How To Write a Business Letter: Structure, Tips + Template

As the most common form of professional communication, many modern office workers send and receive dozens of business emails every day.

While you may receive calendar invites, casual messages, and countless newsletters, some important messages need more formal structure and polished language to be effective.

In a world of overstuffed inboxes, sending a formal business letter can be a powerful tool to help you clearly communicate crucial information. Learn more about the different types of business letters, plus tips for writing an effective one.

What is a business letter?

A business letter is a type of formal, written communication addressed to a professional. A business letter may be sent by email or printed out and delivered by hand or mail carrier.

While informal emails are a quick way to communicate with individuals or groups of people, business letters are more common for formal occasions. These letters follow a standard format and are suitable for external outreach or internal company communication.

10 types of business letters

A business letter can be an effective way to share important information, but it can make your communication more memorable. Here are some common types of business letters:

1. Offer letters. Offer letters formally extend a job offer to an applicant after the interview process ends. A hiring team sends these letters, which often include a confirmation of the job title and salary details of the prospective employee.

2. Resignation letters. A letter of resignation is an official way to inform a company that you’re leaving. Resignation letters include written documentation of your intent to leave and your timeline for quitting.

3. Sales pitches. Sales letters are pitches made to attract new business. They usually include an appealing description of products, services, and price points and are sent to company CEOs or procurement departments.

4. Information inquiries. Businesses and individuals send these letters to collect pricing information, compare quotes, and gather availability details from potential vendors about their products or services.

5. Thank you notes. A printed thank you message is a formal way to show appreciation after a job interview, an important client meeting, or to a vendor for a job well done.

6. Invitations. Businesses may send written invitations to ask colleagues, peers, and industry leaders to attend an upcoming event.

7. Follow-ups. Follow-up letters are a way to check in after you’ve sent an initial inquiry.

8. Recommendations. A letter of recommendation is an endorsement from a trustworthy source. Job candidates can use professional letters of recommendation to make their applications stand out, and businesses may include recommendation letters from current clients to vouch for their services.

9. Acknowledgements. An acknowledgment letter is a way to confirm you have received information from a peer or colleague.

10. Cover letters. Cover letters are personal notes you attach to a résumé during the job application process. You can write a cover letter to express enthusiasm for the role, provide background information, or add additional details about yourself.

Structure of a business letter

1. Layout
2. Heading
3. Salutation
4. Body
5. Closing
6. Signature

Business letters use a formal structure and include several standard elements:

1. Layout

Following the correct format will ensure your letter looks professional and is easy to read. Business letters typically use one of the following common layouts:

• Block format. In a full-block format, left-justify all elements and separate body paragraphs by a space. Don’t indent the first line of your body paragraphs.

• Semi-block format. In semi-block format, each new paragraph in the body section begins with an indented first line. All other elements are left-aligned. Separate body paragraphs by a space.

• Modified block format. In modified block style, right-justify the heading, sign-off, and signature. Body paragraphs remain left-justified and the first line is not indented.

All of these options use single-spaced text for the entire letter.

2. Heading

The heading section appears in the top right or top left corner of a business letter, depending on your chosen format. Headings should include the following information:

• Sender’s full name
• A return address
• Additional contact information
• Full date

Some headings include the recipient’s address below the date, but this information is optional.

3. Salutation

Open your letter with a friendly greeting. This formal salutation is typically one word followed by the recipient’s name and a comma. For example, it might look like this:

Dear Jon Hamm,

Including the recipient’s name will make your letter feel more personal. If you’re sending a letter without a specific contact, consider substituting the name with a general term such as “Dear Sales Department” or “Dear Pizza Lover.” Addressing a specific group may seem more intentional than the standard line, “To whom it may concern.”

4. Body

The body section is the bulk of the letter; it’s where you express your main point, whether that’s inviting someone to an event, offering them a job, or asking for specific information. Strive for clear, concise language. Make sure your letter’s purpose is clear; after reading, the recipient should understand your request and know how to proceed.

Most business letters contain multiple paragraphs but there is no set minimum or maximum—the optimal length depends on the content of your letter. However, each section should be brief; aim for around four lines per paragraph.

5. Closing

Include a sign-off or formal closing below your last body paragraph. Choose a short sign-off with a professional tone such as “Sincerely” or “Best regards.” Separate the closing section from the final paragraph with an empty line.

6. Signature

Finish your letter with a handwritten signature on its own line followed by your printed name. To format this section, leave an empty space between your last line and typed name. Print your letter and sign your name in blue or black ink, or use a signature software to sign it electronically.

Tips for writing a business letter

• Stay focused
• Clarify next steps
• Use the proper tone
• Personalize your message
• Include relevant information
• Pay attention to details

Here are some tips to keep in mind as you write your business letter:

Stay focused

Focus on a single message or request. A clear letter with a well-defined purpose will be easy to understand. Including multiple asks may confuse the reader and decrease the likelihood you’ll receive a response.

Clarify next steps

Include a brief description of any action items. For example, if you’re sending a sales pitch, explain how the reader can make a purchase and where they can access additional information.

Use the proper tone

Consider who you’re addressing and adapt your tone to appeal to the audience. If you’re reaching out to a conservative company, consider including formal titles like Mr., Dr., or Professor in your greeting and use formal language appropriate for a business setting. A more liberal company or start-up might respond better to friendly, confident language and a less formal greeting.

Personalize your message

Consider referencing specific facts about the company or the recipient to explain why you’re reaching out. Including personalized details will make your letter more compelling and prove that it’s not a generic message sent to a large group.

Include relevant information

Depending on the nature of your letter, you can include additional documents. For example, add your résumé to your cover letter. If you’re sending a sales pitch, consider including information about pricing and product specifications in the package.

Pay attention to details

Aim to create a clean, accurate letter. Use a professional font such as Arial or Times New Roman—now is not the time for Papyrus. Proofread for grammar errors and typos before printing or sending.