How to write the perfect business letter

Although the business world has evolved over the years, there are some things that haven’t: elements of formality and respect. When addressing someone in a professional setting, especially a superior, there is a certain way to go about it. The same goes for writing a business letter. And while business letters may seem old school, they still play many different roles in the industry.

If you’re looking for a guide to writing business letters, look no further. We’ve got the tips and tricks to help you write and address your best letter yet.

Why should you write a business letter?

If you need to convey formality and professionalism, physical letters are a great avenue to take. While the internal company communication can be done by e-mailwriting to other businesses via a letter shows an air of class and polish.

Reasons to write a professional letter include:

  • Advertisement
  • Official requests
  • Letters of motivation
  • Networking
  • Thanks or follow-ups
  • Resignation

Whatever reason suits you, the format of your letter should follow a pattern. Keep reading to learn more about structuring your business letter.

How to write a professional business letter

Letter writing is an art. And when you combine it with business, it’s an art combined with a process. When it’s time to write your letter, use our step-by-step instructions to guide you from what’s inside the letter to what’s outside the envelope.

Related: The Business Benefits of the Handwritten Letter

1. Inside the letter: the header

Before you start writing the letter, you must include a header which provides important contact information. If you are using business letterhead that provides this information, you can skip to the next step.

The header should be located in the upper left corner of the envelope and include the address format:

  • your full name
  • Your full address (home or business, depending on the situation)
    • Sender address (your address)
    • Town
    • : State
  • : Postal code
  • Name of the country

Your phone number (your most reachable number)

  • Your email address

Ignore the separation and include:

  • Full date (July 19, 2023)
  • Skip the next line and continue with the second line:
  • Recipient’s full name (if you know the person’s name)
  • Recipient’s job title
    • Company name (if applicable)
    • Consignee address or company address
    • street address


: State

: Postal code


Once you’ve set up the labels, it’s time to get down to writing.

2. Inside the letter: the content

When writing a professional letter, you need to find the balance between being eloquent yet direct – friendly yet formal.

  • The content must be:
  • The Salvation
  • A salutation is the first line of your letter. It’s a way to open your letter by addressing your recipient directly. What you know about your recipient will dictate how you can greet them with the salutation.
  • Home options include:
  • Dear Sir, Madam, Miss and Madam (only use these abbreviations if you are sure)

Dear Sir or Dear Madam (only use these titles if you are sure)

dear teacher

Dear recruiter

To whom it May concern

Once you’ve decided which salutation to use, you need to make sure you format it correctly in your letter. The salutation should be left-aligned, followed by a comma, and standing alone on one line. For instance: Dear teacher,

The message

  • It is now time to tackle the body of the work. Business letters should not exceed one page. To make sure you stay on topic, construct your letter in three paragraphs
  • is a useful structure for living. Make sure each of your paragraphs is indented to show separation.Content should cover:
  • Paragraph one: opening statement with the purpose or intent of the letter

Paragraph two : develop your point with background information, supporting details and reasoning

  • Paragraph three:
  • reinforce the purpose of the letter and end with a CTA (call to action)
  • A call to action shows
  • the recipient that you expect a response. A CTA can be something like:

I look forward to hearing from you.

Please contact us with any questions you may have.

I am looking forward to hearing from you.

  • Please keep me posted on the process.
  • Signature
  • Once you’ve said what you need to say and included your call to action, you need to include a formal endorsement.
  • Closing sentences can be things like:
  • Sincerely





After signing, you must include a comma, down a space, and sign your name.

A model

Even though we have given you all the information, it can be useful to have everything in one place. The next time you need to write a professional letter, use this letter to guide you.

Your name

Your full address (home or business, depending on the situation)

Your phone number (your most reachable number)

Your email address

Full date (July 19, 2023)

Recipient’s name (if known) [Recipient]Recipient’s job title

Company name (if applicable) [your name]Consignee address or company address [your reason]Expensive [Continue with your reason for one to two more sentences],

My name is [background information]and I reach out because [provide supporting details in one to two sentences]. [provide reasoning in one to two sentences].

To give you more information on the subject, [reinforce the letter’s purpose in one to two sentences]. In addition to that, [Include your CTA in one sentence]. This is significant because






  • Your name
  • 3. On the envelope
  • Once you have your letter exactly the way you want it, it’s time to get it ready for the mail. What you put on the envelope is just as important as what you put inside the envelope.

On the outside, include a return address in the upper left corner of the envelope, including:

  • Your name
  • Company name (if required)
  • Your mailing address

In the middle of the front of your envelope is where you will include the recipient information in this order:

  • Recipient’s professional title and full name

Company Name

Exact mailing address

Once you have correctly formatted and included the necessary information, it is time to apply postage. If you’re not sure what kind of postage you’ll need, a good rule of thumb is:

1 oz (4 sheets of 8-1/2″ x 11″ plain paper and a professional size envelope) for 1 First-Class Mail® Forever® stamp (currently $0.60)

You can buy postage stamps on the United States Postal Service website or at any post office. Most grocery stores and pharmacies also carry USPS stamps.

Related: How to Write a Cover Letter That Gets You an Interview

  • Other things to consider
  • Now that we’ve covered the basics, it’s time to go over the little details that make a big difference.
  • The police
  • When you send a professional letter, you need to make sure your font is professional. For formal font options, stick to:

Times New Roman




As for the font size, an 11 to 12 point font is acceptable.


It may seem logical, but this is your official reminder: read your letter again! Mistakes in your letter are unprofessional and don’t make a strong impression on the recipient.

Proofreading involves reading your letter aloud to yourself. Reading aloud will help you hear the tone and rhythm of your letter. It will also help you catch errors that you wouldn’t get by just sight-reading. The email address lineProviding a personal email address as part of your contact information is perfectly acceptable. However, you need to make sure it is professional quality. Try to avoid nicknames or slang terms. Opt for an easy-to-read version of your real name, so recipients can easily recognize you in subsequent interactions.

The stamp

It’s a small detail, but the stamp in the upper right corner of the letter adds to the overall aesthetic of your letter upon arrival. The USPS offers many choices when it comes to stamps, but try to stick to something standard

when you send it

. Avoid “happy birthday” and things to that effect, as that sentiment is not what you intended.

  1. Calligraphy If you are addressing your letter by hand, make sure your handwriting is clear and legible. This is another small detail, but it speaks to the impression of your work, itself. If you are unsure of your handwriting, you can always type in the address for your letter.
  2. Takeaway meals
  3. The art of professional letter writing is still very much alive. When it comes to writing a formal letter, remember these three things:

The content of your letter should be clear, concise and easy to read Your letter’s envelope should provide sender information, recipient information and appropriate postage These are the little things that will set your letter apart from others.

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