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Top 10 Business Letter Templates with Samples and Examples

Hanisha Kapoor

When a heartbroken Claire Smith wrote letters to Shakespeare’s tragic heroine Juliet about his long-lost lover in the movie ‘Letters to Juliet’, the moving letters helped him reunite with his love. For centuries, letters have been used to express love and concern for those we hold dear. Business letters are the perfect medium to create the desired impact on the reader, and stir positive, mountain-moving emotions. This personal touch that makes the reader feel special and touches a chord with his/her unique sensibilities is one of the reasons companies still use business letters as their prime form of communication.

If you wish to find that perfect cover letter to introduce your proposal, here’s our comprehensive collection of cover letter PowerPoint Templates .

A world-renowned example of a business letter as a powerful tool for communication is the annual letter that investment guru and business magnate, Warren Buffet, writes to shareholders in his company, Berkshire Hathaway. The 91-year-old business legend has been sending/publishing the letter for six decades now; the last was sent in February this year. Buffet’s piece of communication (publicly available now) is a fabulous example of a business letter resonating with genuine concern for his shareholders, and radiating awe-inspiring honesty. Buffet is among the world’s richest and can afford any technology in the world, yet he has found it fit to convey his thoughts through the evergreen medium of a business letter.

On more mundane terms, business letters are usually written to suppliers, debtors, creditors, customers, clients, or any other party concerned to convey information, conclude transactions, enquire about prices or features, place an order, etc. Business letters are so popular as these have specific formats designed to convey your message with clarity; in fact, clear communication is the key goal of a business letter in the first place. Misunderstanding cannot creep in at any cost.

Business Letters to Communicate the Message on the Record

It is vital that business owners write effective, impactful letters to create the right persona for their company, reflecting their values and professionalism. Information contained in business letters is recorded and preserved for the ages. Mistakes in the letter can damage your reputation and stay on record, in perpetuity.

Writing a persuasive business letter is not exactly rocket science, but it can be tricky. Looking for a cost-effective way to communicate with your clients? Grab this exclusive blog replete with business newsletters PPT Templates to showcase your newly added products, deals, services, etc.

SlideTeam offers a repository of ready-made business letter templates to ease your workload. Deploy these customizable and content-ready PowerPoint Slides to post (email in the modern world) well-formatted business letters that convey the desired message with flair and conviction; at the cost of repetition, please remember there is no scope for misunderstanding, or someone loses his/her job.

Use these actionable business letters to create the right impression on readers and compel them to write back.

Browse our collection of well-crafted business letters PPT Slides and download these to meet your requirement.

Let’s dig in!

Template 1: Writing a Business Letter Steps PPT Template

This predesigned PowerPoint Template will help you craft a professional business letter. This slide showcases the format that needs to be followed for writing a neat and crisp company letter. Follow the instructions on the slide and give your business letter a proper outline. Deploy this easy-to-use PowerPoint Diagram to pen down a compelling business letter. Download now!

Grab this template

Template 2: Cover Letter for Business Proposal PowerPoint Slide

Use this ready-made PowerPoint Template and kick-start your presentation with an amazing cover letter. Walk your client through your business proposal and engage them in your presentation using this cover letter PPT Slide. Help them understand your company and processes. Grab this PPT graphic and persuade your clients to get onboard with you. Download now!

Download this template

Template 3: Cover Letter for Business Presentation PPT Diagram

Want to leave the first right impression on your audience? Incorporate this PowerPoint Template and give your presentation a fantastic start. Use this ready-made PPT slide to exhibit the purpose of your organization, its functions, processes, past work, and more. Give a brief overview of your experience in the field using this content-ready presentation template. Get yourself a deal and create a phenomenal impact on your business with the use of cover letter in this striking PPT layout.

Download this slide

Template 4: Cover Letter for Business Plan Services PowerPoint Layout

Here is another predesigned PowerPoint Template to attract your audience to your services. Deploy this PPT slide and write a convincing cover letter to start your presentation. This content-ready PowerPoint diagram is well-formatted and written as pro. You can personalize it by adding your company’s name and services. Incorporate this ready-to-use presentation template and craft a compelling business proposal to get hold of your clients. Download now!

Template 5: Cover Letter for Business Transformation Proposal PowerPoint Slide

Are you facing a hard time crafting a professional business letter? Grab this ready-to-use PowerPoint Template and outline a professional and engaging cover letter for your clients and stakeholders. Use this actionable PowerPoint Diagram to follow the proper format and add correct salutations in the business letter. Deploy this predesigned PPT slide and personalize it by adding your content to it to meet your business requirement. Grab this presentation template now!

Template 6: Cover Letter for Business Services Proposal PPT Diagram

This is a well-structured PowerPoint Slide to help you craft a business letter. This PPT Layout is special for its visual-appeal and easy recall. Use this PowerPoint layout to present your services, processes, team, etc., to the client. Incorporate this actionable PowerPoint Diagram and showcase how you are unique with this engaging cover letter. Download now!

Template 7: Business Letter PowerPoint Template

Incorporate this beautifully designed business letter PPT template in portrait orientation. Use this PowerPoint Diagram to structure your cover letter to introduce yourself and your company. This PPT slide comes with ready-made content to ease your workload. Personalize the template by adding your name, contact details, and company logo and communicate in a stress-free manner with your clients. Download now!

Template 8: One-page Business Letter PPT Slide

Wish to craft a compelling business letter for your client? Look no further! Deploy this actionable PowerPoint Slide and write a business letter that makes an impact on your audience. This well-structured PPT Template will walk your stakeholders and clients through your job profile, company history, services, products, etc. Outline your cover letter and customize it with your brand logo and name using this PowerPoint Design. Download now!

Grab this slide

Template 9: Company Letter PowerPoint Diagram

Here is another well-designed PowerPoint template to help you draft a fantastic introductory business letter to onboard new clients. Use this actionable PPT slide as a base to format and structure your business letter. Deploy this PowerPoint diagram and showcase your work experience, skills, business processes, and more to present your proposal. Outline a comprehensive company letter with this ready-made PPT graphic. Download now!

Template 10: Business Advisory Cover Letter PowerPoint Template

The business advisory cover letter PPT Slide is a top-notch choice to help you craft a business letter that takes care of pain-points of the business owner (your client) in terms of conveying the value he/she offers to clients. Incorporate this content-ready PPT Slide and use it to outline your cover letter that meets all requirements. Customize and personalize the template by showcasing your company name and logo. Craft an engaging business letter and impress your stakeholders by highlighting your services and business in a professional and concise manner. Download now!

Establishing a business relationship with clients, stakeholders, and customers requires a robust operational plan, workforce, services, and a well-crafted business letter to seal the deal. Ensure your products, proposal, and processes are communicated to your clients with well-written, tastefully-designed business letters. Incorporate SlideTeam’s ready-made business letter PPT Templates to exchange confidential or any other information with ease. You can download these customizable presentation templates from our monthly, semi-annual, annual, annual + custom design subscriptions here .

PS : Looking for company letterhead ideas? Read this exclusive guide featuring beautifully designed PPT templates for professional communication.

FAQs on Business Letters

What are the three major hallmarks of an excellent business letter.

1 . APPROPRIATE LENGTH A business letter needs to be long enough to cover all that the the sender needs to say, and match what the receiver needs to know. Before putting pen to paper, or the finger on the keyboard, DECIDE the information you need to put in the business letter. Too much will make it long, in which case it will not be read fully; too little information will render it useless and not convey, fully, what you wanted to say.

2. SIMPLE LANGUAGE AND STYLE Business letters can sometimes lull the writer into assuming a pompous tone, peppered with old-style English as the writer is a little shy of stating the mistake of a customer, a vendor or a supplier. This, in fact, makes things difficult for the all stakeholders as no one is sure of the what the communication means. AVOID VAGUE LANGUAGE AT ALL COST. For instance, ‘Winning A Deal’ can mean many things. Translate into concrete, simple language by saying: We will now be supplying to XXX corporation, which will give us higher margins.

3. PLANNING Plan before you write, with the critical question of what the purpose of the letter is at the back of you mind. Note everything you want to say in the business letter and ensure you have all relevant points. Finally, just these sets of information in the right order. The result: A memorable business letter, and more business orders! Believe us, this happens.

What are types of business letters?

Composing business letters is vital for organizations. Whether you want to introduce yourself to a client or encourage someone to read a report, a well-structured and formatted business letter can help engage your audience. You must construct and write a professional business letter to make the right impression on your clients. Business letters are categorized into types, some of which are listed below:

Cover letters

Thank You letters

Adjustment letters

Acknowledgement letters

Bad News letters

Congratulatory letters

What is the purpose of a business letter?

Every company needs to create and maintain relationships with its clients, stakeholders, and customers. Exchanging information, placing orders, executing processes, etc., requires written communication. Business letters help execute transactions in the written form. According to accomplished experts and business writers Ricks and Gow, the top use of business letters is to ‘inform, instruct, request, enquire, order, advice, correct, and to question’.

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FACULTY OF LANGUAGES AND COMMUNICATION

PREPARED BY:

MS SUBASHINI

ESSENTIALS OF BUSINESS COMMUNICATION SKILLS

BUSINESS LETTERS

LEARNING OUTCOMES

At the end of the lecture, students should be able to:

• Discuss the various parts of business letters.
• Understand the importance of consistent presentation.
• Explain how business documents should be structured.
• Describe the four-point plan for structuring business communications.
• Compose a variety of simple business letters.

Slide * of 47

CHAPTER 2: Business letters

TOPIC OUTLINES

Introduction

2.1 Business Letter

2.2 CATEGORIES OF BUSINESS LETTERS

2.2.1 Letter of Acknowledgement

2.2.2 Letter of Confirmation

2.2.3 Letter of Enquiry

2.2.4 Letter of Complaint

2.2.5 Letter of Adjustment

2.2.6 Letter of Collection

INTRODUCTION

Letters are the most important means of written communication, the most numerous and the most personal. They are also very important for any organization or individual for the purpose of giving or seeking information. Success of an organization depends to a large extent on its correspondence.

CLICK THE VIDEO ICON

2.1 BUSINESS LETTER

Business letters are used to communicate with people outside the company or organization. The great advantage of letters is that they can convey a number of points clearly in writing, and that the sender can keep a copy. They are cheap when compared with the obvious alternatives such as telephone calls or personal meetings and they are confidential, especially if the envelope and content are prominently marked to indicate this.

Business letters are produced on a good-quality letterhead paper

Letterhead is designed to convey a positive image of the company.

Letterhead includes company's logo, address, phone number and often a

corporate slogan or identifying graphic, and the printed design itself.

Letter Format � The Fully block open punctuation style, which is the most common format for business letters. All the elements are lined up along an invisible line down the left side of the page. The text is single spaced, with no indent at the first paragraph of the sentence.

HOW TO FORMAT THE LETTER

1.1 BUSINESS LETTER

• Inside address
• 1 st paragraph – Separate into paragraphs with a new idea in each, with one line space between each paragraph.
• Complimentary Close
• Sender’s Name
• Title or Department
• Enclosure Indication

INSIDE ADDRESS

Click on the left buttons to know more information.

What to include in the business letter

REFERENCE� Initials or writer/typist

(often a filing reference)

DATE � Write out the full, complete date the letter is mailed, or the date upon which any agreement being made becomes effective.

23 November 2012

INDSIDE ADDRESS

Full name and business address of the person to

whom the letter is addressed.

Mr Dennis Harhalakis

38 Chancery Avenue

Singapore 309656

SALUTATION� The formal greeting always starts with "Dear" followed by the person's title and last name,

When the recipient’s name is unknown to you, use :

Dear Sir … Yours faithfully

Dear Madam … Yours faithfully

Dear Sir or Madam … Yours faithfully

When you know the recipient’s name, use:

Dear Mr Hanson … Yours sincerely

Dear Mrs Hanson … Yours sincerely

HEADING� No underline is necessary when in capitals.

PARAGRAPH DIVISION – 4-POINT PLAN

GUIDELINES FOR COMPOSING LETTERS

• USE SHORT NOTES

Short sentences will keep your meaning clear and ensure easier understanding by your reader.

• CHOOSE SIMPLE WORDS

Simple words should be used rather than unusual ones, and will convey your message more clearly. The use of unaffected language will go far towards achieving the right tone.

• AVOID WORDINESS

Choose words with care, and be economical. Be as brief as possible, while bearing in mind also the need for courtesy

4. USE APPROPRIATE TONE

Choose a tone to suit the reader and the subject matter, being firm or friendly, persuasive according to the impression you wish to convey. Even if the letter is arranged well, failure to adopt an appropriate tone will make the letter inefficient, since the reader’s attention will be attracted more to how it is worded than to what is being said.

5. BE PRECISE

Your letter should be long enough to serve its purpose, but no longer.

6. ENSURE ACCURACY

Double check all figures, dates, numbers, prices, etc, as well as spellings and punctuations, tenses, etc.

• CHECK CONSISTENCY

Ensure consistency of presentation, as well as consistency of expression (I, We, etc).

OPENING LINES

We need an opening line in a business letter to

make reference to previous correspondence; to

say how we found the recipient’s name/address;

to say why we are writing to the recipient.

Click on the button to know more information.

Examples of opening lines

I am writing to enquire about …

After having seen your advertisement in … , I would like …

After having received your address from … , I …

I received your address from … and would like …

With reference to your letter of 8 June, I …

We/I recently wrote to you about …

Thank you for your letter of 8 May.

Thank you for your letter regarding..

Thank you for your letter/e-mail about …

In reply to your letter of 8 May,

CLOSING LINES

We need a closing line in a business letter or email: to make a reference to a

future event, to repeat an apology and to offer help .

Examples of closing lines

If you require any further information, feel free to contact me.

I look forward to your reply.

I look forward to hearing from you.

I look forward to seeing you.

Please advise as necessary.

We look forward to a successful working relationship in the future.

Should you need any further information, please do not hesitate to contact me.

Once again, I apologize for any inconvenience.

We hope that we may continue to rely on your valued custom.

I would appreciate your immediate attention to this matter.

Two spaces below the final paragraph of the letter, a traditional closing line,

generally "sincerely" or faithfully," ends the letter. If the situation calls for a

warmer tone, the closing might be "cordially," "best wishes," or "regards.“

A four-line space allows room for a written signature immediately below the

closing, then the sender's full name is typed, with the full business title

(sometimes with the department or division as well) on the next line. The

signature on a business letter functions as a legal testimony that the contents of the letter are complete and accurate and signifies that the writer is taking responsibility for fulfilling any commitments being made.

1. Letter of Acknowledgement

2. Letter of Confirmation

3. Letter of Enquiry

4. Letter of Complaint

5. Letter of Adjustment

6. Collection Letter

There are many six categories of business letters.

CATEGORIES OF BUSINESS LETTER

Click on the buttons to know more information.

1.2 LETTER OF ACKNOWLEDGEMENT

This letter is sent to acknowledge receipt of something when a written record is appropriate.

An acknowledge may also be sent to acknowledge receipt of another letter or document which requires further attention. As such you would clearly state that you will look into the matter and reply in more detail at a later date.

Aim to acknowledge receipt of a letter, order to other item.

Letter of Acknowledgement

2.2.1 LETTER OF ACKNOWLEDGEMENT

Dear Ms Hyams

Thank you for your letter of 17 January in which you enquire about our company finance services.

I have pleasure in enclosing a leaflet which gives full details of the services we offer, and also supplies some information about the company’s history and present size and condition.

Should you require any further information, please do not hesitate to contact me.�

Yours sincerely�

H L Warner�Customer Services Manager

2.2.2 LETTER OF CONFIRMATION

Letter of Confirmation

Aim to confirm arrangements made between sender and recipient

This main purpose of this letter is to provide a written record of arrangements made between the sender and the recipient in person or by telephone. These letters are usually very short

CLOSE1.1 BUSINESS LETTER

Dear Mr. Jones,

Following my telephone call to your secretary this morning, I am writing to confirm that I will call to see you at your office at 11.oo am on Thursday 25 March to discuss our revised accounting procedures.

I am sure that my company will be able to offer you an even better service with these new methods, and I look forward to seeing you next week.

Yours sincerely,

Sales Manager

Activity Activity 1

Letter of confirmation

You have gone through the quotation given by Mr. Smith

regarding the refurbishing of the existing library. Write a letter to

confirm the proposal. Tell him that the payment will be paid

according to work progress and the time frame you expect the

work to be completed.

Individual Work

Write a letter based on the given situation below to be submitted in the next class.

2.2.3 LETTER OF ENQUIRY

Letter of Enquiry

Aim to request information or prices.

Enquiries for information about goods or services are sent and received in business all the time. In your letter remember to state clearly exactly what you want – information? a catalogue? a price list? a quotation? Keep your enquiry brief and to the point.

Our company is currently renewing its computer equipment in the accounts

department.

I am writing to enquire about the possibility of a representative of your company visiting us to advise about the number and kind of desk-top computers we need to provide an up-to-date system for our rapidly expanding business.

Perhaps you would like to telephone my secretary to arrange an appointment to call and discuss the matter with me.

Yours faithfully

P L Mackintosh

Accounts Manager

Letter of enquiry

You work for Mr. Leslie Lim, Training Manager of Turner Communication, 03-03 Sapphire Building, 215 Lorong Ragu, Kuala Lumpur, Malaysia. Mr. Lim has received recommendations for business and secretarial courses at Aurora Centre, 21 Exeter Road, 07-04 Grange Tower, Eastern Avenue, Kuala Lumpur, Malaysia . He asks you to compose a letter for him saying that he is considering upgrading some staff. Ask for details of part – time courses available at the college including the examinations which they lead to. You also need to know the dates of the next intakes.

2.2.4 LETTER OF COMPLAINT

Letter of Complaint

Aim to criticize poor service or goods

There are bound to be occasions in business when you have to make a complaint, or deal with one. When you have a genuine complaint you will feel angry but remember that the other party may not to be blame . They may have a perfectly good defense. Therefore, your letter should be confined to a statement of the facts followed by an enquiry about what the company will do about it or a suggestion of how you expect the matter to be dealt with. At all costs avoid rudeness .This will only cause ill-feeling.

27 June 20..

Dear Mr. Green,

Re: telephone conversation Wednesday 2 June 20..-non-delivery of

It would seem that you have been unable to trace my wardrobe in your warehouse as a further three days have elapsed since our last telephone conversation and my wardrobe has not arrived.

I have now waited for six weeks and frankly, were it not for the fact that it forms parts of a fully fitted (matching) bedroom, would have preferred to cancel my order.

At this stage I would like a guaranteed date of delivery and recompense for the inconvenience you have caused me. I have had to take three days’ holiday to date to await delivery of the aforesaid wardrobe.

I would appreciate your earliest attention to this matter.

Mrs. J. Brown

USEFUL PHRASES FOR LETTER OF COMPLAINT

• I am displeased with the quality of these goods.
• This is causing us a great deal of inconvenience .
• Please look into this and arrange for the goods to be replaced.
• These goods are well below the standard expected .
• I expect to receive a complete refund soon.
• The standard of workmanship is totally inadequate .
• You assured me that you would deliver these goods within one week.

Activity 3 1.5 LETTER OF COMPLAINT

Your boss asked you to order a new dinner service (cups,saucers,plates,etc.)

for the directors dining room . You ordered one that has gold coloured edging.

The set was delivered while you were out for lunch, so your colleague signed

for it without checking the contents. When you opened the package you

noticed that on various items the gold coloured edging is tarnished and flawed.

You cannot accept the goods in this condition. Write a letter to the company

and ask them to arrange for a replacement. You have an important meeting in

a few days time so this is now urgent.

Adjustment Letter

Aim to respond to the complaint and hopefully make amends

Adjustment letter gives an opportunity to investigate, explain and put things right.

2.2.5 LETTER OF ADJUSTMENT

February 3, 2001

Ms. Alma D. Alcantara�EDP Enterprise�Pasay, Paranaque

Dear Mrs. Alcantara:

We are sorry to hear about the poor performance of your new air-conditioning unit.

We suggest that you explain the dissatisfaction you are having to our air-conditioner technical person whom we are sending to your place.

We are always glad to be of service to you.

Jenlyn M. Tapang

• I have looked into this matter and have found out that…
• I am very sorry to hear about...
• Please accept my apologies for any inconvenience caused.
• Thank you for bringing the matter to our attention.
• I sincerely hope that you will have no further problems with this replacement order.

USEFUL PHRASES FOR LETTER OF ADJUSTMENT

Collection Letter

Aim to obtain settlement of a debt.

Collection letters are those sent to customers who do not pay accounts promptly. In such letters tone is very important. The way you write such letters will depend on such factors as the age of the debt, whether the customer is habitually late in settling accounts and any previous reminders issued.

2.2.6 LETTER OF COLLECTION

Dear Mr. Thomas

Invoice No 89746

I see from records that despite two earlier reminders, the above invoice for the sum of 847.69 in connection with our services for the year ending 1 December 200.. has not been paid.

I regret to say that, unless payment is made within the next seven days, I shall have no alternative but to institute legal proceedings for the recovery of the amount.

Yours sincerely�P L Mackintosh�Accounts Manager

• The ability to communicate information in a simple, clear, concise, and precise written form is of great value for a successful manager and for the smooth functioning of his or her organization.
• It is extremely important to plan ahead before writing, as this is essential for achieving clarity of thought and expression. The writer must know his or her audience and purpose and choose the correct words and the appropriate tone to write effectively.
• Revision is also essential to the writing process as it helps the writer clarify or reconsider his or her thoughts.

4. Business letters in all situations should be written with politeness and respect for the other party. There are various types of routine, good-news, and persuasive letters, all of which require a certain organization, tone, and content.

NEXT SESSION PREVIEW

Next session preview

Recruitment Correspondence

Prescribed Text Book

• Taylor, S. (2000), Essential Communication Skills: The Ultimate Guide to Successful Business Communication, Pearson Education Limited.

Supplementary Materials

• Taylor, S. (2005), Communication for business: a practical approach , Pearson Education Limited.
• Falla, T., and Davies, P. A. (2008), Solutions , Oxford University Press

A Guide to the Proper Business Letter Format with Examples

This article covers the following areas –

Navigating the world of professional correspondence can be daunting. As an SEO writer and digital marketer, I’ve learned the importance of effective communication, especially in the form of a well-crafted business letter. 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.

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A proper business letter format includes a sender’s address, date, recipient’s address, salutation, body, and closing with a signature. It should maintain a formal tone, using clear, concise language, and adhere to standard margins and alignment.

Continue reading for comprehensive insights into crafting effective business letters, including detailed examples and practical tips to enhance your professional communication skills.

What Is a Business Letter?

A business letter is a formal document used in the professional world to communicate between individuals or organizations. Despite the rise of emails and instant messaging, business letters have maintained their importance. They are especially used for situations where a permanent record or a formal tone is necessary.

Business letters are more than just a means of communication; they represent your professionalism and attention to detail. A well-written letter can open doors to new opportunities, while a poorly formatted one can close them just as quickly.

Note: The subject line in a business letter is not strictly mandatory, but it is highly recommended, especially in formal or professional correspondence.

Key Elements of a Business Letter

Crafting a business letter requires attention to various elements that together make your communication clear, professional, and effective. Each part of a business letter has a specific function, contributing to the overall impact of your message. Understanding and implementing these elements correctly can greatly enhance the quality of your business communication.

1. Heading and Sender’s Address

The heading of your business letter should include your full name, address, contact number, and email address. This provides the recipient with your contact information and sets a professional tone for the letter. If you are representing a company, it’s standard to use the company’s letterhead, which usually includes this information along with its logo and other contact details.

The Purdue University Online Writing Lab offers comprehensive guidelines on formatting business letters, which can be a useful reference.

Here’s a sample of how the heading and sender’s address part of a business letter would typically look:

Jordan Smith Marketing Manager Smith & Associates Marketing Solutions 123 Business Ave, Suite 456 Newtown, NY 12345 Email: [email protected] Phone: (123) 456-7890

In this sample:

Here’s how it would look in the context of a business letter:

In this example, the date “January 26, 2024” is written in a full format, providing clear and unambiguous information about when the letter was composed. This standard format is universally understood and helps maintain a formal tone in the correspondence. The date is positioned a line space below the sender’s address, maintaining a clean and organized layout.

3. Recipient’s Address

Next, include the recipient’s name, title, company name, and address. This not only ensures that the letter reaches the correct person but also shows that you have taken the time to personalize your communication. Accuracy in the spelling of the recipient’s name and their title is essential for a professional approach.

Alex Taylor Senior Purchasing Manager Global Tech Innovations 456 Industry Road Tech City, CA 98765

In this example:

4. Salutation

Begin the body of your letter with a formal salutation. Address the recipient with “Dear Mr./Ms. [Last Name].” If the recipient’s name and gender are unknown, “Dear Sir/Madam” is a respectful alternative. The salutation sets the tone of respect and formality in the letter.

Here’s how it would look in a business letter:

In this example, the salutation “Dear Mr. Taylor,” is used to formally address the recipient, Alex Taylor. It is a respectful and professional way to begin the letter, ensuring that the tone is appropriate for a business setting. If the gender of the recipient is unknown or if the sender prefers a gender-neutral approach, “Dear Alex Taylor” or a general salutation like “Dear Sir/Madam” can be used.

5. The Body of the Letter

Crafting the body of a business letter is akin to telling a well-structured story. It must have a clear beginning, a detailed middle, and a conclusive end. Each part plays a crucial role in conveying your message effectively and ensuring the recipient understands and responds to your communication as intended. Your message truly takes shape in the body of the letter, and your words must be clear, concise, and purposeful.

Opening Paragraph

“Dear Mr. Taylor,

I am writing to propose a collaboration between Smith & Associates Marketing Solutions and Global Tech Innovations on your upcoming digital marketing campaign.”

Middle Paragraph(s)

For instance:

Closing Paragraph

For example:

The body of your business letter is where you make your case, present your argument, or offer your services. It’s essential to maintain a professional tone throughout and ensure your letter is informative and engaging. By following this structure, you can write effective business letters that achieve your communication objectives.

6. Closing and Signature

End your letter with a formal closing phrase such as “Sincerely” or “Best regards.” After leaving a space for the signature, type your full name and your title if relevant. Signing the letter by hand, if sending a hard copy, adds a personal touch to your communication.

Remember, a well-structured business letter reflects your professionalism and can significantly impact your business relationships. Ensure that your business letters are not only well-received but also respected for their clarity and professionalism.

Here’s how this part of a business letter would typically look:

Closing of the Letter:

[Handwritten Signature (if sending a hard copy)]

Jordan Smith Marketing Manager Smith & Associates Marketing Solutions

This format not only concludes the letter respectfully but also reinforces the sender’s identity and professionalism, making it an effective closing for a business letter.

7. Subject Line: Not Mandatory

The subject line in a business letter is not strictly mandatory, but it is highly recommended, especially in formal or professional correspondence. The subject line serves a practical purpose: it provides a clear and concise summary of the letter’s main point or purpose. This helps the recipient understand the letter’s context at a glance and can be particularly useful in prioritizing and organizing correspondence.

In summary, while not a strict requirement, the inclusion of a subject line in a business letter is a best practice that can enhance the effectiveness and clarity of your communication.

Formatting a Business Letter

The presentation of your business letter is just as important as its content. Proper formatting not only makes your letter more readable but also conveys a sense of professionalism. The framework holds your content in a neat, accessible structure, ensuring that your message is communicated effectively. Let’s delve into the key aspects of formatting a business letter.

Importance of Margins

Alignment for clarity.

Left-aligning your text is a standard practice in business communication. This alignment is easier to read and looks more formal and organized than centered or right-aligned text. It guides the reader’s eye in a natural flow from left to right, ensuring that your message is communicated effectively.

Choosing the Right Font

A professional font, such as Arial or Times New Roman, in a 10-12 point size, is ideal for business letters. These fonts are clear, professional, and universally readable. Avoid using decorative or overly stylized fonts, as they can detract from the letter’s professionalism and readability.

The Role of Spacing

Single spacing of your letter with a blank line between paragraphs enhances readability. It makes the letter easier to scan and allows the reader to identify key points quickly. Consistent spacing also contributes to the overall neat appearance of the letter.

Quality of Paper

When printing your business letter, use high-quality, standard-sized paper (usually 8.5″ x 11″ in the United States). Choosing a slightly heavier paper than regular printer paper can add a touch of professionalism.

Printing Considerations

Ensure that the print quality is high, with no smudges or faded areas. If you’re using a company letterhead, the colors and logo should be accurately and clearly printed.

Email Attachments

When sending a business letter in the body of an email, maintain the same formatting standards. Use a standard, readable font, and ensure the margins and alignment are clean and professional.

By adhering to these formatting guidelines, you can ensure that your business letter not only conveys your message effectively but also reflects your professionalism and attention to detail. Remember, how you present your letter can significantly impact how your message is received.

Practical Tips for Effective Business Letters

1. clarity and conciseness.

Clear and concise writing is paramount in business letters. Get straight to the point and avoid beating around the bush. This respect for the recipient’s time is appreciated in the business world.

Avoid using jargon or overly complex language. While it’s important to sound professional, your main goal is to be understood. The Harvard Business Review provides insights into clear business communication, emphasizing simplicity’s importance.

2. Tone and Formality

Consider the context and your relationship with the recipient when deciding how formal your letter should be. For a new client, a more formal tone is appropriate. However, a slightly more relaxed tone might be suitable if you’re writing to a long-time colleague.

3. Proofreading

Proofreading your letter is essential. Errors in spelling, grammar, and punctuation can undermine the professionalism of your message. A letter free of mistakes reflects attention to detail and respect for the recipient.

4. Cultural Sensitivity

When talking to people from different countries in business, it’s really important to understand their culture. Each culture has its own way of being polite and liking to talk in business. For example, some cultures are very formal, and others are more relaxed. It’s good to do a bit of research to make sure you’re speaking in a way that’s respectful to them. This helps avoid misunderstandings or accidentally offending someone.

Changing how you write to match different cultures is a good idea. This could mean being more formal or changing how you structure your letter. You still want to sound like yourself, but showing you understand their culture can make your communication better and show respect.

5. Follow-Up

Saying what you’ll do next in your letter is a good way to keep things moving. You could say you’ll call them or send another email. Or, you can ask them to contact you. This lets them know what to expect and keeps the conversation going. It’s important, though, not to be too pushy. Let them have time to reply.

This way, you show you’re interested and organized but also that you respect their time. Finding this balance is important for good business communication and keeping good relationships.

By incorporating these practical tips into your business letter writing, you ensure that your letters are not just read but also respected and acted upon. Remember, a well-crafted business letter can open doors and build bridges in your professional journey. For more in-depth guidance, resources like MindTools offer detailed advice on effective business communication strategies .

Examples of Business Letters

Example 1: job application letter.

Jordan Smith 123 Main Street Anytown, NY 12345 [email protected] (123) 456-7890

Hiring Manager XYZ Corporation 456 Business Rd. Business City, NY 67890

Dear Hiring Manager,

I am eager to bring my creativity and strategic approach to your team. I look forward to the possibility of discussing this exciting opportunity with you. Thank you for considering my application. I will follow up next week to confirm receipt of my application and hope to schedule an interview at your earliest convenience.

Example 2: Customer Inquiry Response Letter

Customer Service Team ABC Company 789 Service Lane Help City, CA 12345 [email protected] (987) 654-3210

Jane Doe 123 Park Avenue Anytown, CA 98765

Dear Ms. Doe,

Should you have any more questions or require further assistance, please do not hesitate to contact us. Our team is always here to help and ensure you get the best from our products.

Best Regards,

Example 3: Formal Complaint Letter

Alex Johnson 456 Elm Street Complaintown, ST 12345 [email protected] (321) 654-9870

Dear Manager,

I am writing to formally complain about an unsatisfactory experience I had at XYZ Store on August 15, 2024. I purchased a home appliance, and not only was it defective, but the response from your staff was highly unprofessional and unhelpful when I sought assistance.

I have been a loyal customer of XYZ Store for several years, and this experience has significantly impacted my view of your business. I hope that this matter will be resolved promptly and that steps will be taken to improve customer service in the future.

Alex Johnson

Example 4: Networking Letter

Taylor Martinez Marketing Consultant 789 Connection Blvd. Network City, MA 02130 [email protected] (555) 123-4567

Jamie Lee Director of Marketing Innovative Solutions Inc. 1234 Market St. Tech Valley, MA 02129

Dear Mr. Lee,

I recently came across your insightful article on digital marketing trends in the “Marketing Weekly” journal. Your perspective on leveraging AI in marketing strategies particularly resonated with me, as I have been exploring similar avenues in my recent projects.

As a marketing consultant with a focus on digital innovation, I am always looking to connect with forward-thinking professionals in our field. I believe that a conversation between us could be mutually beneficial, as we share similar interests and expertise.

I would appreciate the opportunity to discuss your work and insights more deeply, perhaps over a coffee or a brief meeting at your convenience. I am confident that this could be the start of a valuable professional connection.

Taylor Martinez Marketing Consultant

Example 5: Letter of Inquiry

Dr. Richard Kim Head of Research SolarTech Enterprises 890 Solar Avenue Sunnytown, NV 89002

I am writing to you as the Project Manager of EcoTech Innovations, a company dedicated to sustainable technological solutions. We have been closely following the groundbreaking research SolarTech Enterprises has published in the field of solar energy efficiency.

Given our shared commitment to sustainable energy, I am reaching out to inquire about potential collaboration opportunities. We believe that joining forces on a project could lead to significant advancements in solar technology and its practical applications.

Samantha Green Project Manager EcoTech Innovations

Example 6: Letter of Recommendation

November 15, 2024

To Whom It May Concern,

During his time at the university, Mark has consistently demonstrated exceptional skills in programming and problem-solving. He has been a key contributor to several successful projects, including an award-winning software development project in our annual tech fair.

Final Thoughts

Mastering the art of the business letter is an essential skill in the professional world. Following these guidelines and tips ensures that your letters effectively communicate your message while presenting a professional image.

Remember, a well-written business letter can significantly impact your professional journey.

Let’s Practice Now – Quiz!

Frequently asked questions.

The body of a business letter should include the main message. It should be clear, concise, and divided into paragraphs for easy reading.

A business letter is formal and professional when it follows the proper format. This includes using formal language, clear structure, and respectful salutations and closings.

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Purdue Online Writing Lab Purdue OWL® College of Liberal Arts

Writing the Basic Business Letter

Welcome to the Purdue OWL

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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.

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Writing a Business Letter

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Business Letter Format With Free Template

Updated: Aug 22, 2022, 8:26pm

Table of Contents

When to use a business letter, 7 essential elements to include in a business letter, how to format a business letter, download free business letter template, business letter examples, writing an email business letter, frequently asked questions.

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.

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 , sales letters, investor interest letters, resignation letters, business circulars, shareholder letters, letters of recommendation , etc.

Your Contact Address

If the contact address is already included in the letterhead, skip it. Otherwise, include these in your contact information:

• City, state, ZIP Code
• Phone number
• Email address

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:

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:

• Kind 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. Check out how to bring over your professional handwritten signature to emails and digital documents with an electronic 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.

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.

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.

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.

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.

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.

What are the seven parts of a business letter?

The seven parts of a business letter are: sender’s address, date, recipient address, salutation, body, closing salutation and signature. If you have documents attached with the letter, include a list of enclosures after the signature.

Why should I use a business letter format?

When you use a standard business letter format, it establishes your commitment to the recipient and forms a good first impression.

What is a business letter?

A business letter is a formal document used by companies for professional communication to other companies, employees and stakeholders.

What is the best font to use for a business letter?

When writing a standard business letter, the preferred fonts are either Times New Roman or Arial, especially if you are sending the letter to a conservative company. The preferred size of the type is 12. For a more modern or liberal company, you can be a little more creative in your font choice, but it should still be legible. Calibri, Verdana, Courier New, Cambria and Verdana are also possible options to consider.

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What is the Proper Business Letter Format?

Business letter overview, business letter structure, full business letter example, download business letter format template, additional formatting considerations, additional resources, business letter format.

Create professional business letters

A business letter should always follow a certain format and structure to ensure it is received as professional and up-to-standard. While there are many different types of business letters, this guide will go through a detailed example of the most classic business letter format.

In business , a letter is simply any type of correspondence sent between two parties. It may be about any topic and sent via many delivery methods such as email , regular mail, and hand delivery.

The tone you take in the letter will depend on who the audience is and what the purpose of the communication is. Sometimes you will need to be more formal, and other times a more casual voice is appropriate.

The example provided below is a neutral voice and a moderate level of formality.

Below is an example of how a business letter is laid out and structured. Feel free to copy and paste the text into your own email, Word, or Google document and be sure to customize and proofread it thoroughly.

[Sender’s Name]

[Sender’s Company Name]

[Sender’s Street Address]

[Sender’s City, State/Province, & Zip/Postal Code]

[Sender’s phone number and/or email address]

[Recipient’s Name]

[Recipient’s Company Name]

[Recipient’s Street Address]

[Recipient’s City, State/Province, & Zip/Postal Code]

[Recipient’s phone number and/or email address]

[Dear Name],

[Introduction – this is where you explain the purpose of the letter, such as why you are writing it, what you hope to achieve from it, and any other important information you want to state upfront.]

[Middle Section – this is where you elaborate and provide more detail about what you outlined in the first paragraph. There may be several more paragraphs like this depending on how long the letter needs to be]

[Conclusion – this is the place where you wrap up and summarize things. There may be a call to action or next steps included in this paragraph.]

[Sincerely],

[Signature]

[Name of Sender]

Now that you’re familiar with the business letter format, let’s look at an example with real information built in.

ABC Education Inc.

1234 – 123 Street

New York, NY 01218

May 21, 2018

Sarah Geenie

XYZ Company Inc.

6789 – 789 Street

New York, NY 04851

Re: Updated Billing Frequency

Dear Ms. Geenie,

I am writing to inform you of our new pricing model effective February 1, 2019. On the first of February, we will be switching from an annual billing cycle to a quarterly billing cycle and this letter contains important information that may impact your organization.

After conducting extensive research and receiving feedback from our customers, we have determined that most customers strongly prefer a quarterly billing cycle rather than an annual one. In order to best suit your needs, we have decided to offer this benefit, which will take effect on February 1, 2019.

This letter is simply to notify you of the upcoming changes, and no immediate action is required from you at this time. We thank you for your continued business.

Enter your name and email in the form below and download the free template now!

In addition to the overall format and structure laid out above, you may also want to consider the following information as standard business practices.

Common formatting standards include:

• Arial, Times New Roman, or a similar standard font
• Size 11 or 12 point
• Sentence case capitalization
• White background
• 5” x 11” size paper
• Portrait layout
• 1” margins
• Single, 1.5, or double spacing
• Black font color
• Use of corporate letterhead
• Single or double-sided printing
• Plain white background

Thank you for reading this guide on how to use the proper business letter format. CFI is a global provider of online education and offers the Financial Modeling & Valuation Analyst (FMVA) TM certification for financial analysts.

To continue learning and advance your career, these additional resources will be helpful:

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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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UMGC Effective Writing Center The Perfect Business Letter

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• Writing Resources

When sitting down to complete a business letter assignment in school, students know intuitively that they are engaging in a type of writing that is much different from the typical school assignment. One goal of this resource is to upgrade that intuitive understanding to conscious status and, by doing so, sharpen your understanding of the distinct differences between business and academic writing that must be observed as you transition between the two worlds.

School Writing v. Business Writing

It may sound crass, but the difference between the two can be summarized simply: In school you write to get grades. In the real world, you write to do your job.

It's helpful to think of most school writing as a type of exam: You write to demonstrate to a specific teacher that you understand and can use material in a specific discipline. Those who become outstanding writers in school have usually mastered an important skill of audience analysis: figuring out exactly what an audience of one (the teacher) wants and how he or she wants it delivered.

The audience of one in school becomes the audience of many in the work world. Moreover, everyone who may read your business writing will not be known to you. Especially when your business writing travels outside the company, as it does when in letter format, you have little idea of how many people may read it, much less who they are. And the real kicker is that, unlike teachers, few in the business world get paid to read your writing no matter how poor it is. Other key differences include the following:

Clearly, when authoring a business document, you are taking on a higher degree of responsibility because of potential consequences, both positive and negative, that the writing can have. These consequences are particularly serious for the writer since the lifespan of whatever you write in the work place is potentially your entire career, compared to the duration of a course in school.

Get career planning tips from the advisors at UMGC .

How to Create Your Business Letter

These inherent differences between the two worlds of writing--business and academic--are also reflected in the steps successful writers follow when creating real-world documents like business letters.

Analyze Audience

It's helpful to divide your audience into primary and secondary members. Your primary audience is those whom you are certain will read what you write. The secondary audience is those who may be likely to read it. Your task is to speak directly to the needs of the primary audience while keeping in mind this secondary audience: what they know about the topic and their possible attitudes.

Clarify Purpose

In order for your writing and its purpose to be clear for your audience, it must be twice as clear for you, the writer. Good business writers can provide sharp, succinct answers to the question, "What do I want my readers to know and/or do after reading what I write?" Write the answer down and filter all writing choices through its prism.

Based on the crystal clear idea of what the writing hopes to achieve, the outline represents how the writer will achieve it by arranging information and instructions in the exact order the audience should encounter them for best effect.

The formats for business and technical writing are well known and expected by your audience. These standard formats are usually (1) adhered to rigorously and (2) are modified by any guidelines you have been given by your organization.

Draft & Revise

The first draft is your first opportunity to combine all of the above. However, it should be far from your last. Gone are the days of "once and done" the night before the assignment is due. Especially important is building in some time for a draft to get cold before you revisit with fresh eyes.

Get Feedback

Never let your audience be just the second set of eyes to see what you have written. In between yourself and your audience, insert a knowledgeable person who will act as a proxy for your audience and give you honest feedback.

Business Letter Styles

The two most common formats of business letters today are the full-block format and modified-block format. Note that the full-block format should be used only with letterhead. One variation on these two styles includes indenting paragraphs in the body section. As always, follow the style preferred by your organization unless there is a clear reason not to.

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Business Writing and Presentations Studio

Enhance your skills.

You will be writing and speaking a lot during your time in the College of Business and in your career, so why not become an expert at both? Enhance and strengthen your skills by taking advantage of the Business Writing and  Presentations Studio in the College of Business. Our communication consultants can help you organize your ideas, and they will stick with you until you put the finishing touches on your work.

Virtual and In-Person Appointments

Make an appointment by selecting the "Schedule an appointment now" button at the bottom of this page.  When you are in the appointment software, pay special attention to the titles of the appointments as you can choose from either virtual or in-person appointments.

Review "Tips for getting the most from your visit" below to prepare for an appointment with a consultant.

In-Person Appointments

Come to the Business Writing and Presentations Studio in Schneider Hall 221 at the date and time you've selected in the appointment software.  Bring the following items:

• Your progress so far
• Paper and pen

Virtual Appointments

You will find your MS Teams meeting link in the email confirmation you receive after making an appointment.  That confirmation will also contain important information that will help you prepare for your appointment.

• Prior to the meeting, email your documents (assignment, rubric, your current draft) to the BCOM Studio Tutor group at [email protected] . Be sure to include your name in the file names of the documents you send.
• Just ahead of the scheduled time of your appointment, simply click on the link in the body of the confirmation email to join the consultant in MS Teams. Be sure to have the documents you emailed to the BCOM Studio Tutor group in front of you for the meeting.  Note:  you do not need to have MS Teams downloaded to use this feature.

We're Here to Help

Walk-ins are welcomed, but to make sure you get in, schedule an appointment. If you think you need more time, schedule back-to-back meetings or a time later in the week. Students are limited to two sessions per week. Group appointments are welcomed for group projects or assignments. The Studio is located in Schneider 221.

Business Writing Studio Appointment Options

• E-mail messages
• Formal letters
• Press releases
• Cover letters
• Reports for business courses

Business Presentation Studio Appointment Options

• Elevator speeches/pitches
• PowerPoint slides
• Small group meetings
• Round-table discussions
• Interview practice
• Individual and group presentations.

Get the Most from Your Visit

• Tell the consultant what you need help with prior to your meeting.
• Come prepared to work by bringing your assignment, paper and pen, the hard or electronic copy of your work so far, and anything else you may need.

Business Communication and Information Systems Department

Schneider Social Science Hall 404 1702 Park Avenue Eau Claire , WI 54701 United States

University of Wisconsin-Eau Claire

105 Garfield Avenue  P.O. Box 4004  Eau Claire, WI 54702-4004 

715-836-4636

Business Letter Writing

Oct 20, 2014

130 likes | 505 Views

Business Letter Writing. When to Use a Business Letter?. Request or order letters Complaint or adjustment letters Appreciation or Commendation Letters Letter of Application (job) Letter of Regret. 7 Parts of a Business Letter.

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Presentation Transcript

When to Use a Business Letter? • Request or order letters • Complaint or adjustment letters • Appreciation or Commendation Letters • Letter of Application (job) • Letter of Regret

7 Parts of a Business Letter • Sender’s address (your street address, city state and zip code) • Date • Recipient name, title and address • Salutation (greeting) • Paragraphs- body • Closing • Signature

Format • Use plain 8 ½ X 11 inch paper • Typed-single spaced, skipping lines between paragraphs • All letters should have 1 inch margins all around. • Centered • Times New Roman font, 12 point

Format Cont. • Skip one line after each of the elements; skip 3 lines after closing to leave room for your signature. • No more than 1 page • 2 main types of business letters: block form and indented form.

Block Form • The entire letter is typed flushed left • Creates a “block” look; simple and neat.

Indented Form • Beginning of the sender’s address and date should be aligned with the center of the page. • Sender’s address and date directly below one another • Recipient’s address and salutation is flushed left • Paragraphs are indented ½ inch

Language • Remember to use formal language- NO SLANG!! • Avoid abbreviations (UCLA, USC, FJC for example) • NO contractions (can’t, don’t, won’t, etc…) • Do not use nicknames • See the “business letter” vocabulary bank for help!

Tips for Writing • Research and know your audience. • Use formal, academic language. • Polite, respectful and professional tone • Get to the point! Be clear, concise and explain the purpose quickly- DO NOT ramble….shorter is actually better! • Include all necessary information

Resources to help you… • http://readwritethink.org/materials/letter_generator/

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