This article was co-authored by Shannon O’Brien, MA, EdM. Shannon O’Brien is the founder and Principal Consultant of Whole U. (a career and life strategy consultancy based in Boston, MA). Through counseling, workshops and e-learning Whole U. empowers people to pursue their life’s mission and live a balanced and purposeful life. Shannon was rated the #1 Career Coach and #1 Life Coach in Boston, MA by Yelp reviewers. She has been featured on Boston.com, Boldfacers and UR Business Network. She received a master’s degree in technology, innovation and education from Harvard University.
How To Write A Simple Business Letter
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Business Letter Writing Format, Samples
Need to write a polished and professional letter? Most business letters follow an established and easy-to-learn format that you can adapt to any type of content. A business letter should always contain the date, information about the sender and recipient, and a few body paragraphs. Follow these steps and modify them as needed to match your company’s standards.
This article was co-authored by Shannon O’Brien, MA, EdM. Shannon O’Brien is the founder and Principal Consultant of Whole U. (a career and life strategy consultancy based in Boston, MA). Through counseling, workshops and e-learning Whole U. empowers people to pursue their life’s mission and live a balanced and purposeful life. Shannon was rated the #1 Career Coach and #1 Life Coach in Boston, MA by Yelp reviewers. She has been featured on Boston.com, Boldfacers and UR Business Network. She received a master’s degree in technology, innovation and education from Harvard University. This article has been viewed 4,640,994 times.
To write a business letter, start by adding your company’s name and address at the top left of the page. Then, put the date below that, followed by the recipient’s name, job title, and address. At the bottom of the business letter, include your name, position and contact information so the recipient can get back to you. Also, make sure you use a professional font like Arial or Times New Roman to write your letter. For more tips, such as what you should include in the body of your business letter, read the article! If you are writing a professional letter sharing business information or applying for a job, you will need to master the art of writing business communication letters. The format of the business letter will vary from letter to letter. A cover letter, for example, will be longer than a resignation letter. Still, any style should be clean, clear and efficient. Discover the integral parts of a business letter, explore some tips and go through a sample document.
A business letter will state a claim or make a request in an official and professional manner. There are certain elements, such as the title, greeting and body, that must be in a certain format. Every professional should know how to write a business letter. The main difference between writing a business letter and a personal letter is the level of formality. Specific details about each component of a business communication letter and a sample formal full-text business letter will help you get started on writing your own business letter.
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The heading of a business letter should include the sender’s name and address at the top, followed by the date the letter was sent. It should also include the recipient’s name and address. Addresses should be as complete as possible, including the name of the organization, the name of the person and the full mailing address. There should be blank lines between each element of the header.
The greeting of a business letter should be formal. Do not use the recipient’s first name, even if the letter is sent to someone you know quite well. Use an appropriate polite title (Mr. Mrs., Mrs., Miss, Dr.) and the last name of the recipient. You may choose to put “Dear” before the title and name of the courtesy if you wish. For a business letter, there should be a colon at the end of the greeting, not a comma.
The body of the letter will come after the greeting. Here the content and purpose of the letter are communicated. The body should be organized in single-spaced paragraph format, with a blank link between each paragraph. Business letters usually include at least three paragraphs (an introductory paragraph, the main content and a concluding paragraph).
Some professional letters have several paragraphs between the introductory paragraph and the closing paragraph. That’s fine as long as the extra paragraphs are actually relevant to the letter.
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It is important to write concisely and clearly, so that your letter seems polite and understandable. Explain any requests politely with enough detail for the recipient to respond appropriately, but don’t talk too much. Instead of unnecessary details, unnecessary stories or extraneous tangents, business letters should be simple, short and direct.
The general tone of business letters should be respectful and formal. When writing this type of letter, your goal should be to be cordial, direct, efficient, and courteous. Use a clear writing style, making sure you don’t come across as demanding or disrespectful.
The end of every business letter should include a complimentary closing, which is a short polite phrase followed by a comma (such as “with regards”, or “with regards,”). There are several options for ending a business letter in an appropriate way. Leave two blank lines to allow space to sign the letter, then enter the sender’s name and job title below that.
For a more in-depth look at how to format and organize a business letter, check out the formal letter format infographic below. It provides great insight into the ideal way to construct business communication letters.
Business Proposal Letter
The sample business letter below is written and formatted correctly. Check it out to get an idea of how a business letter should be defined and drafted.
Nightingale Solutions Jacqueline Nightingale 89 Youth Terrace Knoxville, TN 39083 October 28, 2025 Mr. Jack Werner HealthRite Company, Inc. 486 Professional Boulevard Memphis, TN 38901 Dear Mr. Werner: Enclosed, please find the essential oils you requested. We are happy to send these samples, as we have been huge fans of HealthRite since 1992 and believe they will do well in your store. In the white bottle, enjoy the soft notes of our vanilla bergamot oil. Next, we have lavender infusion in the purple bottle. Finally, we hope you enjoy our newest blend, Cinnamon Cardamom, in the red bottle. Your mission to change lives, one drop at a time, has lived in our hearts for almost two decades. Madison and I are delighted to be under your consideration for a new partnership. Please feel free to contact us with any further questions! Sincerely, [signature here] Jacqueline Nightingale [email protected] (212) 345-8282
To save a version of the letter template in a printable format that you can edit and save, download the Business Communication Letter Writing PDF below. It reads just like the letter above but has been converted into a customizable template that you can use as a starting point for any letter you need to write.
It is important to be aware that there are several types of business letters. The sample letter above was written to accompany product samples, but that’s certainly not the only reason you might write a business letter. Discover examples of some of the most common variations on business letters.
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Although writing in a professional format can seem daunting, it really isn’t that difficult. Just format your letter properly, keep your tone professional and limit your expression to what you really need to say. Keep in mind that the recipient is short on time; You want to make an immediate impression. Now that you know how to write business letters, explore some other types of business communication.
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