As straightforward as a business letter may initially seem, it can be a challenge to sit down and write one with the correct format. Since business letters are written by an organization or professional to another organization or individual for professional communication, it’s important to use an established business letter format to form a good first impression.
Keep reading to know the essential elements of a business letter, how to format it and tips for writing effective business letters. We’ve also provided a free template that can make drafting your letters easy.
When To Use a Business Letter
A business letter is used by an organization or an individual for professional communication with other individuals or companies. Examples of business letters are job offer letters, cover letters that you submit on job posting sites, sales letters, investor interest letters, resignation letters, business circulars, shareholder letters, letters of recommendation, etc.
7 Essential Elements To Include in a Business Letter
Your Contact Address
If the contact address is already included in the letterhead, skip it. Otherwise, include these in your contact information:
- Full name
- Job title
- Company
- Address
- City, state, ZIP Code
- Phone number
- Email address
Date
This is the date when you are writing the letter. If your contact information is included on the letterhead, your business letter starts with the date.
Recipient Address
The address should include:
- Full name
- Job title
- Company
- Address
- City, state, ZIP Code
Salutation
The salutation that you use depends upon how familiar you are with the recipient.
Use “To whom it may concern” if you’re not sure about who will receive and read your letter.
If you know the recipient formally, use Dear [last name].
If you know the recipient informally, use the salutation Dear [first name].
Letter Body
This is the meat of the business letter. Use single line spacing for readability. You can use extra lines between paragraphs, after the salutation and above the closing salutation.
Closing Salutation or Valediction
Again, the closing salutation depends upon how formal or informal your relationship is with the recipient. Some of the most commonly used closing salutations in business include:
- Sincerely
- Cordially
- Best
- Kind regards
- Regards
- All the best
Your Signature
You should always end with a handwritten signature even if the letter is typed and printed using a computer. Handwritten signatures help in establishing a rapport with the recipient even if this is your first communication. Always write your full name and title below the signature.
Optional Things To Include
If you are including any additional documents pertaining to the letter, make a list of those enclosures after your signature and name. If you are sending a sales letter, you may consider including a call to action (CTA) at the bottom of the letter.
How To Format a Business Letter
A business letter must be formatted for clarity and ease of understanding. Here are some points to consider while formatting the letter:
- Block or indent. In the block format, all elements of the letter are left-aligned. But, if you want to use an indented format, right-align your address, date, closing salutation and signature. The rest of the elements will be left-aligned.
- Font. Use a professional font such as Arial, Calibri, Times New Roman, Helvetica, etc. The size must be from 10 to 12.
- Margins. A one-inch margin on all four sides of the page is the standard. You can increase it to one-and-a-quarter inches to differentiate it from other types of letters.
- Spacing. Use a single line for the body of the letter. Use extra lines after your address, date, recipient address and salutation. Also, leave an extra line before the closing salutation.
Download Free Business Letter Template
Business Letter Examples
Business letter is a formal document and you are accountable for the information you pass in it. So you must be very intentional about its content and format. We have discussed this in detail in the article. Here are a few examples for your reference.
Example 1
Here is an example of a business letter from Purdue University’s Online Writing Lab. The sample also specifies recommended margins and spacing for the letter.
Example 2
This is a marketing letter example from GCF Global. Note that as CTA, the writer had provided multiple ways (contact number and email ID) to reach out to her. This makes it easier for the reader to respond.
Writing an Email Business Letter
If you have to send the business letter through email, you need to tweak the format a bit. For example, while the salutation, body and signature will remain the same, you will need to add the subject line to notify the recipient of the purpose of your email and you can include both links and attachments.
Here’s how a business letter via email differs:
- Add a subject line to include the topic you are writing about
- Your address and contact information should come below your signature
- Option to add links as well as attachments
Bottom Line
It’s not that difficult to write an effective business letter that gets you the desired results. Use the template shared here to ensure each section of your letter adheres to the appropriate style and format.
