Proper Format for Writing a Business Letter

Almost every job will require you to write an official business letter at some point in your career with the company. Knowing the proper way to format business letters is imperative because you are representing your company on paper. The recipient of your letter, be it a customer or other business contact, can be drawn to your company or repelled by it based on your level of professionalism in letter. Therefore, it is important to know acceptable business letter styles in the corporate world.

Standard Formatting

There are varying styles in creating a business letter. However, there are several standard elements that are to be included in every style. Each business letter should include, in this order: the sender's name, address and phone number (this can be ignored if your company has an official letterhead containing this information), the current date, the subject, the receiver's name and contact information, a formal salutation (followed by a comma or a colon), the body, formal closing, the sender's handwritten signature, and the sender's name and company. Depending on the purpose of the letter, you will also include "Enc.:" to list anything else that has been enclosed in the envelop or package, "cc:" to list any other recipients of the letter, and the initials of the typist if the letter was dictated to a secretary rather than typed by the person sending the letter.

There are also very specific rules to follow concerning line spacing. In general, all letters should be single spaced. The top of the letter should include the date, followed by three line breaks. After the body of the letter, include two line breaks. After the closing, three or four line breaks are necessary to ensure the sender has enough room for a handwritten signature. Finally, include two line breaks after the sender's name and title.

Variations of Block Style

The most common business letter style is known as the block style, because every element of letter is in a block. In this style, paragraphs should not be indented and all text should be left aligned.

The modified block format aligns text to the left, with the exception of the sender's address, the date and formal closing, which are indented about three to four inches (seven "Tab" strokes on modern computer keyboards). Paragraphs should not be indented with this style.

In a semi-block style, the text is again left aligned, but paragraphs can be indented.

Just as the modified block format, the modified semi-block style aligns the text to the left margin with the exception of the sender's address, the date and formal closing. These elements are indented 3 or 4 inches from the left margin. Paragraphs in this style can be indented.

Example: Standard Block

Jane Doe
555 Walcott Lane
Happyville, CA 55555
800-555-4456
[e-mail]

January 1, 2009

Re: Business Proposal

John Smith
Smith's Business Opportunities
100 Business Lane
Happyville, CA 55555

Dear Dr. Smith:

Please contact me regarding changes in the contract between our respective companies. Before a completed contract can be signed, a few details must be ironed out.

Sincerely,

[Handwritten signature]

Jane Doe
CEO, Happyville Medical Supplies

Enc.: Proposed contract changes

cc: Sarah Jones, CFO, Happyville Medical Supplies

References

• The Basics: A Rhetoric and Handbook (4th Edition); Santi V. Buscemi, Albert H. Nicolai, Richard Strugala; 2004

Resources

• Business Letters