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

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.

1
Use a conservative and common font style. Business letters tend to be typed in a
Helvetica, Arial, or Times New Roman font because they’re easy to read. Avoid
script or cursive fonts to remain professional.

Keep your font black throughout your letter, even if you’re composing a business
email.
2
Change the top margin to 2 inches. A typed business letter has a top margin
of 2 inches, while the other 3 margins are the standard 1 inch. Change the margins in
your word processor by selecting “Page Layout,” “Margins,” and then “Custom Margins.”

3
Stick to a left-justified block format. There are 3 types of business letter formats: full
block, modified block, and semi-block. Full block format is the most traditional and
widely used amongst companies, making it perfectly modifiable for any context. With
this format, there are no indentations, and everything in your letter is aligned to the left.
[3]
 In modified block formats, the heading, close, and signature are right
aligned.
 In semi-block formats, each paragraph is indented.
4
Keep your document single-spaced. Your business letter should always be left
aligned and single-spaced (unless you’re told by your company otherwise). This small
traditional spacing gives you plenty of space to write out your message, so you don’t
venture onto a second page.
 Hit “Enter” twice between the first, second, and third body paragraphs,
as well as the complimentary close and signature.
5
List your company’s name and address in the top left corner. This
allows the recipient to know exactly where the letter is coming from and where they
should send their follow-up letter.[5] If you’re self-employed or an independent
contractor, add your name in place of the company’s name or above it.
 If your company has a pre-designed letterhead, use that instead of
typing out your own.

Put the date 2 lines underneath the address. Writing out the full date is the most
professional choice and lets the recipient know when you mailed the letter. Keep a left
indent for this line as well.[6]
 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.
Add the recipient's information. Write out the recipient's full name, title (if applicable),
company name, and address in that order, with each piece of information on a separate
line. If necessary, include a reference number. The recipient's information should be
left-aligned a few lines below the date.
 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.
Choose a salutation. The salutation is an important indicator of respect and indicates
professional familiarity. It officially starts your letter and formally greets the recipient.
Keep your salutation left-aligned with a line space between it and the recipient’s
address. Here are some formal salutations you can choose from:
 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.”

Writing the Body of the Letter

Include at least 3 body paragraphs. Typically, a business letter has a beginning,
middle, and end. This is called the body of your letter and is where you state your
purpose or reason for writing. Think of it like writing any other paper or letter, except you
should remain professional and follow these standard guidelines:[8]
 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.
Strike the right tone. Time is money, as the saying goes, so the tone of your letter
should be brief and professional. Make your letter a quick read by diving straight into the
matter and keeping your comments brief in the first paragraph. For instance, you can
always start with "I am writing to you regarding..." and go from there. [9]
 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.

Use personal pronouns. It’s perfectly fine to use “I,” “we,” and “you” in your business
letter. Refer to yourself as “I” and your reader as “you.” This makes your letter
personable so the recipient doesn’t feel like they’re reading a generic, generated
message.[10]
 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.
Use active voice. When describing a situation or making a request, make sure to write
in the active voice rather than the passive voice. Passive voice can make your writing
ambiguous or impersonal, while active voice is more streamlined and straight to the
point.[11] For example:
 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.
Be conversational when appropriate. Letters are written by people to people. You
can’t build a relationship with generic, impersonal letters. However, stay away from
colloquial language or slang such as "you know," "I mean," or "wanna." Keep the tone
business-like but be friendly, polite, and helpful.[12]
 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.

Wrap it up with a call to action. In the last paragraph or conclusion, summarize your
points and clearly outline your planned course of action or what you expect from the
recipient. Note that the recipient may contact you with questions or concerns and say
thank you for their attention to the matter at hand.\
 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.”
Closing the Letter

End the letter with a formal but polite closing. The closing, like the salutation, is
an indicator of respect and formality. "Sincerely" or "Best regards" are common
professional closings. Place this complimentary close 2 lines below the last line of the
body of your letter with a comma after it.[13]
 "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.
Sign the letter. Leave about 4 lines of empty space for your handwritten signature.
You can either sign the letter after you’ve printed it before slipping it into an envelope, or
you can digitally sign the document or upload your signature into your word processor.
[14]
 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.”

Include your typed name and contact information. Beneath your signature, type your name,
title, phone number, email address, and any other applicable means of contact. Give each piece
of information its own line.
Add the typist’s initials. If someone other than the writer typed up the letter, add
this person’s initials below the signature block. This way, the recipient can know another
individual helped with the process of formatting the letter.

Make note of additional documents. If you've enclosed or attached additional

documents for the recipient to review, note this a few lines beneath your contact
information. This way, the documents won’t be lost or forgotten.[18]
 For example, you may write, "Enclosures (2): resume, brochure."
 “Enclosures” can also be abbreviated as “Encl.” or “Enc.”
Add additional recipients’ names. If you’re sending a copy of the letter to another
person, include this in the letter by typing “cc:” below the “Enclosures” line. Put the other
recipient(s)’s name and title after the colon.
 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:”

Edit your letter before mailing it. The last thing you want is a simple spelling error in
your business letter, especially when you’re trying to be professional. Run your letter
through a grammar checker such as Grammarly or Writer before printing it out. You can
also ask a coworker or friend to read it over.
  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.

Amag Ni Zane:
Types of business letters
 1. Cover letters
2. Letters of recommendation
3. Interview follow-up letters
4. Offer letters
5. Sales letters
6. Letters of commendation
7. Letters of resignation
8. Thank you letters
9. Complaint letters
10. Apology letters
11. Office memorandum
12. Welcome letters
13. Request letters
14. Announcement letters
15. Termination letters

1. Cover letters
A cover letter is a business letter typically sent with your resume when applying to a job.
While not all employers require a cover letter, it is a great opportunity to explain your
professional experience, qualifications and interest in the company and job

A cover letter should include the following sections:

Contact information

At the top of your cover letter, include your name, phone number and email address to ensure
the reader knows how to contact you after reviewing your application.

Salutation

Begin the letter by addressing the person to which you are writing the letter. This person may be
the hiring manager, department head or other company representative identified in the job listing. Use
a gender-neutral greeting such as “Dear Charlie Washington.”

If you’re unsure of their name, use the most relevant job title such as, “Dear Hiring Manager,”
“Dear Recruiter,” or “Dear XYZ Team Lead.” Avoid using “To Whom It May Concern,” since it may come
across outdated or impersonal.

Purpose of the letter

In your introduction, discuss why you are writing by mentioning the job title, the company name and
where you found the job listing. Showcase your research on the job and company by expressing specific
interest in both, explaining why you were drawn to the job posting and what interests you about their
organization.

Qualifying skills

In the body of your letter, highlight the specific skills that make you a strong candidate for the open
position. Your cover letter should complement your resume, so build off of the information in your
resume to provide more specific details of your professional experience. If possible, include a brief
anecdote that represents your relevant skills, experience and qualities from the employer’s job
description.

Conclusion

End the cover letter with a memorable statement about why you are a good fit for the open position.
Include a call-to-action that encourages the reader to follow up on your application should they want to
interview you and learn more about how you could fit into their company.

2. Letters of recommendation

A letter of recommendation is written on behalf of another professional to verify their

qualifications and work ethic. A letter of recommendation can strengthen an application for
employment, higher education or another professional opportunity.

A recommendation letter should include the following sections:

Relationship of the recommendation

The letter should state the relationship of the person making the recommendation to ensure the reader
knows what qualifies the writer to speak on the applicant’s behalf. Recommendations letters are often
written by coworkers, supervisors, mentors or teachers.

Evaluation of the candidate’s qualifications

The recommendation is often the body of the letter and speaks directly to the candidate’s skills,
character traits, professional goals and their potential in the program or position. The qualifications in
this section should be relevant to the program or job for which the writer is recommending the
professional.

Examples

The writer should include specific examples of how the candidate demonstrated their skills during their
time working together. This information can help prospective employers understand how exactly the
candidate positively impacts their peers and employers.

Closing statement
The recommendation letter should conclude with a final confirmation of the candidate’s qualifications
with the writer’s contact information should the reader want to know more.

3. Interview follow-up letters

You can send a follow-up letter after interviewing for an open position to thank the interviewer for their
time and to demonstrate your interest in the job further.

A follow-up letter should include the following sections:

Overview of the interview: Include key topics discussed during the interview, such as specific job tasks
or a talking point that interested you. Be sure to mention the title of the position. These details
demonstrate active listening while expressing your continued interest in the open position.

Skills related to the position: The follow-up letter is a good time to reiterate the skills you offer as they
relate to the open position.

Gratitude: You can also use the follow-up letter to thank the hiring manager for taking the time to meet
with you. This step shows professional courtesy that can leave a good impression on your prospective
employer.

4. Offer letters

An offer letter is an official offer of employment that describes the specific terms of the position. If you
agree to the terms the letter offers, then you will sign the offer letter and accept the job.

An offer letter should include the following:

Job description: This item outlines the specific job tasks and requirements of the role.

Job title: A letter that states the official name of the position can ensure you are hired for the right role.

Requested start date: This is the date on which you will begin employment. You may discuss with your
employer if you need to adjust the date.

Salary and benefits: This information includes the offered salary, bonus and benefits that come with the
role. Some employers may specify when they distribute bonuses and when benefits, such as health care,
begin.

Acceptance timeline: This is the date by which you must respond to the offer letter.

5. Sales Letter

The purpose of a sales letter is to introduce a service or product to a client or customer. Sales
professionals often use these letters when making new contacts with prospective buyers or
strengthening relationships with longtime clients.
A sales letter often includes the following:

Description of product or service

Include specific details about the item or service you are offering. Consider identifying a possible
solution this product or service provides to the recipient to best demonstrate its value.

Cost

Some letters include information about the price of the product or service, especially if the buyer is a
current patron. It may be included if the cost was already discussed in a previous meeting as well.

Call to action

Include directions to the reader explaining how they should take action if they want to buy. You may
include your contact information, the best times to reach you and a date by which they should reply to
take advantage of your offer.

6. Letters of commendation

Letters of commendation are a form of employee appreciation, and companies send them out to the
entire staff to congratulate an employee for a job well done. They may include the following:

Purpose: Begin a letter of commendation identifying who is being commended and for what reason.

Details of the commendation: Include details about the specific tasks, achievements or awards for
which the team member is being recognized.

Call to action: This letter may include a call to action that encourages fellow employees to congratulate
the team member on their success.

7. Letters of resignation

A letter of resignation informs your employer of your intent to resign. While you may verbally notify
your coworkers and employer of your plans to leave, many organizations prefer to have an official letter
for documentation purposes.

A letter of resignation often includes the following:

Statement of resignation

Begin this letter with the official statement declaring that you are resigning from the company.

Reason for leaving

Depending on your situation, you may consider mentioning why you are leaving so your employer
understands your decision. This may include accepting an opportunity elsewhere, pursuing higher
education or relocating.

Dates
Include the date on which you are delivering the letter and the date of your official last day of
employment. This step can ensure your employer can best prepare for your leaving and fill your
position.

Thank you

Consider thanking your employer for the opportunity and the skills you gained while working for them.
This step is a professional courtesy that can strengthen your professional relationship with your
employer should you need their recommendation in the future.

Thank you letters

A professional thank you letter is an important way to let colleagues, employers, vendors or other
business contacts know you value their time or efforts. Sending a professional thank you letter will build
rapport with the recipient and communicate your intentions for the future. It might be appropriate to
send a thank you letter after someone helps you with a job search, when a customer makes a purchase,
or if a business awards you a contract. You can also send a formal thank you letter to simply state your
general appreciation for someone.

A business thank you letter typically includes the following:

A greeting: Start your letter with a simple but professional greeting. Consider your relationship with the
recipient.

Reason for gratitude with specific examples: In one or two brief paragraphs, clearly express your
gratitude to the recipient, being specific about what you're thanking them for.

Details from your conversation: Sharing additional details from your encounter can help personalize the
letter and show the depth of your gratitude.

A polite closing: Conclude your email with a closing statement like "my regards," “thanks again,” or
another personable, yet professional closing.