The body of the letter should be concise and written within 4 paragraphs. Leave one line space after the salutation and justify the text to the left. After the salutation, remember to add a colon. Avoid addressing the recipient by their first name, as it is not a formal way. Use the full name if you are unsure of the recipient’s gender. SalutationsĮnter an empty line and then address the recipient with ‘Dear’ followed by the personal title and last name. Justify the recipient’s information on the left, irrespective of the format you use. Use a relevant personal title such as Dr., Mr., Mrs., Ms., or Miss. Skip one or two lines after the date and write the recipient’s name and address. The date should be aligned in the center or left, depending upon the letter format you are using. For example, write the date as “August 24, 2021” or “24 August 2021” instead of “”. Dateīelow the sender’s address, skip a line and mention the date by expanding the name of the month. The sender’s name can be included at the closing block of the letter. Otherwise, the address details including city and zip code should be justified either left or right at the top of the page depending on the format you choose. If you or your company owns a letterhead with printed information, then you need not write it. The business letter should start with the sender’s address. When writing a business letter, keep the professional objectives in mind and structure the letter logically by including the following sections. Structure of Business Letter FormatĪ business letter should be simple and formal. Always remember that highlighting the important points with light color is allowed, but writing the entire text using colors and a stylish font is not advisable. You can pick other professional fonts such as Arial, Calibri, Helvetica, Courier, etc., depending on your audience. Sincerely, (Signature) Melvina Louis Director of Marketing XYZ Company 000-111-222 comįor better readability, using Times New Roman font of size 12 is the best choice. Here is the structure of the block format. The paragraphs in block format should have double spacing with no indentation. The block format is the most commonly used business letter format, in which the entire text including the address and closing should be justified on the left with single spacing. The business letters can be formatted in different styles such as block, modified block, and semi-block. The most preferred margin length for a business letter is 1 inch. Also, for all professional letters, the margin should be between 1 and 1.5 inches. When using a letterhead, a horizontal line should be added underneath the address written at the top of the page. You can also pick the official letterhead with the name and contact information printed on it for writing business letters. Once the letter is formatted using the software, you can take a printout of the business letter for official use. Ignore the handwritten letters and go with the typewritten letters. Instead of downloading free business letter templates, use MS Word to create a business letter. When writing a business letter, always concentrate on the format and the font. Some common forms of business letters include cover letters, job offers, letters of recommendation, and many more. Usually, business letters are printed on letterheads in a professional setting. What is a Business Letter?Ī business letter is a formal letter used for professional correspondence by businesses and individuals. For your better understanding, here we have listed the guidelines of a business letter format with examples.īefore moving to the steps for writing a formal letter, let us first get to know the definition of a business letter. In case, you have no idea about the steps for writing a neat business letter, continue reading this blog post. Do you know how to write a business letter? Generally, if you are aware of the standard business letter format, then you can easily compose one. In the digital era, as communication predominantly revolves around emails and text messages, writing a convincing business letter has become a difficult task for many people. Writing a business letter is one of the traditional and effective methods of communication in the professional world.
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