Not a lot of people write letters anymore, but business letters are lasting longer than their more casual counterparts. Learn about the business letter format.
With the large presence of the internet nowadays, businesses have switched from paper communications to digital ones, such as email and social media. While these forms of communication are useful, paper letters are still advantageous in certain situations.
But it may have been so long since the last time you sent out a letter that you’ve forgotten how to format it. Not to worry! In this article, we show you what the proper business letter format is so you won’t ever look unprofessional.
How to Write a Business Letter
Below, we break down the individual components of a business letter, starting from the top. Make sure you use a readable font, such as Arial or Times New Roman, and font size of about 12. You’ll also want to use the standard sized paper for printers.
The Letterhead
To signify that the letter is official, and to add some flair to your letter, you should include a letterhead. Usually, this entails your company logo.
If you don’t have an official letterhead, you can easily download a business letterhead template to create something that’s unique to your company.
The Sender’s Company Name and Address, and Date
Here, you write your company name on the first line and your address on the second and third lines. This is similar to how you’d put your sender information on the envelope.
Skip a line and put the date in long form; for instance, “May 8, 2019.”
The Recipient’s Name and Address
Here, you’ll also follow the envelope labeling format for the recipient’s information. On the first line, put their name; on the second, their position; on the rest of the lines, their address.
The Salutation
As this is a business letter, you’ll want to address the recipient in a formal fashion. Choose the proper title (Mr., Ms., Mrs., or Dr.) and pair it with their last name.
If you don’t know exactly who the letter’s going to, use “to whom it may concern.”
The Body
You’ll want to consider the tone you’re using; make sure you’re concise and don’t use too much fluff or too many transitions. A good way to start off the letter is to state your intention.
By using active voice, you’ll be more persuasive in your letter. Also, remember to be courteous, as that’s more effective than using an attacking tone.
The Closing
Choose a respectful closing for your letter. Some examples are “Sincerely,” “Cordially,” and “Regards.”
The Sender’s Name and Contact Information
At the very minimum, you need to sign your full name and position. We highly recommend putting your phone number and email address down so the recipient can reach you easily if they have any questions or concerns.
Use the Right Business Letter Format
Now that you know the right business letter format to use, you’re sure to keep a professional appearance whenever you send letters to your clients and vendors. It may seem like a small detail, but it can make all the difference in your company’s presentation and image.
Want to read some more about business? Then check out this blog post about the differences between an entrepreneur and a businessman.
