Business Letter Sample and Quick Step-by-Step Guide

The rapid rise of email has left many people unsure of the correct protocol when writing a business letter. In fact there are a number of formats that can be used for professional business letters. One format is detailed below.

1. Your company's name, address, telephone number and email address should be printed, including the company logo if applicable, or typed at the very top of the first page in the center of the letter. Do not include your own name or job title here.

2. Following your company name and contact details leave two lines blank. On the left-hand side of the page type the reference number of the letter. Leave another two lines blank and type the date (also on the left-hand side of the page), any standard date format is acceptable. If there is no reference number just type the date.

3. After the date leave two lines blank. On the left-hand side of the page type the name, job title and address of the person you are writing to.

4. After the recipients address leave two lines blank. Type the opening salutation, e.g. Dear Mr. Doe.

5. Following the salutation write the body of the letter, i.e. what you want to say to the recipient. Rather than indents, use block style for paragraphs. Open the letter by indicating the reason for the letter, e.g. 'With reference to your letter dated... I am writing to confirm that I will be pleased to...' Use formal language, e.g. use 'I will' rather than 'I'll.'

6. End the letter with a closing salutation. If you used the name of the person to begin the letter then close by stating 'Sincerely' or 'Yours sincerely.' If you began the letter with 'Dear Sir/Madam' then the letter is closed 'Yours faithfully.'

7. Under the closing salutation write your signature. Under your signature type your name and job title.

Following these guidelines will ensure you produce a professional business letter.

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Jim S Smith has spent much of his career in professional business communication.

Sample Business Letter.
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