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As straightforward as a business letter may initially seem, it can be a challenge to sit down and write one with the correct format. Since business letters are written by an organization or professional to another organization or individual for professional communication, it’s important to use an established business letter format to form a good first impression.
Keep reading to know the essential elements of a business letter, how to format it and tips for writing effective business letters. We’ve also provided a free template that can make drafting your letters easy.
Email has become one of the most common forms of communication in the workplace. While emails tend to be more casual and conversational than traditional print communications, there are times when a formal business letter format is appropriate in an email.
Using standard business letter format in your emails projects professionalism, clarity, and respect. It also helps prevent miscommunication by clearly stating your purpose and desired outcomes upfront.
In this comprehensive guide, we’ll break down when and how to use business letter format in emails so you can communicate effectively in all situations.
When Should You Use Business Letter Format in Email?
There are several instances where using a formal business letter format in emails is advised:
Initial Contact
When reaching out to a new contact for the first time, a formal business letter format establishes you as a professional right off the bat. This could include connecting with potential clients, vendors, partners, investors, etc.
Formal Proposals and Requests
If you are emailing a formal proposal, request for information, application, etc., business letter format presents the information in a clear, structured way.
Legal/Contractual Matters
For any legal matters or contractual agreements communicated via email, business letter format creates a paper trail and prevents miscommunication down the road.
Job Applications
When emailing resumes, cover letters, or any job application materials, use business letter format to show you understand proper business communication etiquette.
Complaints or Claims
To submit a formal complaint or claim by email, business letter format documents the specifics of the grievance in a clear, serious manner.
In general, any email where clarity and formality are paramount calls for standard business letter formatting.
Elements of Business Letter Format in Email
Using proper business letter format in your emails includes structuring the content in a formal way as well as using the right tone and style. Here are the key elements:
Email Subject Line
Just like a standard business letter, your email should start with a clear, concise subject line summarizing the contents of the message. For example:
Proposal for Social Media Management Services
Salutation
The salutation should address the recipient appropriately and formally:
Dear Mr./Ms. [Last Name]:
The first paragraph should introduce who you are, your company affiliation, and why you are contacting them. This mimics the return address on a formal letter.
I am reaching out on behalf of [Company Name] regarding…
Body
The body paragraphs elaborate on the reason for the letter in a clear, logically structured way. Use proper spacing between paragraphs rather than blocks of text.
Call to Action
Conclude with a specific call to action, request, or next steps you would like the recipient to take.
Complimentary Close
Finish a formal email with a polite closing sentiment such as Sincerely or Best regards, followed by a comma.
Signature
Close the email by typing your full name and title, just like a handwritten signature on a letter.
[[Your Name]], [[Your Title]]
[[Your Company Name]]
Formatting Tips
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Use a simple, easy-to-read font like Arial or Times New Roman in size 10-12 point.
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Avoid using bolding, italics, or underlining excessively. Only use to highlight key points.
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Use single line spacing and avoid adding extra spaces between paragraphs or lines.
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Left align all text. Do not justify or center align.
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Number and bullet lists help break up large blocks of text.
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Paragraphs should be 3-5 sentences at most. Avoid long-winded paragraphs.
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Proofread carefully before sending to check for any spelling/grammar errors.
Sample Business Letter Format Email
Below is an example of proper business letter format in an email:
Subject Line: Proposal for Social Media Management Services
Dear Ms. Rodriguez:
I am reaching out on behalf of Social Media Magic regarding your social media management needs. We are a full-service social media management agency specializing in creating branded content, engaging audiences, and driving measurable results on social platforms.
Given your goals of increasing brand awareness and growing your social media following, I believe our services would be extremely beneficial. I have attached a formal proposal detailing our specific offerings, including:
- Content Strategy and Creation
- Community Management
- Paid Ad Management
- Reporting and Analytics
I look forward to your reply.
Sincerely,
[[Your Name]], Account Manager
[[Social Media Magic]]
This example contains all the key elements of standard business letter format applied to an email. The tone is formal and polite, the purpose is clearly stated upfront, and the call to action is specific.
This structure presents the information in a professional, straightforward manner – perfect for formal business communications sent via email.
When NOT to Use Business Letter Format
While business letter format is ideal for formal email communications, there are situations where it may not be appropriate:
Internal Communications
When emailing coworkers, team members, or others within your company, business letter format can come across as overly stiff. Use your best judgement on whether a more conversational tone is better for internal communications.
Existing Relationships
If you already have an established relationship with the recipient, business letter format may not be necessary for casual check-ins or minor requests. However, reverting to business letter for anything serious is advised.
Brief Messages
Very short or simple emails often don’t require full business letter structure. Just be sure your message is still clear.
The bottom line is you should match the format to the situation at hand. Err on the side of being too formal versus too casual.
Email Signature Best Practices
Your email signature should contain professional contact information the recipient can use to get in touch. Here are some email signature tips:
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Include your full name, title, company name, phone number and company website link.
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List only the most relevant contact details – avoid TMI.
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Use a simple font like Arial, 10-12 pt. size.
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Proofread to fix any formatting issues or typos.
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Set up a uniform signature for all employees at your company to project consistency.
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Update your signature when you change roles or companies.
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Create an email signature that reflects your brand identity and style.
Your signature, while brief, gives your recipient their first impression of you – make sure it’s professional!
Mastering business letter format in emails allows you to make the right impression and effectively convey important information, regardless of industry or role. While emails tend to be more conversational and informal in general, following standard business letter structure where appropriate shows professionalism and respect.
With the tips in this comprehensive guide, you can confidently incorporate proper business letter format into emails for formal communications of all kinds. Structure your emails properly right from the subject line down to your signature.
Taking those extra steps to get the format right can prevent miscommunications and establishment productive business relationships. So be sure to use business letter format when the situation calls for it!
Writing an Email Business Letter
If you have to send the business letter through email, you need to tweak the format a bit. For example, while the salutation, body and signature will remain the same, you will need to add the subject line to notify the recipient of the purpose of your email and you can include both links and attachments.
Here’s how a business letter via email differs:
- Add a subject line to include the topic you are writing about
- Your address and contact information should come below your signature
- Option to add links as well as attachments
It’s not that difficult to write an effective business letter that gets you the desired results. Use the template shared here to ensure each section of your letter adheres to the appropriate style and format.
How To Format a Business Letter
A business letter must be formatted for clarity and ease of understanding. Here are some points to consider while formatting the letter:
- Block or indent. In the block format, all elements of the letter are left-aligned. But, if you want to use an indented format, right-align your address, date, closing salutation and signature. The rest of the elements will be left-aligned.
- Font. Use a professional font such as Arial, Calibri, Times New Roman, Helvetica, etc. The size must be from 10 to 12.
- Margins. A one-inch margin on all four sides of the page is the standard. You can increase it to one-and-a-quarter inches to differentiate it from other types of letters.
- Spacing. Use a single line for the body of the letter. Use extra lines after your address, date, recipient address and salutation. Also, leave an extra line before the closing salutation.
Writing a Formal Business Letter
What is a business letter format in email?
A business letter format in email is a slightly modified structure for a professional letter that accounts for email conventions.
How do you write a business letter via email?
For example, while the salutation, body and signature will remain the same, you will need to add the subject line to notify the recipient of the purpose of your email and you can include both links and attachments. Here’s how a business letter via email differs:
How to format a business letter?
A business letter must be formatted for clarity and ease of understanding. Here are some points to consider while formatting the letter: Block or indent. In the block format, all elements of the letter are left-aligned. But, if you want to use an indented format, right-align your address, date, closing salutation and signature.
How do you write a professional 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. Be sure to separate the sender and recipient information in the top left-hand corner of the letter.
