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Ultimate Guide On Business Letter Format

UserHenry Lee time16 October,2019

You have an essential business letter to compose, yet you are not aware of the format? Authentic business letter format not only increases the authenticity of content but, provides gravity to the matter too.  

If you are a student engaging with a professional organization, you have to be well-versed with the customs of a business letter. Only then you will be able to provide refined content.

Business Letter Format

This blog will provide valuable insight into the vital aspects involved in how to write a business letter.

Business Letter Format

If you wish to provide a compelling Business letter, here is the authentic formal business letter format.

1. The Standards

  • There are a few protocols associated with business letters; you have to resort to common font types like Arial or Times New Roman to write the letter.
  • A one-inch margin should be maintained on all the sides.
  • There should be no indentation for the block paragraphs
  • The company name and specific information about the company have to be provided in the sender’s address.
  • The date has to be provided; which should appear below the sender’s address, with left-justified alignment.
  • A proper business letter format should contain the name of the recipient, the title, company name and the address maintaining a perfect order.
  • Following this, an important indicator of respect has to be specified to proceed with the body of the business letter. This constitutes the business letter salutation. Specific essential attributes concerning the salutation are:
  • If the recipient is unknown while addressing, employ “to whom it may concern”.
  • Usually we write Sir/Madam.
  • If you are aware of the name of the recipient, then write “Dear Malcolm.”

A business letter format sample will help you understand the further proceedings of the letter.

Basically, the sample is an extension of what has been mentioned before. Here the addressee refers to the recipient. If you observe carefully, you are bound to notice that the business letter is left-aligned.

Now, we’ll take a look at the content that has to be provided in the body.

2. The Body Of Business Letter

Often students overlook the aspects that have not been mentioned in the format. They are aware of the guidelines when the damage has already been done. Thus, if you are wondering how to format a business letter?” you have to care about these aspects also.

  • The body of the business letter is the most essential aspect apart from the formatting features. This is where you are stating your business proposal or concern. However, if it’s a business reference letter, then the content is different. It is usually a letter of recommendation given on behalf of a client, vendor etc.
  • But, when it comes to the body, the points should be direct and articulate. There should be no meandering sentences or flowery transitions. Thus, the tone of the body is professional.
  • Create a proper reference. “I” should refer to the writer/sender and “you” should refer to the recipient.  The content should be crystal clear so that the recipient can immediately understand the objective of the letter.
  • Writing a business letter is not irksome when you stick to the guidelines and follow the sample provide before. Try to use active voice as the passive voice is responsible for making the content ambiguous. Moreover, you are trying to establish a professional relationship between two people. Thus, it is imperative you resort to a conversational approach.
  • You may add a little humour but on the side of caution. Similarly, do not make it to personal if the recipient is unknown and be courteous. If the letter is related to certain grievances, do not be harsh, rather try to explain your problem in a milder tone.

Once you are done with the body, it is time to focus on how to end a business letter.

3. Ending the Letter

If you have been reading the blog closely, then it would not be difficult for you to understand the basics of the business letter and the format. Now that we are done with two-thirds of the business letter, we’ll take a closer look at the end section.

  • You have to be specific while choosing the closing. An indicator just like the salutation, the closing is a part of the formality. Usually, we write “Respectfully”, “Sincerely”, “Yours Sincerely” etc.
  • Once you are done with the closing, you have to provide your full signature. After the signature has been covered, then provide the typed name and the contact details.

A business letter example will help you understand the part mentioned above.

Another important aspect that has to be noted in this regard is the enclosure of the essential documents. If you have attached your resume or other materials, it has to be specified in the end.

Now, you are done with the entire business letter and its various types like the letter of recommendation or business analyst cover letter.

A few samples would help in clearing the things.

Seanrist Corporation
12 Bourke Street
Melbourne branch

September 9, 2019

Keith Taylor
President
Seanrist Company
Adelaide

Dear Mr. Keith,

Enclosed is the latest report on the incorporation of upgraded ERP software at Seanrist Corporation. We have extended the service to all the departments in our branch. For further queries, please contact me at +(1234-66-0032) or at the email address mentioned below.

Sincerely,
Helena Smith
Business Head
Seanrist Corporation
helens09@gmail.com
Enclosure: Documents (Report)

However, students, these days are caught up with various activities. Often they are under time pressure as they have been preparing notes for upcoming exams, or busy with project works. In such cases, it becomes difficult to invest time for trivial assignments like writing business letters. Moreover, you have to follow the guidelines while composing the letter.

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