Wishes and Messages

Sample business letter format example

  1. Home
  2. Wedding Anniversary Wishes
  3. Sample business letter format example
Sample business letter format example
September 12, 2019 Wedding Anniversary Wishes 3 comments

Learn about the best business letter format and tips for striking the right tone and To write an effective business letter that will make a good . Rather than crafting a business letter from scratch, you could use a template.

If your job involves business correspondence, then you certainly write request letters, occasionally or on a regular basis. This could be a job request, promotion or meeting requests, request for information or referral, favor letter or character reference. Such letters are difficult to write and even more difficult to write in such a way that encourages recipients to respond willingly and enthusiastically.

As to request for money letters, all sorts of sponsorship, donation, or fundraising requests, you would agree that it often requires a miracle to get a response : ) Of course, I cannot guarantee that our tips and letter samples you will do the miracle, but they will definitely save you some time and make your writing job less painful.

Time-saving tip! If you are communicating by email, then you can save even more time by adding all these sample business letters directly to your Outlook. And then you will be able to insert any sample into the message you are composing or replying to with a mouse click!

All it takes is the Outlook Template Phrases plug-in that you can see in the screenshot on the right. Once you have it installed, you won't have to type the same phrases over and over again.

Just double click the template on the plug-in's pane and find the text inserted in the message body in a moment. All your formatting, hyperlinks, images and signatures will be in place!

Don't hesitate to check it out right now; a fully-functional 15-day evaluation version is available for download.

Well, back to writing business letters, further on in the article you will find:

Business letter format

A business letter is a formal way of communication and that is why it requires a special format. You may not care of the letter format too much if you are sending an e-mail, but if you are writing a traditional paper business letter, the below recommendations may prove helpful. It is considered a good practice to print out a business letter on standard 8.5" x 11" (215.9 mm x 279.4 mm) white paper.

  1. Sender's Address. Usually you start by typing your own address. In British English, the sender's address is usually written in the top right corner of the letter. In American English, the sender's address is placed in the top left corner.

    You needn't write the sender's name or title, as it is included in the letter's closing. Type only the street address, city, and zip code and optionally, phone number and email address.

    If you are writing on stationery with a letterhead, then skip this.

  2. Date. Type a date a few lines below the letterhead or return address. The standard is 2-3 lines (one to four lines are acceptable).
  3. Reference Line (optional). If your letter is related to some specific information, such as a job reference or invoice number, add it below the date. If you are replying to a letter, refer to it. For example,
    • Re: Invoice # 000987
    • Re: Your letter dated 4/1/2014
  4. On-Arrival Notices (optional). If you want to include a notation on private or confidential correspondence, type it below the reference line in uppercase, if appropriate. For example, PERSONAL or CONFIDENTIAL.
  5. Inside Address. This is the address of the recipient of your business letter, an individual or a company. It is always best to write to a specific person at the company to which you are writing.

    The standard is 2 lines below the previous item you typed, one to six lines are acceptable.

  6. Attention Line (optional). Type the name of the person whom you're trying to reach. If you wrote the person's name in the Inside Address, skip the Attention Line.
  7. Salutation. Use the same name as the inside address, including the title. If you know the person you are writing to and usually address them by the first name, you can type the first name in the salutation, for example: Dear Jane. In all other cases, it is a common practice to address a person with the personal title and last name followed by a comma or colon, for example:
    • Mr. Brown:
    • Dear Dr. Brown:
    • Dear Ms. Smith,

    If you do not know the recipient's name or are not sure how to spell it, use one of the following salutations:

    • Ladies
    • Gentlemen
    • Dear Sir
    • Dear Sir or Madam
    • To Whom it May Concern
  8. Subject Line (optional): Leave two or three blank lines after the salutation and type the gist of your letter in uppercase, either alighted left or centered. If you have added the Reference Line (3), the Subject line may be redundant. Here are a few examples:
    • LETTER OF REFERENCE
    • COVER LETTER
    • REQUEST FOR PRODUCT REPLACEMENT
    • JOB INQUIRY
  9. Body. This is the main part of your letter, usually consisting of 2 - 5 paragraphs, with a blank line between each paragraph. In the first paragraph, write a friendly opening and then state your main point. In the next few paragraphs, provided background information and supporting details. Finally, write the closing paragraph where you restate the purpose of the letter and request some action, if applicable. See tips on writing persuasive business letters for more details.
  10. Closing. As you know, there are a few generally accepted complementary closes. Which one you choose depends on the tone of your letter. For example,
    • Respectfully yours (very formal)
    • Sincerely or Kind regards or Yours truly (most useful closings in business letters)
    • Best regards, Cordially yours (slightly more personal and friendly)

    The closing is typically typed at the same vertical point as the date and one line after the last body paragraph. Capitalize the first word only and leave three or four lines between the closing and the signature block. If the salutation is followed by a colon, add a comma after the closing; otherwise, no punctuation after the closing is required.

  11. Signature. As a rule, a signature comes four blank lines after the Complimentary Close. Type your name below a signature and add a title, if needed.
  12. Enclosures. This line tells the recipient what other documents, such as a resume, are enclosed with your letter. The common styles follow below:
    • Encl.
    • Attach.
    • Enclosures: 2
    • Enclosures (2)
  13. Typist Initials (optional). This component is used to indicate the person who typed the letter for you. If you typed the letter yourself, omit this. Usually the identification initials include three of your initials in uppercase, then two or three of the typist's in lowercase. For example, JAM/dmc, JAM:cm. But this component is quite rarely used these days, in very formal business letters.

    Below you can see a properly formatted sample donation letter. It's always easier to understand from examples, isn't it?

10 tips to write persuasive request letters

Below you will find 10 strategies to write your request letters in such a way that they convince your reader to respond or act.

  1. Know your addressee. Before you start composing you request letter, ask yourself these questions. Who is my reader and how exactly can they help me? Are they decision makers or will they just pass along my request to a senior officer? Both the style and contents of your request letter will depend on the reader's position.
  2. Do not be verbose. Be clear, brief and to the point. A rule of a thumb is this - don't use two words when one would suffice. Just remember the famous quote by Mark Twain - "I didn't have time to write a short letter, so I wrote a long one instead". A person in his position could afford that, and… he was not requesting anything : )
  3. Make your letter easy to read. When writing a request letter, don't digress and don't confuse your reader by drifting off your main point. Avoid long, crammed sentences and paragraphs because they are intimidating and hard to digest. Use simple, declarative sentences instead and break long sentences with commas, colons and semicolons. Start a new paragraph when you change a thought or idea.

    Here's a very poor example of a cover letter:
    "In every regard, my qualifications appear to be consistent with the desires expressed by your advertisement and based on the voice of your company's blogs, I really think that I was meant to be a [Position] in your company."

    And this is a good one:
    "I have good skills and experience in [Your area of expertise] and I would be most grateful if you consider me for any suitable position."

    Remember, if your request letter looks easy to read, it has a better chance to be read!

  4. Add call to action. Put action in your request letters wherever is possible. The easiest way is to use action verbs and the active voice rather than passive.
  5. Convince but do not demand. Do not treat your addressees as if they owe you something. Instead, catch the reader's attention by mentioning common ground and emphasize the benefits of acting.
  6. Do not be burdensome. Give readers all the information needed and tell what exactly you want them to do. Simplify the job for the person to respond - include contact information, direct phone numbers, give links or attach files, whatever is appropriate
  7. Write in a friendly way and appeal to the reader's feelings. Though you are writing a business letter, don't be superfluously businesslike. Friendly letters make friends, so write your request letters in a friendly way as if you are talking to your real friend or an old acquaintance. We are all humans, and it may be a good idea to appeal to humanity, generosity, or sympathy of your correspondent.
  8. Remain polite and professional. Even if you are writing an order cancellation request or complaint letter, remain polite and courteous, simply state the issue(s), provide all relevant information and be sure to avoid threats and calumny.
  9. Mind your grammar! Rephrasing a well-known saying - "grammar counts for first impressions". Poor grammar like poor manners may spoil everything, so be sure to proofread all business letters you send.
  10. Review before sending. When you have finished composing the letter, read it aloud. If your key point is not crystal clear, write it over. It's better to invest some time in re-writing and get a response, than make it fast and have your letter thrown away in a bin straight away.

And finally, if you've got a response to your request letter or the desired action is taken, don't forget to thank the person. Here you can find sample thank you letters for all occasions.

Samples of request letters

Below you will find a few examples of request letters for different occasions.

Sample letter of recommendation request

Dear Mr. Brown:

I hope you are doing well. I have warm memories of your remarkable leadership and support for teachers during my employment at XYZ High School.

Presently, I am applying to XYZ school district and am required to submit three letters of recommendation. I am writing to ask if you would write a letter of recommendation on my behalf.

I would like to provide you with some background information that may assist you, should you decide to write this letter <your background information>.

Attached, you will find a copy of my most recent résumé. Please feel free to contact me if you need any additional information. I look forward to hearing from you, and I thank you in advance for your time.

Request for information

Thank you for submitting your resume in response to the <position> we advertised. In addition to your resume, we also need three references and a list of past employers for the past three years, along with their phone numbers.

Our policy is to thoroughly review the background of each candidate in order to select the most suitable person for this job.

Thank you for your assistance. We are looking forward to hearing from you.

Request for character reference

<Applicant> has applied with our company for a position in our <department>. He / she has given your name as a character reference. Would you be kind enough to provide us with your written evaluation of this person.

Please rest assured that your response will be treated with confidentiality. Thank you in advance.

Donation request

I am sending this to you as a fellow member of our community. I'm sure that you value living in such a quiet and peaceful neighborhood, just like I do.

You know, sometimes in order to keep one's community quiet and peaceful one has to take action. As you may know, our local Community Committee has been meeting over the past two months to try to find ways to reduce the break-in rate in our area. Last week they released their recommendations on how best to combat that problem.

Their primary recommendation calls for increased police and security patrols to supplement the local Neighborhood Watch program. Unfortunately, the needed amount is not included in this year's municipal budget allocation.

Therefore, as a concerned member of this community I have decided that my business will donate $ for every $ raised in the community to cover the additional security costs. I urge you to join me today in supporting this worthy cause for our common good.

To make your donation today you can drop in to either one of our two stores and deposit your donation in the boxes provided near the front cashes. If you can't make it to the store, please send a check or money order, made out to "XYZ" and mail it to the address listed above.

Thank you in advance.

Requesting a favor

I am writing you to ask you for a favor that I hope you could do for me.

In less than three months I will be taking the <Examination>, with the hope to enter the <University or College>, where they have the best graduate school program for the course that I am interested in.

The school places an extremely high emphasis on a student's success in the exam, which is why I feel extremely pressured to get an above average score on the Graduate Record Examination.

Because you recently graduated with a degree in <science>, you are naturally the first person I thought of when considering who I could approach to assist me. I am not asking for too much time, I would really appreciate any pointers you could give me and a few lessons on the <sections>, which I feel are my weakest points.

I hope that you will give me a positive response. Thank you in advance.

Request for product return / replacement

On <date> I placed an order for the <product>, received it on <date>. I have discovered that the purchased product has the following problem: <add details>

Since the product you delivered is not of satisfactory quality <is not fit for the purpose>, I am entitled to have it <repaired / replaced> and I would request that you confirm that you will do this within the next seven days. I also require you to confirm whether you will arrange for the <item> to be collected or will reimburse me for the cost of returning it.

I look forward to receiving your satisfactory proposals for settlement of my claim within seven days of the date of this letter.

*****

And this is all for today. Hopefully, this information will help you compose properly formatted business letter in general and persuasive request letters in particular, and always get the desired response. Thank you for reading!

You may also be interested in:

When formatting your next business letter, you should pay close attention to readability. Select clean, simple fonts and include all necessary information for your.

54+ Formal Letter Examples & Samples in PDF | DOC | Microsoft Word | Apple Pages | Google Docs

sample business letter format example

Business letters are typically used for procuring new business opportunities and promotional activities. They are utilized for explaining any products that are newly launched to the concerned organizations to seek business from them. One can make use of these business letters to explain the company’s various Closing Business Letter activities and product or project achievements to the concerned persons or organizations and clinch the deal. They are also used for securing joint venture business by explaining about the proposed project in-depth and various advantages of executing it. Some of the business letters are used by the aspirants to present their applications for the business related vacancies that exist in an organization.

Sample Standard Business Letter Format Example

This business letter format example written by an executive of the business organization to a prospect seeking feedback from him about the organization and expecting a business proposal from him based on the marketing CDs that were sent to him. The prospect met the executive earlier in a promotional stall.

Sample Standard Business Letter Format Word

This sample standard business letter format in word document explains to the manager of an information technology organization about the launching of new product and seeks business relationship. The letter says that the new product is unique and has no competitors. It requests the manager to go through the catalogue and the features of the product.

Sample Standard Business Proposal Letter Format

proposalkit.com

This sample standard business proposal letter format is about an applicant’s application for the vacancy of sales manager for a service organization. The applicant explains in-depth about his experience and expertise that he achieved from working in various organizations. The applicant also explains the objective of the applicant and expects to get response from the organization.

Sample Standard Formal Business Letter Format

This business letter is written by a construction company about seeking business joint venture proposal for the project of construction of a dam with another prominent construction. The letter explains the recent acquisitions it had made and explains its various achievements in the construction sector and encloses the dam project details as well.

Sample Standard Business Application Letter Format

Standard Business Proposal Letter PDF

cengage.com

Template of Standard Business Format

purdue.edu

Printable Standard Business Letter Format

lexpublib.org

Uses and Purpose of Sample Standard Business Letter Format

These business letters formats help to write excellent business proposals either to close new business deals or to explain the Personal Business Letter methodologies to the prospects for securing business proposals. They help to make the top brass of the company to understand the various projects that are executed and explain the benefits of the new projects to secure joint venture deal. They help to send catalogs, compact disks and other important and detailed information about a product or project to the organizations which help them to review carefully and give go ahead. For job seekers these sample letters help to write a perfect application to secure a suitable position.

Target Audience for Sample Standard Business Letter Format

During business interaction with prospects either at conferences or at promotional stalls sometimes it may not be possible to explain the details about the company and its business activities. In order to keep in touch with them and to get a good deal these business letters can be easily utilized by making simple changes. To communicate various organizations about a new concept in product that has no competitors, through these business letters one can explain and can send the demo CDs. Experienced sales managers who have good exposure and expertise can make use of these sample business letters and apply to the positions in reputed concerns to fetch a job.

Benefits of Sample Standard Business Letter Format

These standard business letters are ready to use formats for all their business proposals and business promotional purposes. One need not spend any price to get the Business Letter Format written and these samples and formats can be perfectly utilized by just downloading them. One can make appropriate changes and use them instantly. They come with ideal letter fonts and font sizes and they are aligned properly. They come with predefined universal business letter format and one can rest assured about their perfection with regard to letter format. They also come with samples to show appreciation about services performed by construction organization.

The above samples and formats of some of the standard business letters should help one to gain knowledge about how to address the needs of business promotional activities with perfection. They are perfectly designed and they are free to download. One can make great use of them by making least changes.

If you have any DMCA issues on this post, please contact us!

Details

File Format

Size: 734 KB

Download

Details

File Format

Size: 145 KB

Download

Details

File Format

Size: 56 KB

Download

WATCH THE VIDEO ON THEME: Formal Business Letter - Placing An Order - Comprehensive English Grammar - Writing Skills
come back love letter
How to accept an invitiation
congratulations message for graduation from college
Happy 2 year anniversary my love
unconditional love letters
Letter to congratulate for the achievement
thank you for love and support
Reply to complain letter

Writing persuasive request letters: business letter format, tips and samples

sample business letter format example

In this section, you will find many instructional materials we’ve developed for our Writing Center teaching.

However, there are limitations to these materials. Assignments vary, and different instructors want different things from student writers. Therefore, the advice here may or may not apply to your writing situation.

Finally, handouts can give only a fraction of the customized guidance that an individual conference with a Writing Center instructor can provide. If you have questions about the information in our handouts, please make an appointment to see a Writing Center instructor.

Block Form

5 Hill Street
Madison, Wisconsin 53700

March 15, 2005

Ms. Helen Jones
President
Jones, Jones & Jones
123 International Lane
Boston, Massachusetts 01234

Dear Ms. Jones:

Ah, business letter format-there are block formats, and indented formats, and modified block formats . . . and who knows what others. To simplify matters, we’re demonstrating the block format on this page, one of the two most common formats. For authoritative advice about all the variations, we highly recommend The Gregg Reference Manual, 9th ed. (New York: McGraw-Hill, 2001), a great reference tool for workplace communications. There seems to be no consensus about such fine points as whether to skip a line after your return address and before the date: some guidelines suggest that you do; others do not. Let’s hope that your business letter succeeds no matter which choice you make!

When you use the block form to write a business letter, all the information is typed flush left, with one-inch margins all around. First provide your own address, then skip a line and provide the date, then skip one more line and provide the inside address of the party to whom the letter is addressed. If you are using letterhead that already provides your address, do not retype that information; just begin with the date. For formal letters, avoid abbreviations where possible.

Skip another line before the salutation, which should be followed by a colon. Then write the body of your letter as illustrated here, with no indentation at the beginnings of paragraphs. Skip lines between paragraphs.

After writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type your name and title (if applicable), all flush left. Sign the letter in the blank space above your typed name. Now doesn’t that look professional?

Sincerely,

 

John Doe
Administrative Assistant

Indented Form

5 Hill Street
Madison, Wisconsin 53700

15 March 2005

Ms. Helen Jones
President
Jones, Jones & Jones
123 International Lane
Boston, Massachusetts 01234

Dear Ms. Jones:

Ah, business letter format–there are block formats, and
indented formats, and modified block formats . . . and who
knows what others. To simplify matters, we’re demonstrating
the indented format on this page, one of the two most common
formats. For authoritative advice about all the variations,
we highly recommend The Gregg Reference Manual, 9th ed. (New
York: McGraw-Hill, 2001), a great reference tool for workplace
communications. There seems to be no consensus about such
fine points as whether to skip a line after your return
address and before the date: some guidelines suggest that you
do; others do not. Let’s hope that your business letter
succeeds no matter which choice you make!

If you are using the indented form, place your address at
the top, with the left edge of the address aligned with the
center of the page. Skip a line and type the date so that it
lines up underneath your address. Type the inside address and
salutation flush left; the salutation should be followed by a
colon. For formal letters, avoid abbreviations.

Indent the first line of each paragraph one-half inch.
Skip lines between paragraphs.

Instead of placing the closing and signature lines
flush left, type them in the center, even with the address
and date above, as illustrated here. Now doesn’t that look
professional?

Sincerely,

 

John Doe

Choose from thousands of sample letters written by professional writers. Choose the kind of letter you want to write: Create top-quality business letters.

Business Letter Format: Templates, Examples, & Writing Guide

sample business letter format example

By Marina Pantcheva

Salutation

The salutation is an important part of a letter. The choice of the right salutation depends on whether you know the person you are writing to and how formal your relationship is.

Very formal (for official business letters)
To Whom It May Concern:Use only when you do not know to whom you must address the letter, for example, when writing to an institution.
Dear Sir/Madam,Use when writing to a position without having a named contact.
Dear Mr Smith,Use when you have a named male contact.
Dear Ms Smith,Use when you have a named female contact; do not use the old-fashioned Mrs.
Dear Dr Smith,Use when writing to a named doctor.
Dear Prof Smith,Use when writing to a named professor.
Dear Xu Li,Type the whole name when you are unsure of the recipient’s gender.
Less formal but still professional (business letters)
Dear colleagues,Use when writing to a group of people.
Dear Mary,Use when writing to a named female.
Dear John,Use when writing to a named male.
 Informal (personal letters)

These salutations should be used with people you are close to, as they might offend others.

Hello guys,Use when writing to a group of people you know very well.
Hi,Use when writing to one or more people you know very well.
  •  There should be a comma after the salutation and a colon after “To Whom It May Concern”.
  • No full stop is needed after Mr, Ms, and Dr.
  • The form Mrs is outdated.
  • Avoid the exclamation (!) in salutations.

Starting your letter

There two ways in which business letters usually start: they make reference to a previous contact, for example, phone conversation, meeting, previous mail correspondence; or they are the first contact with the recipient.

Making reference to previous contact

I am (we are writing) regarding

  • your inquiry about …
  • our phone conversation …

In reply to your request …
Thank you for contacting us.

Contacting the recipient for the first time

I am (we are) writing to

  • inform you that …
  • confirm …
  • enquire about …
  • complain about …

I am contacting you for the following reason.
I recently heard about … and would like to …

Making a request

We would appreciate it if you would …
I would be grateful if you could …
Could you please send me …
Could you possibly tell us …
It would be helpful if you could send us …

Giving good news

We are pleased to announce that …
I am delighted to inform you that …

Giving bad news

We regret to inform you that …
 I’m afraid it would not be possible to …
Unfortunately we are unable to …
After careful consideration we have decided …

Ending your letter

Enclosures

Please find enclosed (for letters)
Please find attached (for emails)

Offering future assistance

If you require more information, please let us know.
Please do not hesitate to contact us if you need any further assistance.

Referring to future contact

I am looking forward to hearing from you soon.
We are looking forward to meeting you on 21 January/in Tromsø.
We would appreciate your reply at your earliest convenience.

Closing

The closing salutation must match the opening salutation and the overall tone of the letter. Choose one of the following closing lines depending on the formality of the salutation.

Very formal
Your sincerely,
Sincerely yours,
Respectfully,
Use when you’ve started with Dear Sir/Madam or To Whom It May Concern.
Sincerely,Use when you’ve started with Dear + name.
 Less formal but still professional
Kind regards,
Warm regards,
Regards,
not too formal but businesslike
Best wishes,even less formal
 Informal
Best,
Hugs,
Cheers,
Use with friends and colleagues you feel close to.

 

WATCH THE VIDEO ON THEME: How to Write a Business Letter

Need business letter format example? Easy! This page has 30+ formal letter format examples and professional letter samples. Check it out!.

sample business letter format example
Written by Nibei
Write a comment