How to Write a Basic Business Letter

Basic Business Letter Format

Learning how to write a business letter is a skill that is easily learned. And in many circumstances it is instrumental in establishing communication between business associates in a professional manner. Here is a quick tutorial on proper business letter format.

Things You'll Need

• Computer
• Printer
• Word processing Software
• Letterhead
• Envelopes

Instructions

1. Length. Remember a business letter is not a personal message to a friend. A business letter is formal communication. Keep the letter short and to the point.

2. Format. Most business letters are written in block format. In a block format the entire letter is flush left.

3. Letterhead. A business letter should be composed on letterhead. The letterhead should already contain your name, address, telephone number, and email address. Now, space down 2 or 3 spaces below the letterhead and type the current date. Type the name and address of the person you
   are sending the letter to about 2 spaces below the date, flush left. Drop down two more lines and type the salutation. Note: The salutation is the business letter greeting. For example, Dear Mr. Smith.

4. Paragraphs. The first paragraph of the business letter should explain why you are writing the letter. And any following paragraphs should further explain the reasons for the letter. Remember: Don't get too long winded. Keep the paragraphs brief.

5. Closing Paragraph. The closing paragraph should state something in the line of: I look forward to your prompt reply or something similar.

6. The Ending. End the business letter with an appropriate business like closing "Sincerely," "Sincerely yours," "Best Regards." Then hit the space bar about 4 or 5 times. Type your name, business title, business name. Note: Don't forget to sign your name in the space provided after "Sincerely."

Tips & Warnings

• Always try to type the letter to a specific person in the organization.

• If the name of the contact person is uncertain use Dear Sir or Madam. Or better yet...call the organization and get the name of the contact person.