Unlike the block-style business letter layout, in which the full body of the letter is stylized in the left margin, a modified block letter involves indenting the sender address and date in the letterhead to the right margin and indenting the first sentence of each paragraph. Not in love with the block style? You do have two other options. (Leave an extra black space here - four lines, ideally - so you can add a handwritten signature above your typed name and title) ( Leave two lines between the bottom of the last paragraph and the close.) You should also be gracious here: thank the recipient for taking the time to read your note and consider your request. Your final paragraph should clarify the main point of your letter, and if you’re asking for something, make sure your request is clear as you conclude your message.
Each subsequent paragraph should go into detail about the intent behind your letter, whether it’s an explanation, request, or both. Keep your letter as brief and concise as possible. Your letter should be single spaced, but make sure you leave an extra line of space between each paragraph. In your introductory paragraph, get right to the point by explaining the purpose of your letter.
When you write a formal letter, whether it's a business proposal, recommendation letter or some other type of professional letter, use this format (left justified) and choose a simple font (Times New Roman or Arial are good examples of plain font styles) in size 10 or 12 points. Be sure to include a colon rather than a comma after the recipient’s name as this is the more formal salutation punctuation.) Smith: ( use a formal greeting or salutation unless you have a close, first-name basis relationship with the person to whom you're writing. The block format isn't necessarily pretty, but it's the way to go for professional matters! (#ProTip: Don’t forget to format everything in your letter in the left margin, from the sender address right down to your complimentary close.) Sample 1: Block Business Letter Format (Standard Format)ĭate (type out the date in full: “January 1, 2019” as opposed to “1/1/19”)ĭear Ms. You’ll also find the correct format for each section of your letter, including the contact information, your greeting or salutation (where you’re addressing the recipient), and your closing. What's included in a business letter?īelow is a sample business letter that will help you understand the formal business letter format, including what details are necessary to include. In short, a general format to follow is this: As a letter sender who's writing with a particular intent, you also want to be addressing and closing your letter appropriately – even if you're on a first-name basis with the person to whom you're writing - to make a good impression.
These formal letters are typically used - and should be formatted appropriately - when you’re writing a recommendation letter, resignation letter, or cover letter, particularly if you’re drafting a hard copy as opposed to an email.įor example, if you’re sending a thank you note after a job interview, you can simply send a brief, professional email rather than writing a formal, formatted business letter.īut if you’re writing a recommendation letter for someone who used to report to you at work, or if you’re submitting an official resignation letter, you’ll want to craft a legit and professional letter so that both you and the reader can keep a record of the message with detailed contact info.
In fact, we’ve been in your shoes so many times that we decided to put together a guide so that business letter writing is no longer a mystery.īefore we talk about how to format a business letter, let’s take a look at what situations require them.įirst, remember that a business proposal or letter should always be typed, and make sure you understand when you need to write a business letter and use a formal business letter format as business correspondence. If you have no clue as to how to answer these questions when you sit down to write a formal business letter, we’re not judging you. Should you adhere to a specific number of paragraphs? What info should you make sure to include, and how personal should your letter be? What’s the most appropriate way of addressing and closing your note? Still, writing a business letter is something you probably feel like you should know how to do by now - and yet every time you begin typing one, you find yourself googling different formats and types of business letters, including a letter of recommendation or bereavement leave letter. How often do you sit down to write a letter? How often do you sit down to write a business letter? Probably not so frequently.