” write the full date as “October 15, 2012” or “15 October 2012.”
• Putting the date before the month is standard in European countries.
• If you are writing your letter over several days, date it with the day when it was finished.

• Address the letter to a specific individual rather than a full company, so it gets to the right person.
• If you don’t know the name of the person you’re sending the letter to, contact the company to see who you should reach out to for your specific demands.

• If you don’t know the recipient well, "Dear Sir/Madam" is a safe choice.
• The recipient's title and last name can also be used: "Dear Dr. Smith."
• If you know the recipient well and have an informal relationship with them, you may consider a first-name address, like "Dear Susan."
• If you’re unsure of the recipient's gender, type their full name: "Dear Kris Smith."
• Use "To Whom It May Concern" only if you don't know whom, specifically, you're addressing.
• Don't forget a comma after a salutation or a colon after “To Whom It May Concern.”

• The first paragraph is your introduction and states the main purpose or subject of the letter. Avoid going into too much detail, and stick to vague points of interest that’ll keep the recipient reading.
• The second paragraph details specific information about your purpose or subject. Put statistics, data, or first-hand accounts in this paragraph. Your second paragraph could consist of more than one small paragraph, as long as it stays on a single page.
• The third paragraph is your conclusion and restates your purpose or subject. Explain your “main idea” or reason for writing again while giving the recipient an incentive to get back to you.

• Don't concern yourself with flowery transitions, big words, or lengthy, meandering sentences. Your intent should be to communicate what needs to be said as quickly, clearly, and cleanly as possible.
• Be persuasive in your letter and state your needs or wants in a way that makes the recipient want to help you.

• Be aware if you’re writing the letter on an organization’s behalf. If you’re stating the company’s perspective, you should use “we” so the reader knows that the company stands behind your statement.

• Passive: The sunglasses are not designed or manufactured with attention to their durability.
• Active: Your company designs and manufactures sunglasses without attention to their durability.

• Use your best judgment when determining how much personality to reveal. Sometimes adding a little humor is helpful in a business setting, but err on the side of caution before making a joke or telling a story.

• Your call to action could be as simple as, "Please read the attached document and send your feedback," or as detailed as, “Let’s work together to fight climate change by integrating eco-friendly transportation and shipping into our company.”

• "Yours sincerely," "Cordially," "Respectfully," "Regards," and "Yours Truly" are also acceptable and respectable.
• "All the best,” “Best wishes," "Warm regards," and "Thank you" are slightly less formal but still professional.

• Avoid using a colored pen when signing a business letter or professional document. Always opt for black or blue ink.
• If you’re signing the letter on someone’s behalf, write “pp:” before your signature. This stands for “per procurationem,” which means “by agency” or “on behalf of.” [15] X Research source

• For example, you may write, "Enclosures (2): resume, brochure."
• “Enclosures” can also be abbreviated as “Encl.” or “Enc.”

• For example, write: “cc: Mary Smith, Vice President of Marketing.”
• If you’re adding more than one name, list the names in alphabetical order and align the second name underneath the first without the “cc:”

• Ask yourself whether the letter is clear and concise. Are any paragraphs more than 3 or 4 sentences long? If so, determine if you can eliminate any unnecessary statements.

Community Q&A

• Print your letter on 8.5” by 11” or “letter size” paper. Thanks Helpful 0 Not Helpful 0
• Consider printing the letter on your company’s letterhead for an extra professional touch. Thanks Helpful 0 Not Helpful 1
• Business letters are typically 1 page long, but if you go over, repeat the letterhead on the next page with the recipient’s name, the date, and the page number. Thanks Helpful 0 Not Helpful 2

You Might Also Like

• ↑ http://techoutreach.extension.msstate.edu/sites/techoutreach.extension.msstate.edu/files/technology-tips/block-format.pdf
• ↑ https://www.hunter.cuny.edu/rwc/repository/files/business-and-professional-writing/business_letter_handout-major-rev.pdf
• ↑ https://www.dummies.com/article/business-careers-money/business/business-communication/how-to-format-a-business-letter-197799/
• ↑ https://www.btb.termiumplus.gc.ca/tpv2guides/guides/wrtps/index-eng.html?lang=eng&lettr=indx_catlog_b&page=9eT0Xdf-62WM.html
• ↑ https://writingcenter.unc.edu/tips-and-tools/business-letters/
• ↑ https://www.plainlanguage.gov/resources/content-types/writing-effective-letters/
• ↑ http://writingcenter.unc.edu/handouts/business-letters/
• ↑ https://thelawdictionary.org/article/signing-a-letter-on-someone-elses-behalf/
• ↑ https://sba.thehartford.com/business-management/marketing/business-letter-enclosure-notation/

About This Article

To write a business letter, start by putting your company's name and address on the top left-hand side of the page. Then, put the date below that, followed by the recipient's name, job title, and address. At the bottom of the business letter, include your name, job title, and contact information so the recipient can get back to you. Also, make sure you're using a professional font like Arial or Times New Roman to write your letter. For more tips, like what you should include in the body of your business letter, read the article! Did this summary help you? Yes No

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Business Communication  - How to Write a Formal Business Letter

Business communication  -, how to write a formal business letter, business communication how to write a formal business letter.

Business Communication: How to Write a Formal Business Letter

Lesson 7: how to write a formal business letter.

/en/business-communication/business-writing-essentials/content/

How to write a formal business letter

Whenever you need to communicate with another company or share important news, business letters can present your message in a classic, polished style. Unlike internal memos, business letters are usually written from one company to another, which is why they’re so formal and structured . However, letters are also quite versatile, as they can be used for official requests, announcements, cover letters, and much more.

Despite the formality, letters can still have a friendly tone , especially because they include brief introductions before getting to the main point. Regardless of the tone you use in your letter, your writing should remain concise, clear, and easy to read.

Watch the video below to learn about formal business letters.

This lesson focuses on American business letters. Letters written in other parts of the world may have minor differences in formatting.

The structure of a business letter

The business letter’s precise structure is crucial to its look and readability. As you write your letter, you can follow the structure below to create an effective document.

• Opening : Include your mailing address, the full date (for example, July 30, 2017), and the recipient’s name, company, and address. Skip one line between your address, the date, and your recipient’s information. Don’t add your address if you’re using letterhead that already contains it.
• Salutation : Address the recipient using “Dear,” along with their title and last name, such as “Dear Mr. Collins” or “Dear Director Kinkade.” If you don’t know the recipient’s gender, use their full name, such as “Dear Taylor Dean.” Finally, be sure to add a colon to the end of the salutation.
• Body : In the first paragraph, introduce yourself and the main point of your letter. Following paragraphs should go into the details of your main point, while your final paragraph should restate the letter’s purpose and provide a call to action, if necessary.
• Closing : Recommended formal closings include “Sincerely” or “Yours truly.” For a more personal closing, consider using “Cordially” or “Best regards.” Regardless of what you choose, add a comma to the end of it.
• Signature : Skip four lines after the closing and type your name. Skip another line and type your job title and company name. If you’re submitting a hard copy, sign your name in the empty space using blue or black ink.
• Enclosures : If you’re including documents with this letter, list them here.

Another important part of the structure is the layout , which determines how the text is formatted. The most common layout for a business letter is known as block format , which keeps all text left-justified and single spaced, except for double spaces between the paragraphs. This layout keeps the letter looking clean and easy to read.

As stated in Business Writing Essentials , revision is a crucial part of writing. Review your letter to keep it concise, and proofread it for spelling and grammar errors. Once you’re finished writing, ask someone to read your letter and give you feedback , as they can spot errors you may have missed. Also make sure any enclosures are attached to your document and that any hard copies are signed.

After revising the content, consider the appearance of your letter. If you’re printing a hard copy, be sure to use quality paper. Also try using letterhead to give your document a more official look.

Example of a business letter

To see this lesson in action, let’s take a look at a polished business letter by reviewing the example below.

This letter looks great! The structure is perfect, and the text is left-justified and single spaced. The body is formal, friendly, and concise, while the salutation and closing look good. It also contains a handwritten signature, which means it’s ready to be submitted as a hard copy.

Knowing how to write a business letter will serve you well throughout your career. Keep practicing and studying it, and you’ll be able to communicate in a classic style.

/en/business-communication/how-to-write-a-powerful-business-report/content/

Business growth

Business tips

How to write a business letter: Formatting guide + template

There may be no more comically vague term in the entire business world than the word "business." It means so many things that it really means nothing, and yet you're reading this right now because you probably have a specific business-related need.

You might argue that any letter composed in a business setting could be considered a business letter—and you'd be more or less correct. But with such an impossibly wide and unspecific range of applications, how are you supposed to do business lettering right?

Whatever purpose you have for engaging in this epistolary practice, there are certain rules, expectations, and formatting specs you need to know. Here's how to write a business letter of just about any type in a way that gets the job done.

What is a business letter?

Types of business letters.

There are a lot of different types of business letters because a lot of business things happen at businesses. That's just business facts.

But there are a handful of typical business letter purposes and structures for use cases, ranging from sales to hiring to procurement. Here are some of the most common ones. 

Sales letter: Sales teams use these to pitch a product or service to potential customers.

Business inquiry: This letter is a formal way to ask a company for more information about their products, services, or job openings.

Request for information: Called an RFI for short, this is used to gather detailed information about potential vendors' products or services.

Cover letter: This general introduction letter summarizes an attached document like a resume or job application.

Offer letter: A hiring company sends this to successful job applicants to formalize the hire and outline the details of the position.

Letter of recommendation: A more senior professional who knows you sends this with your job application to get the hiring committee hyped to hire you.

Acknowledgment letter: You can use this boilerplate letter to let someone know you've received something from them.

Letter of resignation: A more formal way to say "I'm quitting," this gives HR dated documentation of your timeline and possibly rationale for leaving.

Parts of a business letter

While the details will vary pretty widely depending on what you're writing it for, there are four essential parts of a business letter that will almost always be there: heading, salutation, body, and sign-off. Here's what goes into each.

These basic details should open any business letter. They'll generally be left-justified at the top of the document, listing:

Your return address

Your contact information

The date the letter was/will be sent

Recipient's address (optional)

In some cases—particularly if you're sending a physical letter to a company—it can be helpful to include the recipient's address in the heading as well. In the digital age, it's not as important since you'll likely send this as an email or attachment. When in doubt, it doesn't hurt to include it, as it can also show you've done your homework. 

Letters don't usually have big title headers labeling them as something generic like "Business inquiry" or "Business letter." But if you're writing one for a well-defined purpose for documentation, like a letter of resignation or offer letter, you could consider it.

2. Salutation

Below your header, you can't just jump right into requesting a quote or quitting a job—you've got to greet the reader. This will go on its own line, equidistant from the heading to the body.

In a business context, you want to be formal but not stilted. "Hey!" won't be taken seriously, while "Greetings, Sir" comes across like an alien trying to act like a human. 

"Dear _____," is always a safe choice. Fill in the recipient's full name or replace their first name with a title like "Dr." or "Professor." Always use a name if you can find one. If you can't, use a generalized stand-in like "Dear [company name/department] hiring committee" or "Dear [company name] board of directors."

When in doubt, you could do worse than "To whom it may concern," but it's a little on the impersonal side and should be avoided if possible.

If the heading is the table and the salutation is the plate, the body of the business letter is the big steaming scoop of casserole. This is where you make your case, ask your question, or shoot your shot. This usually takes up the largest portion of the letter, which kind of muddies my analogy.

Body sections can be as short as one sentence—something like "We have received your request and will respond within two business days." But in most cases, they'll be upwards of a few paragraphs. Again, there are no rules for the number of paragraphs. But for longer messages, it can help to map out three:

Paragraph 1: Greet the reader, introduce yourself, and state the purpose of your letter.

Paragraph 2: Follow up with the details of your message. Any background info they need to know or extra context can go here as you make your point.

Paragraph 3: Wrap it up with a quick summary of your main point, let them know what they can do next or what you'll do next, thank them, and close out.

Here are a few pro tips for writing this section:

Focus paragraphs. Each paragraph after the introduction should have one specific focus. Bonus points if you can convey what each paragraph is about in the first sentence.

Be concise. Most professionals have a lot on their plates (to bring the analogy back). Stick to the point, and only include details that are absolutely necessary in the context of the letter.

Adapt the voice. Business communication should be formal and polite but not stilted or effusive. However, if the company you're writing to has a very clear voice and you're writing for a personal matter (e.g., applying for a job), consider adapting your voice to match theirs.

Close it out. Wrap up the body with a conclusion paragraph that succinctly summarizes everything you just said in a couple of sentences.

Next steps. Make sure your recipient knows what to do once they've finished reading. Include actions ("See attached…"), requests ("Please let me know…"), expectations ("I look forward to your response"), or suggestions ("Please consider…").

4. Sign-off

Once you've made your point, all that's left is to stick the landing and get out of there. Every business letter should have a closing section that shows you're finished and gives the recipient clarity on next steps.

Sign-off: Like "Dear" in the salutation, "Sincerely" is a safe sign-off to follow the body with. Depending on the context and familiarity, alternatives like "Best" or "Gratefully" can also work, but this isn't somewhere you want to take risks.

Typed name: Since most people's signatures are borderline unreadable, type up your name below the signature. This leaves no question as to who you are and how to spell your name.

Enclosures: Lastly, if you have any enclosed documents accompanying the letter, don't forget to include them.

How to write a business letter

So you know what a business letter is, what goes into it, and how to structure it. Now it's time to write it. Here's how to write a business letter for just about any occasion in six steps.

1. Identify your purpose

Once you have a defined purpose, translate it into words you can inject into your first body paragraph. Your purpose should encompass your needs, who you need to communicate those needs to, and why that person is relevant to those needs.

2. Find a contact

Every letter needs a recipient. While you can employ the generic "To whom it may concern," that lack of specificity also signals to the recipient that you're not invested enough to know who you're talking to.

3. Follow a consistent format

Business letter formatting should be like underwear: foundational but unnoticed. If the reader is thinking about your formatting, you've probably done something wrong.

The key to formatting is consistency. Maintain the same font, size, spacing, and margins throughout the document. When in doubt, left-justify all the text, but you can also consider these professional letter format options:

Block: Everything is left-justified with no additional indents to the first lines of paragraphs. Instead, you'll have an extra space between paragraphs. To avoid huge white spaces, you'll want to maintain 1"-1.5" paragraph spacing—ideally 1" or 1.15". This is a can't-miss standard option.

Modified block: A variation on block formatting, this one's a bit more dynamic. Start with block formatting, but add a twist: move non-paragraph elements like the heading, sign-off, and signature to the right margin. It's a small difference but a more visually engaging one.

Semi-block: Like block formatting, everything is left-justified in this format. The difference is that new paragraphs have indented first lines, generally 0.5". Since this visually differentiates new paragraphs, you should cut out any additional spaces between paragraphs. Keep this one at 1.5"-2" paragraph spacing, ideally double, to promote readability. This is a more formal option.

4. Write with intention

You'll spend most of your time in the body section, and that's where you'll really drive your point home. Every paragraph should contribute to the purpose you identified from the outset, and every word should advance your goal. 

As you write your body paragraphs, it's crucial to maintain a consistent, professional tone. Keep it in the second person—since you're writing to an individual, address them as "you" when you need to refer to them.

Writing an effective introduction

Turning your rough ideas into full letter bodies

Giving you new phrasing options

Rephrasing your own words into a different tone

Adding humor or other personal touches

Giving you suggestions for improvement

5. Keep it short

This goes for your paragraphs and your letter as a whole. No one wants to sift through huge blocks of text to get to the point of a letter they know has an actionable intention.

There's no hard-and-fast rule here—it's really more of a feel. But generally try to limit paragraphs to four to six lines. If possible, keep the entire letter to one side of one page. 

6. Copy edit

Do I believe that meaning is fluid and grammar is a subjective construct? Yes and yes. Do I believe business letters should be as grammatically sound as possible? Also yes.

Business letter format example

By now, you may be wondering what a business letter looks like in practice. More specifically, you may be wondering what an AI-generated RFI about Guy Fieri's free Food Network cooking classes looks like. Incredibly, that's exactly what I've got for you in this very section.

For reference, I used standard block formatting.

Business letter template

This simple business letter template should give you the foundation you need for just about any use case. Just replace the text with your information, delete the sections you don't need, copy edit, and you're ready to go.

Here are a few additional tips for customizing it:

Font: We opted for a Zapier-style font, which can suit more casual digital business messaging. But for an even more formal look, opt for the traditional Times New Roman.

Date: This should be the date sent, not necessarily the date you start the draft.

Recipient contact information: Exclude this if it's not available or relevant.

Enclosures: Exclude this if you're not enclosing any additional documents.

How to write a business letter with automation

Save new google docs documents to onedrive.

Automatically create a Google Docs document every week

Send email via Gmail when there is a new Google Document

Create new Google Docs before a Google Calendar event

Business letter FAQ

How do you write a simple business letter.

Here's how to write a simple business letter:

Put your name and address in the top-left corner.

Below that, type the full date.

Follow that with the recipient's contact information.

Start the message with a salutation like "Dear [name]."

Open the message body by introducing yourself and the purpose of your letter.

Write as many paragraphs as you need, but try to keep it to one page.

Below the body, write a sign-off like "Sincerely," followed by your signature and then your typed name.

If enclosing documents, list enclosures below that.

What is the correct format for a business letter?

Most business letters have a block format. This has 1" margins on all sides, standard 12-point font, single or 1.15" spacing, a space between paragraphs with no first-line indentations, and left justification for all text.

How do you start a professional letter?

A professional letter should start with "Dear" followed by the recipient's full name. If the recipient has a title like "Dr.", include that as well. If you don't have a specific recipient, use "To whom it may concern." 

Related reading:

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Bryce Emley

Currently based in Albuquerque, NM, Bryce Emley holds an MFA in Creative Writing from NC State and nearly a decade of writing and editing experience. His work has been published in magazines including The Atlantic, Boston Review, Salon, and Modern Farmer and has received a regional Emmy and awards from venues including Narrative, Wesleyan University, the Edward F. Albee Foundation, and the Pablo Neruda Prize. When he isn’t writing content, poetry, or creative nonfiction, he enjoys traveling, baking, playing music, reliving his barista days in his own kitchen, camping, and being bad at carpentry.

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How to Write a Business Letter That Won’t Get Ignored

Updated: July 24, 2019

Published: November 01, 2018

Nowadays, writing a letter can seem completely archaic. I mean, do people even send mail anymore? Or do they only communicate through email and messaging?

In the business world, though, letters are actually still crucial for collaboration. To convince someone to offer you a job, you need to write them a compelling cover letter. And to persuade someone to speak at your company’s event, you need to write a gripping pitch.

A lot of professionals overlook the importance of writing high-quality business letters because they seem outdated. As a result, most people don’t actually know how to write one.

Fortunately,  if you're in the same boat, we've got you covered . Below, we'll teach you how to craft a persuasive business letter for any purpose and situation.

How to Format a Business Letter

• Write the date and your recipient's name, company, and address.
• Choose a professional greeting, like “Dear,”.
• Craft a compelling introduction.
• State your intent in the letter’s body text.
• End your letter with a strong call-to-action.
• Choose a professional closing, like “Sincerely,”.
• Physically sign the letter with your signature.
• Type your name, address, phone number, and email address.

To teach you how to write a business letter in more detail than the snippet above, let's take a look at a letter I wrote to Dharmesh Shah, HubSpot’s CTO, when I was a wide-eyed college student trying to convince him to speak at my school.

I’ll analyze the most important parts of my letter -- the introduction, body text, and call-to-action -- and explain how and why they can strengthen your own business letters.

Business Letter Example

October 1, 2016

Dharmesh Shah

25 First Street,

Cambridge, MA 02141

Dear Mr. Shah,

When my freshman year of college ended, I was fortunate enough to work as a digital marketing intern at a startup called SlideBatch. They were introducing a new content marketing tool to the market, and my job was to apply that tool to their clients’ social media marketing campaigns and prove that SlideBatch was an effective marketing solution. I was so excited to get to work, but I had one small problem. I didn’t know what content marketing was. So, I did some research on the Internet and discovered HubSpot’s Marketing blog.

Fast forward a year and half, and I’m still reading HubSpot’s Marketing blog and leveraging its insights at my third digital marketing internship. Reading your blogs changed my life. I entered college believing financial advising was my destiny. But, after learning about HubSpot’s inbound marketing philosophy -- how helping people is the ultimate way to increase brand trust and engagement -- I was hooked. Shortly after my internship with SlideBatch ended, I decided to pursue digital marketing instead of financial advising. I’ve haven’t looked back since.

HubSpot’s influence on my life is the reason I’m writing to you today. I’m certain if you spoke at my school, DePauw University, about your life, HubSpot, and the inbound marketing philosophy, there would be hundreds of undecided students who start pursuing digital marketing. I know this because DePauw’s McDermond Speaker Series is one of the best platforms for business leaders to showcase their passion for their industry, company, and work. Brad Stevens of the Boston Celtics, Angie Hicks of Angie’s List, and Bill Rasmussen of ESPN have all successfully used the McDermond Speaker Series to inspire the world’s next generation of business leaders, and I know you could, too.

We would be honored if you spoke at our school. Thank you for your time and consideration, and we look forward to hearing from you!

Clifford Chi

313 South Locust St.

Greencastle, IN 46136

555-555-5555

[email protected]

Introduction (first and second paragraphs)

To instantly grab Dharmesh’s attention and entice him to read the rest of my letter, you'll notice I didn’t lead with the standard "I’m writing to you today because…” introduction.  Instead, I engaged him with a story about how I discovered HubSpot and how his company changed my life. I thought this would strongly resonate with him because I assumed, as a co-founder of HubSpot, he would love to see how his life’s work has benefited others.

In your own business letters, you don’t necessarily need to tell a story to immediately hook your reader and persuade her to read on. But you should definitely describe how she’s made an impact on your life. This is what will truly grab and hold her attention.

Body text (third paragraph)

After my introduction, I swiftly segued into why I was writing to Dharmesh -- to ask him to speak at my school. Personal anecdotes are an effective way to engage readers, but I’d lose Dharmesh’s attention if I didn’t cut to the chase.

Once I stated my letter’s intent, I quickly pitched the benefits of speaking at my school and bolstered the reputation of my school’s speaker series. By emphasizing how speaking at my school could inspire hundreds of students to pursue digital marketing and highlighting the group of impressive speakers Dharmesh could join, I focused on the dividends he would reap from being a McDermond Series Speaker, rather than how my school would benefit from his guest appearance.

So whether you’re trying to convince someone to hire you or speak at your school, you must first persuade your reader that doing what you ask of them will ultimately benefit them and be in their best interest.

Call-to-action (fourth paragraph)

In my last paragraph, I politely ask Dharmesh to speak at my school again.  Even though I already asked him this earlier, it's important I end my letter with a clear next step. It packs more of a punch and crystalizes the desired action in his mind.

Strong call-to-actions are a crucial element of a persuasive business letter. Because i f you don't tell your reader what to do next, you might as well have never written your letter in the first place.

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Writing the Basic Business Letter

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Parts of a Business Letter

This resource is organized in the order in which you should write a business letter, starting with the sender's address if the letter is not written on letterhead.

Sender's Address

The sender's address usually is included in letterhead. If you are not using letterhead, include the sender's address at the top of the letter one line above the date. Do not write the sender's name or title, as it is included in the letter's closing. Include only the street address, city, and zip code.

The date line is used to indicate the date the letter was written. However, if your letter is completed over a number of days, use the date it was finished in the date line. When writing to companies within the United States, use the American date format. (The United States-based convention for formatting a date places the month before the day. For example: June 11, 2001. ) Write out the month, day and year two inches from the top of the page. Depending which format you are using for your letter, either left justify the date or tab to the center point and type the date. In the latter case, include the sender's address in letterhead, rather than left-justified.

Inside Address

The inside address is the recipient's address. It is always best to write to a specific individual at the firm to which you are writing. If you do not have the person's name, do some research by calling the company or speaking with employees from the company. Include a personal title such as Ms., Mrs., Mr., or Dr. Follow a woman's preference in being addressed as Miss, Mrs., or Ms. If you are unsure of a woman's preference in being addressed, use Ms. If there is a possibility that the person to whom you are writing is a Dr. or has some other title, use that title. Usually, people will not mind being addressed by a higher title than they actually possess. To write the address, use the U.S. Post Office Format. For international addresses, type the name of the country in all-capital letters on the last line. The inside address begins one line below the date. It should be left justified, no matter which format you are using.

Use the same name as the inside address, including the personal title. If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (for example: Dear Lucy:). In all other cases, however, use the personal title and last/family name followed by a colon. Leave one line blank after the salutation.

If you don't know a reader's gender, use a nonsexist salutation, such as their job title followed by the receiver's name. It is also acceptable to use the full name in a salutation if you cannot determine gender. For example, you might write Dear Chris Harmon: if you were unsure of Chris's gender.

For block and modified block formats, single space and left justify each paragraph within the body of the letter. Leave a blank line between each paragraph. When writing a business letter, be careful to remember that conciseness is very important. In the first paragraph, consider a friendly opening and then a statement of the main point. The next paragraph should begin justifying the importance of the main point. In the next few paragraphs, continue justification with background information and supporting details. The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.

The closing begins at the same vertical point as your date and one line after the last body paragraph. Capitalize the first word only (for example: Thank you) and leave four lines between the closing and the sender's name for a signature. If a colon follows the salutation, a comma should follow the closing; otherwise, there is no punctuation after the closing.

If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures below the closing. As an option, you may list the name of each document you are including in the envelope. For instance, if you have included many documents and need to ensure that the recipient is aware of each document, it may be a good idea to list the names.

Typist initials

Typist initials are used to indicate the person who typed the letter. If you typed the letter yourself, omit the typist initials.

A Note About Format and Font

Block Format

When writing business letters, you must pay special attention to the format and font used. The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs.

Modified Block

Another widely utilized format is known as modified block format. In this type, the body of the letter and the sender's and recipient's addresses are left justified and single-spaced. However, for the date and closing, tab to the center point and begin to type.

The final, and least used, style is semi-block. It is much like the modified block style except that each paragraph is indented instead of left justified.

Keep in mind that different organizations have different format requirements for their professional communication. While the examples provided by the OWL contain common elements for the basic business letter (genre expectations), the format of your business letter may need to be flexible to reflect variables like letterheads and templates. Our examples are merely guides.

If your computer is equipped with Microsoft Office 2000, the Letter Wizard can be used to take much of the guesswork out of formatting business letters. To access the Letter Wizard, click on the Tools menu and then choose Letter Wizard. The Wizard will present the three styles mentioned here and input the date, sender address and recipient address into the selected format. Letter Wizard should only be used if you have a basic understanding of how to write a business letter. Its templates are not applicable in every setting. Therefore, you should consult a business writing handbook if you have any questions or doubt the accuracy of the Letter Wizard.

Another important factor in the readability of a letter is the font. The generally accepted font is Times New Roman, size 12, although other fonts such as Arial may be used. When choosing a font, always consider your audience. If you are writing to a conservative company, you may want to use Times New Roman. However, if you are writing to a more liberal company, you have a little more freedom when choosing fonts.

Punctuation

Punctuation after the salutation and closing - use a colon (:) after the salutation (never a comma) and a comma (,) after the closing. In some circumstances, you may also use a less common format, known as open punctuation. For this style, punctuation is excluded after the salutation and the closing.

Microsoft 365 Life Hacks > Writing > How to Write (and Format) a Successful Business Letter

How to Write (and Format) a Successful Business Letter

Even while most business communications have gone online, taking place over email, video, and chat, there’s still plenty of room in our digitized world for a well-written—and properly formatted—business letter. Use this guide on how to write a business letter to make sure that you represent yourself (and your business) well, get your points across, and can make things happen with your next letter.

How to Format a Business Letter

Like the business-casual dress code of writing, the business letter typically sticks to a set structure and standard. Whether you are enquiring about an open position in a cover letter , writing a thank you note to someone at another business, or prospecting a potential customer, partner, or investor, there are certain elements that you’ll want to include within your business letter:

• Your contact information: Whether in the letterhead of your template or at the top of your business letter, include your name, position, company, address, phone number, and email.
• The date: Even if you’re sending a digital copy of your letter over email, it’s customary to include the date of writing at the top of your correspondence.
• The recipient’s contact information: Beneath the date and justified to the left margin of the page, include the contact information of the person or business to whom you are writing.
• An opening salutation: Begin your letter with a formal salutation like “Dear Mr./Ms./Dr. [Last Name].” If you’re not sure who exactly will be on the other end of your letter, use the salutation “To Whom It May Concern.”
• The body of your letter: After a line break below your salutation, craft the body of your letter using single-spaced lines.
• A formal closing and signature: Once you’ve made your case or request, sum up and reiterate the main reason for your letter before signing off with a complimentary close. While there are a wide range of appropriate closings to choose from, you can keep it simple with closings like “Sincerely,” “Regards,” or “Respectfully yours.” Below your closing, add your name and, if you have one, your current job title. As an added touch, you can include your written signature above your typewritten name.

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Tips for Writing a Business Letter

To go along with the typical formatting of a business letter, there are some guidelines for writing that should be followed to ensure that your letter is well-received:

• Be Direct: While it’s typical to include a friendly greeting in the opening paragraph of your letter’s body, it’s important that you get to the point quickly. Use the first paragraph to directly explain why it is that you’re writing the letter, then turn to specifics to support your request or job candidacy in the paragraph that follows.
• Keep It Concise: Throughout your letter, you will want to use concise writing. Avoid flowery language and stick to a formal tone in your writing .
• Offer Options for Follow-Up: Within the closing paragraph of your letter, be sure to describe when and how you can best be contacted by the recipient, and if applicable, outline specific steps that can be taken to move forward with your request.
• Avoid Typos and Errors at All Costs: For most business requests and job applications, typos and grammatical errors will adversely affect your prospects, if not lead to outright rejection. Double- and triple-check that the contact information in your letter is error-free and use a digital writing assistant like Microsoft Editor to help spot mistakes as you’re preparing your letter.

Once you’ve written a few business letters, the content will begin to come easier. Meanwhile, having a customizable letterhead can make the process of formatting your business letters as simple as can be. Explore a range of letter template designs available from Microsoft 365 to find one that suits your style and get a head start on your next business letter.

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Examples of business letter format.

In this section, you will find many instructional materials we’ve developed for our Writing Center teaching.

However, there are limitations to these materials. Assignments vary, and different instructors want different things from student writers. Therefore, the advice here may or may not apply to your writing situation.

Finally, handouts can give only a fraction of the customized guidance that an individual conference with a Writing Center instructor can provide. If you have questions about the information in our handouts, please make an appointment to see a Writing Center instructor.

5 Hill Street Madison, Wisconsin 53700

March 15, 2005

Ms. Helen Jones President Jones, Jones & Jones 123 International Lane Boston, Massachusetts 01234

Dear Ms. Jones:

Ah, business letter format-there are block formats, and indented formats, and modified block formats . . . and who knows what others. To simplify matters, we’re demonstrating the block format on this page, one of the two most common formats. For authoritative advice about all the variations, we highly recommend The Gregg Reference Manual, 9th ed. (New York: McGraw-Hill, 2001), a great reference tool for workplace communications. There seems to be no consensus about such fine points as whether to skip a line after your return address and before the date: some guidelines suggest that you do; others do not. Let’s hope that your business letter succeeds no matter which choice you make!

When you use the block form to write a business letter, all the information is typed flush left, with one-inch margins all around. First provide your own address, then skip a line and provide the date, then skip one more line and provide the inside address of the party to whom the letter is addressed. If you are using letterhead that already provides your address, do not retype that information; just begin with the date. For formal letters, avoid abbreviations where possible.

Skip another line before the salutation, which should be followed by a colon. Then write the body of your letter as illustrated here, with no indentation at the beginnings of paragraphs. Skip lines between paragraphs.

After writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type your name and title (if applicable), all flush left. Sign the letter in the blank space above your typed name. Now doesn’t that look professional?

John Doe Administrative Assistant

Indented Form

15 March 2005

Ah, business letter format–there are block formats, and indented formats, and modified block formats . . . and who knows what others. To simplify matters, we’re demonstrating the indented format on this page, one of the two most common formats. For authoritative advice about all the variations, we highly recommend The Gregg Reference Manual, 9th ed. (New York: McGraw-Hill, 2001), a great reference tool for workplace communications. There seems to be no consensus about such fine points as whether to skip a line after your return address and before the date: some guidelines suggest that you do; others do not. Let’s hope that your business letter succeeds no matter which choice you make!

If you are using the indented form, place your address at the top, with the left edge of the address aligned with the center of the page. Skip a line and type the date so that it lines up underneath your address. Type the inside address and salutation flush left; the salutation should be followed by a colon. For formal letters, avoid abbreviations.

Indent the first line of each paragraph one-half inch. Skip lines between paragraphs.

Instead of placing the closing and signature lines flush left, type them in the center, even with the address and date above, as illustrated here. Now doesn’t that look professional?

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The Science of Strong Business Writing

• Bill Birchard

Lessons from neurobiology

Brain scans are showing us in new detail exactly what entices readers. Scientists can see a group of midbrain neurons—the “reward circuit”—light up as people respond to everything from a simple metaphor to an unexpected story twist. The big takeaway? Whether you’re crafting an email to a colleague or an important report for the board, you can write in a way that delights readers on a primal level, releasing pleasure chemicals in their brains.

Bill Birchard is an author and writing coach who’s worked with many successful businesspeople. He’s drawn on that experience and his review of the scientific literature to identify eight features of satisfying writing: simplicity, specificity, surprise, stirring language, seductiveness, smart ideas, social content, and storytelling. In this article, he shares tips for using those eight S’s to captivate readers and help your message stick.

Strong writing skills are essential for anyone in business. You need them to effectively communicate with colleagues, employees, and bosses and to sell any ideas, products, or services you’re offering.

• Bill Birchard is a business author and book-writing coach. His Writing for Impact: 8 Secrets from Science That Will Fire Up Your Reader’s Brain will be published by HarperCollins Leadership in April 2023. His previous books include Merchants of Virtue, Stairway to Earth, Nature’s Keepers, Counting What Counts, and others. For more writing tactics, see his website .  

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Vocabulary for Writing Business Letters

Key Phrases for English Language Learners

• Business English
• Pronunciation & Conversation
• Writing Skills
• Reading Comprehension
• Resources for Teachers
• TESOL Diploma, Trinity College London
• M.A., Music Performance, Cologne University of Music
• B.A., Vocal Performance, Eastman School of Music

Business writing, whether it be letters or emails, has for most people become an almost daily practice. This sheet provides a detailed list of core vocabulary and phrases that are frequently used when writing business letters or business e-mails in English. It can be a valuable starting point for students who need to use English on an everyday basis for written business communications . If you are a teacher, you might find this specific English terminology and letter lingo useful as well.

Oftentimes, these expressions are employed in very specific trade sectors , and thus the core vocabulary sheets go a long way in helping both the instructors and the students inform their formal written expressions.

Opening / Greeting / Reply

• to the kind attention of
• the aim of this letter
• we wish to inform you that
• in reply to your letter
• following your instructions

Ending / Complimentary Close

• always at your service
• awaiting your reply
• best regards
• our kindest regards
• to look forward to / looking forward to an early reply
• we look forward to your kind reply
• looking forward to hearing from you
• we thank you in advance
• we would appreciate it if you could answer
• we would appreciate your reply
• Yours faithfully / sincerely (GB)
• as per your request
• as requested
• please allow us
• please send us
• please send us your instructions
• would you please let us have
• would you please let us know
• you ordered
• you requested
• you sent us
• as soon as possible
• at your convenience
• at your earliest convenience
• before the date we agreed upon
• in due time - in due course
• on arrival of the goods
• on delivery
• on receipt of the order
• on short notice
• on written request
• to inform in due time
• with two weeks' notice
• without delay
• within the end of the month

Send / Receive / Address / Notify

• inside address
• outside address
• sender address
• to notify in advance about
• to let someone know in advance
• to reach the destination
• to send under separate cover
• we acknowledge receipt of
• we have received
• we sent you
• without notice
• letter opening - beginning of the letter
• letter heading - heading
• body of the letter
• enclosure - attachment
• circular letter
• claim - letter of complaint
• covering letter
• from order receipt
• further to our letter - following our letter
• to return a letter to the sender
• the letter remained unanswered

Price / Payment

• as far as the payment is concerned
• as per invoice
• at your expense
• in partial payment
• on advanced payment
• payable in advance
• prices are increasing
• to be in arrears with payments
• up to an amount of

Goods / Items

• goods listed below
• the following items
• the goods are available in our warehouse
• the goods are not similar to the sample
• the goods are sold out
• the goods arrived in good conditions
• to make the goods available
• we hope we'll receive the goods soon
• we apologize again for
• we apologize for
• we apologize for the delay
• we apologize for the mistake
• we are sorry to have to
• we are sorry to inform you
• we must apologize for

Regarding Something or Someone

• (to act) on behalf of
• as far as I'm concerned
• as per to the conditions
• due to oversight
• in compliance with - accordingly
• in the absence of
• on condition that - provided that
• to refer to
• to correspond with
• to suit the quality - to meet the quality
• to take into consideration
• the matter in reference
• with/in reference to
• with the compliments of
• within which

Meetings / Negotiations

• the meeting was canceled
• to fix an appointment
• to stop negotiations

Meet the Needs

• in case of need
• to meet a demand
• to meet customer's requirements
• our best attention
• to pay the maximum attention to the matter
• to agree with
• to have the pleasure to
• to be delighted to

Sell / Order

• to sell at the best
• to be overrun with orders
• order to be confirmed
• to come to a decision
• to come to an agreement - to reach an agreement
• similar to sample - up to sample
• correspond to the sample
• to submit a sample

Other Useful Expressions

• to be able to
• to be authorized to
• to be characterized by
• to be confident in
• to be interested in
• to be prepared to - to be willing to 
• to be held responsible for
• to be in difficulty
• to cope with the competition
• to have the power to 
• in good condition
• in our favor
• to our mutual benefit
• our offer is still open
• (with the) utmost care
• with no obligation - without commitment
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