Writing a business letter may seem like such a daunting task as it requires high levels of professionalism. When writing a business letter, you have to carefully choose your words as we do have the tendency to be misunderstood without verbal cues to portray your emotions to the listener (or in this case, reader). When writing a business correspondence, you have to maintain a respectable appearance. These letters, after all, serve as an official document between an agreement or exchange between two or more parties who have a professional relationship with each other.
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Check out these Sample Letters for a guide in formatting and composing letters.

Professional Business Letter Example

Professional Business Letterhead in PDF

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Business Letters

Business letters have a variety of different contents. They may be Executive Cover Letters or may serve as official memos or contracts. Because these may be considered as the official documentation of actions taken by a company or a professional, it is vital that proper practices would be observed when writing a business letter.

Professional Business and Personal Letter

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Standard Business Letter Format

Format and Contents

The format and contents of your letter might vary slightly depending on what country you are in or to what regards you are writing. There is but one universal rule that you must observe when writing a business letter: keep it professional.

The rest are mostly just suggestions to make composing your letter easier and sound more persuasive. There are some tips and reminders in there too.

  • Keep the format formal.Choose an easy-to-read font like Times New Roman or Georgia. Arial may be acceptable as well, though it may appear a little less authoritative than the first two. Don’t size your letters too large or it’ll look like a kid’s book, or too small as it might irritate the reader. Keep it between 10 to 12.

  • If your company has a letterhead, include it on top. If not, then just put down your name (if you’re self-employed), your company’s name, address, and contact information in different lines on the top corner.

  • As much as possible, know who should be reading the letter and address them. Write their complete name and position. Write the name of their company and its location as well.

  • While calling the recipient “dear” and honorifics are not necessary, you should know the name of the recipient. Call the company to ask, if you must. Make using a general salutation like “To Whom It May Concern” your last, desperate option.

  • “Sincerely Yours” is an acceptable closing salutation, but “Love” is not. Do not, under any circumstance, sign a business letter with “Love.”

  • If you are uncomfortable using intimate-sounding salutations, you may simply use “Thank You,” “Regards,” “Best Wishes,” or “Sincerely.” Other opt to simply sign their names.

  • Use a pen with blank ink that flows nicely for that clean, formal look.

    • Official business documents come in many forms like letters, notes, notices, and memos (and these may come in in the form of a letter as well). Another documentation you may find in the office are contracts, which are written differently from a letter. Here are some Agreement Letter Samples you might want to take a look at.

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    A business letter is a formal document often sent from one company to another or from a company to its clients, employees, and stakeholders, for example. Business letters are used for professional correspondence between individuals, as well. Although email has taken over as the most common form of correspondence, printed out business letters are still used for many important, serious types of correspondence, including reference letters, employment verification, job offers, and more.
    Writing an effective, polished business letter can be an easy-to-follow task, so long as you adhere to the established rules for layout and language. Realize that your recipient reads a significant amount of correspondence on a regular basis and will favor well-executed letters that are free of typos and grammatical errors. A good rule of thumb is to proofread it twice and then have a colleague review it to ensure nothing was missed.

    Sections of a Business Letter

    Each section of your letter should adhere to the appropriate format, starting with your contact information and that of your recipient’s; salutation; the body of the letter; closing; and finally, your signature.

    Business Letter Format

    Below is the traditional business letter format, with tips on how to frame it based on your relationship with the reader and what your desired outcome is.
    Your Contact Information:
    Your Name
    Your Job Title
    Your Company
    Your Address
    City, State Zip Code
    Your Phone Number
    Your Email Address
    Date
    Professional
    Recipient’s Contact Information:
    Their Name
    Their Title
    Their Company
    The Company’s Address
    City, State Zip Code
    The Salutation:
    The Body
    Formatting Basics:
    Business Letter Professional Cracked
    Strike the Right Tone:
    Make the purpose of your letter clear through simple and targeted language, keeping the opening paragraph brief. You can start with, “I am writing in reference to…” and from there, communicate only what you need to say.
    The subsequent paragraphs should include information that gives your reader a full understanding of your objective(s) but avoid meandering sentences and needlessly long words. Again, keep it concise to sustain their attention.
    If your intent is to persuade the recipient in some way, whether it's to invest money, give you a reference, hire you, partner with you, or fix an issue, create a compelling case for your cause. If, for example, you want the reader to sponsor a charity event, identify any overlap with their company’s philanthropic goals. Convince the reader that helping you would be mutually beneficial, and you will increase your chances of winning their support.
    Keep your closing paragraph to two sentences. Simply reiterate your reason for writing and thank the reader for considering your request.
    Complimentary Close:
    Some good options for your closing include:
    If your letter is less formal, consider using:
    The Signature:
    Write your signature just beneath your closing and leave four single spaces between your closing and your typed full name, title, phone number, email address, and any other contact information you want to include. Use the format below:
    Your handwritten signature
    Typed full name
    Title

    Business Letter Example

    You can use this business letter sample as a model. Download the template (compatible with Google Docs and Word Online), or read the text version below.
    Download the Word Template

    Business Letter Example (Text Version)

    Your Name
    Your Job Title
    Your Company
    Your Address
    City, State Zip Code
    Your Phone Number
    Your Email Address
    Date

    Business Letter Professional Images

    Recipient Name
    Recipient Title
    Recipient Company
    Recipient’s Company’s Address
    City, State Zip Code
    Dear Mr./Ms. Last Name,
    I would like to invite you to attend our upcoming Liberal Arts department job networking event. The event will be held on the afternoon of February 1, 20XX. We wish to provide our graduating seniors with an opportunity to meet business leaders in the area who may be looking for new hires who hold degrees in the Liberal Arts.
    The event will be held at the Cox Student Center at Northern State University, and will last about 2 to 3 hours. If you have an interest in attending or sending a company representative to meet with our students, please let me know at your earliest convenience and I can reserve a table for you.
    Thank for your time and I hope to hear from you soon.
    Respectfully,
    Your signature (hard copy letter)
    Your Typed Name
    Your Job Title
    If you're sending an email letter, your signature will be slightly different. Rather than including your contact information in the heading of the letter, list it below your signature. For example:

    Sending an Email Business Letter

    Yours sincerely,

    Business Letter Professional Cracked Business

    First Name Last Name
    Title
    Your Address
    Your Phone Number
    Your Email Address
    Include the topic you're writing about in the subject line of the email, so the reader is clear as to why you are sending the message.

    Business Letter Writing Tips

    You can find more detailed tips in these guidelines for how to write a business letter, including choosing a font, selecting margins, and formatting your letter properly.

    Business Letter Professional Cracked Download

    It's always helpful to look at examples to get ideas for your own correspondence. Review letter samples, including cover letters, interview thank you letters, follow-up letters, job acceptance and rejection letters, resignation letters, appreciation letters, and more business and employment-related letter samples.