Business Letter Format With Examples

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

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

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

What to Include in the Letter

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

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

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

Sections of a Business Letter

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

Your Contact Information

• Your Name
• Your Job Title
• Your Company
• Your Address
• City, State Zip Code
• Your Phone Number
• Your Email Address

The Date

• The date you're penning the correspondence

Recipient’s Contact Information

• Their Name
• Their Title
• Their Company
• The Company’s Address
• City, State Zip Code

The Salutation

• Use "To Whom It May Concern," if you’re unsure specifically whom you’re addressing.
• Use the formal salutation “Dear Mr./Ms./Dr. [Last Name],” if you do not know the recipient.
• Use “Dear [First Name],” only if you have an informal relationship with the recipient.

The Body

• Use single-spaced lines with an added space between each paragraph, after the salutation, and above the closing.
• Left justify your letter (against the left margin).

Closing Salutation

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

•  Respectfully yours
•  Yours sincerely
•  Cordially
•  Respectfully

If your letter is less formal, consider using:

• All the best
• Best
• Thank you
• Regards

Your Signature

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

Business Letter Template

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

Business Letter Sample (Text Version)

Email Signature Example

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

Tips for Writing a Business Letter

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