How to Write a Business Letter
Knowing how to write effective business letters is a
practical skill. Business letters serve a variety of
purposes from expressing complaints to requesting
information to applying for jobs, and how well writers
present themselves in business letters can have a
significant impact on their futures.
Business letters follow simple formats and are typically
concise. Most audiences do not wish to read a business
letter over a page in length; however, occasionally it may
be necessary to write longer letters. The expected format
includes three paragraphs as well as the other obligatory
parts of a letter: dateline, addresses, salutation, and
complimentary close. Several typed formats are acceptable
for business letters. One popular format is block style,
where all information is generated from (or flush with) the
left margin.
Unless letterhead is used, the first section of a
business letter is the sender's address, known as the
"heading." No abbreviations other than the state
abbreviation are used in the addresses within a business
letter. This address should be single spaced. After this
address but within the heading, the date is included. Two
lines are skipped and the "inside address" appears. It too
is single spaced. Unlike the address in the heading, which
does not include the sender's name, the inside address
includes the recipient's name. No abbreviations except for
the state should be used in this address either.
Double space again between the inside address and the
salutation. The salutation should read Dear + Title + First
and Last Names of the recipient. It should be followed by a
colon (:) instead of a comma. Writers should then double
space between the salutation and the body of the letter.
The first paragraph should be devoted exclusively to
identifying the writer and stating the purpose for writing.
The second paragraph should relate any narrative or details
pertinent to the situation. Finally the third paragraph
should state appreciation for any action the reader might
take regarding the previous contents of the letter.
The letter closes with a complimentary close located
flush with the left margin and double spaced beyond the body
of the letter. The close should be formal, i.e. "Sincerely"
as opposed to personal--"Love always." Following the close
should be four lines and then they typed version of the
sender's name. Any enclosures should be itemized following
the notation enc:, located three spaces below the typed
name. Copies of the letter sent to other recipients may be
noted at this same spot by the notation cc:.
Writers should also remember always to sign business
letters. A signature provides the letter with a personal
touch and at the same time authenticates its validity.
Personal
Business Letter
Block Style, mixed (or closed) punctuation -
Hit enter 6 times
---------------------------------------------------------------------------------------------------
October 19, 2004
Use
insert date/time if you are unsure of date.
Return 4 times.
Ms. Susan Miller
215 Jones Road
Marietta,
GA
30066
Return twice
RE: VISA 1234
289 89192
Dear Ms. Miller:
Return twice.
On reviewing my VISA statement, I
noticed a charge not made by me. The
charge was in the amount of $25.89 for dinner at the Coastal
Restaurant in Tampa,
Florida, on July 18, 2005.
I have never been to
Tampa, Florida,
and could not have made this charge. A
copy of the VISA statement is attached.
Double space between paragraphs.
Please remove this amount from my
credit card. Return twice.
Sincerely,
Return 4 times
Lisa Hollis
Include
your address below your name as sender
2819 Gornto Road
Valdosta,
GA
31602
Enclosure
----------------------------------------------------------------------------------------------------------------
Formats for Business Letters (Types of Business
Letter)
- Block Style Business Letter
- Everything is typed at the left margin.
- Modified-Block Style Business
Letter
- The Date, Complimentary Close, and Writer/Title
are typed at a tab stop at/near the center of the
document (3 inch mark).
- Everything else is typed at the left margin.
- Left and Right Margins: One-inch margins.
- Top Margin: Two-inch margin.
If you are using Word and the top margin is set to 1
inch, press your ENTER key six times.
- Date: Enter your date and press your ENTER key four
times.
- Inside Address: Person who will receive the letter
and press your ENTER key two times.
- Jennifer Gill
- 123 Sample St.
- Business Letter, GA 12345
- Salutation: A greeting (and press your ENTER key two
times).
- Dear Sir:
- Dear Madam:
- Dear Sir or Madam:
- Dear Ms. Gill:
- To Whom It May Concern:
- Body: Type your paragraphs. Press your ENTER key two
times between paragraphs.
- Closing: Type the closing (this depends on the type
of letter you are sending) and press your ENTER key four
times – to allow for your signature.
- Best regards,
- Cordially,
- Regards,
- Sincerely yours,
- Sincerely,
- Thank you,
- Yours truly,
- Writer and Title: Type your name, press your ENTER
key ONCE and type your title (if needed). Press your
ENTER key TWICE if you need to add an Enclosure.
- Enclosure: Type: Enclosure (something to be included
in the envelope).
Block Style
Modified-Block Style
Enclosure
More about Business Letters
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