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Business Letter Format Template

Sunday, December 14th 2025. | Halloween, Templates

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Business Letter Format Template

A business letter is a formal document used for professional communication. Using a consistent and professional format is crucial for conveying credibility and leaving a positive impression. Here’s a breakdown of the common elements in a standard business letter template:

Heading

The heading includes your company’s letterhead (if applicable) or your personal contact information. It typically consists of:

Your Name/Company Name: Typed at the top, left-aligned.
Your Address: Your street address, city, state, and zip code, placed directly below your name/company name.
Your Phone Number: Included below your address for easy contact.
Your Email Address: Added below your phone number.

Some letterheads incorporate a company logo as well.

Date

The date is crucial for record-keeping. Place it one to two lines below the heading. Write the date out fully (e.g., October 26, 2023), avoiding abbreviations or numerical-only formats.

Inside Address

The inside address provides the recipient’s contact information. Place it one to two lines below the date, left-aligned. It includes:

Recipient’s Name: Use the full name and professional title (e.g., Dr., Mr., Ms., Professor).
Recipient’s Job Title: Place this directly below the recipient’s name.
Recipient’s Company Name: If applicable, place this below the job title.
Recipient’s Address: Similar to your address, include the street address, city, state, and zip code.

Salutation

The salutation is a formal greeting. Use “Dear” followed by the recipient’s title and last name (e.g., Dear Ms. Johnson). If you don’t know the recipient’s name, consider using “Dear Hiring Manager” or “To Whom It May Concern,” although these are less preferred. A colon (:) follows the salutation.

Body

The body is the main content of your letter. Use a clear, concise, and professional tone. Single-space within paragraphs and double-space between paragraphs.

Introduction: Briefly state the purpose of your letter.
Body Paragraphs: Provide the details, explanations, or arguments. Focus on clarity and avoid jargon.
Conclusion: Summarize the main points and state the desired action or outcome. Express gratitude if appropriate.

Closing

The closing is a polite way to end the letter. Common options include:

Sincerely,
Respectfully,
Best Regards,

Capitalize the first word of the closing and place a comma after it. Leave four blank lines for your signature.

Signature

Sign your name in ink within the blank space between the closing and your typed name.

Typed Name

Type your full name below your signature. This ensures readability.

Enclosure(s) (Optional)

If you are including any additional documents with the letter, indicate this by typing “Enclosure” or “Enclosures” below your typed name. You can also list the specific documents (e.g., Enclosure: Resume, Cover Letter).

Initials (Optional)

Sometimes, the typist’s initials are included below the enclosures. This is less common now with digital document creation.

By following this format, you can create a professional and effective business letter that represents you or your organization in the best possible light. Remember to proofread carefully for any errors before sending.