Business Letters and Sample Business Letter Template Format Examples

If you need to write a business letter either as a business person yourself or to businesses you need to contact getting the right format is essential. Here are tips, examples and a template you can use. 

Writing letters especially to customers can make you feel completely stumped and not know what to say. Additionally a correctly formatted business letter is important if you are introducing your business or are connecting with other businesses for quotes, sales introduction an apology or even a thank you letter of appreciation (for example, if you have had a recreational day out).

 

The information on this page will enable you to know how to write a business letter and the format and and parts always form the same style and structure even if it’s just a cover letter. There is letter writing software available but if you have Microsoft Word you should be able to do it yourself by following the guidance below.

The main points to remember are that you want to get the person you are writing the letter to understand what you want and elictic the right reply.

Tips for writing business letters

As mentioned above you want your business letter to get read and actioned so that means sending it to a named person rather than just any one you can think of (or worst still just “head office” or something else less random. Most people will know who they are writing to (a named contact) but if you don’t then ring the company concerned up and find the name and correct spelling together with their department name.

When it comes down to the actual writing you should keep it as brief as possible and not stray onto pages and pages that simply won’t get read at all. Perhaps you should jot down first what you want the outcome to be and a few words on why you are writing in the first place.

Then you can start to build up the structure. The point with a letter is you want the person to read it and do something so you need to outline why you are sending it together with facts and figures as necessary. If you have a lot of information you want to send then attach them as appendices and refer to them in the body copy and well as at the end as attachments listings.

Be wary to keep all emotion out of the letter and if you are finding yourself in this mood then leave writing it for a few days but write down the facts you want to get across in a book or jotter pad so you can refer to them later and not forget why you were writing in the first place.

Business letter template

Here is a template you can use for writing formal business letters. There is an example after this to give you some ideas but in essence the structure and format are the same for any business letter you may have to write. 

Top of the letter

Your street address (but not your name)
Your state and zip code

Today’s date

The name of the person you are writing to (first name and surname)
The company name
Company department
Company address and zip code

Dear salutation (this can be Dear Mr. Smith – if you have the name of the person just put Dear (surname) and don’t include their first name) or Dear sir if you happen not to have a named contact (but see above about this)

Introduction and initial paragraph – in the first paragraph you will need to make it short at just one or two sentences and this would explain why you are writing the letter.

Letter Body – this will have additional facts and detail why you are writing with specific information you want the recipient to act upon.

Final and closing paragraph – This should summarize the letter and have a specific call to action spelling out what you would like to happen next – whether this is a reply or that you will follow up the letter with a telephone call later that week.

Sign off - Usually this would simply be “Yours sincerely”  and your name.

Business Letter Example

Here’s an example of a business letter to give you an idea of what it’s all about.

 

Patrick T. Bains,
316  Mission Street,
San Francisco CA 94119
 
September 17th, 2009

Mr. Harry Perkins,
XYZ Company Inc,
542 Daytona Avenue,
Seattle, WA 17992

Dear Mr. Perkins,

Thank you for allowing us to provide a sales quotation for 1,000 luxury gift hampers for your clients’ christmas giveaway last Wednesday.

I have enclosed a full quotation including the delivery schedule we discussed and ordering details.

I very much look forward to receiving your order this year and can be contacted directly on my cell at 0700 333 333 during office hours if you have any questions at all.

Yours sincerely,

Patrick T. Bains,
CEO. Luxury Hampers Inc.

Encl: Quotation

As you can see the letter is quite short and summarizes why it is being written and the outcome required.

We hope this sample business letter template and and formatting tips helps you – if you have any additional tips or help needed please let us know below.

Copyright: This article is original and copyright protected and you may not reproduce this content in any manner without our express permission.