Business letters are a polished and sophisticated way to communicate with other businesses or share important news. They’re usually written from one organization to another, making them different from the more formal and structured internal memos. You can use business letters for a range of purposes, like making official requests, sending announcements, or crafting cover letters.
Structure of a Business Letter
A professional business letter format typically follows a general structure that includes a salutation, body paragraph, closing, date, recipient’s address, and signature. Start by listing the date after your contact information, which should include your name, address, phone number, and email. Then, add the recipient’s address, including their name, job title, company name, and address.
Use a formal salutation like “Dear Mr./Ms./Dr. [Last Name]” followed by a colon. In the body of the letter, keep your language formal, avoiding jargon and slang. Be clear and direct, using numbered lists or bullet points if necessary.
End the letter with “Sincerely” or “Best regards,” followed by a comma. Include your full name below the space designated for your signature. Make sure to proofread your letter to ensure it’s professional and free of errors.
Example of a Business Letter
Broadway 10012, New York, USA NY 87101
July 28, 2019
Ms. Alisa Clark
Boston Magenta Villa
7419 Eastern Dior Road
West Australia, Bunbury 98101
Dear Ms. Clark:
I hope you’re doing well. I’m Suize Dawson, Director of Marketing at Pinnacle Highlands Pvt. Ltd, and I have some marketing ideas that could benefit both our companies. Our team often prefers staying at the Boston Magenta Villa when in Seattle, but rooms are often unavailable. If you could reserve a block of rooms for our staff, we’d be thrilled to feature the Boston Magenta Villa in our business magazine at a reduced rate.
I’ve attached three sample ads from our graphic design team to show you what a partnership could look like. These examples highlight our intention to promote Boston Magenta Villa to the millions we serve annually. If you’re interested in discussing this further, you can reach me at 575-696-9245 or sdawson@phighlands.com. Looking forward to your response.
Sincerely,
Suize Dawson
Director of Marketing, Pinnacle Highlands Pvt. Ltd
Enclosures: Three samples of print advertisements.
The standard format for a business letter includes the sender’s contact info, the date, the recipient’s details, a formal greeting, closing, and the sender’s signature. To maintain a formal tone, use a respectful salutation like “Dear Mr./Ms./Dr. [Last Name]” instead of casual greetings. Keep the body concise, stating the purpose clearly and providing necessary information. End with a polite closing, and use a professional font like Arial or Times New Roman. Align text to the left, use standard margins, and leave a blank line between paragraphs to keep the letter clean and professional.
