Proper Business Letter Format

By: Daryl Zahorsky

The correct business letter format used in business communication conveys professionalism and can have a positive impact on the first impression when communicating with a new business contact. Using word processing software, it is very easy to create a letter in the correct format.

Four Formats

Business letters in the United States follow one of four common formats. All four styles are acceptable, but the block format is the most common.

Block Letter Format:

The commonly used block format for letters has all text aligned with the left margin. Paragraphs are double-spaced, and all lines of text are single-spaced. Margins are a standard one-inch setting in word processors.

Alternate Block Letter Format:

The alternate block letter format moves the return address, date, closing, and signature, and the name and title to the right side of the page.

Semiblock Letter Format:

The only difference between semiblock and block is that the first line of each paragraph is indented in semiblock.

Simplified Letter Format:

This format takes the same properties as the block letter except the salutation or greeting is omitted. It is a useful format when you do not know the gender of the recipient, whether male or female.

Sections of a Business Letter:

Return Address: If you have your company letterhead, you can skip this section. Include the full business address and the legal name of the company. You may also include your email address or phone number.

Date: Follow the month-day-year format (as opposed to the day-month-year format that prevails in Europe). Make your date current to the actual mailing date of the letter.

Recipient’s Name and Address: Include the full name and address of the person you are sending the letter to. The recipient’s title can also be added.

Salutation: Use “Dear” followed by 1) the full name of the person or 2) Mr. or Ms. and their last name. End the salutation with a colon.

Subject: Identifying the subject of the letter helps the recipient quickly ascertain the context of the letter.

Body: The body of the letter should start with a general introduction about who you are and the purpose of the letter. Subsequent paragraphs will provide details related to the letter’s purpose. Close the body with a call to action: a sentence encouraging the recipient to do what you want them to do. Every business letter should be concise, keeping in mind the reader’s limited time.

Closing: Here you can choose any formal options such as “Sincerely” or “Thank you.”

Signature: Sign your name using the same name you use in the letter.

Name and Title: Include your full name and job title.

Attachments and Copies: If you are sending additional documents, write “Enclosures:” followed by a description of those documents. If at least one other person is receiving a copy of the letter, include cc: (for carbon copy, a reference to an old method of making copies of letters using carbon paper) and provide the names of the other recipients.

You can simplify the process of creating a business letter using your word processing software. In Microsoft Word, click on File and select New from Template …, scroll down, and double-click on Business Letter. You will need to add some elements manually if you choose to use it.

Source: https://www.thebalancemoney.com/the-proper-business-letter-format-2951431