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How to Head a Letter

Last Updated: January 5, 2023

This article was co-authored by Shannon O'Brien, MA, EdM and by wikiHow staff writer, Jessica Gibson . 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. This article has been viewed 167,742 times.

Although email etiquette is less strict, letter writing should follow the tenets of grammar and etiquette. A business or personal letter should begin with a heading or header that identifies the writer, the recipient and the date.

Heading a Business Letter

• You may also choose to include your email address or phone number, if your letter suggests contacting you by one of those methods.

• There is a lot of variation on which side the date is written, so look for another piece of correspondence from your company to use as an example.
• Dates in the UK may be written with the day, month and year. For example, “4 May 2019.”

• Don't indent the address, date, salutation or paragraphs. The paragraphs in a business letter are separated by spaces and begin flush with the left hand side.
• If you are writing to a foreign country, type the country in all capital letters on the last line.
• The inside address should be approximately one inch (2.5 cm) below the date if the date is on the left hand side, or it should be one space below the date if it is on the right hand side.

Heading a Personal Letter

• The sender's address should include two lines, the street and the city, state and zip code. A name is not necessary.

• Personal letters should be sent immediately after the are written to expedite time-sensitive information.

• You can use “Dear Mr. James,” “Dear Larry James” or “Dear Larry.”
• Continue the letter, including body paragraphs, a closing, a signature and enclosures.

Community Q&A

• Always proof and edit your letter for content and grammatical errors before you sign and send it. Thanks Helpful 1 Not Helpful 0

Things You'll Need

• Word processor/typewriter
• Company letterhead

You Might Also Like

• ↑ https://www.grammarly.com/blog/how-to-write-a-letter/
• ↑ https://www.artofmanliness.com/articles/how-to-write-a-letter/
• ↑ https://www.skillsyouneed.com/write/letter-writing.html

About This Article

To head a business letter, start by typing your street address and your city, state, and zip code on the first 2 lines in the upper right side of the page. Then, put the date 2 lines below that on either the left or right side. Write the date in words rather than numbers, so it says “June 4, 2018,” for example. Next, type the recipient’s name and address 2 lines below the date on the left side of the page. You can then skip 2 lines and begin your salutation with “Dear” and your recipient’s title and name, followed by a colon. To learn how to head a personal letter, scroll down! Did this summary help you? Yes No

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How to Write Letter Headings

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What is a letter heading?

What to include in a letter heading, how to write letter headings, letter heading template, letter heading example, tips for creating a professional letter heading.

Learning how to properly create letter headings can allow you to seem more reputable, especially as it pertains to applying for jobs and other professional endeavors. As one of the most important elements of any letter, letter headings not only provide your reader with information but they also make them appear more professional. This article discusses the various aspects of letter headings and provides a template, an example and some extra tips to create a professional letter heading of your own.

A letter heading is the top section of any letter that provides the reader with your contact information as well as the information of the recipient. Most commonly used on cover letters, professional letters and academic letters, letter headings can be in any format from casual to formal. Although you can create a letter without a heading, doing so is a method of letting your addressee know that the contents of the letter are important.

Here are the standard elements to include in a letter heading:

Your first and last name

Start the letter heading with your legal first and last name. If you sometimes go by an abbreviated version of your name, be sure to write whichever one you use in professional settings.

The address where you can be reached

This is either your local address, your permanent address, a P.O. box or the address of your company or organization. 

Phone number

This should be the number that makes the most sense. For instance, if you are writing from your employer’s address, you will want to include your work number. If you are writing from home, you will want to include your home or cell number. If you have your own business line, this may be the number you choose to use.

Email address

You will want to include your professional email address or in the case of a friendly letter, you can include your most-used email address. 

Here are some steps you can follow to create your letter heading:

1. First, pick your paper

The type of paper you choose to print your letter on can make all the difference. For instance, if you are writing something from your company or job, you may want to use paper that has a company letterhead. In this case, you will not need to include the information that is already included in the letterhead. 

Alternately, if you are using blank paper and already have a header image saved on your computer, you can simply copy and paste that to the top of the document. You can also use fancy stationery to give your letter a more personal touch. If you will be emailing the letter rather than mailing it, you can skip this step. However, you can include a simple graphic design or your company logo. 

2. Second, create your document

You can create your document using your favorite word processing program such as Microsoft Word. You will want to start with a blank document or use an existing letter template. 

3. Third, type your business name

If you are starting with a blank document and writing on behalf of your job or business, you should begin by typing the name of the business in the top left corner. If you are writing a personal letter, you will start by putting your return address in the upper right corner. 

4. Fourth, type your return address

From there, you need to type in the return address of your home, job or business. Alternatively, you can also include a P.O. Box. 

5. Fifth, add optional contact information

You can also include information such as a phone number, email address and your social media handles. 

6. Next, include the date

From there, you will skip a line and write the date. This can be either the date you are writing it or the day you plan on sending it. You can choose the most common U.S. format, in which the month comes before the day and the year. For example, October 30, 2020. 

7. Finally, add the recipient’s address

Skipping another line, and then add in the name and address of the intended recipient. 

Here is a template you can use as a guide when you are creating your own letter heading: 

[Business name, if sending on behalf of your job or business] [Street address] [City, state and zip code] [Phone number] [Email address] [Additional information, such as social media handles]

[First and last name] [Business name] [Street address] [City, state and zip code]

Here is an example of a professional letter heading:

Reality Bytes Inc. 330 Main Street Albany, NY 12084 Phone: (555) 555-5555 [email protected] Instagram handle: @realitybytesinc

January 12, 2020

Joe White Corporate Computer Solutions 111 Winner’s Circle Phoenix, AZ 85001

Here are some tips for extra guidance to create a professional letter heading:

• Use Times New Roman or Arial font for business letters
• Use 12 point font for business letters
• If you are writing a personal letter, you can customize it as you wish
• Don’t forget to add a line space between your contact information and the date 
• Add a line space between the date and the recipient’s contact information
• Add a line space between the recipient’s contact information and your greeting
• There is no need to include your name in the heading as you will be signing the document after the closing
• If you are writing a personal letter, you do not need to include the recipient’s address in the heading
• If you do not know the recipient’s name, you can simply write the name of the department they work in instead

How to Write a Professional Business Letter in 6 Steps

Throughout your career, you’ll likely find yourself writing business letters. In fact, you may start writing them before your career officially begins, as application and inquiry letters are also business letters.

A business letter is a formal letter that’s generally, but not always, written from one professional to another to further their organization’s interests. In some instances, as with cover letters and interview follow-ups, they serve to further the sender’s career interests.

What is a business letter?

A business letter is a formal message typically sent from one professional to another. Generally, business letters discuss opportunities for companies to work together, such as through a strategic partnership, collaboration, promotion, or request.

It’s important to keep in mind that a business letter is not the same as a business email. By definition, a business letter is a printed letter delivered to the recipient’s desk or address. This attribute is part of what makes business letters stand out from an email inquiry, which is why they tend to be used for important communications. However, there are a few similarities between business letters and business emails. Both follow a similar format and end with a direct call to action.

There are many types of business letters, including these:

• Sales letters
• Letters of recommendation
• Inquiry letters
• Application letters
• Letters of intent
• Transmittal letters
• Offer letters
• Resignation letters
• Interview follow-up letters
• Request letters
• Office memorandums
• Cover letters
• Invitations

There are two main differences between a business letter and an informal letter: format and content.

When do you send a business letter?

Business letters are sent when individuals, either representing their companies or themselves as self-employed small-business owners, aim to conduct business. Here are examples of these instances:

• Inviting an individual or team to a networking or other exclusive event
• Thanking an interviewer for their time
• Following up on a previous business inquiry
• Offering a promotional deal or new product or service
• Notifying all team members of a policy change, important new hire or promotion, or other company news
• Formally offering an applicant a position

What are the parts of the business letter?

Header (date/address/return address).

Date: When you write a business letter, it’s crucial to include the date on which you wrote it. This information is essential for time-sensitive communication, such as promotional offers.

Address: Write the recipient’s full address, including their PO Box number or office suite.

Return address: Include your company’s full address. This makes it easy for the recipient to send a response.

In a business letter, the standard salutation is “Dear.” Begin your letter with “Dear [recipient’s name]” and add a comma after the name. You may choose to address the recipient by an honorific paired with their last name or simply by their first and last name. When you cannot determine the recipient’s name, you may address the letter to their title.

The body paragraphs take up the bulk of a business letter. This section discusses the offer, proposition, or announcement the letter is making. It includes these sections:

• An introductory paragraph that states the letter’s main purpose and, if necessary, introduces the letter writer.
• One or more middle paragraphs that discuss the letter’s subject in greater detail. This could be a job applicant’s relevant experience, the details of an offer, the repercussions of a policy change, or what the recipient can expect at the event to which they’re being invited.
• A final paragraph that restates the letter’s purpose and offers an incentive, such as early bird pricing, for the recipient to follow up.

After the body section, close the letter with a simple, professional sign-off. Appropriate sign-offs include the following:

• Respectfully

The final component of a business letter is your signature . Include your full name and any abbreviations that follow, such as MBA or PhD.

How to write a business letter in 6 steps

1 learn the rules.

Before you sit down to write a business letter, familiarize yourself with the rules for writing a business letter, such as these:

• Address the recipient properly. If you aren’t sure which honorific is appropriate or how to spell their name, take a moment to research this information.
• Format the letter properly. A business letter format is not the same as an informal letter or email format.
• Include all relevant information. This means including both the recipient’s address and your own, the date, and all necessary details to engage the reader and enable them to respond in a thoughtful, appropriate manner.

It can be helpful to review business letter examples to see how other writers adhere to these rules. Ask a colleague or your manager for a past letter to read or search for examples of business letters online.

2 Choose a suitable format

The business letter format is a key characteristic of this type of communication. A business letter may be formatted in one of the following ways:

• Modified block

In block format , all the lines are left-justified, and there are no indents.

In semi-block format , all the lines are left-justified, and each paragraph is indented.

In modified block format , the heading, closing, and signature are right-justified, while the body and addresses are left-justified. In this format, there are no indents.

No matter which format you choose, the letter should be single-spaced with a blank line separating paragraphs and sections.

3 Use formal language

A business letter is formal, professional communication. This doesn’t mean it should be stuffy or stilted, but it should maintain a professional tone and adhere to traditional business letter formatting.

4 Focus on the content/subject

A business letter should focus on one topic. This could be an offer, an inquiry, a thank-you, a response, or a request. Do not deviate from your letter’s subject or include multiple subjects in the letter—doing so may make it confusing and undermine your letter’s intent.

5 Consider the length

Business letters vary in length. Sometimes, they’re only a page long. If your letter exceeds two pages, create a separate report that covers the bulk of the letter’s content. Instead of sending a long letter, send the report with a short letter that summarizes it for the reader.

6 Include your signature

Every business letter should include a signature—i.e., your name, company, and title typed and your name in blue or black ink.

Business letter examples

Mr. Steven Ramirez Ink Company Name 1 Example Rd. City, NY 10001

July 11, 2023

Mrs. Juliana McCue Stationery Company Name 44 Example Way City, CA 94024

Dear Juliana McCue,

I’d like to personally thank you for being such a loyal customer. Over the past five years, Stationery Company Name has been a top seller of Ink Company Name, and I speak for our entire team when I say we genuinely appreciate and value your partnership.

As a thank-you, I’d like to offer an exclusive collaboration opportunity: a fully customized hue exclusive to your retailer. Our team of experienced color specialists can develop any shade of the rainbow, from the darkest light-inhaling blacks to bright, reflective neons and iridescent inks. Offering an exclusive color can make your brand stand out and draw fountain-pen users from around the world to your website and brick-and-mortar store.

I’m happy to show you examples of custom colors our team has developed for other partners. Please let me know if you’d like to schedule a video call, during which I can explain our offer in greater detail and start exploring colors with you. I’m looking forward to showing you all the ways you can express your unique brand through a one-of-a-kind shade of ink.

Steven Ramirez Head of Color Development Ink Company Name 555-0000

Daneris Garcia 4950 Example St. City, WA 10000

May 14, 2022

Mr. Neal Patel Head of Marketing Marketing Agency Name City, AZ 20000

Dear Mr. Patel,

Thank you for taking the time to interview me for the role of graphic supervisor at Marketing Agency Name. I believe we made a strong connection and that I’d be an excellent fit for your team.

As a graphic designer, my passion is finding innovative ways to visually represent emerging and established brands. While I have significant experience working in 2D and 3D, I’ve prioritized designing for VR and AR spaces in the past five years. I know my experience with numerous clients in the tech industry that are focused on developing products in these spaces will make me an asset to your team.

I hope you consider me for the position. If you have any questions or would like me to share additional examples of my previous work, please don’t hesitate to ask. I am proud of the work I’ve done for MANGA firms and excited about doing similar work with your team.

Best regards, Daneris Garcia

Business letter FAQs

A business letter is a formal letter that’s generally written from one businessperson to another to further their career or their company’s interests.

What is the purpose of a business letter?

The purpose of a business letter is to communicate professionally with a company, institution, or nonprofit organization.

What are the different kinds of business letters?

• Complaint letters

What should every business letter contain?

• Return address
• Inside address

Purdue Online Writing Lab Purdue OWL® College of Liberal Arts

Writing the Basic Business Letter

Welcome to the Purdue OWL

This page is brought to you by the OWL at Purdue University. When printing this page, you must include the entire legal notice.

Copyright ©1995-2018 by The Writing Lab & The OWL at Purdue and Purdue University. All rights reserved. This material may not be published, reproduced, broadcast, rewritten, or redistributed without permission. Use of this site constitutes acceptance of our terms and conditions of fair use.

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.