Most professional documents follow standard formatting conventions. If you don’t want to risk appearing naive or lazy, in most professional settings you should stick to the standards. This Business Letter Example how to write a business letter
doesn’t mean your business letter has to be ugly! You still have a lot of flexibility in the way you design the letterhead (at the header and footer of your document) and you have total control over typeface and margins. .
Business letter format component
A business letter is more formal than a personal letter. It should have a margin of at least one inch on all four edges. It is always written on 8½”x11″ (or metric equivalent) unlined stationery. There are six parts to a business letter.
The Heading. This contains the return address (usually two or three lines) with the date on the last line.
Sometimes it may be necessary to include a line after the address and before the date for a phone number, fax number, E-mail address, or something similar.
Often a line is skipped between the address and date. That should always be done if the heading is next to the left margin.
Facts of Business Letter
It is not necessary to type the return address if you are using stationery with the return address already imprinted. Always include the date.
The Inside Address. This is the address you are sending your letter to. Make it as complete as possible. Include titles and names if you know them.
This is always on the left margin. If an 8½” x 11″ paper is folded in thirds to fit in a standard 9″ business envelope, the inside address can appear through the window in the envelope.
Criteria of Making Business Letter
An inside address also helps the recipient route the letter properly and can help should the envelope be damaged and the address become unreadable. Skip a line after the heading before the inside address. Skip another Official Business Letter line after the inside address before the greeting.
Business Letter Formats
The business letter format example below isn’t exceptionally attractive in terms of letterhead design (here I’m just highlighting the conventions), but the formatting is the most widely recognized professional business letter format. Click on the .jpg file below for the full-size image, or use the See below the image for a an explanation of the business letter format components.