This Free-Form Letter is a valuable time saver for creating basic professional business letters. This letter utilizes the standard acceptable formatting of a p.
This page will teach you the how to properly format a business letter, as well as provide a wealth of examples, templates, and writing guides to help you write yours.
Table of Contents
We’ve provided extensive how-to guides for writing the following common examples of business letters. Just click the images below to download our free letter templates.
The business world is filled with intricate behavior guidelines and overly formal communication styles. A business letter allows multiple parties to exchange relevant information professionally. It can also be more impactful to a reader than an email, due its formalized structure, content, and tone.
Our general business letter template can be used for any kind of professional communication/correspondence, including cover letters and letters of interest. Simply decide if you want a letterhead, click the download button, and let our template guide you through the writing process.
Business Letter Format – Without Letterhead (Text Format)
[1234 Street Address]
[City, State, Zip]
[1234 Street Address]
[City, State, Zip]
In this paragraph, deliver a friendly and clear introduction. State the main point of the letter here. Keep this section short and to the point.
In this paragraph, explain the importance of the main point by providing compelling and persuasive reasoning.
In this paragraph, continue to provide background information to back up your reasons. You can use facts, data, and other quantifiable metrics to support your claim.
Close by restating the main point of the letter, and if you can, include a call to action.
When it comes to how to format a letter, you need to pay attention to the format of both the page and the content. Both are essential for creating the professional look that is the foundation of any proper business letter.
Before you begin writing, decide which layout you want to use. There are two common formatting styles: block and modified block. The block format has a left-aligned address and closing, while those in the modified block are right-aligned. While the block format is used more often, both are acceptable for a formal letter.
The following are the standard rules that should be adhered to when formatting the page of a formal letter:
All proper business letters should be left-aligned, any other type of alignment is considered unacceptable in most professional settings.
Your letter should be single-spaced. In addition, there should be a space between the date, address, salutation, and each paragraph. Include four line breaks between the closing and your printed name to leave space for your signature.
The standard font style is Times New Roman, size 12. However, you can use other sans-serif fonts such as Helvetica, Arial, Courier, or Geneva, also at size 12. Sans-serif fonts have been credited with increased readability because of their balanced typeface.
When using a letterhead, be sure to add a horizontal line underneath it. You can refer to our letters above to see some examples.
Keep your margins between 1 to 1.5 inches. Generally speaking, 1-inch margins are the most widely accepted format for professionals.
If you want to be taken seriously, make sure all of your punctuation is used correctly.
The following tips cover all the parts of a business letter in order from top to bottom.
Most professional business letters include a letterhead – which is comprised of your name, address, phone number, and email address.
Letterheads are meant to make your letter unique, as well as help verify its authenticity to the recipient. Likewise, you can include your company’s logo on the letterhead for brand recognition and a more trustworthy appearance.
Check out the example letterheads below — both of which are acceptable methods for displaying your name and contact information. For more ideas, you can check out ourcover letter templates. See the letterhead sample:
Using a letterhead is always preferable when writing a business letter. However, if you decide to not use one, you must use the following format to maintain a professional appearance:
Example of format when not using a letterhead:
The date should be the day on which you completed the letter, written in standard U.S. format (eg. October 28, 2017). It should be written underneath the letterhead, or underneath the address on the top left of the page.
Write the recipient’s (or “addressee’s”) address on the top left side underneath the date. Begin with the name of the addressee on the first line. Some research may be necessary to find the name (LinkedIn, the company’s website, even Google search are all great tools).
Even if you’re sending your letter as an email attachment, you should still include the address to maintain a professional appearance.
The salutation you will use depends on the title of your addressee, your familiarity with them, and also the context of the letter.
If you are familiar with the addressee, then use their first name (unless they have specifically asked you otherwise).
When it comes to salutations, it is always better to err on the side of caution and be polite as possible.
The body of the letter is located underneath the salutation, and is the field where you get down to business and discuss the reason you’re reaching out to this person. Usually, the body includes several strategic paragraphs meant to inform, persuade, and convey gratitude.
Examples of calls to action:
You should always close with a positive sign-off, such as “Thank you,” “Sincerely,” or “Respectfully.” Remember to only capitalize the first word of this closing line, and to leave four lines of space between the closing line and your typed name to make room for your signature.
An enclosure note is an often neglected aspect of letter writing in the digital era. In fact, not many people actually know what ‘enclosure’ means. When you write “enclosure” in any letter you’re implying that another document is attached to the file.
Think of it as something akin to a “see attachment” note in an email. It alerts the reader to another part of your correspondence – and helps prevent them from overlooking a crucial document.
The image below shows where the word “enclosure” should be placed:
Knowing how to write a business letter is a fundamental skill for your professional life. A proper one will have most or all of the elements mentioned above. Be sure to carefully review the grammar, spelling, and format of your business letter numerous times before you send it out, to avoid leaving a poor first impression with your correspondent.
Looking for some more ideas on how to write a letter? Our experts have written of guides on how to write various types of formal letters. Check out our comprehensive letter of recommendation sample libraryfor more inspiration!
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Let clients know you mean business with professionally designed letterhead templates you can customize to feature your business logo and brand colors.
At least every business firm starts as an idea that needs nurturing and pursuing. A business proposal letter template seeks to place forth a business idea, or an intention to work in a certain way with potential partners with the aim of convincing them to lend support or joining in the campaign. When writing such a sample letter, one need to point out their expectation to start a given business, explain its ideals and expected out comes both to the owners, consumers and stake holders.
A business proposal letter usually directs its attention to possible business partners or funders who need to see an opportunity before giving their green light on the project. However, a business proposal does not limit itself to an idea yet to be put to test, it also involves explaining need to develop certain products or services in a given formulation that may turn the tide in favor of the participants.
A business proposal contract is aimed to introduce a proposal while highlighting its opportunities and risks. For clients, this will also serve as a documentation mentioning the purpose and strategy planned for the project.
A Cover Letter for Business Proposal funding will include the general description of the proposal and introduced the detailed finances involved and expected for the project.
This would be a letter that officially invites another business to enter into a partnership agreement, either as a whole entity or in some projects mutually agreed to by both businesses.
Whenever you are looking to ask for sponsorship for your business, the letter should be highlighting the smart goals of the projects, its challenges and the opportunities that make it perfect for funding.
A letter of intent will necessarily define the interest of an organization into getting in business on a project that has been introduced. This letter is officially to carry forward the talks on the new proposal/project.
This letter is in the format of a sample. It is a business proposal letter from the concerned organization to the concerned person. It is a professional letter and has the name of the organization, address and logo. The Free Sample Business Proposal Letter comes in both word and pdf format. It is easy to download and print.
It is a business proposal letter from the concerned organization to the client. It is a professional letter and has the name of the organization, address and logo. The Business Proposal Letter to Client comes in both word and pdf format. It is easy to download and print.
This document is a professional letter format. It is a proposal on behalf of the company to the concerned party / individual. The terms and conditions of the proposal are mentioned in this document. The Business Proposal Letter in Doc comes in both word and pdf format. It is easy to download and print.
This document is a sample cover letter regarding the business that you would like to do. The cover letter explains in detail the purpose of the business. It highlights the terms and conditions involved. The Sample Business Proposal Cover Letter comes in both word and pdf format. It is easy to download and print.
The benefits of such formal letters are overwhelming. This is probably the best way to form new professional connections to expand or improve the business, demonstrate proper knowledge of the business or idea in question and gain support from existing partnerships.
There is no denying the fact that when it comes to business and its operations, effective communication is the key. This especially holds true when writing a business proposal letter as it helps you to gain the attention of the prospective investors and get them interested in your idea. So, how do you write a business proposal letter samples while sending proposition that is effective and interesting? Here’s how.
1. Irrespective of whether you are drafting the letter as a hard copy or sending it as an email, make sure that you format it right.You may also see requisition letter samples
2. The letter should begin with your name and address along with contact details, followed by the date and then the details of the recipient.You may also see sample formal letters
3. The salutation should be formal quotation and should comprise of a suitable title for the recipient.
4. The first paragraph should comprise of the brief account of your idea.
5. In the second paragraph, spell out as to what your goals are and how you plan to achieve these. You also need to elaborate on how you are different from your competitors.You may also see partnership proposal letters
6. In the concluding paragraph, make a request to the investor to consider your work proposal.
7. Sign off with your name and signature.
Remember that you can use the same methodology for all business proposal letters including marketing proposal letters.
You may draft a business proposal letter not just with the idea of starting a new business plan but also for the expansion of the current business. The submission of such letters is usually made to prospective investors or higher officials in an organization. Listed below are the purposes of a business proposal letter. However based on the nature of the letter like catering proposal letter, marketing proposal etc, these may vary.
1. To present the business idea to prospective investors
2. To give a clear idea of the goals and performance objectives
3. To elaborate on the steps that the person intends to take to achieve the specified goals
4. To give a detailed account of how the idea is diverse from the competitors
5. To pique the interest of the investors. You may also see appreciation letters in Doc
6. To give an information about the kind of products and services that will be offered
The success of such proposals lies in proper communication. Many of the proposal templates avail provide a good hint on how to go about such writing, but this is not the final jury. Comparing and contrasting in combination with logic is the best way to put up something worthwhile.
Business proposal application letters come in handy for business owners as well as new entrepreneurs to present their ideas of establishing a new business or expanding an existing one. It can be used by a person to begin a small business for financial statement in collaboration with an established firm or renowned financial institution. However, these can also be used for other purposes. Let us take a look at what these are.
1. For making sample proposal for the delivery of goods
2. For specifying the terms of a transaction
3. For initiating a deal with a seller
4. While responding to a particular request
5. For specifying the name and details of a proposed product or service
6. For describing the quality and specifications of a product or service
Not sure how to write an effective business proposal letter? Don’t worry. You can easily find a wide range of sample business proposal letters online and download these. These give you a clear idea of the format to be followed and the sections to be included in the letter. You can also customize these as per your requirement.
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This letterhead stationery with logo provides an easy way to write business letters. For those looking for ways for formal letter writing, this is the best application. You need to just fill in your details and select the template of your choice to get the best formatted letter.
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The letter headed maker with business letter writing app contains different kinds of letter samples that will help business owners, customers, job searching people or even corporate employees.
The cover letter or business letter samples available in this application are,
✉️ Business proposal letter
✉️ Invoice template
✉️ Business Inquiry letter
✉️ Thank you letter
✉️ Apology letter
✉️ Complaint letter
✉️ Job offer letter
✉️ Job application letter
✉️ Offer Rejection letter
✉️ Order Cancellation letter
✉️ Order request letter
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While the examples that are discussed specifically are the application letter and cover letter, this handout also highlights strategies for effective business writing.
Use this sample complaint letter (.txt file) the next time you need to file a complaint. Are you unsure how to use it for your situation? Check out an example letter that used this format.
Your City, State, ZIP Code
(Your email address, if sending via email)
Name of Contact Person (if available)
Title (if available)
Consumer Complaint Division (if you have no specific contact)
City, State, ZIP Code
Dear Contact Person or Organization Name):
Re: (account number, if applicable)
On (date), I (bought, leased, rented, or had repaired) a (name of the product, with serial or model number, or service performed) at (location and other important details of the transaction).
Unfortunately, your (product or service) has not performed well (or the service was inadequate) because (state the problem). I am disappointed because (explain the problem: for example, the product does not work properly; the service was not performed correctly; I was billed the wrong amount; something was not disclosed clearly or was misrepresented; etc.).
To resolve the problem, I would appreciate your (state the specific action you want: money refunded, charge card credit, repair, exchange, etc.). Enclosed are copies (do not send originals) of my records (include receipts, guarantees, warranties, canceled checks, contracts, model and serial numbers, and any other documents).
I look forward to your reply and a resolution to my problem and will wait until (set a time limit) before seeking help from a consumer protection agency or the Better Business Bureau. Please contact me at the above address or by phone at (home and/or office numbers with area code).
A business letter should always follow a certain format and structure to Word Templates (Transactions, Careers, HR) › Business Letter Format.