Business Email: Guidelines and Format Examples
- 19 June 2020
- 3823 words
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.
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.
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
College
University (Undergraduate)
Master’s
Ph.D.
Type | Purpose |
---|---|
Inquiry | To request information or ask questions about products, services, or terms from another party. |
Complaint | To express dissatisfaction with a product, service, or experience and seek resolution. |
Adjustment | To respond to a complaint, offering a solution, apology, or compensation. |
Sales | To promote a product or service and encourage a recipient to make a purchase or take action. |
Order | To place an order for goods or services from a supplier or vendor. |
Acknowledgment | To confirm receipt of an order, request, or other communication, and assure further action. |
Cover | To introduce yourself and your resume when applying for a job, explaining why you are suitable. |
Resignation | To formally notify an employer of your decision to leave a job position. |
Recommendation | To endorse an individual’s qualifications and character for a job, scholarship, or opportunity. |
Follow-Up | To reiterate critical points discussed in a previous meeting or conversation, ensuring clarity and next steps. |
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.
Section | Content |
---|---|
Sender’s Address | Start with a sender’s full address, including street, city, state, and ZIP code (Note: This is often omitted if using letterhead). |
Date | Provide a date when a business letter is written, typically in a format: Month Day, Year (e.g., August 27, 2024). |
Recipient’s Address | Add a recipient’s full name, title, company name, and address while including street, city, state, and ZIP code. |
Salutation | Begin 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 Letter | Organize 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. | |
Closing | End with a polite closure to a message, such as “Sincerely,” “Best regards,” or “Yours faithfully.” |
Signature | Provide 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.
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:
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:
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.”
[Fill out this blank block]
[Fill out this blank block]
[Fill out this blank block]
Dear [Fill out this blank block],
[Fill out this blank block]
[Fill out this blank block]
[Fill out this blank block]
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)
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
Language
Element | Description |
---|---|
Clear Purpose | State your main objective of writing a business letter to ensure a recipient understands an intent immediately. |
Concise Language | Use a clear, respectful, and straightforward language to convey your central message without unnecessary details. |
Specific Details | Include relevant facts, dates, names, and other specifics to support your document’s purpose. |
Call to Action | Clearly outline what action you want a recipient to take in response to a message. |
Polite Tone | Maintain a positive and professional tone throughout, regardless of a paper’s subject. |
Supporting Evidence | Provide any necessary data, documents, or references to back up your statements or requests. |
Follow-Up Information | Offer your contact details or indicate when you will follow up on a matter discussed. |
Acknowledgments | Recognize any previous interactions or contributions related to a subject matter. |
Future Intentions | Briefly mention any future actions or expectations you have concerning a discussed issue. |
Gratitude/Appreciation | Express thanks or appreciation to foster a positive relationship with a recipient. |
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.
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