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Business Letter: Basic Guidelines & Examples

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Written by
Dr. Isabel Larsen
  • Icon Calendar 5 January 2025
  • Icon Page 3471 words
  • 16 min read

A business letter is an official document prepared and sent by authors to convey a specific message to recipients. Basically, the purpose of sending such messages includes applying for work, requesting supply, acknowledging receipt of goods, and demand for pay, among other reasons. In principle, main writing elements include a sender’s address, a date when a message is written, a recipient’s address, salutation, body paragraphs, closing, and signing. Moreover, different academic formats lead to a difference in the citation of information in a paper’s body. Thus, in order to send effective messages and get a positive response from recipients, people need to learn how to write a business letter correctly.

General Aspects

Formal letters are crucial tools for communication and documenting various pieces of information in a business environment. Like other writings, such documents intend to be crisp and succinct. Furthermore, they stress a unique specificity and accuracy of information communicated instead of creativity, as is done in informal pieces. Moreover, such works serve as official channels of communicating essential information with a block format, which is the most common style, where all sections align to a left side of a document with a classic business letter having 7 parts.

What Is a Business Letter and Its Purpose

According to its definition, a business letter is a formal mode of communication used within and between organizations or between a company and its clients, suppliers, or other stakeholders. For example, the main purpose of writing a business letter is to convey various pieces of information, requests, decisions, or proposals in a clear, concise, and professional manner (Talbot, 2023). Basically, this type of document follows a structured format, including a sender’s address, date, recipient’s address, salutation, body, and closing. Further on, such papers serve various functions, such as making inquiries, responding to inquiries, placing orders, providing information, making complaints, offering apologies, and establishing agreements (Cody, 2022). In writing, they are crucial for maintaining formal relationships, ensuring clear communication, and documenting important interactions. Moreover, a unique clarity, tone, and structure of an entire composition are vital as they reflect an overall professionalism of a sender and a seriousness of its content (Whang & Wendler-Shaw, 2021). Similarly, the expository essay body paragraph example illustrates the importance of presenting information logically and clearly. In terms of pages and words, the length of a business letter depends on academic levels, specific requirements, and various types and purposes, while general writing guidelines are:

High School


  • Length: 0.5-1 page
  • Word Count: 125-250 words
  • Details: At a high school level, students are usually expected to write concise and straightforward messages, focusing on clarity and proper formatting.

College


  • Length: 1-1.5 pages
  • Word Count: 250-375 words
  • Details: College students are expected to provide more detailed content, with a greater emphasis on professional tone and clear, logical structure.

University (Undergraduate)


  • Length: 1-2 pages
  • Word Count: 250-500 words
  • Details: University-level texts may require more detailed explanations or complex information, necessitating a longer length and more sophisticated language.

Master’s


  • Length: 1.5-2.5+ pages
  • Word Count: 375-625+ words
  • Details: At a master’s level, papers should be well-developed, demonstrating a high level of professionalism, critical thinking, and attention to detail.

Ph.D.


  • Length: 2-3+ pages
  • Word Count: 500-700 words
  • Details: Ph.D.-level papers are expected to be thorough and comprehensive, addressing complex issues or proposals with a high degree of professionalism and academic rigor.

Types

TypePurpose
InquiryTo request information or ask questions about products, services, or terms from another party.
ComplaintTo express dissatisfaction with a product, service, or experience and seek resolution.
AdjustmentTo respond to a complaint, offering a solution, apology, or compensation.
SalesTo promote a product or service and encourage a recipient to make a purchase or take action.
OrderTo place an order for goods or services from a supplier or vendor.
AcknowledgmentTo confirm receipt of an order, request, or other communication, and assure further action.
CoverTo introduce yourself and your resume when applying for a job, explaining why you are suitable.
ResignationTo formally notify an employer of your decision to leave a job position.
RecommendationTo endorse an individual’s qualifications and character for a job, scholarship, or opportunity.
Follow-UpTo reiterate critical points discussed in a previous meeting or conversation, ensuring clarity and next steps.

Defining Characteristics

Business writings are documents used for official communication of specific information, such as job applications, order requests, order delivery information, and requests for payment for delivered goods. Basically, these works include physical documents and electronic emails used by companies to communicate internally and externally (Baker, 2019). In turn, each type of business letter follows a specific writing format.

Block Letter Format

In a block letter format, authors align all the sections of a document to a left side. For example, a heading, addresses, salutation, body paragraphs, and signature are all aligned to a left margin (Cody, 2022). In writing, an indentation of a first sentence in a section is not applied. Moreover, authors insert double space between paragraphs to separate them instead of intending a first line.

Emails

Emails are a form of written pieces that are transmitted electronically. For example, business emails follow the same format as other writings (Whang & Wendler-Shaw, 2021). However, they are customized to suit basic requirements of emails. Finally, difficulties in appending an author’s electronic signature mean that mentioning a person’s name is enough to sign off on a business letter.

How to write a business letter

Format

SectionContent
Sender’s AddressStart with a sender’s full address, including street, city, state, and ZIP code (Note: This is often omitted if using letterhead).
DateProvide a date when a business letter is written, typically in a format: Month Day, Year (e.g., August 27, 2024).
Recipient’s AddressAdd a recipient’s full name, title, company name, and address while including street, city, state, and ZIP code.
SalutationBegin with a formal greeting to a recipient, usually starting with “Dear [Title] [Last Name],” (e.g., “Dear Mr. Smith,” etc.).
Subject Line (Optional)Present a brief line that states a specific purpose of a message (Note: This can be centered and underlined or bolded).
Body of a Business LetterOrganize a main content of a text divided into paragraphs:
Introduction: State a specific purpose of a presented message.
Details: Provide necessary details, background information, or explanations.
Conclusion: Summarize main points, state any actions required, or express expectations.
ClosingEnd with a polite closure to a message, such as “Sincerely,” “Best regards,” or “Yours faithfully.”
SignatureProvide a sender’s handwritten signature (if printed) followed by a typed name.
Enclosures/Attachments (Optional)Include a line indicating any additional documents included with a business letter, e.g., “Enclosure: Invoice #1234.”
CC (Carbon Copy)List additional recipients who will receive a copy of a business letter.

Note: Some writing sections of a business letter can be added, deleted, or combined with each other, depending on different contexts, types, or purposes. For example, a correct business letter format is a standardized structure that includes specific elements, such as sender’s and recipient’s addresses, date, salutation, body, closing, and signature, to ensure clear and professional communication (Talbot, 2023). In writing, different types of business letters may include inquiry, complaint, adjustment, order, sales, acknowledgment, recommendation, cover, resignation, and follow-up documents. Further on, business writing refers to a unique practice of communicating information in a clear, concise, and professional manner, typically within an official or formal context (Williams et al., 2021). In principle, a business letter is important because this document provides a formal, respectful, and professional way to communicate critical information, establish or maintain positive relationships, and document interactions for future reference. Moreover, every business letter should contain a clear purpose, relevant details, a polite tone, and a formal closing, along with essential elements, like addresses, dates, and signatures (Baker, 2019). Finally, to start a business letter, people begin with a formal salutation to a recipient, such as “Dear [Recipient’s Name],” followed by a clear introduction of a message’s purpose.

Topics

  • Requesting a Face-to-Face Meeting to Discuss a Potential Partnership
  • Responding to a Customer Complaint With a Resolution Proposal
  • Introducing a New Product Line to Existing Clients
  • Offering a Discount to Long-Term Customers as a Loyalty Reward
  • Requesting Feedback on Recent Service Improvements
  • Following Up on an Unpaid Invoice and Requesting Prompt Payment
  • Proposing a New Marketing Strategy to a Potential Business Collaborator
  • Confirming Main Details of a Recent Business Agreement
  • Offering an Apology for a Service Disruption and Outlining Corrective Measures
  • Inviting a Client to an Exclusive Company Event

Steps on How to Write a Business Letter

To write a business letter, people follow a structured format, clearly state a specific purpose in an opening section, maintain a professional tone, and conclude with a call to action and a formal closing. For example, a simple structure of a business letter includes a sender’s address, date, a recipient’s address, salutation, body, closing, and signature (Cody, 2022). In turn, a business letter for kids is a simple, formal letter used to communicate important information or requests in a clear and polite way, often for school or learning purposes. As such, basic steps for writing such a document include:

  • Identify a Purpose: Think about a main objective of your message to ensure clear communication.
  • Choose a Right Format: Use a standard format with proper alignment and spacing in writing.
  • Include a Sender’s Address: Start with your address to provide context if not using letterhead.
  • Add a Date: Include a specific date to document when a message was written.
  • Enter a Recipient’s Address: Accurately list a recipient’s name, title, and address for proper delivery.
  • Write a Formal Salutation: Greet a recipient respectfully, typically using “Dear [Title] [Last Name],” or another opening phrase.
  • Craft a Body: Clearly state your message, starting with an introduction, followed by details, and concluding with a summary in writing.
  • Use a Professional Closing: End a business letter with a polite sign-off, such as “Sincerely” or “Best regards.”
  • Sign a Letter: Include your handwritten signature above your typed name if printed.
  • Review and Edit: Proofread your business letter and its writing for grammar, clarity, and tone to ensure professionalism.

Structure

A business letter has 7 main sections, and they must include all the necessary information. For example, to write a business letter in Word, people start by selecting a professional template or create one from scratch, include all necessary elements, like sender’s and recipient’s addresses, date, and salutation, then compose a paper’s body with a clear purpose, and finish with a formal closing and a signature (Talbot, 2023). In writing, each part contains information that is crucial for an entire documentation of communication sent from an author’s message to a recipient. Moreover, unique contents of these parts may vary depending on an author, an intention of a letter, and a recipient. In turn, some emails may have less than 7 sections.

Section 1: Sender’s Address

Senders place their addresses at the top of a letter. For example, an address section contains information, such as a sender’s name, company’s name, address, and city information (Whang & Wendler-Shaw, 2021). Therefore, recipients can identify senders by checking various pieces of information at the top of a message.

Section 2: Date

This section reports a specific date of composition for a letter. For example, different date formats are used in this section, depending on an author’s country (Baker, 2019). In principle, an American form of writing a date includes a day, then – a month, and then – a year. Basically, a specific date when a letter was authored is crucial for future references.

Section 3: Receiver’s Address  

This section comprises a receiver’s name, designation, and address. For example, if names of receivers are not known, a designated office name appears here (Cody, 2022). However, if someone sends a letter to a human resource manager, a recipient will be an office-bearer in a company.

Section 4: Salutation

In this section, senders greet recipients in a respectful manner. For example, if someone addresses a business letter to the president of the United States, a good salutation will be referred to as “Dear President” (Talbot, 2023). However, the phrase “to whom it may concern” is used when authors do not know exactly who they are addressing. Moreover, other alternatives for salutation include a name of a recipient, such as “Dear John” or “Dear Sir/Madam,” when authors are not sure about an identity of a person. In turn, some examples of sentence starters for beginning a business letter are:

  • I am writing to bring to your attention an important matter that requires your immediate consideration.
  • We are excited to inform you of a new development that we believe will be of significant interest to you and your team.
  • Please be advised that, after careful review, we have made a decision regarding a proposal you submitted.
  • I would like to take this opportunity to thank you for your continued support and to discuss a few key points regarding our ongoing collaboration.
  • Following up on our recent discussion, I am pleased to provide further details and clarification on key topics we covered.
  • I am reaching out to you today regarding an opportunity that could greatly benefit both our organizations if pursued.
  • We are writing to formally request you to provide your assistance in addressing an issue that has arisen concerning our recent transaction.
  • It has come to our attention that there has been some confusion regarding some terms of our agreement, and I would like to clarify these points.
  • We would like to take this opportunity to invite you and your team to participate in an upcoming event on our achievements, which will align perfectly with your interests.
  • I hope this business letter finds you well, and I would like to discuss a potential partnership that could offer mutual benefits.

Section 5: Body

In a body section, authors start by setting a formal tone for a message and indicating an intention for writing. Then, the rest of the details follow in a clear and succinct expression of an intended message (Routon et al., 2021). In writing, personal pronouns are common in body paragraphs of business documents. Moreover, other features of a body include a particular use of active voice, conversational language, and polite language.

Section 6: Closing

A closing paragraph should indicate an entire respect accorded to a recipient. Just like a salutation, an end should reflect a formality of a relationship between a sender and a recipient. For example, senders can use “sincerely” or “kind regards” in this writing section (Talbot, 2023). In turn, similar to a salutation, an author places a comma after a closing.

Section 7: Signing a Business Letter

A sign section comes at an end of an entire paper. For example, to sign a business letter, people include a formal closing phrase, like “Sincerely,” followed by their handwritten signatures (if printed) and then their typed names (Cody, 2022). Basically, this element is placed about 4 spaces after a closing. Usually, this part includes a name and signature of a sender. For emails, authors put a scanned version of their signature in a space (Cody, 2022). In letters signed on behalf of another person, “pp” is placed before a signature. Basically, a double “p” stands for “on behalf of.”

Outline Template

  • Sender’s names
  • Address
  • City, state, and ZIP code

[Fill out this blank block]

  • A date when a business letter was written.

[Fill out this blank block]

  • Recipient’s names
  • Designation
  • Address
  • City, state. and ZIP code

[Fill out this blank block]

Dear [Fill out this blank block],

  • Body

[Fill out this blank block]

  • Closing

[Fill out this blank block]

  • Sender’s Name
  • Sender’s Signature
  • Sign

[Fill out this blank block]

Business Letter Example

John Dickson,
423 Listens Avenue
Chicago, Illinois 60611

28 August 2024

Mr. Erik Power
Human Resource Manager
Keen Grains Limited
300 Growth Drive
Chicago, Illinois 60611

Dear Mr. Erik,

I am writing about a current supply of wheat to your company. On 26 May 2020, I supplied 20 tons of products to your company and sent an invoice of $200,000. According to our agreement, you were to make a payment within two working days.  

It has now been more than two weeks, and your company has not credited the mentioned amount to my bank. A current delay is expensive as my bank continues to overcharge me for a lack of a timely payment of loans.

I would significantly appreciate a speedy processing of an amount.

Best regards,
John Dickson
(Sign)

Referencing External Sources

In-text citation of outside sources used to provide information in a body of letters depends on an academic format. In APA, authors use a surname and a year of publication. However, MLA format includes a surname of an author’s source and a page number. On the other hand, Harvard in-text citations include a surname, a year of publication, and a page number. In turn, Chicago/Turabian uses footnotes to reference borrowed information in a body of a letter. Finally, when referencing external sources, people should not forget other key writing elements of such documents and language requirements, which include:

Key Elements

  • Sender’s address.
  • Date.
  • Recipient’s address.
  • Salutation.
  • Body.
  • Closing.
  • Signing.

Language

  • Set a formal language in a business letter.
  • Incorporate personal pronouns.
  • Use an active voice.
  • Follow a clear and concise writing.
  • Maintain a conversational tone.
  • Do not forget about your courtesy to a recipient.
  • Provide a summary at the end.

What to Include

ElementDescription
Clear PurposeState your main objective of writing a business letter to ensure a recipient understands an intent immediately.
Concise LanguageUse a clear, respectful, and straightforward language to convey your central message without unnecessary details.
Specific DetailsInclude relevant facts, dates, names, and other specifics to support your document’s purpose.
Call to ActionClearly outline what action you want a recipient to take in response to a message.
Polite ToneMaintain a positive and professional tone throughout, regardless of a paper’s subject.
Supporting EvidenceProvide any necessary data, documents, or references to back up your statements or requests.
Follow-Up InformationOffer your contact details or indicate when you will follow up on a matter discussed.
AcknowledgmentsRecognize any previous interactions or contributions related to a subject matter.
Future IntentionsBriefly mention any future actions or expectations you have concerning a discussed issue.
Gratitude/AppreciationExpress thanks or appreciation to foster a positive relationship with a recipient.

Common Mistakes

  • Using an Informal Tone: Failing to maintain a professional tone can undermine an overall seriousness of communication.
  • Ignoring Proper Formatting: Skipping a standard writing structure of a message can make a document appear unprofessional.
  • Spelling and Grammar Errors: Mistakes in spelling and grammar can damage your credibility and a message’s effectiveness.
  • Being Too Vague: Lack of clarity in a central message can lead to misunderstandings and confusion about a message’s purpose.
  • Overlooking a Recipient’s Name: Addressing writing incorrectly or misspelling a recipient’s name shows a lack of attention to detail.
  • Not Including a Clear Call to Action: Failing to specify what action you expect a recipient to take can lead to inaction.
  • Using Jargon or Complex Language: Overly technical or complex language can confuse a recipient and dilute a main message.
  • Forgetting to Proofread: Sending a message without reviewing it for writing errors can lead to mistakes that could have been easily corrected.
  • Being Too Lengthy or Wordy: Writing a business letter that is overly long or filled with biased or unnecessary details can lose a reader’s attention.
  • Neglecting a Professional Closing: Failing to end a message with a formal closing statement can leave a negative impression.

Summing Up

To write a strong business letter, people begin by providing a sender’s address, followed by a date, a recipient’s address, and a formal salutation. Then, they need to clearly state a specific purpose in an opening sentence and maintain a professional tone throughout a body. In writing, a business letter should be concise, using active voice and polite language. Moreover, people need to conclude their documents with a formal closing and include their signatures. In turn, proofreading is essential to ensure clarity and correctness, avoiding errors that may undermine an overall professionalism. As a result, this writing structure helps in creating clear, effective communication in a business context.

References

Baker, J. T. (2019). Correct business letter writing and business English. Forgotten Books.

Cody, S. (2022). Good English form book in business letter writing. Creative Media Partners.

Routon, P. W., Marinan, J., & Bontrager, M. (2021). The self-rated writing skills of business majors: Graduating perceptions and collegiate improvement. Business and Professional Communication Quarterly, 84(4), 339–360. https://doi.org/10.1177/23294906211039528

Talbot, F. (2023). How to write effective business English: Your guide to excellent professional communication. Kogan Page.

Whang, Y., & Wendler-Shaw, P. (2021). Writing letters and emails in English: Correspondence for the editorial office. Science Editing, 8(2), 186–192. https://doi.org/10.6087/kcse.254

Williams, J. A., Estep, J., Davis, J. L., Phelps, R., Soter, H., Snyder, S., Lawlor, B. K., & Ezell, J. (2021). Business writing practice and support over time: Evidence from a strategic management class. Journal of Education for Business, 97(4), 237–246. https://doi.org/10.1080/08832323.2021.1925206

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