business letter essay

How to Write Business Letter Essay: Elements, Fonts, Examples, Templates, Tips

Business letters are a crucial form of communication in the business world. Whether it's to send important information, make a request, or express appreciation, a well-written business letter can achieve significant results. However, it is equally important to ensure that the business letter is properly formatted. In this article, we will take a closer look at the different parts of a business letter template, the correct format, and the steps on how to format a business letter effectively. We will also provide you with a free template and an example for your reference.

Before we delve into the proper formatting of a business letter, it is essential to understand the different parts of a business letter.

Parts of Business Letter

Sender Information

The sender's information is the sender's name, address, and contact details. This information should be placed at the top of the letter, aligned to the left-hand side of the page. It is important to ensure that the sender's information is accurate and up-to-date. If there are any changes to the sender's details, it is essential to update them immediately.

The date should be included below the sender's information and aligned with the left-hand margin. The date is an essential part of the letter as it provides a reference point for the recipient. It is crucial to ensure that the date is accurate and corresponds with the date the letter was sent.

Recipient Information

The recipient's information consists of the recipient's name, title, and address. This information should be placed below the date, aligned with the left-hand margin. It is essential to ensure that the recipient's information is accurate and up-to-date. If there are any changes to the recipient's details, it is essential to update them immediately.

Salutation/Greeting

The salutation or greeting is the opening of the letter. It is usually addressed to the recipient and must be polite and professional. So, how to address a business letter properly?

If you know the name of the recipient, use their name; if not, use 'Dear Sir/Madam' or 'To Whom It May Concern.' The salutation sets the tone for the rest of the letter, so it is essential to get it right.

The body is the primary part of the letter and usually consists of three to four paragraphs. It should be well-structured and convey your message clearly and concisely. In this section, you can explain the reason for writing the letter, provide details, and request the action required. It is essential to ensure that the body of the letter is well-written and free from errors. The body of the letter is where you can make your case, so it is important to make it persuasive and convincing.

For example, if you are writing a business letter essay to a potential client, you might want to highlight your company's strengths and explain how your product or service can benefit them. You could also provide examples of how your product or service has helped other clients in the past.

On the other hand, if you are writing a business letter to a supplier, you might want to provide details about the products or services you require and explain any specific requirements you have. You could also provide information about your company's payment terms and any other relevant details.

The closing must be polite and formal. It should match the tone of the salutation and the rest of the letter. Examples of business letter closings include 'Sincerely,' 'Yours sincerely,' or 'Best regards.'

The closing is an essential part of the letter as it signals the end of the communication. It is important to choose an appropriate business letter closing that reflects the nature of the letter and the relationship between the sender and the recipient.

The letter should end with a signature, followed by the sender's name, title, and company name. The signature is a sign of authenticity and indicates that the letter has been written and sent by the sender. It is important to ensure that the signature is legible and matches the name of the sender.

Overall, according to our experts, a well-written and properly formatted business letter can be an effective tool for communication in the business world. By following the guidelines for each part of the letter, you can ensure that your message is clear, concise, and professional.

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Business Letter Format and Font Notes

Block format.

Normally, senders should stick to the block letter format. It is the most widespread layout of this type of document (but not the only possible one). It suggests that there should be a double space between paragraphs and a single space between the lines. All the text should be left-justified.

Keep in mind the correct formatting and font to ensure that your letter looks professional and is easily readable.

Block Format - The block letter format remains the commonly used layout for most business letters. It involves double-spacing between paragraphs and single-spacing within the lines while aligning all text to the left.

Modified Block Format - In the modified block formats, the date and closing are centered. The body of the letter, along with the sender's and recipient's addresses, is positioned on the left. Lines within the letter are single-spaced. Although less frequently used than the block format, it offers an alternative approach.

Semi-Block Format - Another option for creating an effective business letter format example is the semi-block format. It closely resembles the modified block format but differs in the indentation of paragraphs instead of left-justifying them.

Please note that these examples provide general guidance, and individual companies may have their own templates and letterhead designs.

For users of Microsoft Office 2000, the Letter Wizard feature can be helpful for creating business letters. Accessed through the Tools button, the Letter Wizard offers templates for semi-block, modified block, and block form letters. By inputting the necessary addresses and data, the Wizard will automatically format them. However, it may be less precise and may not meet the needs of experienced professionals. Therefore, when composing a business letter, it is advisable to consult additional formatting guidelines to ensure accuracy and professionalism.

Font and Font Size - Choosing the right font and font size is crucial in creating a professional-looking business letter. The preferred fonts for a business letter are Times New Roman, Arial, or Calibri, and the font size should be 12 points. These fonts are easy to read and are widely accepted in the business world.

According to our MBA essay writing service , it is essential to avoid using fancy or decorative fonts that may be difficult to read, as this can make your letter appear unprofessional. Additionally, using a font size smaller than 12 points can make your letter challenging to read, especially for older readers.

Margins and Line Spacing - The margins and line spacing are also essential elements of a well-formatted business letter. The standard margins for a business letter essay are one inch from all four sides of the page. This margin ensures that your letter looks neat and well-organized.

Line spacing should be one and a half, and the spacing between paragraphs should be double-spaced. This line spacing ensures that your letter is easy to read and that there is enough space between paragraphs for the reader to distinguish between different sections of the letter.

Alignment - The alignment of your letter is also crucial in creating a professional-looking document. The text of a business letter should be aligned to the left, except for the sender's information, which should be aligned to the right.

Aligning the text to the left ensures that the letter is easy to read and that the text flows smoothly. Aligning the sender's information to the right ensures that it stands out and is easy to find.

How to Write a Business Letter Essay

Writing a business letter is an essential skill that every professional should master. A well-written business letter can make a lasting impression on the recipient and help you achieve your goals. In this section, we will walk you through the seven steps on how to write a business letter format efficiently.

Step 1: Determine the Purpose

The first step in writing a business letter, including top interview questions, is to determine the purpose of the letter. Ask yourself what specific information you are seeking or what key points you wish to address during the interview. Identifying the purpose of the letter will enable you to structure your questions effectively and ensure a productive and informative interview session.

Step 2: Research the Recipient's Information

Before you start writing the letter, you need to ensure that you have the correct recipient's information. This includes the recipient's name, job title, company name, and address. Double-check the spelling of the recipient's name and the address to avoid any mistakes that could lead to the letter being sent to the wrong person.

Step 3: Plan the Content

Once you have identified the purpose of the letter and gathered the recipient's information, you can start planning the content of the letter. Jot down the primary points you want to convey and organize them logically. Consider the tone of the letter and ensure that it is appropriate for the recipient and the purpose of the letter.

It's also essential to consider the structure of the letter. Much like an essay on ethics , a typical business letter consists of an opening, a body, and a closing. The opening should be brief and introduce the purpose of the letter. The body should provide the details of the message, and when closing a business letter, you should summarize the main points with any necessary follow-up information.

Step 4: Write the Letter

Using the business letter format and the information you have gathered, write the letter in a clear, concise, and professional manner. Start with a business letter salutation, such as 'Dear Mr./Ms. [Last Name],' and be sure to use the appropriate title. In the body of the letter, provide the necessary details and information to support your purpose. Use a professional tone and avoid using slang or jargon that the recipient may not understand.

Step 5: Review and Edit

After you have written the letter, it's essential to review and edit it. Read through the letter to ensure that it is well-structured and that there are no spelling or grammatical errors. Edit the letter to make it more concise and persuasive. Consider the recipient's perspective and ensure that the letter addresses their needs and concerns.

Step 6: Print and Sign the Letter

Once you have reviewed and edited the letter, it's time to print it out and sign it in the space provided at the end. A handwritten signature adds a personal touch and shows that you have taken the time to sign the letter personally.

Step 7: Send the Letter

Finally, it's time to send the letter through the appropriate channels, such as email or postal mail. Ensure that the letter reaches the intended recipient and that you have followed up if necessary.

By following these seven steps, you can write an effective business letter essay that achieves your goals and leaves a lasting impression on the recipient.

How to Format a Business Letter Essay: 6 Tips

Writing a business letter can be a daunting task, but with the right format and tone, it can be a breeze. Here are some valuable tips on how to format a business letter essay effectively.

Use Clear and Concise Language

When writing a business letter, it is important to use a language that is easy to read and understand. Avoid using complex words and jargon that may confuse the reader. Keep your sentences short and to the point. This will help you get your message across quickly and effectively.

Maintain a Professional Tone

A business letter is a formal document, so it is important to maintain a professional tone. Just like when preparing a formal speech, you need to avoid using slang or informal language. Use a polite and respectful tone , even if you are writing to someone you know well. So, whether you need help with writing a formal email business letter send us your request. We ensure that it adheres to the appropriate tone, using polite and respectful language.

Ensure that the Letter is Well-Structured

A well-structured letter is easy to follow and understand. Use paragraphs to break up your text, and ensure that each paragraph has a clear and concise message. Use headings and subheadings to make it easy for the reader to navigate the letter.

Use Bullet Points or Numbering

Bullet points or numbering can make your letter essay more readable. Use them to highlight important points or to list items in a series. This will help the reader to quickly identify the key messages in your letter.

Use an Appropriate and Readable Font

The font you use can have a big impact on the readability of your letter. Use a font that is easy to read, such as Arial or Times New Roman. Avoid using fonts that are too small or too fancy, as they can be difficult to read.

Proofread the Letter Multiple Times

When you're done, make sure to send a completely polished business letter. Check for spelling and grammar errors, and ensure that your message is clear and concise. Ask someone else to read the letter and provide feedback, as a fresh pair of eyes can often catch mistakes that you may have missed.

By following these tips on how to create a business letter format, you can ensure that your business letter is well-formatted and effective. Remember to keep your tone professional and your message clear, and you will be sure to make a great impression on your reader.

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Business Letter Template

Here is a business letter format example, which might be useful before starting writing. And if you feel hesitant or unsure about writing on your own, you can always rely on our services.

[Your Name]

[Your Title/Position]

[Your Company/Organization]

[Your Address]

[City, State, ZIP]

[Email Address]

[Phone Number]

[Recipient's Name]

[Recipient's Title/Position]

[Recipient's Company/Organization]

[Recipient's Address]

Dear [Recipient's Name],

Subject Line: [Brief description of the purpose of the letter]

I hope this letter finds you well. I am writing to [state the purpose of the letter] and explore the possibility of [mention specific request, proposal, or opportunity]. I have carefully considered [briefly explain the rationale or context behind your request/proposal/opportunity].

[Provide additional details or supporting information related to your request/proposal/opportunity. This section may vary depending on the nature of your letter, but ensure it is clear and concise.]

Moreover, I am confident that [state how your request/proposal/opportunity will benefit the recipient or their organization]. By [mention the potential outcomes or advantages], we can [describe the positive impact it could have on both parties].

I would be delighted to discuss this matter further with you or any relevant representative from your organization. Please feel free to contact me at [your phone number or email address] to schedule a meeting or address any questions or concerns you may have.

Thank you for your attention to this matter. I look forward to hearing from you soon.

[Your Full Name]

Business Letter Example

Here is a business letter essay example prepared by our essay writers for hire , who are experts in this field.

Sales Manager

ABC Corporation

123 Main Street Anytown, USA 12345

[email protected]

(555) 123-4567 June 6, 2023

Emily Thompson

Procurement Manager

XYZ Company

456 Elm Avenue Otherville, USA 67890

Dear Ms. Thompson,

Subject: Proposal for Supplying Office Stationery

I hope this letter finds you well. I am writing to explore the possibility of supplying office stationery to XYZ Company. After carefully considering your organization's requirements and reviewing our extensive range of high-quality office supplies, I believe that ABC Corporation can fulfill your stationery needs efficiently and affordably.

ABC Corporation has been a trusted supplier of office products for over 10 years. We pride ourselves on delivering top-notch customer service and providing a wide variety of office stationery, including pens, paper, notepads, sticky notes, and other essential items. Our commitment to quality and timely delivery has earned us an excellent reputation in the industry.

By partnering with ABC Corporation for your office stationery requirements, you can benefit from our competitive pricing, bulk order discounts, and reliable inventory management system. Additionally, our dedicated account managers ensure personalized attention and prompt resolution of any issues that may arise.

We understand the importance of having a steady supply of office stationery to ensure uninterrupted workflow and productivity. Our efficient distribution network enables us to meet your requirements promptly, and our inventory management system helps prevent stockouts or excess inventory, ensuring cost-effectiveness for your organization.

I would be delighted to discuss your office stationery needs in more detail and provide a customized proposal that aligns with your requirements. Please feel free to contact me at (555) 123-4567 or via email at [email protected]. I am available at your convenience to schedule a meeting or address any questions or concerns you may have.

Thank you for considering ABC Corporation as your preferred office stationery supplier. We value the opportunity to serve your organization and look forward to the possibility of establishing a mutually beneficial business relationship.

John Davis Sales Manager ABC Corporation

Writing a business letter may initially appear overwhelming, but by understanding the structure and necessary steps involved, it can become a straightforward task. Whether you need to write a business letter our team is here to assist you. Trust our expertise to help you make a lasting impact with your correspondence or any research paper you may require.

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Examples of business letter format.

In this section, you will find many instructional materials we’ve developed for our Writing Center teaching.

However, there are limitations to these materials. Assignments vary, and different instructors want different things from student writers. Therefore, the advice here may or may not apply to your writing situation.

Finally, handouts can give only a fraction of the customized guidance that an individual conference with a Writing Center instructor can provide. If you have questions about the information in our handouts, please make an appointment to see a Writing Center instructor.

5 Hill Street Madison, Wisconsin 53700

March 15, 2005

Ms. Helen Jones President Jones, Jones & Jones 123 International Lane Boston, Massachusetts 01234

Dear Ms. Jones:

Ah, business letter format-there are block formats, and indented formats, and modified block formats . . . and who knows what others. To simplify matters, we’re demonstrating the block format on this page, one of the two most common formats. For authoritative advice about all the variations, we highly recommend The Gregg Reference Manual, 9th ed. (New York: McGraw-Hill, 2001), a great reference tool for workplace communications. There seems to be no consensus about such fine points as whether to skip a line after your return address and before the date: some guidelines suggest that you do; others do not. Let’s hope that your business letter succeeds no matter which choice you make!

When you use the block form to write a business letter, all the information is typed flush left, with one-inch margins all around. First provide your own address, then skip a line and provide the date, then skip one more line and provide the inside address of the party to whom the letter is addressed. If you are using letterhead that already provides your address, do not retype that information; just begin with the date. For formal letters, avoid abbreviations where possible.

Skip another line before the salutation, which should be followed by a colon. Then write the body of your letter as illustrated here, with no indentation at the beginnings of paragraphs. Skip lines between paragraphs.

After writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type your name and title (if applicable), all flush left. Sign the letter in the blank space above your typed name. Now doesn’t that look professional?

John Doe Administrative Assistant

Indented Form

15 March 2005

Ah, business letter format–there are block formats, and indented formats, and modified block formats . . . and who knows what others. To simplify matters, we’re demonstrating the indented format on this page, one of the two most common formats. For authoritative advice about all the variations, we highly recommend The Gregg Reference Manual, 9th ed. (New York: McGraw-Hill, 2001), a great reference tool for workplace communications. There seems to be no consensus about such fine points as whether to skip a line after your return address and before the date: some guidelines suggest that you do; others do not. Let’s hope that your business letter succeeds no matter which choice you make!

If you are using the indented form, place your address at the top, with the left edge of the address aligned with the center of the page. Skip a line and type the date so that it lines up underneath your address. Type the inside address and salutation flush left; the salutation should be followed by a colon. For formal letters, avoid abbreviations.

Indent the first line of each paragraph one-half inch. Skip lines between paragraphs.

Instead of placing the closing and signature lines flush left, type them in the center, even with the address and date above, as illustrated here. Now doesn’t that look professional?

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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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Writing Business Letters

A good business letter is brief, straightforward, and polite. If possible, it should be limited to one single-spaced typewritten page. Because it is so brief, a business letter is often judged on small, but important, things: format, grammar, punctuation, openings and closings. A business letter is not the place to try out fancy fonts or experimental writing styles.

Two Main Styles

Full block style: Align all elements on the left margin.

Modified block style: Down the middle of the page, align the return address, date, closing, signature, and typed name; align other elements on the left page margin.

Elements of a Standard Business Letter

Return Address: Your address (or the address of the company you represent). If you are using preprinted stationery, there is no need to retype the information.

Date: Leave two blank lines after the return address. Always spell out the month and include the day, a comma, and the year.

Inside Address: Leave two blank lines after the date. Then type the address of the person or company to whom you are writing.

Salutation: Type Dear, followed by the person’s name. End the line with a colon. If you don’t know the name of the person, use a title instead (i.e., Dear Editor, Dear Madam).

Body: Align your message on the left margin. Skip a line before starting a new paragraph, but do not indent the paragraph’s first line. Make sure that each paragraph is clear and concise.

Closing: Leave two lines of space after your last body paragraph, then use a conventional closing, followed by a comma (i.e., Sincerely, Sincerely Yours, Respectfully).

Signature: Your signature should appear below your closing. Unless you have established a personal relationship with the person you are writing, use both your first and last name.

Name and Position: Four lines after the closing, type your full name. Do not include a title (Mr. or Mrs.). If you are writing on behalf of an organization, type your title on the next line.

Abbreviations at the end of a letter: If you send a copy of a letter to someone other than the person addressed, use cc: and the person’s name. Use Enc. or Enclosure if you enclose something with the letter. If someone else types it, put the writer’s initials in capitals, then a slash and the typist’s initials in lowercase: MT/fjr. Just one abbreviation should appear on a line.

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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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The Science of Strong Business Writing

• Bill Birchard

Lessons from neurobiology

Brain scans are showing us in new detail exactly what entices readers. Scientists can see a group of midbrain neurons—the “reward circuit”—light up as people respond to everything from a simple metaphor to an unexpected story twist. The big takeaway? Whether you’re crafting an email to a colleague or an important report for the board, you can write in a way that delights readers on a primal level, releasing pleasure chemicals in their brains.

Bill Birchard is an author and writing coach who’s worked with many successful businesspeople. He’s drawn on that experience and his review of the scientific literature to identify eight features of satisfying writing: simplicity, specificity, surprise, stirring language, seductiveness, smart ideas, social content, and storytelling. In this article, he shares tips for using those eight S’s to captivate readers and help your message stick.

Strong writing skills are essential for anyone in business. You need them to effectively communicate with colleagues, employees, and bosses and to sell any ideas, products, or services you’re offering.

• Bill Birchard is a business author and book-writing coach. His Writing for Impact: 8 Secrets from Science That Will Fire Up Your Reader’s Brain will be published by HarperCollins Leadership in April 2023. His previous books include Merchants of Virtue, Stairway to Earth, Nature’s Keepers, Counting What Counts, and others. For more writing tactics, see his website .  

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Strategies for success: 8 tips to craft a winning business essay, april 20, 2023.

In this article, we will explore eight key tips that will guide you toward success in creating a winning business essay . From understanding the nuances of the subject matter to presenting your ideas with clarity and conviction, these tips will empower you to craft a remarkable piece of written work. 

8 great tricks for writing a winning business essay

When it comes to writing a winning business essay, using effective strategies can make all the difference. By implementing the following eight tips, you can enhance your essay’s quality and increase the chances your business writing has a maximum impact on your target group of people.

Choose a topic

The first step in writing a great college assignment is choosing the right topic. Often students are given topics to work with, simplifying things as they only need to ensure that their content aligns with the subject and the project’s scope. When handed the freedom to choose, however, you have to make sure that your business topic is relevant, interesting, and narrow enough to be covered in the length indicated. For the best topic, review available evidence through preliminary research, ensuring that there are enough sources to support your writing. 

Brainstorm and outline

Once you have understood what is expected, brainstorm ideas and create an outline. Outlining saves you time and ensures you stick to the topic. It includes your main points and allows you to gather evidence and examples for your essay. Write down what you can think of relating to the topic for a good outline.

You can develop these ideas further in readiness for the writing process through research. Sure, you will need to create a thesis statement to guide you with the outline. A thesis is a statement or two at the end of your opening paragraph, presenting your primary argument and telling readers what to expect from the writing. 

Follow the right format

Use the conventional format to create your essay, opening with a good introduction before going into the body paragraphs. Only have one idea in each paragraph, explaining it in detail using evidence before moving to the next idea. Use transition phrases and sentences to tie your writing together. 

Stick to the right note

Your tone of voice, when you write a business document, matters as it helps you establish and balance your brand. Experts indicate that business writing demands consistency across all written communications. It means creating a unique voice to maintain in all your documents, allowing audiences to identify with your material.

When prospects and potential clients view the material, they should instantly associate it with your product. It is ok if you need to learn how to create an outstanding paper; you can always hire a reliable service like EssayUSA to work on your task. 

Get to the point quickly

There is no place for small talk in business writing. Readers will have limited time to consume your content; you cannot spend it going through unnecessary information. So, to create exceptional writing for business. Ensure that you get to the point as soon as possible. You don’t want to distract your readers before they get to listen to your main message.

Your safest bet is ensuring your content is scannable, allowing readers to find the most crucial information in your essay easily. If possible, include headings and subheadings in your writing, making sure the structure of your document is easily accessible to your readers. 

Be clear and concise

One of the vital things you can do when writing a business document is to ensure clarity and conciseness. Experts recommend using plain language to write business papers. There is no need for lengthy and distracting paragraphs. You need to keep your writing short and clear, articulating your points in as few words as possible.

Expert writers also use specifics to highlight their points, avoiding being vague in their business writing. Always keep the goal of your writing in mind throughout the process.

Avoid clichés and jargon

Read and understand the instructions.

When writing a business essay for an academic project, there will be a set of instructions you are expected to follow. These indicate what the student will achieve within the project’s scope and outline elements like formatting, citations, length, and the number of sources. Before writing your assignment, ensure these guidelines are clear by reading them multiple times. Ask your professor to clarify elements that seem vague or complicated. 

Crafting a winning business essay requires a combination of skill, knowledge, and creativity. By implementing the eight tips discussed in this article, you can create an impactful essay that will impress your professors, colleagues, or clients.

With practice, persistence, and dedication, you can achieve success in the world of business essay writing. So, start writing, and let your words inspire and captivate your readers.

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A Detailed Guide On Business Letter Format [Fonts, Elements, Examples]

E-mails are the modern-day tool for business-oriented communication. Earlier, people used to write letters manually. Digital advancements have transformed the style of professional interaction. Thus, as a working professional, you must know the proper  business letter format  to convey your thoughts and ideas in the most impressive way possible.

It is important to realize that business letters represent your employer. Hence, you cannot be casual while composing them. You must take care of the typos and grammatical errors. Besides, you need to understand the right way to organize the information and the total number of paragraphs in your letter. Today, we will be sharing some exclusive and highly useful tips that will help you quickly formulate an impressive business letter.

• 1 What Is A Business Letter Format?
• 2.1.1 Sender’s Address
• 2.1.3 Recipient’s Contact Information
• 2.1.4 Salutation
• 2.1.5 Letter Body
• 2.1.6 Closing
• 2.1.7 Signature
• 2.2.1 Formats
• 2.2.2 Fonts
• 2.2.3 Punctuation
• 3 How To Write A Successful Business Letter?
• 4.1 The Font Style And Size Matter
• 4.2 Maintain Proper Margin And Spacing
• 4.3 Content Is Important
• 5 Business Letter Example 
• 6 Wrapping Up

What Is A Business Letter Format?

A business letter is a formal or professional letter written by an organization or a person to another individual or business. Such letters should follow a  professional business letter format . This legal document is mostly used for corresponding with the clients, managers, agencies, employees, stakeholders, suppliers, other businesses, etc. Further, the information should be genuine and legitimate.

Knowing the  proper format for a   business letter  could help you in drafting a well-written letter and stand out while writing to potential clients, collaborations, and persuading people to participate in an event.

Prepare A Proper Business Letter Format

Your business letter has to be appropriately structured; from the beginning till the end. This makes your letter powerful and compels the reader to take it more seriously. So, by now you know  what business letter format is . Now, it’s time to look at the crucial elements of a professional business letter.

Major Parts Of A Business Letter

Here is an overview of all the essential elements of business letter writing:

• Sender’s contact details or address
• Contact details of the recipient
• Letter’s body
• Closing comments

Sender’s Address

The first component of a  standard business letter format is your own address. This rule applies while using a letterhead. However, if you are not using letterhead, then mention the sender’s address at the top.

Then, write the date right below it. Leave your name for the closing. The only details you should include are street address, zip code, and city.

Specify the date when the letter was written. If you started writing the letter a few days back, mention the date when you finished writing it. Always use the American date format while writing to a company in the United States. The date needs to be written in the following order: month, date, and then the year

For example “December 1 st , 2022″

Always keep a margin of two inches between the top of the page and the date. However, some formats may require you to tab towards the center to write the date. In that case, it would be best to specify the sender’s address on the letterhead itself.

Recipient’s Contact Information

A  formal business letter format  always includes the recipient’s name, title, company, and address. Make sure to address the recipient properly using personal titles such as Mrs., Mr., Ms., Dr., etc. You may need to do some research and look up this information online.

This is one of the major parts of a business letter that starts right below the date line. The details are always aligned on the left end of the page. The name of the country comes last in capital letters.

The salutation should seem professional. It includes the same name as that in the recipient’s address.  Do not forget to mention the personal title here as well. You can skip the recipient’s last name if you are familiar with them. For instance, “ Dear Susan ”.

However, otherwise, you must use the personal title as well as the last name followed by a colon. Besides, leave a blank line post salutation.

In case you are uncertain about the recipient’s gender, then you can stick with the non-sexist salutation options. For instance, mention the job title followed by the recipient’s name. Or, you can simply write their full name.

Never use casual greetings such as “Hello”, or “Hi”. Further, you can frame the opening salutation with “to whom it may concern”.

Letter Body

The ideal business letter format  requires you to separate the different paragraphs using a blank line. Further, left-justify the paragraphs within the body.

In the first paragraph, write a friendly greeting. Besides, introduce your basic motive behind writing the letter. As you move further, the following paragraphs should justify the value of the key points. Moreover, they should provide insights into the letter’s purpose and other major information.

Then, the last and final paragraph also called a closing paragraph, should restate the letter’s purpose clearly. Also, summarize the letter’s essence and thank the reader for reviewing it. You can also include a call to action if necessary.

While closing your letter, keep it short and sweet. The ideal length would be two sentences. Here, capitalize the first word and then leave at least four lines between it and the sender’s title. For less formal communication, you may use “sincerely” or “respectfully yours”. In case of formal correspondence, use “regards” or “yours”.

Those who use a colon post salutation can use a comma after the closing. Else, you can completely skip the punctuation after the closing salutation.

As per the  format of a business letter , your signature comes right beneath the closing salutation. In case of a hard copy, leave some space for the manual signature. Right below it, write your full name, title, email address, phone number, and additional contact details. Maintain four single spaces between the signature details and the closing.

Also, read how to make a proper essay format .

A Note On Business Letter Format And Font

Business letters should be in appropriate formats and the fonts that you use must be chosen carefully. Let’s discuss it in detail.

• Block Format

People mostly prefer block letter format while composing business letters. As per the block format, the paragraphs should be double-spaced, and the lines should be separated with a single space. Further, left-justify the text in the paragraph.

• Modified Block

The modified block format includes the date and closing placed right in the center. Keep the body, recipient’s address, and the sender’s address on the left side. Make sure to maintain single-space. Though, this format is not that commonly used.

The semi-block  format for a business letter  is the least used format among all. It is quite similar to the modified block. However, the paragraphs are intended, instead of left-justified. Every company works with a personalized template and letterhead.

You need to ensure that your business letter is readable. Hence, it is essential to stick to a font that’s decent and easy to read. Further, it should appeal to the reader’s eyes. So, choose an impressive font and meet the recipient’s expectations.

Some of the widely used formats are Times New Roman and Arial in size 12. However, nowadays companies have become somewhat liberal in their choice of fonts.

Punctuation

As per the  standard business letter format , avoid using punctuation post salutation and the closing. However, this practice is not applicable everywhere.

Mostly, a colon ( : ) is used after the salutation, and (, ) is used post the closing of the business letter.      Always remember that you cannot replace a comma with a colon.

How To Write A Successful Business Letter?

A business letter is a highly important tool for professional communication. A proper business letter format helps you draft an impactful copy that can take up your career slope.

We have already discussed the major parts of a business letter such as a formal salutation, a detailed body with the necessary information, a quick intro, contact information, a proper closing, and the signature.

Here is the perfect step-by-step procedure to compose an impressive business letter.

• Start with a standard template. It will help you understand the right format for your business letter. Further, you would be able to properly organize the document.
• Recognize your purpose for writing the business letter. It will help you focus throughout the process.
• You need to specify the complete contact details of yourself and the recipient. Keep this information and the top end of the letter.
• Keep the salutation formal.
• Introduce yourself to the recipient with a concise and direct paragraph. Furthermore, mention the reason for writing the letter.
• Provide more information about your purpose of writing in the further paragraphs.
• Recap all the details in the closing paragraph. Do thank the recipient for taking out the time to review your letter. Besides, you can also write about your follow-up plans.
• End the business letter with a formal signature.

These points should be followed in the same order. It is the best way to arrange all the information meaningfully and draft an impressive letter.

How To Format A Business Letter?

One of the trickiest parts of writing a business letter is the choice of format. Being a formal document, your business letter should reflect professionalism. Besides, it must have a solid structure. For first-timers, it could be a bit difficult to choose the  format for a business letter .

So, here we are to help you! Let us guide you with the right way for a formal business letter format.

The Font Style And Size Matter

Remember what we told you about the fonts? They are important for readability and help in maintaining a clean look. Thus, always pick a font that looks professional, decent, and offers readability. Avoid choosing something fancy.

Some of the highly preferred fonts are Times New Roman, Arial, Calibri, Avenir, Roboto, etc.

Talking about the font size, go for the smallest size which is readable. The ideal size would be 10 to 12 points.

Maintain Proper Margin And Spacing

The adequate margin and spacing can really transform your business letter into a professionally-looking one. These are crucial tips to making your letter readable, and clean.

Let’s share some important tips regarding spacing and margin in the documents.

• At the topmost part of the letter, separate the different elements through spacing.
• Include a space right before starting the letter.
• Divide the letter of the body using a single space.
• The closing paragraph should be divided using additional space, before and after.

These  professional letter format  tips will help you with a wonderful-looking and clean output. Just ensure that all the information is aligned on the left side. Also, keep a one-inch margin.

Content Is Important

Since you are focusing a lot on the look and readability of the document, do not forget about the content. Always remember to include the important sections and components within your letter.

Another thing to be careful about is the beginning as well as the ending of the document. It’s best to use formal greetings like “Dear (recipient’s name)”, and “Dear Ms./Mr.”.  Or, you can simply go for the general ones.

Similarly, close the letter appropriately with “Sincerely”, “Respectfully”, etc.

Business Letter Example  

Let us now demonstrate the details we have just discussed with a business letter example. It will provide you with clarity about the proper way to format your letter.

Miley Sanders Sr. Sales Manager 66 Front Street Whitehall, W3 +1 123-456-7890 [email protected]  January 1 st , 2022 Bill Mathew CEO 98 Barley Street Springfield, MI +1 356-789-1234 Dear Bill Mathew, I am delighted to recommend John Black for the position of Jr. Sales Manager with Zen. I am Miley Sanders, a senior sales manager at Neogen Sales & Services. I hold 7+ years of experience in the sales industry and have had the pleasure to work with many specialists throughout my professional journey. I deeply feel Mr. John is one individual who really stands out and would be the perfect choice for this role. I have worked closely with John and he never failed to impress me with his prowess and knowledge. I am in awe of his excellent demonstration in customer acquisition, customer retention, and sales. He has been serving the organization for over 6 years and always demonstrated excellent performance. John has outdone his team in terms of achieving sales targets. His efforts were rewarded with numerous promotions, and have now led him to the role of junior sales manager. John also scores at the top when it comes to soft skills. He hones a positive attitude and strong work ethic. His effective communication skills and charming personality are appreciated not only by the customers but also by the employees. I am highly confident with my recommendation for John Black. He has the potential to become a valuable asset for Zen. Apart from having proven his strong ability to leverage his hard and soft skills for the benefit of Zen, he meets all the requirements and expectations mentioned in the job opening for the Jr. Sales Manager role. That’s what made me write this referral for this position. Thank you for considering this recommendation. If you need more details, please do not hesitate to contact me via phone at +1 123-456-7890 or email at [email protected]. I would be glad to discuss further. Sincerely, Miley Sanders Sr. Sales Manager

Wrapping Up

A  business letter format  helps you organize the information and make your document look presentable. You should aim at making your business letter professional and compelling. It is not a place to be sloppy or make mistakes. You cannot afford errors. Further, try your best to articulate the information clearly. Once you master the art of writing a business letter, it will facilitate your professional journey. It is a major skill that will reward you throughout your career. We hope you found this post insightful!

Even if you are unable to create the best one, just connect with us as we have the best writers for you. our highly qualified writers are well versed with writing assignment projects and all kinds of writing projects. You just need to connect with us for any writing query.

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Sample Letters

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This resource covers the parts of the basic business letter and provides three sample business letters.

If you are using letterhead, do not include the sender's address at the top of the letter; instead, begin with the date.

Block Format

123 Winner's Road New Employee Town, PA 12345

March 16, 2001

Ernie English 1234 Writing Lab Lane Write City, IN 12345

Dear Mr. English:

The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening, then quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in to detail until the next paragraph.

Beginning with the second paragraph, state the supporting details to justify your purpose. These may take the form of background information, statistics or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning.

Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing with gratitude for the reader's time.

Lucy Letter

Modified Block Format

(Tab to center, begin typing) 123 Winner's Road New Employee Town, PA 12345

(Tab to center, begin typing) Sincerely,

(Tab to center, begin typing) Lucy Letter

Semi-Block Format

(Indent) The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening, then quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in to detail until the next paragraph.

(Indent) Beginning with the second paragraph, state the supporting details to justify your purpose. These may take the form of background information, statistics or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning.

(Indent) Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing with gratitude for the reader's time.

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Everything You Need to Know About Business School Essays

Padya Paramita

February 8, 2021

You’ve worked hard to achieve a good GMAT score and beef up your resumé as you prepare to apply to your top-choice MBA programs. While you’ve got those components out of the way, you might still need to work on the element which could make all the difference between an acceptance and a rejection from the admissions committee: your business school essays .

Business school essays are program-specific and are geared towards helping admissions committees understand who you are and how their institution can help you reach your goals. In order to answer these prompts, you need to frame the biggest factors behind your choice of a school in terms of how they align with your personality and aspirations. 

You must take advantage of this essay component to give admissions committee members a concrete and memorable idea of who you are. To guide you through what to expect, we’ve outlined the 2020-2021 prompts for the top 20 MBA programs, how to answer common questions, explained the importance of the essays in the admissions decision, as well as  shared some final tips to aid you through the process.

Prompts for Top Schools

Here’s the thing: not all business schools ask for the same essay. In fact, for most schools, you have to answer multiple short prompts that add up to convey a bigger picture of who you are. While the prompts and word limits differ, they all ask questions which help provide context for other parts of your application, as well as demonstrate how you would fit into the school. Without further ado, let’s look at the prompts for business school essays assigned by the top 20 MBA programs for the upcoming cycle:

As you can see from the table, essay prompts and lengths vary from school to school. One personal statement won’t cover all of the MBA programs on your list! Nor can you copy one essay and directly paste it for another prompt, as you have to be specific to each school and its specialties. 

How to Tackle Common Prompts

Now that you’ve read the prompts for business school essays you’re likely to encounter, it’s time to analyze how to answer them. For any MBA response, it’s important to think about the following:

• Who you are
• What you’ve done so far
• Where you hope to go
• How an MBA from the school of your choice can help you reach your goals

To further break down specific ways to answer some common questions, let’s look at how to answer three typical MBA prompts you’ll almost certainly have to tackle.

The “Why Our School” Essay

Anyone can say they want an MBA from a top school. The “why our school” essay is your chance to convince admissions committees that you’ve done your research on their program and are convinced that this is the institution for you over any other. Each school frames it differently, and assigns their own limits such as:

Penn : What do you hope to gain professionally from the Wharton MBA? (500 words)

Columbia : Why do you feel Columbia Business School is a good fit for you? (250 words)

There’s no beating around the bush. You’ve made a choice to apply to the program, so make it clear why you’ve done so. Writing this essay will also prepare you to confidently back up your decision if you are invited to interview with the school. This is your chance to demonstrate that you know the program and aren’t writing generic statements that can apply to any MBA. Whether it’s Columbia’s J-Term or the Harvard Business School Case Method , know what opportunities you would have at the school whose essay you’re tackling that you can’t find anywhere else. 

Most importantly, remember that this is your business school application. Just outright stating that these resources are great won’t do. You have to tie them to the experiences you’ve had, the kind of business you want to engage with in the future, and how these resources can help you get where you want in your career. How can the school of your choice help you hone your teamwork skills? Is there a particular leadership program at the school that can benefit your long-term plans? Show the admissions reader that you know the opportunities inside out, that you’re aware of exactly which fellowships or seminars are perfect for you, and in turn, outline how you can contribute to the class environment.

The Career Goals Essay

For a lot of schools, the career goals and “why our school” questions are fused in one prompt. A few of the top schools ask you to write about where you see yourself at various points in the future:

Michigan: Michigan Ross is a place where people from all backgrounds with different career goals can thrive. What is your short-term career goal and why? (200 words)

UVA : What is your short-term, post-MBA goal and why? (150 words)

While attending business school and receiving an MBA can open you up to new career possibilities, admissions committees want to know that you’re an ambitious, reflective, and driven individual. Since you’ve probably taken time to step into the workforce for a few years, you should use this prompt to connect these dots and your forward-looking vision. If your word limit is restricted, don’t focus too much on the past. Mention the most meaningful aspects of your work experience or the field you wish to join, describe your biggest aspirations, and how an MBA from that specific school can help you get there. If a school has asked the “why our school” and career goals questions separately like Columbia has, make sure you haven’t repeated any information; each essay should convey something new.

Similar to the “why our school” question, the career goals essay also provides great practice for your interviews because schools will undoubtedly want to hear more extensively about what you’ve done where you plan to go, and how the institution fits into it all. A carefully written response can help you set up a compelling answer for your interview. So, make sure you don’t exaggerate or write about anything you can’t elaborate on if faced with the question in person.

The “Tell Us Who You Are” Essay

The “tell us about yourself” or “introduce yourself” questions for business school essays can seem broad. Where do you even start? Schools frame this type of question very simply, or sometimes in unconventional ways:

UT Austin : Please introduce yourself (250 words) 

NYU : Describe yourself to the Admissions Committee and to your future classmates using six images. 

However worded, it’s time for you to reflect on what makes you a unique, memorable candidate when compared to thousands of others from all over the world.

The key to writing such an essay is to stay organized. Don’t write down every single thing you’ve ever done in your response. Take a hint from the Cornell Johnson prompt: “Please help us get to know you better by sharing ONE example of a life experience, achievement, or passion that will give us a sense of who you are as a potential community member.” When you’ve got limited words and readers with very little time on their hands, you need to narrow it down to the most compelling aspect about yourself. 

Think about leadership opportunities, honors and awards, and your family background. You could talk about your biggest passion and how it arose, you could talk about any experience which has shaped your perspective, or you could talk about your family background and how it has directed your career choices. No matter what you cover in your essay, you have to make sure it paints a memorable picture. Using anecdotes to drive your points home is an effective way of showing rather than telling. If you want to talk about work experience, make sure you’re not just writing about how you worked at a consulting firm where hundreds of your peers have also worked. It won’t help distinguish you to admissions officers. In fact, it might just do the opposite. You have to find a unique spin.

Make sure your response has a clear focus, so that the admissions committee members will be able to remember you easily once they’ve finished reading.

The Importance of Your Business School Essays: What Admissions Officers Look For

Your business school essays make up one of the most important components of your application, as they provide admissions committees the chance to understand your personality, figure out what matters to you, and gauge whether you would be a good fit for the school. No matter how strong your grades or test scores are, weak responses to essays can definitely prevent you from making it to the acceptance pile. Remember, your business school essay is not the place for you to explain why you have shortcomings in your application—schools typically have a separate addendum section for that. If your topic and writing are stellar enough, admissions committees might overlook slightly lower numbers. Of course, you need to work on your other elements as well, but the essay acts as a highly valuable opportunity to differentiate yourself.

When reading your essays, admissions committee members look to get a greater sense of who you are and how you’ve taken steps to pursue your interests. While your resumé outlines what you’ve done so far, the business school essays tie the most important pieces of it together to portray why your experiences matter. It’s crucial that you expand on a story that is your own—not your parents’ or your friends’—and one which helps admissions committees understand you beyond your grades and consulting experience. 

Business schools have specific characteristics that they look for in students. For example, Harvard Business School wants leaders who can thrive in a fast-paced environment and actively collaborate with their community. So, an important part of school research is ensuring that you know what kind of characteristics the school wants you to bring, and letting those traits shine in the anecdotes and points you bring up in your essays.

Final Writing Tips 

• Authenticity and Uniqueness are Key - Trying to figure out what admissions officers want to hear, instead of actually reflecting on your career and goals, is the wrong way to approach MBA applications. Your business school essays should stand out as your chance to tell business schools your unique story. Think about whether or not your response will help you become a memorable candidate in admissions officers’ eyes. If you have a professional or personal experience that you know your peers won’t have, that’s what you should consider writing about in your essays.
• Be as Specific as Possible - Saying you want to work in consulting or in investment banking once you’ve received your MBA is far from enough. It tells nothing unique about you. Why do you want to work where you do? What kind of consulting firms are you looking for and why? How do you hope to leverage your experiences and education to create something bigger? The more specific you are to your own goals and story, the more you can stand out to the reader.
• Start Writing with Plenty of Time in Hand - If you’re applying to a handful of business schools, chances are you’ll have over 10 essays to write! In order to make sure all of your essays are as polished as possible; you need to give yourself plenty of time to work on each carefully. So, don’t wait until 3 weeks before the deadline to start. Plan ahead and put your best efforts into convincing admissions officers why you’re ideally suited for their MBA program.

Business school essays provide a great opportunity to emphasize your individuality and supply context on how your background, work experiences, and interests can contribute to the MBA program, as well as the world of business once you’ve graduated. Think carefully about topic choices, and let the admissions committee know that there’s more to you than just your grades and work experiences. Show that you will prove to be a wonderful asset to their institution.

Tags : mba essays , b school , applying to business school , MBA , business school essays , applying to mba programs

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College & Career Pathways (CCP): College & Career Pathways: Cover Letters & Personal Statements

This event will take place online/virtually.

A cover letter is a one-page business letter that you submit when applying to a job. A personal statement is a brief essay you submit as part of a college application. Learn the ins and outs of putting pen to keyboard and leaving a good impression with your writing!

Grades 10-12 are welcome to attend!

• Audience: Teens/Young Adults (13-18 years), Young Adults/Pre GED (16-24 years)