Business Letter Format With Examples & Free Template Download

A Business Letter is an official letter that is issued from one firm to another in a professional way. These letters can be used to contact individuals and stakeholders, including clients, employees, and corporation members.

A well-written business letter may make a difference whether you’re trying to work with another company, inspire someone to attend your event, or want to say thank you.

Writing business letters might be difficult if you are inexperienced with the concept, but they show a certain amount of professionalism and elegance.

Business letter format

An official letter used by businesses to communicate with their clients, shareholders, investors, customers, and other businesses is known as a business letter. The business letter uses a formal tone and structure. Enterprises use it to convey important messages and data.

When To Use a Business Letter

An organization or a person may use a business letter for official contact with other people or businesses. Job offer letters, sales letters, investor interest letters, resignation letters, company circulars, shareholder letters, and letters of recommendation are a few examples of business letters.

Business Letter Format
Business Letter Format

Essential Elements To Include in a Business Letter

Sender’s Information: Start the letter at the top of the page by giving your personal contact information. Include your full name, job title, company name, home address, contact information (phone and email), and more.

Date: Give the letter’s due date in the body of the letter. It must be positioned beneath your contact information and inside the left margin.

Recipient’s Information: Indicate the recipient’s contact details underneath the date. The receiver’s name, title, employer, and address should all be included. The receiver should be addressed precisely.

Salutation: Start the letter with an official salutation, such as “Dear Mr./Ms./Dr. [Last Name].” Be sure to use the recipient’s accurate first and last name. You can use a more broad greeting, such as “Dear Sir or Madam” or “To Whom It May Concern,” if you are unclear of the recipient’s gender or name.

Body Paragraphs: The letter’s primary body comprises the information you need to accomplish your goal, together with any supporting data, justifications, or arguments. Create concise, well-written paragraphs to present your ideas. Each paragraph should concentrate on a single idea and be substantiated by pertinent details, instances, or proof.

Closing Paragraph: Reiterate the letter’s goal or desired result while summarising your major points. Include any calls to action or required follow-ups. Gratitude: Thank the person for their time and thought.

Enclosures: Include a list of any attachments.

How To Format a Business Letter

There are precise rules for the format of a business letter, as can be seen from the example letter up top.

Paper size: A normal sheet of paper measuring 8 1/2″ x 11″ should be used to print business letters. To provide a professional appearance, use excellent paper.

Margins: They ought to begin two inches from the page’s top. The top, bottom, and side margins should all be one inch wide.

Justification: Business correspondence must be left justified. As a result, each paragraph must begin at the left margin. Because word wrap will determine when words need to move to the next line to avoid invading the margin, the right margins won’t be evenly spaced.

Business Letter Example

Sure! Here are a few samples of business letters that may be used for various scenarios:

Business Proposal Letter:

[Your Name]

[Your Position]

[Your Company]


[Recipient’s Name]

[Recipient’s Position]

[Recipient’s Company]


Dear [Recipient’s Name],

Body: Afterward, a blank line is followed by the letter’s body. There should be a blank line separating each paragraph in the paragraph structure. After the final paragraph, a blank line should be left.


[Your Name]

[Your Position]

[Your Company]

Writing an Email Business Letter

You must adjust the structure somewhat if you email the business letter. For instance, while the salutation, body, and signature will not change, the subject line must be included to let the recipient know what the email is about. You may also include both links and attachments.

A business email letter is different from a letter in the following ways.

  • The issue you are writing about should be included in the subject line.
  • After your signature, please include your address and contact details.
  • The choice to include attachments and links

Bottom Line

Writing a successful business letter that achieves your goals is not all that tough. Use the template below to ensure that every component of your letter follows the proper style and structure.

Download A Sample Template

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