A business letter format is for a formal method of communication between two or more parties. The common purposes of writing business letters are for sales efforts, relationship building, resolving an issue and considerations.
Using the proper business letter format is one step in making your business more professional.
You write most business letters with the intention of getting the reader to respond. Write your business letters with a clear purpose, making those letters error-free, friendly, and pertinent. All business correspondence should be on company letterhead, and the form of the rest of a business letter is standardized.
Professional Business Letter Format & PDF Download
Business letter’s subject line :
The subject line of a business letter is often placed at the very top of the letter, or directly under the subject’s name. In some instances, the subject line is also placed in line with the subject’s name, justified to the right. Subject lines are generally identified by use of the terms “Re:,” which means “In regards to,” or just “Subject.”
Whether you are working in a well-developed and popular organization or a small organization, you need to know the basics of business communication and report writing. You should know the basic business letter format at least. There is no doubt that the letter templates and samples available now can give us plenty of help but they don’t always contain the exact words that you might need.
A number of business letter formats are available but the block letter format is the ideal one which is commonly used and accepted worldwide. Business letter is a formal document which should be prepared in a correct way to be presented in front of the professionals. Make sure your letter is no more than of 4 paragraphs. Using indentation, right font size, font style and margins counts a lot. The space between the paragraphs needs to be equal too.
You may not just need to write business letters to an organization but you may also need to write letters for your organization too. These letters might need to be communicated within the company or outside the company too. It is the representation of your company so it needs to be of ultimate quality. The format,language and tone of the letter need to be perfect too.
Basic letter format:
HEADING goes at the top, ususally with some letterhead design, including a logo and possibly a company slogan. Header should include mailing address of company or individual writing the letter.
The attention line should be used when the name of the person receiving the letter is unknown. Use two spaces after the colon. Whenever an attention line is used, so is the phrase, Ladies and Gentlemen: which becomes the salutation.
The date, contact information, salutation and closing of the letter are the most important aspects. Somehow we managewriting a good letter body but mistakes are made in writing the above mentioned parts of the letter.
The date should be like this “May 11, 2013”. The contact information must include the name of the person you are addressing, his designation, address, city and zip code. In the salutation, use the same name that you have used in the inside address. You can write “Dear Mr. Smith”. When it comes to the closing of the letter write “respectfully yours” and then leave space for your signature. After that, write your name as well as designation. That would be the end of the letter. You can get a glance sample cover letter formats here : /cover-letter-format-creating-an-executive-cover-letter-samples/
If you are confused about how many lines do I have to leave and what would be the indentation then you can download some samples and templates for help. Once you are done with the letter, proof read it for errors. It would be good if you ask someone else to read your letter too. He might give you suggestions to improve sentences and make the letter more professional.
Need to write a polished, professional letter? Most business letters follow an established, easy-to-learn format that you can adapt to any type of content.
Purdue OWL: Basic Business Letters
How to Write a Business Letter
Sample Format for Writing a Business Letter