Include information about your company. List your company name and the company address, with each part of the address written on a different line. If you’re self-employed or an independent contractor, add your name either in place of the company name or above it. If your company has pre-designed letterhead, you can use this instead of typing out your company and address.
Drafting a Business Letter
If you’re typing out the address, it should appear either right or left justified at the top of the page, depending on you and your company’s preference.
If you’re sending the letter to an international location, type out the country in capital letters.
Add the recipient’s information. Write out the recipient’s full name, title (if applicable), company name, and address in that order, with each piece of information on a separate line. If necessary, include a reference number. The recipient’s information should be left justified a few lines below the date.
It is best to address the letter to a specific person. This way, an actual person will be able to respond to your letter. If you don’t know the name of the person to whom you should send the letter, do a bit of research.
Types of Official Business Letter
Choose a salutation. The Business letter Format salutation is an important indicator of respect, and which one you use will depend on whether you know the person to whom you’re writing, how well you know them and the level of formality in your relationship.5 Consider the following options:
Employ “To Whom It May Concern” only if you don’t know whom, specifically, you’re addressing. If you do not know the recipient well, “Dear Sir/Madam” is a safe choice.
You may also use the recipient’s title and last name, e.g. “Dear Dr. Smith.”
Template of Business Letter
If you know the recipient well and enjoy an informal relationship with him or her, you may consider a first-name address, e.g. “Dear Susan.”
If you are unsure of the recipient’s gender, simply type the whole name, e.g. “Dear Kris Smith.”
Don’t forget a comma after a salutation or a colon after “To Whom It May Concern.”
Strike the right tone. Time is money, as the saying goes, and most business people hate to waste time. The tone of your letter, therefore, should be brief and professional. Make your letter a quick read by diving straight into the matter and keeping your comments brief in the first paragraph. For instance, you can always start with “I am writing you regarding…” and go from there.
Content of a Business Letter
Don’t concern yourself with flowery transitions, big words, or lengthy, meandering sentences – your intent should be to communicate what needs to be said as quickly and cleanly as possible. Be persuasive in your letter. Official Business Letter Most likely the purpose of your letter is to persuade your reader to do something: change their mind, correct a problem, send money or take action. Make your case.
Use personal pronouns. It is perfectly fine to use “I,” “we,” and “you” in your business letter. Refer to yourself as “I” and your reader as “you.”
Be aware if you’re writing the letter on an organization’s behalf. If you are stating the company’s perspective, you should use “we” so that the reader knows that the company stands behind your statement.
Write clearly and concisely. Let your reader know exactly what you are trying to say. Your reader will only respond quickly if your meaning is crystal clear. In particular, if there is some result or action you want taken because of your letter, state what it is. Explain your position in as few words as possible.