How to Write a Business Letter

In spite of the proliferation of email messages in the modern office, there are still times when a letter is required. Business letters are formal in style and follow a certain format. Every company has its own letterhead stationary on which formal business letters are written. The form most generally used in these letters is the block format that lends a crisp look to the correspondence.[Example #1] Most of the elements of the letter are aligned to the left margin. If the writer wants to emphasize the subject of the letter then the subject is written in uppercase letters instead of the salutation.[Example #2] Another layout that is sometimes used is one in which the date and closing are moved to the right margin.[Example #3]

Below the letterhead, aligned to the left margin is placed the inside address. This is the address of the company/person to whom the letter is being sent. The salutation comes next in which the name of the person receiving the letter is placed. A formal greeting is used: Dear Mr. or Ms. followed by a colon (:) The body of the letter comes next. The last section is the closing. Several different words may be used such as: Sincerely Yours, Very Truly Yours, etc. The one commonly used in the U.S. is just simply "Sincerely" followed by a coma (,). A space is left on which the sender signs his/her name above the typewritten name. If a secretary is typing the letter, his/her initials are placed a little further down on the page.

These are examples of business letters which show three different formats.

[note: When these are posted the formatting is lost so the examples do not show the proper layout.]

Sample Business Letters

Letter #1 [This is the block format]

Martin Associates Educational Materials
1223 Des Moines Ave.
P. O. Box 89
Des Moines, IA 51500
USA

Phone (515) 555-1234
Fax (515) 555-9876
Email: martinedum@yahoo.com

April 19, 2008

Dr. Allen Morehead, Curriculum Director
Cedar Rapids Public Schools
8950 Iowa Dr.
Cedar Rapids, IA 51525

Dear Dr. Morehead:

It was a pleasure meeting you at the regional conference in April. As we discussed, we have a full line of ESL materials which would be of use to you in the classes you are planning to implement. Our line includes works from some of the most respected names in the field of ESL. They are on the cutting edge of new methodology in that area. Many programs are now using products from our line

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