How to Write a Business Letter

Professional business letters follow a standard format that conveys credibility and respect. Whether you are writing a resignation letter, a reference letter, or formal correspondence, the fundamentals of business letter writing remain the same: clear structure, professional tone, and concise content.

Standard Business Letter Format

  • Your contact information (name, address, phone, email) at the top
  • Date
  • Recipient's information (name, title, company, address)
  • Salutation ("Dear Mr./Ms. Last Name,")
  • Body paragraphs (typically 2-4, single-spaced with a blank line between paragraphs)
  • Closing ("Sincerely," "Best regards," or "Respectfully,")
  • Signature (typed name, with handwritten signature above if printing)

Resignation Letter

A resignation letter formally notifies your employer that you are leaving your position. Keep it professional and positive regardless of your reasons for leaving. Include:

  • A clear statement that you are resigning
  • Your last day of work (typically two weeks from the letter date)
  • A brief expression of gratitude for the opportunity
  • An offer to help with the transition

Resignation Letter Example

Dear Ms. Chen,

I am writing to formally resign from my position as Marketing Coordinator at Global Solutions Inc., effective March 28, 2025.

I am grateful for the opportunities I have had to develop my skills and contribute to the marketing team over the past three years. Working here has been a valuable experience that has shaped my professional growth significantly.

I am committed to ensuring a smooth transition during my remaining two weeks. I am happy to train my replacement, document my current projects, and complete any outstanding work.

Thank you for your support and leadership. I wish the team continued success.

Sincerely,
James Wilson

Reference Letter

A professional reference letter vouches for someone's qualifications and character. See our detailed letters of recommendation guide for templates and tips on writing strong reference letters.

Thank-You Letter

A professional thank-you letter expresses appreciation after an interview, meeting, or significant professional interaction. Key elements:

  • Send within 24 hours of the interaction
  • Reference something specific from the conversation
  • Reiterate your interest or commitment
  • Keep it brief (3-5 sentences for email, up to a page for formal letters)

Business Letter Writing Tips

  • Be concise. Business letters should be focused and to the point. Aim for one page.
  • Use professional language. Avoid slang, jargon, and overly casual expressions.
  • Proofread carefully. Errors undermine your credibility in formal correspondence.
  • Use a standard font. Times New Roman, Arial, or Calibri at 11-12 point is standard.
  • Keep a copy. Save a copy of every formal business letter you send for your records.