Sample Business Letter Format

Sample Business Letter Format Business Letter Format Templates, Examples, & Writing GuideJune 30, 2019 By the Resume Genius Team Reviewed by Mark Slack, CPRWWriting a formal business letter is generally the best way to correspond with another professional, whether its a hiring manager, a client, or even yur own boss. Learn mora belowBuild My Resume NowThis page will teach you the how to properly format a business letter, as well as provide a wealth of examples, vorlages, and writing guides to help you write yours.Table of ContentsBusiness Letter ExamplesSample Business Letter TemplateBusiness Letter Format Writing Guide1. Business Letter Examples Common Career-Specific TypesWeve provided extensive how-to guides for writing the following common examples of business letters. Just click the images below to download our free letter templates.titelblatt LetterResignation LetterLetter of RecommendationThank You LetterStandard Business Letter2. Sample Business Letter TemplateThe busine ss world is filled with intricate behavior guidelines and overly formal communication styles. A business letter allows multiple parties to exchange relevant information professionally. It can also be more impactful to a reader than an emaille, due its formalized structure, content, and tone.Our general business letter template can be used for any kind of professional communication/correspondence, including cover letters and letters of interest. Simply decide if you want a letterhead, click the download button, and let our template guide you through the writing process.Click to Download With a LetterheadClick to Download Without a LetterheadBusiness Letter Template Click to Read in Text Format Business Letter Format Without Letterhead (Text Format)1234 Street AddressCity, State, ZipEmail AddressTodays DateAddressee NameAddressee TitleCompany Name1234 Street AddressCity, State, ZipDear Name,In this paragraph, deliver a friendly and clear introduction. State the main point of the l etter here. Keep this section short and to the point.In this paragraph, explain the importance of the main point by providing compelling and persuasive reasoning.In this paragraph, continue to provide background information to back up your reasons. You can use facts, data, and other quantifiable metrics to support your claim.Close by restating the main point of the letter, and if you can, include a call to action.Respectfully/Sincerely,Your SignatureYour Name3. Formal Business Letter Format Writing GuideWhen it comes to how to format a letter, you need to pay attention to the format of both the page and the content. Both are essential for creating the professional look that is the foundation of any proper business letter.Page Format 5 Key RulesBefore you begin writing, decide which layout you want to use. There are two common formatting styles spektrum and modified block. The block format has a left-aligned address and closing, while those in the modified block are right-aligned. While the block format is used more often, both are acceptable for a formal letter.Block format - left-justified address and ending Open GalleryModified block format - centered address and ending Open GalleryThe following are the standard rules that should be adhered to when formatting the page of a formal letter1. Alignment All proper business letters should be left-aligned, any other type of alignment is considered unacceptable in most professional settings.2. Spacing Your letter should be single-spaced. In addition, there should be a space between the date, address, salutation, and each paragraph. Include four line breaks between the closing and your printed anthroponym to leave space for your signature.3. FontThe standard font style is Times New Roman, size 12. However, you can use other sans-serif fonts such as Helvetica, Arial, Courier, or Geneva, also at size 12. Sans-serif fonts have been credited with increased readability because of their balanced typeface.4. LinesWhen u sing a letterhead, be sure to add a horizontal line underneath it. You can refer to our letters above to see some examples.5. MarginsKeep your margins between 1 to 1.5 inches.Generally speaking, 1-inch margins are the most widely accepted format for professionals. Tip If you want to be taken seriously, make sure all of your punctuation is used correctly. Content Format How To Write a Business LetterThe following tips cover all the parts of a business letter in order from top to bottom.parte 1 (a). Letterhead Formal Letter FormatMost professional business letters include a letterhead which is comprised of your name, address, phone number, and email address.Letterheads are meant to make your letter unique, as well as help verify its authenticity to the recipient. Likewise, you can include your companys logo on the letterhead for brand recognition and a more trustworthy appearance.Check out the example letterheads below both of which are acceptable methods for displaying your name and contact information. For more ideas, you can check out our cover letter templates.See the letterhead samplePart 1 (b). No Letterhead Formal Letter FormatUsing a letterhead is always preferable when writing a business letter. However, if you decide to not use one, you must use the following format to maintain a professional appearanceWrite your contact information on the top left of the page, just above the date.Do NOT include your name in this section when selecting this style, it simply looks better to sign off with your name at the end of the letter.Only include your street address, city, state, and zip code.ersatzdarsteller check our business letter sample to make sure yours is perfect.Example of format when not using a letterheadPart 2. DateThe date should be the day on which you completed the letter, written in standard U.S. format (eg. October 28, 2017). It should be written underneath the letterhead, or underneath the address on the top left of the page.Part 3. Addresse e How to Address a Letter in 4 StepsWrite the recipients (or addressees) address on the top left side underneath the date. Begin with the name of the addressee on the first line. Some research may be necessary to find the name (LinkedIn, the companys website, even Google search are all great tools). Step 1 Address them properly as Ms., Mrs., or Mr. Also, make sure to include their title such as Dr. if it applies.Step 2 Beneath their name, write their current title. If you are unsure what their title is, do the necessary research to find out if possible. If they have no title, leave it blank. Step 3 Include the name of their company underneath their title.Step 4 Write out their companys street address, city, state, and zip code. If they are located outside the United States, include the country name after the city. TipEven if youre sending your letter as an email dateianhang, you should still include the address to maintain a professional appearance.Part 4. Salutation The salutat ion you will use depends on the title of your addressee, your familiarity with them, and also the context of the letter.If you are familiar with the addressee, then use their first name (unless they have specifically asked you otherwise).If the addressee has earned a Ph.D. or an MD, then refer to them as Dr. (or Professor).Military titles such as General, Colonel, Major, etc., should be honored as such.If you do not know the contact person or you are addressing a group, use an appropriate salutation such as Sir or Madam, Hiring Manager, Director of Human Resources, Members of the Name Committee (hiring committee, organizing committee, acceptance committee), Board of Directors.When it comes to salutations, it is always better to err on the side of caution and be polite as possible. Part 5. BodyThe body of the letter is located underneath the salutation, and is the field where you get down to business and discuss the reason youre reaching out to this person. Usually, the body includes several strategic paragraphs meant to inform, persuade, and convey gratitude.In the first paragraph, get to your point quickly and state it concisely in the first line. Do not wait until the second paragraph to tell your audience what your main point is they most likely wont get that far.In the second paragraph, use evidence and persuasive reasoning to justify your main point. If needed, use an extra paragraph to further support your point via empirical evidence.The closing paragraph should restate the point of the letter, and most importantly, include a call to action. A call to action is a passage that compels your reader to do something. Ask yourself, what do I want my reader to do right after reading this letter? Examples of calls to actionPlease call me at phone or email me at email address at your earliest convenience.Please get in touch with me at your earliest convenience to schedule a meeting.Please let me know how I may be of assistance during this period.Part 6. Closin gYou should always close with a positive sign-off, such as Thank you, Sincerely, or Respectfully. Remember to only capitalize the first word of this closing line, and to leave four lines of space between the closing line and your typed name to make room for your signature.Part 7. EnclosureAn enclosure note is an often neglected aspect of letter writing in the digital era. In fact, not many people actually know what enclosure means. When you write enclosure in any letter youre implying that another document is attached to the file. Think of it as something akin to a see attachment note in an email. It alerts the reader to another part of your correspondence and helps prevent them from overlooking a crucial document.The image below shows where the word enclosure should be placed6. ConclusionKnowing how to write a business letter is a fundamental skill for your professional life. A proper one will have most or all of the elements mentioned above. Be sure to carefully review the gramma r, spelling, and format of your business letter numerous times before you send it out, to avoid leaving a poor first impression with your correspondent.Looking for some more ideas on how to write a letter? Our experts have written of guides on how to write various types of formal letters. Check out our comprehensive letter of recommendation sample library for more inspiration