business letter format

Business Letter Format

How to write a business letter? What is the format of a business letter? Download business letter format in word to get the complete instruction manual.

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Overview

A business letter is a letter written from one business organization to another business organization. This letter contains the legal communications necessary for two business organizations to communicate. It can also be used for communication between two different departments of the same business. Only a business dealer and worker know the importance of a business letter. Here are mentioned some guidelines to write a business letter. Here is also attached a sample business letter for your help and ease. 

How to write a business letter?

If you are new in business dealings and facing difficulty to draft a business letter, then these guidelines are written especially for you. 

  1. First of all, mention a date in the letter.
  2. Type the information of the sender on the top. 
  3. Add salutations.
  4. Then type out the actual content of the business letter in the body section.
  5. Close the letter properly after the necessary communications and contents.
  6. Do your signatures at the end of a business letter. 
  7. It is recommended for you to type the name of the sender, his/her personal information, and contact.
  8. Also mention a list of enclosures, only if it is required at a certain organization. 

These are some points to be remembered when writing out a business letter. Now, a guideline becomes more effective if it is provided along with some examples. So, in the next section, a relevant example has been shared for you to embrace the above guidelines correctly. 

What is the format of a business letter?

Here is written a detailed outline for you to understand the above guidelines clearly:

1. The Heading

The heading contains the return address with the date on the last line. Sometimes it is necessary to include a line before the date with a phone number, fax number, or e-mail address. Often there is a line skipped between the address and the date. It is not necessary to type a return address if you are using stationery with the return address already imprinted, but you should always use a date.  Make sure the heading is on the left margin.

2. Recipient’s Address

This is the address you are sending your letter to. Be sure to make it as complete as possible, so it gets to its destination. Always include title names (such as Dr.) if you know them. This is, like the other address, on the left margin. If a standard 8 ½” x 11” paper is folded in thirds to fit in a standard 9” business envelope, the inside address should appear through the window in the envelope (if there is one). Be sure to skip a line after the heading and before the recipient’s address, then skip another line after the inside address before the greeting. For an example, see the end of this sheet for a sample letter.

3. The Salutation

The salutation (or greeting) in a business letter is always formal. It often begins with “Dear {Person’s name}.” Once again, be sure to include the person’s title if you know it (such as Ms., Mrs., Mr., or Dr).  If you’re unsure about the person’s title or gender, then just use their first name. For example, you would use only the person’s first name if the person you are writing to is “Jordan” and you do not know whether they identify as male, female, or non-binary.

The salutation always ends with a colon.

Download business letter format to get the complete instruction manual.

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