How to Write Business Letter Specs
The business letter is the primary format for business and professional communications. Use this format when addressing a potential employer, a superior at work or a potential client or customer. It shows the other person that you understand the proper way to do business. Business letters take a respectful tone while conveying requests, questions or concerns. Knowing the specific formatting rules for writing a business letter is crucial for getting hired and succeeding once you're on the job.
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Instructions
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Type a header at the top of the letter if you are not using letterhead. Include your full name and your postal address. You can center the header or skew it left or right. The rest of the letter should be flush left. Skip one line after the header and type the date. Skip another line, then type the recipient's full name and address.
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Use a respectful greeting including the recipient's courtesy title, like "Dear Mrs. Jones" or "Dear Dr. Smith," followed by a colon. If you are unsure whether the recipient is male or female, you can use the person's full name. Skip a line.
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Type the body of the letter. A business letter should be simple, concise and clear. There should be absolutely no confusion about what you are trying to convey. Do not use flowery language or ramble.
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Conclude with a proper closing like "Thank you," "Sincerely" or "Yours truly" followed by a comma. Skip four lines after your concluding phrase and type your full name.
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Indicate if you have enclosed anything, like a financial statement or a resume, by typing the word "Enclosure" after the body of the letter.
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Print your typed business letter. Use a pen to sign your name between the closing and your printed name. Place the letter in an envelope and mail it to the recipient.
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References
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