Letters were the most popular communication mode before all the social media platforms were introduced. Whether it was a soldier writing to his family, Hedwig carrying all the letters from Hogwarts to Harry Potter, or an employee seeking a job, letter-writing skills were fundamental.
However, as the world became more technologically advanced, the beauty of letters was lost, except for formal letters. Indeed, to this day, knowing the business letter format is paramount. An impactful letter will help grab attention.
In this article, you will learn the business letter writing format in detail. Additionally, you will come across some samples of business letters. Moreover, we have also provided a few practical tips for curating an impactful business letter.
The 7 Parts of a Business Letter
The business letter format can be broken down into seven sections. Each part has a specific placement and importance in building the entire letter. Let us look at the seven parts of a business letter.
1. Sender’s Address
The letter starts with writing the address of the sender. Several of you might wonder about its importance. Read below to learn about its significance.
1.1. Placement and format
The upper left-hand corner is where you will place the sender’s address. Begin with the sender’s name with proper courtesy titles. Below the name, provide the company name and address details. End it with a contact number or/and phone number.
1.2. Importance of including accurate information
The role of the sender’s address comes into play when the letter, for some reason, does not get delivered. In such instances, this information aids in returning the letter to the source. Making a mistake can hamper the return process.
2. Date
You must provide the date of writing the letter and not the estimated delivery date. Check out where to insert the date in a business letter layout.
2.1. Placement and format
Write the date right below the contact information. Leave a line’s space in between. The format depends on whether you are writing in the American or British. For the former, it is Month/Date/Year (13th May 1986); for the latter, it is Date/Month/Year (May 13th, 1986)
2.2. Significance of the date in business correspondence
Suppose you are stating the occurrence of a particular incident, and the letter reaches the sender after a few days. In that case, the sender will not have the context of the timeframe of the incident’s occurrence. Hence, a date indicates the proper time of an incident.
3. Recipient’s Address
Provide the recipient’s address in the next part of the letter layout. Be careful while providing the address to avoid even a minute mistake.
3.1. Placement and format
The recipient’s address should be placed below the sender’s address, i.e. left corner. Begin with the full name and proper courtesy titles, and then provide the company’s name. In the third line, provide the detailed address. The contact information will be in the last line.
3.2. Ensuring the letter reaches the intended recipient
A mistake in the name or the sender’s designation can tarnish your impression. Additionally, a minor mistake in the address can send it to the wrong address or leave it unsent. Hence, cross-check multiple times before proceeding further.
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4. Salutation
Choosing the proper salutations like Dear (the name) or ‘Dear Sir or Madam’, ‘greetings,’ ‘Hello,’ etc. However, they vary with the recipient. Read to know how to choose the correct option.
4.1. Choosing the appropriate salutation based on the relationship with the recipient
Identify your relationship with the recipient. For instance, if you are addressing your boss or someone senior, it is best to use Dear Sir or Madam. However, in other cases, you can address them by name. If you are unsure about the salutation, choose the former option for safe play.
4.2. Common salutations for business letters
Some standard options for writing a formal letter to a company are Dear Sir or Madam, Dear Mr./Mrs./Ms./Dr. Thomas, To whomever it may concern, Greetings, etc. To address more than one person, you may use Hello Team, Dear Colleagues, etc.
5. Body
Here comes the main body of the letter. This is naturally the crux of the business letter format. The body content must have three divisions. Learn about them comprehensively below.
5.1. Introduction: Stating the purpose of the letter
Begin with the objective of the letter. Briefly account for the letter. It should not be more than two sentences.
5.2. Main content: Providing details, explanations, or requests
This is the major section of the business letter format. Here, describe the matter and provide all necessary details. Include your requests and explanations for better understanding.
5.3. Conclusion: Summarising the main points and expressing gratitude or anticipation
Then comes the last section. Here, you ask the recipient to take necessary action and appreciate them for their time. You may also summarise the main content in your conclusion.
6. Closing
There should be a proper closing line to business letters. Without a concrete ending sentence, it might appear incomplete.
6.1. Choosing an appropriate closing phrase
Remember you are writing a formal letter; hence, do not end with an informal phrase. You can either write Thank You, Sincerely, etc before the signature.
6.2. Common closing phrases for business letters
Some common sign-off options are – Faithfully, With sincere thanks, Best or Warm regards, etc. It is better not to use ‘sincerely yours’ since it sounds informal.
7. Signature
This is the last section of the business letter format, where you usually provide the sender’s name.
7.1. Importance of a handwritten or digital signature
A handwritten signature brings in a more personalised feeling. Additionally, it gives more authenticity to the letter. Digital signatures also provide evidence of the origin of the letter.
7.2. Including the sender’s name and job title
Below the signature, add the sender’s name in the normal print. Also, include the sender’s relevant job title.
Business Letter Template
For those writing a business letter for the first time, properly following all the technicalities might be daunting. In that case, you can begin with a template. Here, the generic pattern is provided. You need only to fill in the specific details.
Explanation of the template structure
The template begins with the sender’s details. The placement and format are provided. You have to put your name, the company’s name and address, etc. Then, after a line’s gap, the space for giving the date and recipient’s details is provided.
Likewise, the sample business letter format for the entire letter is
[Introductory Paragraph]
[Explanatory Paragraph]
[Closing Paragraph]
Sincerely,
[Written Signature]
[Full Name]
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Business Letter Samples
Here, we have provided the three popular sample letters for your better understanding. Listed below is the most fundamental format; hence, these are the best business letter examples for students to learn the basics of formal letter writing. Check out the common format and tonality of business letters.
Sample 1: Inquiry Letter
Inquiry business letters are mainly intended for job applications. Here, you ask about a specific course or other relevant topics. An inquiry letter is also applicable to C2C conversations. Check out the business letter format for this.
Context and purpose of the letter
Begin with brief details about yourself and why you are writing this letter. For instance, your purpose of the letter could be, “I am reaching out to ask about the present status of the order that was placed on [date].
Breakdown of the seven parts in the sample letter
| Sender Full Name Company name (if applicable) Address City, PIN Code Contact number Email address Date Recipient Full Name Company Name (if applicable) Address City, PIN Code Contact number Email address Dear Sir/Mr. Bhargav/Mrs. Singh I am Nishi Agarwal from [xyz] company. I am contacting you to inquire about the order that our company placed on [date]. According to the delivery specifications, we are supposed to receive the shipment by the end of the previous week. However, no delivery was received on the due date or even a week later. Additionally, there was no notification of a late delivery as well. It would be helpful if you could look into the matter and resolve it as quickly as possible. I greatly appreciate your thoughtful consideration. Looking forward to your response. Sincerely, Written/Digital Signature Full name of the sender. |
Sample 2: Cover Letter
The next business letter sample is the cover letter. This is a single-page business letter about your experience and qualifications. It is usually submitted with resumes. Check out how to write a cover letter.
Context and purpose of the letter
In this case, the context and objective are clear. Hence, in this section, mention the post you are applying for. Check out this business letter format below.
Breakdown of the seven parts in the sample letter
| Sender Full Name Address City, PIN Code Contact number Email address Date Recipient Full Name Institution name Address City, PIN Code Contact number Email address Dear Mr. Akash Gupta (Hiring Manager) I am Rita Mukherjee, and presently working as a higher secondary school teacher. I am writing to apply for the Assistant Professor post at your reputed institution. I had recently appeared for the UGC NET examination and have secured the qualifying marks. Additionally, I have completed my Master of Science in Mathematics from [institution name]. Moreover, I have five years of teaching experience. My skills and experience together make me suitable for this profession. I am certain I can live up to your expectations and help the institution recognise its mission. I have attached my resume as well. I am grateful for your consideration and look forward to your positive response. Sincerely, Full name of the sender. |
Sample 3: Recommendation Letter
The last business letter example is the recommendation letter. The content here is usually based on your experience with an employee or student and why you recommend them to a company.
Context and purpose of the letter
In this context, you mention your name, designation, and the candidate you want to recommend. Check out the sample below for a former student.
Breakdown of the seven parts in the sample letter
| Sender Full Name Company name/Institution name Address City, PIN Code Contact number Email address Date Recipient Full Name Company name/Institution name Address City, PIN Code Contact number Email address Dear Mr. Vinay Bhateja I am writing to recommend Ajay Sharma, who has been a PhD candidate in [xyz] institution for the last five years. I am Mrs. Brinda Verma, and I have been his guide throughout this course. As a student, he has been dedicated and sincere in academics. Ajay is patient and resilient and always eager to learn new skills. Additionally, he is skilled in multitasking and can handle more than one project at a time. Hence, his proficient skills and qualifications enable him to deliver desirable outcomes. If you have any further queries, you can directly contact me. Thank you for your time and consideration. I am looking forward to a positive response from you. Sincerely, Written/Digital Signature Full name of the sender. |
Tips for Writing Effective Business Letters
Apart from following the business letter format, there are various other ways to write impactful business letters.
1. Keep it concise and to the point
Try to make it detailed, not descriptive. Avoid adding irrelevant information. Follow the focus of the letter and make it crisp and concise.
2. Use a professional tone
Remember you are writing the letter to some higher authority or your team members. Hence, keep a fundamental formality in your tone. You may not always have to be authoritative, but professionalism is necessary.
3. Proofread for errors and clarity
You can afford to make grammatical mistakes or any mistakes in the business letter format. This will affect you and your company’s or institution’s reputation.
4. Use high-quality paper and a standard font for printed letters
Handwritten letters must be written in 100-120 GSM papers. Nothing below that is acceptable. If you are typing out, use Times New Roman, Arial, or Calibri with font size 12. The address details, salutation, and signature should be left aligned. The body content must be justified.
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Conclusion
When you complete your basic education, you must often write a formal letter. Hence, learning the business letter format beforehand is an intelligent decision. If you are attempting for the first time, follow the guidelines in the template till you become proficient.
FAQs on Business Letter Format
Q1. What is a business letter?
A1. It is a formal letter written to communicate professionally with another organisation or institution. It can be to inform about something or ask about a specific thing.
Q2. How many parts does the business letter format have?
A2. There are seven parts. They are – the sender’s address, date, recipient’s address, salutation, body, closing, and signature.
Q3. How to write a letter to a company?
A3. Begin with the sender’s address, date, and recipient’s address in the left corner. Provide an appropriate salutation. Give the context and purpose in the intro section of the body content. Explain the agenda and provide the necessary details in the main body. Complete it with a line of gratitude in the conclusion. Place your closing line and your signature in the left corner.
Q4. What are the common types of business letters?
A4. There are three major types. They are inquiry letters, cover letters, and recommendation letters. Though the major format is similar, the three have minute but significant differences.
Q5. What are the tips for writing an effective business letter?
A5. Try to be detailed but precise. Maintain a formal tone overall. Lastly, do not make any mistakes. To avoid going wrong with the format, you can use the template at the beginning till you become proficient.
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