Traditional business letters have a specific format that allows recipients to easily comprehend the information you want to convey. These parts include your contact information and theirs, as well as the body of your letter.
The letter heading, typically found in the upper left-hand corner of the page, introduces you to the recipient and includes important contextual information such as your name, return address, phone number, email and date. Only include the information your audience needs. When writing your letter heading, skip a line between your contact information and the date. Skip another line, then include your recipient’s contact information. Skip another line, then begin your letter.
You don't have to include a return address if the letter is printed on letterhead that includes the address. The letterhead is a company logo that is usually at the top center of business documents that are connected to a company, government agency or other organization.
Leave an extra line between the date and the receiver's address, and it should be on the left margin. You should include the name of the person you are sending the business letter to, including their name prefix. Make sure their name is spelled correctly and the address is as complete as possible to be sure they receive the letter. The address should show in a standard envelope window when the paper is folded into thirds.
The subject should be short and direct, clearly representing to the recipient what your letter is about. If you have a reference number, such as a claim number, case number or reference number, you should include it on this line. The subject does not have to be written as a complete sentence.
The greeting should be formal and polite. It is best to start with a professional salutation like "Dear," and the person's prefix if you know it.
The body is where you write the details of your business letter. Start with a short introduction explaining why you are writing them. The introduction should be one or two sentences and should have the most important details. The rest of the body includes the details of your letter.
The body should be focused on why you are writing and should be as direct and polite as possible. Separate each left-aligned paragraph by skipping a space. End the body with a two-sentence wrap-up paragraph to clarify why you are writing and to thank them for their consideration. Be sure that the closing paragraph is suitable for the tone of the letter. A good wrap-up paragraph might look like, "Thank you for updating my claim and looking into the circumstances. I look forward to hearing from you soon."
Always end a business letter with a professional closing. Some examples are "Sincerely," "Best regards" and "Thank you." You should have your closing on its own line, with the first letter capitalized and a comma at the end.
Leave two to four lines between the closing line and typing your name so that you can sign the business letter. Your name should be your first, middle initial (if you have one) and your last name. Include any appropriate suffixes to your name, such as MA or MD. If you are writing for a business or organization, you should include your position immediately below your typed name. Once you print the business letter, sign your name immediately above your typed name in blue or black ink.
Business letters are designed so that the return address and recipient's address will appear in the windows of a standard nine-inch envelope. You should print your business letter on unlined 8.5" x 11" paper and have one-inch margins on all sides. Make sure to proofread your business letter several times to catch any possible spelling or grammar mistakes. You should use a standard font like Times New Roman.
Each section should be separated by skipping a line, and everything should be aligned to the left. Business letters can be as long as you need them to be, so you don't need to get everything you need to say onto one page.
If you are mailing any other documents with the business letter, you can make the reader aware of what else is included by typing "Enclosures" or including the names of the documents under the "Enclosures" heading. This should be separated by skipping a line under your typed name and should be left-aligned, in line with the date and address headers.
If you are writing to a group, like a board of directors or a stakeholder meeting, you should write one letter addressed to the group and mailed to their official address. Your greeting should also address the whole grouup.
Letter example
[Name]
[Company name]
[Street address]
[City, state and zip code]
[Phone number]
[Fax number]
[Email address]
[Date]
[Recipient's name]
[Company name]
[Street address]
[City, state and zip code]
[Subject]
Dear [Recipient's name]:
[Body paragraph 1]
[Body paragraph 2]
[Closing paragraph]
Sincerely,
[Your name and suffixes]
[Position in company]
[Your company name]
[Enclosures]