Various formats exist when formatting letters. A typical business letter is in a block format and includes the writers address block, the date, and the addressee’s address. Then the letter can contain a reference line and a salutation (opening). Following the formal information, the body of the letter is written, and finally a closing. Variances occur when you use letter head containing the name and address of the company writing the letter along with variances in who the letter is addressed to and the closing used. The letter is always single-spaced and no indentation is required; simply skip a line between paragraphs.

8 Basic Steps for Writing a Business Letter

Step 1: Type the return address (sender’s address) at the top of the page along the left margin.

123 Anywhere Street
Your city, State 12345

NOTE: You will omit the return address if this information is contained on the letter head at the top of the paper.

Step 2: Skip a line after the address and type the date for the day, month, and year the letter is to be signed.

January 15, 2011

OR

25 March 2012

Step 3: Skip a line after the date and type the addressee’s address (inside address or where the letter is going).

The Direct Company (or the first and last name of the person to whom you are writing)
123 Somewhere Drive
Their city, State 54321

NOTE: When possible, find out the name of the individual you are mailing a letter to rather than simply sending a letter to a company.

Step 4: Skip a line after the addressee’s address and type a reference line.

RE: The main topic the letter is about.

NOTE:The reference line is optional in a business letter, but often helps the receiver know what department the letter should go to within the company and provides and easy reference for filing.

Step 5: Skip a line after the reference and type your salutation. If you know who you are sending the letter to, use their first name.  If you only know of them and have not had a formal meeting or if the person is higher ranking than you, use a personal title such as Mr., Mrs., Ms., Miss, or Dr. If you do not know who the letter will go to directly, you can use a department name or simply Sir/Ma’am or “To Whom It May Concern.” Regardless of the greeting used, a colon follows.

Dear Sally:

OR

Dear Mrs. Johnson:

OR

Dear Warranty Repair Team:

OR

Dear Sir/Ma’am:

OR

Dear To Whom It May Concern:

Step 6: Skip a line and begin the main body of your letter. The body should be written as concisely as possible delivering what needs to be communicated to the reader quickly and clearly.

The main body is single spaced without indentations. The writer can use a simple opening paragraph to praise, congratulate, or thank the company and then move on to the next paragraph.

The second paragraph is also single spaced with a blank line left between the paragraphs. The entire letter is left-hand justified without indentations. The second paragraph is often the action paragraph. If the writer needs something accomplished by the company or a request is being made, it is often in this paragraph. Each paragraph from this point should offer justification, supporting details, or provide solutions to the problem. You can also offer assistance to the individual/company as needed.

The final paragraph follows the same format as the previous paragraphs and usually includes personal contact information such as a contact telephone number, hours of availability, and email addresses. A very brief review of the reason for the letter can also be included.

Step 7: Skip a line and type the closing. The closing can vary depending on how closely the writer knows the individual the letter is being sent to.

Sincerely yours,

OR

Thank you,

OR

Sincerely,

Step 8:Skip four lines and type your name along with any signature block you may have such as your title, degree, position, department, etc.

Sample Business Letter

These are the basic steps for writing a business letter. Variations exist and some organizations have different expectations or mandatory requirements. Check with your Human Resource or Communications department to find out if your company has specific requirements when writing communications to other organizations.

Do you have any questions or concerns? Please feel free to contact us.