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

Last Updated: April 12, 2023 Fact Checked

Sample Business Letter

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

This article was co-authored by Shannon O'Brien, MA, EdM and by wikiHow staff writer, Aly Rusciano . Shannon O'Brien is the Founder and Principal Advisor of Whole U. (a career and life strategy consultancy based in Boston, MA). Through advising, workshops and e-learning Whole U. empowers people to pursue their life's work and live a balanced, purposeful life. Shannon has been ranked as the #1 Career Coach and #1 Life Coach in Boston, MA by Yelp reviewers. She has been featured on Boston.com, Boldfacers, and the UR Business Network. She received a Master's of Technology, Innovation, & Education from Harvard University. There are 9 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 4,799,269 times.

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

Things You Should Know

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Community Q&A

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

You Might Also Like

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

About This Article

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

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Business tips

How to write a business letter: Formatting guide + template

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

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

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

What is a business letter?

These communications usually follow standardized formats and include expected elements like formal salutations, signatures, contact information, and a body of text focusing on one specific business purpose. It won't likely get you fired if you don't rigidly follow all these rules, but abiding by format expectations can reduce variables, keep your messaging professional, get your message across clearly, and even enable automation .

Types of business letters

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

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

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

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

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

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

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

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

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

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

Parts of a business letter

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

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

Your return address

Your contact information

The date the letter was/will be sent

Recipient's address (optional)

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

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

2. Salutation

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

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

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

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

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

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

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

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

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

Here are a few pro tips for writing this section:

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

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

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

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

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

4. Sign-off

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

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

Signature: In the digital age, we don't hand-sign many non-legally binding documents, but if possible, it's a good idea to include one beneath your sign-off. For physical letters, sign it here. For digital ones, consider adding a signature by drawing or typing in a cursive font.

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

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

How to write a business letter

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

1. Identify your purpose

Before you write a word, you should have a clear purpose for your letter. If it doesn't fall into a neat category of letter types, see if you can at least summarize your purpose in one sentence.

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

2. Find a contact

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

Before you get started, try to find the contact you need. Look to mastheads, contact pages, staff listings, or About Us pages for listings of personnel by role. Or, have a bot do it for you. AI sales assistant tools like contact crawlers can drag the internet for relevant contacts in a matter of seconds.

3. Follow a consistent format

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

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

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

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

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

4. Write with intention

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

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

Not sure how to get your tone right? You can always try using an AI text generator or chatbot to help out by:

Writing an effective introduction

Turning your rough ideas into full letter bodies

Giving you new phrasing options

Rephrasing your own words into a different tone

Adding humor or other personal touches

Giving you suggestions for improvement

5. Keep it short

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

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

If you're sending your letter by email or webform, compose it in a text editor like a Google Doc first. This should give you access to more formatting features and a visualization of what fits on one page.

6. Copy edit

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

Your letter may not have to have 100% perfect grammar and formatting in order to communicate your message effectively, but each mistake is like another ding in your authority armor. You can try composing your letter in or running it through one of the many writing or editing apps on the market. While Word and Google Docs have their own native spelling/grammar checkers, these AI-driven applications can pick up on much more nuanced linguistic quirks and even suggest clearer phrasing alternatives.

Business letter format example

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

For reference, I used standard block formatting.

Business letter template

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

Here are a few additional tips for customizing it:

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

Format: This is the standard block format , but feel free to adjust to modified block or the more traditional semi-block.

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

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

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

How to write a business letter with automation

Now that you know how to write a business letter, it's time to throw in a little automation to make it even easier. By using Zapier 's no-code automations, you can build your own custom business letter workflows that combine your favorite applications.

For example, you can create and autopopulate a Google Docs template straight from the other apps you use. Here are a few other ideas to get you started.

Save new Google Docs documents to OneDrive

Automatically create a Google Docs document every week

Send email via Gmail when there is a new Google Document

Create new Google Docs before a Google Calendar event

Zapier is the leader in workflow automation—integrating with 6,000+ apps from partners like Google, Salesforce, and Microsoft. Use interfaces, data tables, and logic to build secure, automated systems for your business-critical workflows across your organization's technology stack. Learn more .

Business letter FAQ

How do you write a simple business letter.

Here's how to write a simple business letter:

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

Below that, type the full date.

Follow that with the recipient's contact information.

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

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

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

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

If enclosing documents, list enclosures below that.

What is the correct format for a business letter?

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

How do you start a professional letter?

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

Related reading:

What is business process automation (BPA)?: Definition and tips

Business objectives: How to set them (with examples and a template)

How to automate your email

Email etiquette: How to ask people for things and actually get a response

How to write a memo (and all the templates and examples you could need)

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Bryce Emley

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

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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.

Media File: Writing the Basic Business Letter

This resource is enhanced by an Acrobat PDF file. Download the free Acrobat Reader

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.

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

Updated: July 24, 2019

Published: November 01, 2018

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

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

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

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

How to Format a Business Letter

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

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

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

Business Letter Example

October 1, 2016

Dharmesh Shah

25 First Street,

Cambridge, MA 02141

Dear Mr. Shah,

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

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

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

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

Clifford Chi

313 South Locust St.

Greencastle, IN 46136

555-555-5555

[email protected]

Introduction (first and second paragraphs)

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

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

Body text (third paragraph)

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

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

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

Call-to-action (fourth paragraph)

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

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

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Business Communication  - How to Write a Formal Business Letter

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

Business Communication: How to Write a Formal Business Letter

Lesson 7: how to write a formal business letter.

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How to write a formal business letter

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

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

Watch the video below to learn about formal business letters.

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

The structure of a business letter

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

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

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

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

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

Example of a business letter

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

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

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

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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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How to Write a Business Letter

To get results, craft business letters that are professional, clear and concise.

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As with traditional business letters, email correspondence should be concise – no more than three to four paragraphs.

Though it may seem outdated, a professionally written business letter can make all the difference in landing a deal, building relationships with potential clients or successfully navigating a dispute. Plus, a formal letter format tends to convey a sense of professionalism and attention to detail that simple emails and texts can't match.

Here’s how to craft a polished business letter for any purpose and situation.

Proper Way to Format a Business Letter

A professional business letter should include the following components:

• Your contact information
• Recipient's name and address

Your Contact Information

At the top of the business letter, insert your contact information. There’s no need to put your name or title here. The street address, city, state and ZIP code will suffice.

Here’s an example of how to format your contact information: (Street) | (City), (State) (Zip code)

Skip a line and date your letter. First, write out the month, then add the day and the year. For example, write the date as July 09, 2023.

Recipient’s Name and Address

After writing the date, skip another line and add your recipient’s name and address. Use the left justify option when typing out the address, so it looks the same way you'd write it on an envelope.

Here’s an example of how to format your contact information: (Recipient’s first name) (Last name) | (Title) | (Street) | (City), (State) (Zip code)

Here are some of the most common business letter salutations:

• Dear (First name Last name)
• Dear (Ms., Mrs., Mr. Last name)
• Dear (First name) (If you know the recipient)
• To whom it may concern (If you can't find a specific contact's name)

If you’re ever unsure about a person's name, title and professional status, check their LinkedIn or call the company to speak with a receptionist and ask who the letter should be addressed to.

Body of the Business Letter

The style of the business letter's body can vary, but a block format is most common. To keep your business letter concise and to the point, make sure the body is no longer than three to four paragraphs. Use the following formula for the body:

• Paragraph 1 (Opening): Introduce the purpose of the letter.
• Paragraph 2 (The argument): Provide details pertaining to the purpose of the letter as needed.
• Paragraph 3 (Call to action): Include the specific action you would like taken by the recipient.

Closing the Business Letter

Lastly, add a space after the final paragraph and close the letter with salutations such as:

• Respectfully
• Regards 

Don’t forget to include your signature after the salutation.

Proper Business Letter Format for Emails

It's customary to send business letters through the mail, but you can also send them via email if they are about a timely matter. Unlike a physical business letter, you do not need to include your contact information and the date at the top of the email. However, you’ll need a clear subject line. Email subject lines should be short and descriptive, so recipients have a clear idea of the message.

As with traditional business letters, email correspondence should be concise – no more than three to four paragraphs. In the closing, you can include a link to your LinkedIn or work portfolio along with your signature.

Tips for Crafting a Business Letter That Doesn’t Get Ignored

With the convenience of emails and text messages, it's understandable that many workers have little experience crafting professional and high-quality business letters. Whether you're communicating with a potential client or reaching out to a business partner, a compelling letter will ensure your message is received loud and clear. Here’s how to craft a persuasive business letter that doesn’t get ignored.

1. Craft a Compelling Opening Hook

“Begin your letter with an opening that not only captures attention but also resonates on a personal level. One effective approach is to share a genuine and relatable experience or story,” says Theresa Fesinstine, a human resources professional and founder of Peoplepower.ai, a provider of AI education and resources tailored to HR professionals.

For example, if you’re crafting a business letter with the purpose of reaching out to potential clients, you could recount a moment when your team faced a challenge similar to what your client might be experiencing. “This creates an instant connection and piques curiosity, encouraging them to continue and engage with your message,” Fesinstine adds.

2. Establish a Framework of Curiosity 

To make your business letter stand out, “infuse it with curiosity that sparks thoughtful reflection,” Fesinstine says. One way to do so is by including questions in your business letter to prompt recipients to engage deeply with the topic.

For example, if you're addressing a prospect's need for improved efficiency, Fesinstine suggests posing thoughtful and reflective questions such as "Have you ever wondered how streamlining processes could create a better culture?” to set the stage for a meaningful conversation.

3. Close With a Call to Action

How you end your business letter can make all the difference in whether or not your recipient takes action. A well-crafted business letter “guides your recipient towards specific and actionable steps that contribute to a shared goal,” Fesinstine says.

For example, if you're proposing a partnership for a sustainable initiative, she suggests ending your business letter with a call to action, such as “Let's take the first step and explore how we can collaboratively implement these practices within your organization,” to drive immediate engagement.

Business Letter Do’s and Don’ts 

Here’s what you should – and should not do – when crafting a professional business letter:

• Do get to the point quickly. “People are busy, and they will typically not patiently read until the third paragraph to deduce the reason for a business letter,” says Jessica Nevitt, a career development expert and a faculty member at the Indiana University Kelley School of Business. So, avoid rambling and get to the point as soon as possible, preferably in the first or second sentence.
• Do keep it brief.  The old saying “less is more” applies especially to business writing that gets noticed. “If your business letter looks like a novel squeezed into one page with minuscule margins, the recipient will be overwhelmed before they even start reading – that is if they even decide to start reading,” Nevitt says. 
• Do pay attention to the format. No matter how persuasive the content of your business letter, “sloppy margins, double-spacing, long paragraphs and indents at the beginning of paragraphs make the letter look unprofessional and amateurish,” Nevitt says. Before sending the letter, always double-check for grammatical errors and ensure the format is clean and blocked into three to four short paragraphs. If you need help formatting the letter, use a template. 
• Don’t use informal and negative language. Negative language can come across as disrespectful or unprofessional, which isn't the impression you want to make when writing to colleagues, clients or potential partners. Contractions or colloquialisms such as “lol” can also distract from the message you want to convey. 
• Don’t use vague statements. Clearly state your purpose and expectations when writing a business letter. Vague statements or overly complicated language could lead to confusion. For example, instead of hinting at a possible collaboration in the future with a potential business partner, be direct and take the initiative to schedule a meeting. 
• Don’t be overly emotional. Even if you’re writing a formal letter of complaint, be sure to maintain a neutral and business-like tone and avoid using emotional language such as swear words. Remember, your reputation is at stake, and coming across as unprofessional could potentially damage your credibility with the recipient. 

Sample Business Sales Letter 

Dear Mr. Johnson,

(Hook related to your company, product or service). I'd love to share more details about (product or service) with you.

Our company, (company name), is a leading provider of (product or service). Our team of seasoned professionals has successfully executed projects for over (number) clients worldwide, significantly improving their (specific operational problems).

Here are a few of the ways in which our (product or service) stands out from the competition:

• (Value proposition one)
• (Value proposition two)
• (Value proposition three)

We are confident that we can assist you in overcoming (a business challenge the potential client may be facing), and we would greatly appreciate the opportunity to discuss your specific needs and how we might best meet them. Can we arrange a convenient time for a call or meeting? You can reach us at (phone number or email address). We look forward to the possibility of working together.

(Your name)

Sample Business Letter for Meeting Follow-Up 

Dear Mr. Adams,

It was a pleasure to meet you at the industry conference last week. I enjoyed our conversation and am following up on our discussion.

As I mentioned, given that we offer complementary services and have similar missions, it would seem mutually beneficial for us to package our offerings and market them together. My team has pulled together some preliminary suggestions about how we could collaborate, and those are attached for your review.

I would love to discuss this with you further. Do you have time on your calendar for a meeting next week? My staff will be in touch with your office in the next few days to see if a meeting is possible.

Thank you again for taking the time to speak with me last week. I appreciate your consideration of my proposal and request.

Best regards,

Sample Business Letter for Complaint

Dear Mrs. Smith,

I hope this letter finds you well. I am writing to express my dissatisfaction with my recent experience with (company name). I am a loyal customer and have always held your products/services in high regard. However, the incident I encountered on (date) has caused me significant inconvenience.

I purchased (product or service) from your company on (date), but it has not met the quality standards I have come to expect from your company. (Provide a detailed explanation of the issue and any steps taken to resolve it).

Unfortunately, the problem remains unresolved. I would appreciate it if you could (what you want them to do, such as replace the product or refund the money.)

Thank you in advance for your assistance, and I look forward to hearing from you soon.

Use a Template to Save Time and Energy

Crafting a business letter from scratch can be intimidating and overwhelming if you’ve never done it before. Thankfully, many word-processing programs, such as Microsoft Word, offer free business letter templates to help save you time and energy. You can also use some of the sample business letters we’ve provided above as a starting point.

Remember, when selecting a template online, look for one that uses standard formatting and a professional font – for example, Times New Roman font in a 12-point size – and avoid highly stylized or colored fonts that could make your business letter look messy and unprofessional.

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How to Format and Write a Simple Business Letter

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People write business letters and emails for a variety of reasons such as requesting information, to conduct transactions, to secure employment, and so on. Effective business correspondence should be clear and concise, respectful in tone, and formatted properly. By breaking down a business letter into its basic components, you can learn how to communicate effectively and improve your skills as a writer.

A typical business letter contains three sections, an introduction, a body, and a conclusion. 

• The Introduction:  The introduction indicates who the writer is addressing. If you're writing to someone you don't know or have met only briefly, the introduction may also a brief reason of why you're writing. Typically, the introduction is only a sentence or two in length.
• The Body: The letters body is where you state your business. This section may be as short as a few sentences or several paragraphs in length. It all depends on the degree of detail necessary to describe the subject at hand.
• The Conclusion: The conclusion is the final section where you'll call for future action. This can be a chance to talk in person, to request additional information, or to conduct a transaction. Like the introduction, this section should be no more than a sentence or two and must make clear what you would like from the person reading your letter.

The Introduction

The tone of the introduction depends on your relationship to the letter recipient. If you're addressing a close friend or a business colleague, using their first name is acceptable. But if you're writing to someone you do not know, it's best to address them formally in the greeting. If you do not know the name of the person you're writing to, use their title or a general form of address.

Some examples:

• Dear personnel director
• Dear sir or madam
• Dear Dr., Mr., Mrs., Ms. (Last name)
• Dear Frank (use this if the person is a close business contact or friend)

Writing to a specific person is always preferred. Generally speaking, use Mr. when addressing men and Ms. for women in the greeting. Only use the title of Doctor for those in the medical profession. While you should always begin a business letter with the word "Dear," doing so is an option for business emails, which are less formal.

If you're writing to someone you don't know or have met only in passing, you may want to follow the greeting by providing some context for why you're contacting that person.

• With reference to your advertisement in the Times...
• I'm am following up on our phone call yesterday.
• Thank you for your letter of March 5.

The majority of a business letter is contained in the body. This is where the writer states his or her reason for corresponding. For example: 

• I am writing to inquire about the position posted in The Daily Mail.
• I am writing to confirm the shipment details on order # 2346.
• I am writing to apologize for the difficulties you experienced last week at our branch.

Once you have stated the general reason for writing your business letter, use the body to provide additional details. For example, you may be sending a client important documents to sign, apologizing to a customer for poor service , requesting information from a source, or some other reason. Whatever the reason, remember to use language that is courteous and polite.

For instance:

• I would be grateful to meet with you next week.
• Would you possibly have time for a meeting next week?
• I would be delighted to give you a tour of our facility this coming month.
• Unfortunately, we will have to postpone the meeting until June 1.
• Enclosed you will find a copy of the contract. Please sign where indicated.

It is customary to include some closing remarks after you've stated your business in the body of the letter. This is your opportunity to reinforce your relationship with the recipient, and it should just be a sentence.

Please contact us again if we can help in any way.

• If you have any questions, feel free to call me.
• You can also use the closing to request or offer future contact with the reader.
• I look forward to hearing from you soon.
• Please contact my assistant to schedule an appointment.

The final thing all business letters need is a salutation, where you say your goodbyes to the reader. As with the introduction, how you write the salutation will depend on your relationship to the recipient.

For clients that you're not on a first-name basis with, use:

• Yours faithfully (if you don't know the name of the person you're writing to)
• Yours sincerely, (if you do know the name of the person you're writing to.

If you are on a first-name basis, use:

• Best wishes, (if you're acquaintances)
• Best regards or Regards (if the person is a close friend or contact)

Sample Business Letter

Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765

October 23, 2017

Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL 78777

Dear Mr. Flintstone,

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856.

The order will be shipped within three days via UPS and should arrive at your store in about 10 days.

Yours sincerely, Kenneth Beare Director of Ken's Cheese House

• Structure of a Formal Letter
• Crafting a Letter of Acknowledgment for a Business Setting
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Business Letter Format With Examples

Ashley Nicole DeLeon / The Balance

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What to Include in the Letter

Sections of a business letter, business letter template.

• Business Letter Sample

Email Signature Example

Tips for writing a business letter.

A business letter is a formal document often sent from one company to another or from a company to its clients, employees, and stakeholders, for example. Business letters are used for professional correspondence between individuals, as well.

Although email has taken over as the most common form of correspondence, printed-out business letters are still used for many important, serious types of correspondence, including reference letters, employment verification,  job offers , and more.

Writing an effective, polished business letter can be an easy task, so long as you adhere to the established rules for layout and language.

Realize that your recipient reads a significant amount of correspondence on a regular basis and will favor well-executed letters that are free of typos and grammatical errors.

Make the purpose of your letter clear through simple and targeted language, keeping the opening paragraph brief. You can start with, “I am writing in reference to…” and from there, communicate only what you need to say.

The subsequent paragraphs should include information that gives your reader a full understanding of your objective(s) but avoid meandering sentences and needlessly long words. Again, keep it concise to sustain their attention.

If your intent is to persuade the recipient in some way, whether it's to invest money, give you a reference, hire you, partner with you, or fix an issue, create a compelling case for your cause.

If, for example, you want the reader to sponsor a charity event, identify any overlap with their company’s philanthropic goals. Convince the reader that helping you would be mutually beneficial, and you will increase your chances of winning their support.

Each section of your letter should adhere to the appropriate format, starting with your contact information and that of your recipient’s; salutation ; the body of the letter; closing; and finally, your signature.

Your Contact Information

• Your Job Title
• Your Company
• Your Address
• City, State Zip Code
• Your Phone Number
• Your Email Address
• The date you're penning the correspondence

Recipient’s Contact Information

• Their Title
• Their Company
• The Company’s Address

The Salutation

• Use "To Whom It May Concern," if you’re unsure specifically whom you’re addressing.
• Use the formal salutation “Dear Mr./Ms./Dr. [Last Name],” if you do not know the recipient.
• Use “Dear [First Name],” only if you have an informal relationship with the recipient.
• Use single-spaced lines with an added space between each paragraph, after the salutation, and above the closing.
• Left justify your letter (against the left margin).

Closing Salutation

Keep your closing paragraph to two sentences. Simply reiterate your reason for writing and thank the reader for considering your request. Some good options for your closing include:

•  Respectfully yours
•  Yours sincerely
•  Respectfully

If your letter is less formal, consider using:

• All the best

Your Signature

Write your signature just beneath your closing and leave four single spaces between your closing and your typed full name, title, phone number, email address, and any other contact information you want to include. Use the format below:

Your handwritten signature

Typed full name Title

Make Sure Nothing Was Missed

A good rule of thumb is to proofread your correspondence twice and then have a colleague review it to ensure nothing was missed.

You can use this business letter sample as a model and download the template (compatible with Google Docs and Word Online) for the text version below.

Business Letter Sample (Text Version)

Linda Lau Northern State University 123 Main Street Anytown, CA 12345 555-555-5555 linda.lau@email.com

March 5, 2020

Oscar Lee Managing Editor Acme Graphic & Design 123 Business Rd. Business City, CA 54321

Dear Mr. Lee,

I would like to invite you to attend our upcoming Liberal Arts department job networking event. The event will be held on the afternoon of May 1, 2020. We wish to provide our graduating seniors with an opportunity to meet business leaders in the area who may be looking for new hires who hold degrees in the Liberal Arts.

The event will be held at the Cox Student Center at Northern State University and will last about two to three hours. If you have an interest in attending or sending a company representative to meet with our students, please let me know at your earliest convenience and I can reserve a table for you.

Thank for your time and I hope to hear from you soon.

Respectfully,

( signature hard copy letter)

Linda Lau Liberal Arts Department Chair

If you're sending an email letter, your signature will be slightly different . Rather than including your contact information in the heading of the letter, list it below your signature. For example:

Sending an Email Business Letter

Yours sincerely,

First Name Last Name Title Your Address Your Phone Number Your Email Address

Be clear why you're sending the message. Include the topic you're writing about in the subject line of the email, so the reader is clear as to why you are sending the message.

Review letter samples, including cover letters, interview thank you letters, follow-up letters, job acceptance, and rejection letters, resignation letters, appreciation letters, and more business and employment-related letter samples and writing tips.

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How to Take Your Business Writing From “Average” to “Great”

• Elizabeth Danziger

Ask: Is my purpose to inform, request, or persuade?

A simple three-question framework will help you jump-start your writing process — whether you’re tackling an email, a formal document, social post, or another form of written communication.

• Purpose: Think of purpose as the intention — the result you want to achieve. The most common purposes of business documents, ranging from brief emails to voluminous reports, are to inform, to request, or to persuade. Knowing your purpose in advance creates the context for your whole document.
• Person: Your document will not generate any outcome until the readers understand your message. They may agree or disagree, like or dislike, but unless they understand you, your efforts are in vain. For that you have to speak the reader’s language, anticipate the answers to questions they might have, and target their emotional trigger topics.
• Point: The point is your essential message. It is closely connected to your purpose and may at times overlap with it. If you imagine that communication is like shooting an arrow, then the purpose is the direction in which the arrow is aimed. The person is the target. The point is the arrow: It is the message you are sending to your reader. Get to the point very early in your document, preferably within the first 40 to 50 words, while your reader is still paying attention (and before they delete or archive your email).

Erica, a staff engineer at a construction consulting firm, was faced with a dilemma. Her manager asked her to follow up with the client about a proposal they had submitted the week before, but she was confused about what her boss meant by “follow up.” Was she supposed to confirm receipt, request a signed document back, or highlight the firm’s consulting capabilities? As someone new to her role, she wanted to prove that she could figure it out alone. She would type a few words, then press “Delete,” and rewrite the email again. When she finally sent a draft to her manager for approval, they sent back lots of edits, leaving her insecure and discouraged.

• Elizabeth Danziger , founder of  Worktalk  Communications Consulting, offers webinars and presentations that equip teams to write clearly, confidently, and correctly. She is the author of  Get to the Point! , a reader-friendly book on business writing. Danziger also sends Writamins monthly writing tips.

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Find out how to send mail. 1:53

Video Description: How to Send a Letter or Postcard (TXT 4 KB)

How to Send a Letter or Postcard: Domestic

Sending mail with USPS is easy! Our video will help you with most letters, cards, and postcards you send domestically (inside the U.S.), including U.S. territories and military bases in the U.S. and abroad.

For how to ship a package, see How to Send a Package: Domestic .

Send Mail: Step-by-Step Instructions

Step 1: Choose Envelope or Postcard

Envelopes are for sending flat, flexible things, like letters, cards, checks, forms, and other paper goods. For just 1 $0.68 First-Class Mail ® Forever ® stamp , you can send 1 oz (about 4 sheets of regular, 8-1/2" x 11" paper in a rectangular envelope) to anywhere in the U.S.!

Envelopes must be rectangular and made of paper to qualify for letter prices. Your envelope can be a maximum of 11-1/2" long x 6-1/8" high. (A standard No. 10 envelope is 9-1/2" long x 4-1/8" high.) You can fold what you put in your envelope, but it needs to stay flat—no more than 1/4" thick.

If you want to send letter-sized papers without folding them, you can use a large envelope (called a "flat"); the postage for flats starts at $1.39 . If your large envelope is nonrectangular, rigid (can't bend), or lumpy (not uniformly thick), you'll have to pay the package price.

TIP: If your envelope can't fit through USPS mail processing machines, or is rigid, lumpy or has clasps, string, or buttons, it's "nonmachinable" and you'll have to pay $0.40 more to send it. ( See additional postage in Step 3 .) You'll also have to pay more if your envelopes are square or vertical (taller than they are wide).

Postcards are for short messages that you don't need to put in an envelope. Save money using a $0.53 postcard stamp to send a standard-sized postcard anywhere in the U.S. Standard postcards are usually made of paper, are between 5" to 6" long and 3-1/2" to 4-1/4" high, and are between 0.007" and 0.016" thick.

Step 2: Address Your Mail

Envelopes: Write your address (the "return" or "sender" address) in the top left corner. Write the delivery address (the "recipient" address) in the bottom center.

Postcards: Postcards come in different formats, so write the delivery address in the space it gives you (on the same side you write your message and put the stamp).

Print your return address and the delivery address clearly, in the correct spots, to make sure your mail is delivered on time.

Address Format Tips

• Use a pen or permanent marker.
• Do not use commas or periods.
• Include the ZIP+4 ® Code whenever possible.

Write Sender Address

Write your address (the "return address") in the top-left corner. Include the following on separate lines:

• Your full name or company name
• Apartment or suite number
• Full street address
• City, State, and ZIP+4 Code

Write Delivery Address

Write the delivery address (the "recipient" address) in the bottom center of the envelope. Include the following on separate lines:

• Recipient's full name or company name

If the apartment or suite number cannot fit on the delivery address line above the city, state, and ZIP+4 Code, place it on a separate line immediately above the delivery address line.

Write the sender's address in the top-left corner. Include the following on separate lines:

• Full street address and apartment or suite number, if applicable

Special U.S. Addresses

Puerto rico.

Some Puerto Rico addresses include an urbanization or community code for a specific area or development. Addresses with an urbanization code, abbreviated URB, should be written on 4 lines:

MS MARIA SUAREZ URB LAS GLADIOLAS 150 CALLE A SAN JUAN PR 00926-3232

More Puerto Rico Address Examples

U.S. Virgin Islands

Virgin Islands addresses have the same format as standard addresses. The right abbreviation for this territory is "VI," not "US VI" or "USA VI":

MS JOAN SMITH RR 1 BOX 6601 KINGSHILL VI 00850-9802

Military and Diplomatic Mail (APO/FPO/DPO)

Mail to military and diplomatic addresses is treated differently:

• Do not include the city or country name when you send something to an APO/FDO/DPO address in another country. This keeps your mail out of foreign mail networks.
• Do include unit and box numbers if they're assigned:

SEAMAN JOSEPH SMITH UNIT 100100 BOX 4120 FPO AP 96691

More Details on Military Addresses

When you're done addressing your envelope, put what you're sending inside the envelope, then close and seal it (using the envelope's glue or tape).

Step 3: Calculate Postage (& Add Insurance or Extra Services)

A First-Class Mail ® Forever stamp costs $0.68 and goes in the upper right corner of the envelope. (You can also use any combination of stamps that adds up to $0.68.)

If your letter is heavier or bigger, or if you want to add insurance or extra services like Certified Mail ® service, you'll pay more.

A standard postcard stamp costs $0.53 . (Large or square postcards will cost more.) Put the postcard stamp in the space provided near the delivery address.

Postage for letters mostly depends on weight and size/shape. You can weigh your letter with a kitchen scale, postal scale , at a self-service kiosk, or at the Post Office ™ counter.

TIP: As a rule of thumb, you can send 1 oz (4 sheets of printer paper and a business-sized envelope) for 1 First-Class Mail ® Forever ® stamp (currently $0.68).

The postage for a large envelope (or flat) starts at $1.39 for 1 oz.

Where Can I Buy Postage?

• The Postal Store ® Shop online for all stamps and add-on postage for oversized or heavier envelopes.
• Post Office Locations Buy stamps at Post Office locations , self-service kiosks , or at Approved Postal Providers ® such as grocery and drug stores.

TIP: If you're sending larger envelopes (flats) using Priority Mail ® or Priority Mail Express ® service, you can use Click-N-Ship ® service to pay for and print your own postage online.

Additional Postage

If your envelope weighs over 1 oz, you can buy additional postage in the amount you need:

• Each additional 1 oz is $0.24, for letters up to 3.5 oz and large envelopes up to 13 oz.
• Nonmachinable items, including envelopes that are lumpy or rigid, or have clasps, string, or buttons will cost $0.44 more to send. You'll also have to pay more if your envelopes are square or vertical (taller than they are wide).
• You can also buy 1¢, 2¢, 3¢, 4¢, 5¢, and 10¢ stamps at The Postal Store .

TIP: Put the stamp on last; that way, if you make a mistake at any other point, you won't waste a stamp.

Calculate a Price

Add-On Services

If you want insurance, proof of delivery, signature services, or other optional services, you'll have to pay extra.

Our Insurance & Extra Services page has more details; some of the more common add-on services for letters include:

• Certified Mail ® : Get proof that you mailed your item and that the recipient signed for it.
• Registered Mail ® : USPS's most secure mail service–mail is processed manually, handled separately and securely, and signed for along every step of its journey. The recipient must sign for the mail to confirm delivery (or attempted delivery).
• Return Receipt: You'll get a printed or emailed delivery record showing the recipient's signature. You can combine Return Receipt with other services, including Certified Mail, Registered Mail, Priority Mail Express ® service, and more.
• Adult Signature Required: Only an adult (age 21+) can sign for the mail after showing a valid government ID .

Postage Options

There are several ways to get postage for your envelope.

• The Postal Store ® --> ® and Priority Mail Express ® envelopes.
• Post Office ™ Locations --> ® such as grocery and drug stores.

Step 4: Send Your Mail

Once your envelope or postcard has the correct addresses and postage, you can send it several ways, including putting it in your mailbox or dropping it in a blue collection box or at a Post Office ™ location.

• Put your letter inside your mailbox and raise the flag (if you have one).
• If you have a cluster mailbox, drop it in the outgoing mail slot.
• Drop it off in a blue collection box.
• Take it to a Post Office lobby drop.

Important Note: If your envelope has postage stamps and weighs more than 10 oz or is thicker than 1/2", you can't put it in a collection box; you have to give it to an employee at a Post Office location. See more details on What Can and Cannot be Deposited in a Collection Box?

Bonus: Sending Mail Pro Tips

The Postal Service uses high-speed sorting machines to help process and deliver 425.3 million mail pieces each day. Here are some extra tips to improve your mail sending experience:

• Stay flexible : Don't send rigid (hard) objects in paper envelopes.
• Sending embellished invitations (for weddings, graduations, etc.)? Get them hand-canceled or put them inside another envelope.
• Need tracking? Learn about your options.

Stay Flexible

Postcards, letter envelopes, and large envelopes (flats) all need to bend to fit through USPS ® high-speed sorting machines.

• OK: Flexible, flat things like stickers, photos, trading cards, etc. should be okay—as long as your envelope stays flat, not lumpy, and less than 1/4" thick.
• Not OK: Don't put rigid objects (like flash drives, coins, keys, hard plastic card cases, etc.) loose in unpadded paper envelopes: They could get torn out of the envelope, jam the sorting machines, cause a delay, or even get lost.

Instead, for rigid and odd-shaped objects (or things you don't want to get bent), we recommend using a padded envelope or small box and sending it as a package .

Sending Embellished Invitations (for Weddings, Graduations, etc.)

If you want to send a specially decorated envelope (like some wedding invitations):

• You can pay the extra fee for nonmachinable First-Class Mail ® items, bring your mail to the Post Office™ counter, and ask the retail associate to hand-cancel your embellished invitations.
• For externally decorated invitations: If you use wax seals, strings, ribbons, etc. on your envelopes, don't try to send them exposed. Instead, to make sure your envelopes arrive looking the way your designer intended, put them inside another envelope .

Need Tracking?

Tracking is not available for First-Class Mail items. If you'd like to get tracking information for your letter:

• You can pay extra to send your letter using Priority Mail Express ® or Priority Mail ® service.
• You can get delivery confirmation by adding Certified Mail ® or Registered Mail ® service. (You can even combine it with Return Receipt if you want the recipient's signature.)

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Ex-Boris Johnson ethics adviser Lord Geidt found to have broken Lords rules

Christopher Geidt asked to write apology letter after joining an MoD meeting on behalf of a US satellite firm that was paying him

A crossbench peer and former ethics adviser to Boris Johnson has been found to have broken House of Lords rules by joining a meeting with Ministry of Defence officials on behalf of a US satellite company that was paying him.

Christopher Geidt, a former royal aide to Queen Elizabeth II, was asked by the House of Lords conduct committee to write a letter of apology after the standards commissioner found he “provided a parliamentary service in return for payment or other reward”.

The commissioner investigated Lord Geidt following a complaint that he had attended a meeting on behalf of Theia, a now defunct satellite company, in May 2021 with Ministry of Defence officials.

At the time, Theia was proposing a satellite system offering “full intelligence and surveillance capacity”, with civilian and defence applications exceeding the UK’s capability in space, which Geidt said the Ministry of Defence and Department for Business were both interested in. Geidt told the commissioner his role had been to ensure the company’s contacts with the government “were conducted properly”.

The meeting was conducted virtually, and the commissioner found that Geidt had made some introductory remarks.

“The commissioner finds that by doing so Lord Geidt provided a parliamentary service in return for payment or other reward. There was in 2021 an absolute prohibition on the provision of such services,” the report said.

Geidt had been given the role as Johnson’s adviser on ministerial interests in April 2021. He had taken up a role advising Theia Group Inc in January 2021, and his other interests included working on the advisory board of defence company BAE Systems.

The commissioner said the attendance of the Theia meeting by Geidt in May 2021 was not “a significant breach of the code” but it was a breach, and he recommended that Geidt write a letter of apology to the chair of the conduct committee.

Geidt appealed, claiming the finding was “plainly wrong”, and claiming among other points that his appointment at Theia was entirely unconnected with his membership of the House of Lords. However, the appeal was not upheld.

Geidt also argued that the scrutiny by the cabinet secretary and Cabinet Office of his interests, including his work for Theia, demonstrated compliance with his obligations under the code. However, this was also rejected, as it was not the cabinet secretary’s role to advise on parliamentary rules.

The committee recommended that Geidt write a letter of apology, which it described as “the mildest sanction available”. It also said there were “several mitigating factors, including Geidt’s evident desire to comply with the rules, demonstrated by the fact that he sought the advice of the cabinet secretary”.

“We also note that the parliamentary service Lord Geidt provided to Theia Group Inc was a one-off meeting, in which he played a very limited role,” the report said. “We are persuaded that his breach of the code of conduct was an oversight.”

A spokesperson for Geidt said: “The report acknowledges that Lord Geidt acted honourably in his evident desire to comply with the rules at all times.

“Despite that, the commissioner recommended the mildest sanction of writing a letter of apology to the committee’s chair for the ‘oversight’, which he has duly done.

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“Lord Geidt has a formidable record of public service, including as private secretary to Queen Elizabeth and as the independent adviser on ministers’ interests.”

Separately, the conduct committee found that John Mann, a non-affliated peer and former Labour MP, breached provisions relating to the registration of interests and use of House of Lords facilities, and dismissed his appeal.

It found Mann had failed to record support from the Antisemitism Policy Trust in his register of interests and had used his parliamentary office for his work as the government’s adviser.

On his appointment by the government, Mann had not been provided with an office or civil service support, but while the commissioner expressed “sympathy”, he found the peer had broken a rule requiring parliamentary offices be used primarily to support parliamentary work.

The conduct committee said there had been “an assumption in government” that the House of Lords would provide accommodation needed to support his work.

On that basis, the committee downgraded the sanction recommended by the commissioner, requiring Mann only to write a letter of apology to the chair of the committee rather than make a personal statement of apology in the house.

• House of Lords
• Boris Johnson

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