Business Letters

A business letter is more formal than a personal letter. It should have a margin of at least one inch on all four
edges. It is always written on 8½"x11" (or metric equivalent) unlined stationery. There are sixparts to a
business letter.

1. The Heading. This contains the return address (usually two or three lines) with the date on the last line.

Sometimes it may be necessary to include a line after the address and before the date for a phone number,
fax number, E-mail address, or something similar.

Often a line is skipped between the address and date. That should always be done if the heading is next to the
left margin. (See Business Letter Styles.)

It is not necessary to type the return address if you are using stationery with the return address already
imprinted. Always include the date.

2. The Inside Address. This is the address you are sending your letter to. Make it as complete as possible.
Include titles and names if you know them.

This is always on the left margin. If an 8½" x 11" paper is folded in thirds to fit in a standard 9" business
envelope, the inside address can appear through the window in the envelope.

An inside address also helps the recipient route the letter properly and can help should the envelope be
damaged and the address become unreadable.

Skip a line after the heading before the inside address. Skip another line after the inside address before the
greeting.

3. The Greeting. Also called the salutation. The greeting in a business letter is always formal. It normally begins
with the word "Dear" and always includes the person's last name.

It normally has a title. Use a first name only if the title is unclear--for example, you are writing to someone
named "Leslie," but do not know whether the person is male or female. For more on the form of titles,
see Titles with Names.

The greeting in a business letter always ends in a colon. (You know you are in trouble if you get a letter from a
boyfriend or girlfriend and the greeting ends in a colon--it is not going to be friendly.)

4. The Body. The body is written as text. A business letter is never hand written. Depending on the letter style
you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs.

Skip a line between the greeting and the body. Skip a line between the body and the close.

5. The Complimentary Close. This short, polite closing ends with a comma. It is either at the left margin or its
left edge is in the center, depending on the Business Letter Style that you use. It begins at the same column
the heading does.

The block style is becoming more widely used because there is no indenting to bother with in the whole letter.

6. The Signature Line. Skip two lines (unless you have unusually wide or narrow lines) and type out the name
to be signed. This customarily includes a middle initial, but does not have to. Women may indicate how they
wish to be addressed by placing Miss, Mrs., Ms. or similar title in parentheses before their name.

The signature line may include a second line for a title, if appropriate. The term "By direction" in the second
line means that a superior is authorizing the signer.

The signature should start directly above the first letter of the signature line in the space between the close
and the signature line. Use blue or black ink.
Business letters should not contain postscripts.

Some organizations and companies may have formats that vary slightly.

The Seven Parts of a Letter

Knowledge of business letter etiquette is essential for anyone in or entering the workplace. Professional types
of correspondence such as letters of application, sales letters and letters of reference differ from friendly
letters in that they must follow a specific format and should never include informal or slang language. The
seven parts of a business letter include: the heading, date, address of recipient, salutation, body,
complimentary close and signature.

Heading

Most professional business correspondence is printed on a letterhead template. A letterhead contains the
company name, address and contact information. An individual may also create a letterhead that contains his
name and personal contact information. While some individuals may choose not to create a formal letterhead,
it is always necessary to include a header with the sender's information.

Date

Simply put, the date is the day the letter is sent. The most commonly used date format is: June 21, 2011. Do
not abbreviate the month and always include all four digits of the year.

Address

This is the address of the recipient. If applicable, the first line in the address block should include the
recipient's name and title, and the second line should state the recipient's company or business. The third and
fourth lines are designated for the actual address. For example:

Mr. John Doe, Director of Sales The Sales Firm 123 Main Street Townsville, AR 45678

Salutation

Different circumstances determine which salutation or greeting is most appropriate. Use "Dear" when the
recipient's name or title is known. Examples include "Dear Mr. Doe" or "Dear Sales Director." When the name
or title is unknown, use "To Whom It May Concern." Always punctuate the salutation of a business letter with
a colon instead of a comma.

Body

The body is the longest part of a letter and is usually divided into three subcategories: introduction, main
content and summary. The introductory paragraph states the purpose of the letter. The main content conveys
all necessary detailed information and has no set length requirements. The last paragraph summarizes the
information provided, restates the letter intent and offers either instructions or an inquiry regarding follow-up
correspondence.

Complimentary Close

The complimentary close is a word or short phrase that basically means "goodbye." "Sincerely" is the most
common closing remark. Others include "cordially," "best wishes," and "best regards." The complimentary
close can vary in degrees of formality and is dependent upon the relationship between the sender and
recipient.

Signature

In letters that are sent via email, the signature is simply the sender's name and title typed immediately below
the complimentary close. When a letter is mailed, faxed or hand-delivered, however, there should be a large
enough space below the closing and above the typed name and title for the sender to provide her written
signature.
 Parts of a Business Letter

A business letter is a formal letter with six parts:

The Heading
The heading contains the return address with the date on the last line. Sometimes it is necessary to include a
line before the date with a phone number, fax number, or e-mail address. Often there is a line skipped
between the address and the date. It is not necessary to type a return address if you are using stationery with
the return address already imprinted, but you should always use a date. Make sure the heading is on the left
margin.
Example:
Ms. Jane Doe
543 Washington St
Marquette, MI 49855
Tel:
Fax:
Email:
June 28, 2011
Recipient’s Address
This is the address you are sending your letter to. Be sure to make it as complete as possible so it gets to its
destination. Always include title names (such as Dr.) if you know them. This is, like the other address, on the
left margin. If a standard 8 ½” x 11” paper is folded in thirds to fit in a standard 9” business envelope, the
inside address should appear through the window in the envelope (if there is one). Be sure to skip a line after
the heading and before the recipient’s address, then skip another line after the inside address before the
greeting. For an example, see the end of this sheet for a sample letter.
The Salutation
The salutation (or greeting) in a business letter is always formal. It often begins with “Dear {Person’s name}.”
Once again, be sure to include the person’s title if you know it (such as Ms., Mrs., Mr., or Dr). If you’re unsure
about the person’s title then just use their first name. For example, you would use only the person’s first name
if the person you are writing to is “Jordan” and you’re not sure if he or she is male or female.
The salutation always ends with a colon.

The Body
The body is the meat of your letter. For block and modified block letter formats, single space and left justify
each paragraph. Be sure to leave a blank line between each paragraph, however, no matter the format. Be
sure to also skip a line between the salutation and the body, as well as the body and the close.

The Complimentary Close

The complimentary close is a short and polite remark that ends your letter. The close begins at the same
justification as your date and one line after the last body paragraph. Capitalize the first word of your closing
(Thank you) and leave four lines for a signature between the close and the sender’s name. A comma should
follow the closing.

The Signature Line

Skip at least four lines after the close for your signature, and then type out the name to be signed. This often
includes a middle initial, although it is not required. Women may put their title before had to show how they
wish to be addressed (Ms., Mrs., Miss).
The signature should be in blue or black ink.

Enclosures
If you have any enclosed documents, such as a resume, you can indicate this by typing “Enclosures” one line
below the listing. You also may include the name of each document.
Format and Font
Many organizations have their own style for writing a business letter, but here are some common examples.
Block
The most common layout for a business letter is called a block format. In this format, the entire letter is
justified to the left and single spaced except for a double space between paragraphs.

Modified Block
Modified block is another popular type of business letter. The body of the letter and the sender’s and
recipient’s addresses are left justified and single spaced. However, in this format, the date and closing are
tabbed to the center point.

Semi-Block
The least used style is called a semi-block. In it each paragraph is indented instead of left justified.

Font
The standard font for business letters is Times New Roman, size 12. However, fonts that are clear to read such
as Arial may be used.
Sample Letter
{NOTE: your name goes only at the bottom}
Your Return Address (no abbreviations for Street, Avenue, etc.)
Your City, YO [your two letter state abbreviation] zip
Date (write out either like June 4, 2004 or 4 June 2004)
First and Last Name of the Person to whom you are writing
Address
City, ST zip
Dear Mr./Ms. Whomever:
In the first paragraph, introduce what you are writing about and what you want from them.
In the subsequent paragraphs, explain the nature of your problem and what they can do for you. Be non-
combative and straight to the point.
In the last paragraph, be sure to thank him/her for his/her time and efforts on your behalf. Also, let them
know that you will contact them or that they can contact you with any questions.
Sincerely yours,
{four spaces so that your signature may appear here}
Jane Doe
A business letter is not restricted to one page; the letter should be as long as it needs to be.
In some instances, what you include, how you write the correspondence, and the format of
the letter will vary. However, a basic professional letter will include the following:

 Subject line: If you are sending an email, include a clear subject line that concisely
explains the purpose of your email. For example, it might read, "Subject:
Congratulations on Promotion."
 Contact information: Include all your contact information — full name, address, phone
number, and email address — so it's easy for the person you are contacting to respond
to you. In a letter, you will include this information at the top of the page (you will then
follow this information with the date, and the contact information of the person to whom
you are writing). In an email, you will include this information in your email signature,
below your name.

 Greeting: Include a salutation at the start of your letter. Make sure you use
the appropriate name and title for the person.
 A brief introduction: After your salutation, include a brief introduction. This might
include a brief, “I hope you are well,” or some other friendly introductory phrase. Then,
dive right into explaining why you are writing.
 The main purpose of your letter: The main part of your letter will focus on your
purpose. When writing the letter, be concise. Two or three paragraphs are plenty. Your
letter shouldn't be longer than one page. If it is an email, it should be even shorter. If
you have additional information to share with the reader, offer to discuss it during a call
or provide an attachment or enclosure with the details.

 Closing: End your letter with a professional closing that conveys your thanks and
respect. Closings like “Sincerely,” “Best,” and “Regards” work well.
 Signature: If you are mailing a hard copy of the letter, include your handwritten
signature above your typed signature. If you are emailing the letter, just include
your typed signature.

Types of Letters With Samples

Review this list of a variety of letters and email messages with examples of each, including
appreciation letters, cover letters, job application letters, employee letters, reference and
referral letters, thank you letters, and more.

Use the samples as a starting point for your own letters, then customize your letters so they fit
your personal and professional circumstances and reasons for writing.

Business Letters
A business letter is a professional message. That means it follows a set format and a
professional, formal tone. You'll use this format frequently throughout your job search, from
cover letters to thank you notes.

 Business Letters
 Business Thank You Letters
 Email Messages

Employee Letters
Even when you have a job, you'll still need to write professional correspondence. This is a bit
different from day-to-day emails regarding work-related issues and communications. In this
kind of correspondence, you'll likely want to be a bit more formal and keep your language —
and letter format — strictly professional.

 Employee Letters
 Excuse Letters
 Goodbye Letters
 Late for Work Apology Letter
  Mistake at Work Apology Letter
 Salary Reduction Letter

Informational Letters
Sometimes you'll want to correspond with people to let them know about a change in your life,
such as a name change or a new office location. Here are examples of how to share that
you've changed your name with colleagues and co-workers:

 Name Change Announcement - General

 Name Change Announcement - Maiden Name
 Name Change Letter - Married

Job Applicant Letters From an Employer

If you're involved in hiring, you'll have to correspond with job applicants. Sometimes this will
be with good news, such as scheduling an interview or making a job offer. Other
correspondence may require sharing less positive news.

 Candidate Rejection Letters

 Interview Invitations

Job Interview Letters for Job Seekers

As well as sending a thank you note after an interview, you may also find that you need to
send a follow-up letter to find out if the employer is close to making a hiring decision. Or, if
you miss the interview entirely, you'll need to send an apology.

 Follow Up Letters
 Influence Letters
 Missing an Interview Apology Letter

Job Offer Letters

It's great news, of course, to get a job offer. But in some situations, you may actually decide
to reject the job. Or, you may want to make a counter offer. Review these letters to see the
best way to respond to a job offer, whether you're taking the job, declining it, or want to try to
adjust the compensation package.

 Counter Offer Letters

 Job Offer Letters

Job Search and Networking Letters

The job search process is full of moments when you'll need to send a letter. You may want,
for instance, to reach out to your network for help making connections. And, of course, as you
apply for roles, you'll need to write application or cover letters to accompany your resume.

 Application Letters
 Cover Letters
 Inquiry Letters
 Job Application Letter
 Job Search Help Request Letters
 Networking Letters
 Value Proposition Letters

Recommendation and Referral Letters

Both job applicants and people applying for admission in college or graduate school may find
themselves in need of a recommendation or reference letter. These letters, which may be
from teachers, work supervisors, colleagues, or personal connections, provide insight into an
applicant's experience, character, and personality traits. If you haven't written this kind of
letter before, take a look at samples to see what information to include.

 Academic Recommendation Letters

  Character Reference Letters
 Personal Recommendation Letters
 Professional Letters
 Professional Recommendation Letters
 Recommendation Letters for Employment
 Reference Letters
 Referral Letters

Resignation and Retirement Letters

You can share news of a new position, or your retirement, through a letter. You may want to
send one note to colleagues, and a different one to clients.

 Resignation Letters
 Retirement Letters
 New Job Announcement Letters

Thank You, Appreciation, and Congratulation Letters

If someone helps you during your job search or with a big on-the-job project, it's thoughtful to
acknowledge this favor in a thank you letter. You can also use letters to send your
congratulations to colleagues as they have major accomplishments, like landing a deal or
getting promoted.

 Appreciation Letters
 Congratulation Letters
 Thank You Letters
Business Letter Example (Text Version)

Jennifer Wilson
7 Half Moon Drive
Bayberry Heights, Massachusetts 02630
555-555-5555
email@email.com

November 14, 2018

Michelle Price
Manager
The Yarn Company
324 Central Ave
Bayberry Heights, Massachusetts 02630

Dear Ms. Price:

Thank you so much for taking the time to meet with me to discuss selling my handmade
sweaters in your wonderful shop.

As I mentioned in our conversation, I’ve been a customer of your store since I used my third-
grade allowance to buy my very first pair of knitting needles. I’m honored that you’d consider
selling one of my original creations at The Yarn Company alongside your own work.

We discussed a trial consignment arrangement in which a portion of the sales would go to the
store. This is more than agreeable to me.

Let me know how you want to proceed. I’m available most afternoons at 555-555-5555, or
you can email me at email@email.com, and I’ll respond to your message ASAP.

Thanks, and best,

Jennifer Wilson

Excuse Letter (Text Version)

Subject: Absence From Work - Your Name

Dear Mr./Mrs. Lastname,

I’m writing to inform you that I was absent from work on February 4th, 20XX due to illness. I was
unable to report to work that day because I had to go to the urgent care clinic. I was treated and told
to go home and rest for the remainder of the day.

Please let me know if you need more information and thank you for understanding.

Sincerely,

Your Name
Sample Academic Recommendation Letter
Resignation Letter Example (Text Version)

Joseph Q. Hunter
123 Main Street
Anytown, CA 12345
555-212-1234
joesphq@email.com

September 1, 2018

Jane Smith
Senior Manager
Johnson's Furniture Store
123 Business Rd.
Business City, NY 54321

Dear Ms. Smith,

I would like to notify you that I am resigning from my position as Assistant Manager for
Johnson's Furniture Store effective September 1st.

Thank you very much for the opportunity you’ve given me to learn all about store
management and proper customer service. I have genuinely enjoyed my time with the
company, and I believe the experience has taught me much about the furniture industry as
well as how to effectively manage employees.

Next month I will be taking a position as a manager of a new retail store, but in the meantime,
I will be happy to assist in the transition of a new Assistant Manager.

Sincerely,

Handwritten Signature (hard copy letter)

Joseph Q. Hunter
Appreciation Letter Example (Text Version)

Michael Smith
300 Third Ave, Apt. 3R
Brooklyn, NY 11215
555-555-5555
michale.smith@email.com

July 30, 2018

Jessica Davis
Content Strategist
XYZ Media Company
1400 14th Street, Ste. 14
New York, NY 10018

Dear Ms. Davis,

Thank you again for meeting with me today. I truly enjoyed our conversation and gained
valuable insights into content strategy and building a career in media.

I’ve already investigated the classes you suggested, as well as the writer’s union, and will
continue working on building my own personal brand using your (extremely helpful!) advice.

As you said during our chat, you really can’t learn everything you need to know about this
industry in school. I’m extremely grateful that you took the time to steer me in the right
direction.

Thanks again, and best regards,

Michael Smith (signature for hard copy letter)

Michael Smith