Business Letter Formatting Made Simple: Use This Free Template

Apr 8, 2011
Victoria Nicks

Correct formatting errors before sending a letter - Stock Xchng Image by somadjinn

Having trouble formatting a business letter? Use this sample and fill in your personal information, address and date. Don't forget to change the addressee!

A formal business letter requires a certain type of format, but it can be difficult to get everything to look just right. If you're struggling with the formatting of a letter, use this template for your business-related correspondence.

Parts of a Business Letter

A business letter is composed of several parts, including the header, inside address, salutation, body, closing and signature. The parts of your letter should come in the following order, and contain the appropriate information.

The heading, also known as the "header" includes your address information and the date. It should look like this:

1234 Main Street

Anytown, CT 95445

April 8, 2011

The inside address is the address of the intended recipient of the letter. It should include the name of the recipient. It should look like this:

James Pierson

2245 Main Street

Anytown, CT 95445

The salutation is your initial greeting of the person to whom you are writing. It should look something like this:

Dear Mr. Pierson,

The body of the letter is the portion that includes the information that you wish to convey. It might look something like this:

I am writing to inform you of important information that pertains to your business. Please evaluate the following points as soon as possible and contact me to discuss your position.

The closing of a business letter should be formal, with different degrees of informality, depending on the type of letter, and should be followed by a comma. Examples of business closings include:

Yours sincerely,

Sincerely yours,

Regards,

Thank you,

Thank you for your time,

I look forward to hearing from you soon,

Yours respectfully,

The signature block should be spaced far enough below the closing to allow you to sign your name. Type your full name, or your first initial and last name. It should look something like this:

David Smith

Formatting the Letter

When you format your business correspondence, each segment should be left-justified on the page. Do not tab, indent or center any of the fields. As you write the letter, bear in mind that it is professional correspondence, so don't print it on colored paper or use a fancy script-style or blocky font. Choose a standard font style such as Arial or Times New Roman, and keep the size of your fonts to around 12pt to make the letter easier to read.

The difficulties of writing a letter for business purposes should not keep you from corresponding with business associates. Although you may be able to do business over the telephone for the most part, there are instances, such as the need for a demand letter for non-payment of debt, in which you must correspond by letter. With this quick template, you'll always be able to fire off a business-related letter in no time.