Business Letter Format & Parts

• Understanding letter writing is essential for effective communication in both personal and professional contexts.

Business Letter Basics

• The business letter is a formal letter that follows specific formatting requirements.
• It is most often written in block format, with all lines starting on the left side with a 1-inch margin.
• Business letters are single-spaced within paragraphs and double-spaced between paragraphs.
• Size 12 Times New Roman is the generally used font.
• Business letters are used for sales, relationship building, recapping conversations, and calls to action.
• They can be sent on letterhead or via email.

Seven Parts of a Business Letter

• Heading
• Recipient's Address
• Salutation
• Body
• Closing
• Signature
• Enclosures

Heading

• Contains the business address.
• If using letterhead, it includes the date.
• If not using letterhead, it includes the company name, street address, city, state, and zip code, followed by the date on the left margin.

Recipient's Address

• Placed one line after the date on the left margin.
• Includes the title and name of the recipient.
• Ensures the letter reaches the correct destination.
• If unsure of a woman's preferred title, use "Ms."

Salutation

• Follows the recipient's address, after skipping one line.
• Example: "Dear Ms. Smith:"

Body

• Where the writer states the letter's point.
• Uses block or modified block format: flush left, single-spaced within paragraphs, and double-spaced between paragraphs.
• The main point is identified in the first paragraph.
• Subsequent paragraphs support the points in the first paragraph.
• The closing paragraph reiterates the first paragraph and provides a call to action.

Complimentary Closing

• Placed one space after the last paragraph of the body, flush left.
• The first word is capitalized, followed by a comma.
• Leave four spaces after the closing for the signature.
• Examples of appropriate closings: Sincerely, Regards, Respectfully, Cordially, Best.
• Inappropriate closings: Love, See ya', Talk soon, Take care, XOXO.

Signature

• Hand-written in the four spaces between the closing and the sender's formal name.
• If sent electronically, the typed signature can be placed one line after the complimentary closing.

Enclosures

• Listed three lines below the signature line.
• Include the number of enclosures or list each enclosure by name.
• Examples: "Enclosures (2)" or "Encl: brochure, contract".