- Gather all necessary contact information. Start by inserting your contact information and the recipient’s. …
- Select your salutation. …
- Clearly define your purpose in the body paragraph. …
- Formally conclude the letter and end with your signature.
Writing a Formal Business Letter
How to format a proper business letter
Follow these steps to format a professional business letter:
1. Gather all necessary contact information
Start by inserting your contact information and the recipient’s. In the top left-hand corner of the letter, be sure to separate the sender’s and recipient’s information. By doing this, your letter will be properly addressed to the correct location and recipient.
2. Select your salutation
Choose the formal greeting you want to use to address the recipient. Since youre writing formally, use language that appropriately addresses them. If you know their name, include it in the greeting, but if you’re not sure who to send it to, you can also use a phrase like “To Whom It May Concern.”
Here are some salutation options:
3. Clearly define your purpose in the body paragraph
Single-space the body paragraph and left-justify the header to make it align with the rest of the letter. Keep your main point clear and concise for the reader in the body paragraph. This aids in maintaining your attention on the subject and goal you’re pursuing.
4. Formally conclude the letter and end with your signature
To ensure that it is consistent with the rest of the letter, keep your closing brief and formal. the closing and your typed name should be separated by four single spaces. Put your signature between your closing and your typed name if you’re printing out the letter to mail. There are websites where you can write your signature for free and paste it directly into the electronic version of your letter if you intend to email it.
Before adding your signature, consider the following examples of effective letter closures:
When to use a proper business letter format
There are several circumstances in which a business will adhere to the standard business letter format. Here are some instances where using this format in writing is acceptable:
Template of a business letter
To write and format your own business letter, follow this model:
Name, current position, employer, current address, city, state, and zip code, as well as phone and email information.
[Send date]
[Name of Recipient], [Name of Current Position], [Name of Current Company], [Name of City, State, and Zip Code]
Dear [Name of contact],
In order to confirm that [name] has been employed by [company name] since [dates worked], I’m writing. If you need more details, don’t hesitate to get in touch with me. [Additional information about your contact information or the employee].
[Closing]
[Your name]
Go to File > Open > and choose the appropriate downloaded file to upload the template into Google Docs.
Tips for formatting a business letter
Following are some pointers for writing business letters:
Example of a business letter
Here’s an example of a formal business letter:
Janice Grayson
Human Resources Director
Grant Technologies
452 Hollow Farm Road
Danbury, CT 06811
0003-000-1234
[email protected]
Nov. 6, 2019
Bernie Glover
Senior Project Manager
BGs Marketing Agency
792 Fleetway Drive
Mahopac NY 10541
Dear Mr. Glover,
I’m submitting this letter as proof that Philip Smith has worked for Grant Technologies’ marketing division for two years. He started working for us as a content specialist specifically on November 6, 2017.
Please call me at 000-000-1234 if you require any additional information.
Best regards,
Janice Grayson
When to use a proper business letter format
There are several circumstances in which a business will adhere to the standard business letter format. Here are some instances where using this format in writing is acceptable:
FAQ
What is the correct format for a business letter?
Block format is the style of a business letter that is most frequently used. Except for the double space between paragraphs, the letter is left justified and single spaced throughout this format. Another widely utilized format is known as modified block format.
What are the 3 format of business letter?
Business letters can be written in block, modified block, or semi-block styles. Each is written in a similar manner and contains the same information, but their layouts differ slightly.
