Business Letter Format: Business correspondence is an official document often written by one business to another or from a company to its employees, clients, and other stakeholders. These letters are utilized for personal correspondence between people and business correspondence between individuals.
While email has taken over as the most popular method of communication, printed business letters are still utilized for various necessary, severe correspondence forms, such as letters of reference, employment verification, job offers, and many more.
Business Letter Format
Recognize that your recipient reads extensive correspondence daily and will appreciate well-written letters and precise spelling and grammatical errors.
What should be included in the letter?
The purpose of your letter is clear and concise, using a straightforward and specific language. Make the opening paragraph short. Start with “I am writing to refer to” …” then write only what you have to say.
The following paragraphs must contain details that give the reader a thorough knowledge of your objective(s) but beware of rambling paragraphs and excessively lengthy words. Keep it short to keep their focus.
If, for instance, you would like to have the reader support a charity event, look for any similarities with their corporate philanthropic goals. Make it clear to the reader that helping you is mutually beneficial and increases the likelihood of gaining their support.
Sections of the Business Letter
Every section of your letter needs to be formatted according to the correct structure, beginning with your contact information, the recipient’s salutation, the body of your letter closing, and your signature.
Your Contact Information
- Your Name
- Your Job Name
- Your Company
- Your Address
- City, State Zip Code
- Your Telephone Number
- Your Email Address
The Date
- The date that you’re writing the letter
Contact Information for the Recipient’s Contact Information
- Their Name
- Their Title
- Their Business
- The Address of the Company
- City, State Zip Code
The Salutation
- Use “To Whom It May Be” if you’re unsure who you’re talking to.
- Make use of the official salutation”Dear Mr./Ms./Dr. [Last Name]” If you don’t know the person who will receive it.
- Use “Dear @[First Name]” only in the event of an informal relationship with the person receiving it.
The Body
- Use single-spaced lines, with an extra gap between every paragraph following the salutation and before the closing.
- Right, justify your message (against your left edge).
Closing Salutation
Your closing paragraph should be limited to two or three sentences. Just reiterate the reason you are writing, and then thank them for examining your request. The best options to use for the closing are:
- Respectfully yours
- Thank you very much.
- Cordially
- Respectfully
If your letter is less formal, consider using:
- All the very best
- Best
- Thank you for your kind words.
- Best Regards
Your Signature
Your signature should be placed just beneath your closing. You should leave four spaces between you, closing your written full name, name, and title. Include your telephone number or email and any other contact details you would like to include.
Business Letter Format – Why Important:
Business letter format is a standard format for writing official letters in business. It usually consists of six parts:
- Sender’s address includes the name and address of the person or company sending the letter. It is typically placed at the top of the page, aligned to the left margin.
- Date: The date the letter is being sent is usually placed below the sender’s address, aligned to the left margin.
- Inside address: This includes the name and address of the person or company receiving the letter. It is typically placed below the date, aligned to the left margin.
- Salutation: The salutation is the greeting used at the beginning of the letter, such as “Dear Mr./Ms./Mrs. [Last Name]” or simply “To Whom It May Concern.”
- Body: The body of the letter contains the message being conveyed. It should be organized into paragraphs and be clear and concise.
- Closing: The closing of the letter is typically a polite statement such as “Sincerely” or “Best regards,” followed by the sender’s name and title (if applicable).
The letter should be single-spaced with a blank line between each paragraph, and the margins should be 1 inch on all sides. Additionally, it is essential to proofread the letter for spelling and grammar errors before sending it.
