Business Letter Format: How to Write a Business Letter

Sitting down at a desk and scratching out a letter seems incredibly old-fashioned. But physical letters still play an essential role in business. In fact, the Royal Mail delivered a little under eight billion letters in the last year for which data is available.

A well-structured business letter ensures that your correspondence looks professional. It also shows that you respect the reader, which means your message is more likely to be taken seriously.

Following the formal letter format is advisable if you are involved in any type of correspondence that has a legal basis. This includes negotiating contracts with clients and suppliers, issuing tenders, raising a complaint, requesting a permit or writing to your local council or member of parliament.

Even if these business letters are created digitally, you may need to print them and keep a physical copy. If your correspondence is required as evidence, you want it to read like it was written by someone who knew what they were doing.

Let’s take a look at how to write an official letter.

There are a few general points to remember regarding good business letter writing. You should always keep your tone formal and polite. Be concise and stick to what’s relevant; don’t clog up your letter with pleasantries or irrelevant information. Make sure your spelling and grammar are correct. And make sure that all your formatting and spacing are consistent.

Follow these steps to write and format your letter correctly.

If you’re using company letterhead, your details will already be included at the top. If not, start by placing your contact information in the top right of the page.

Include the following:

• Company name (if applicable)
• Your name
• Your job title
• Company address
• The date (use the UK format: day, month, year)

Below the date, list the recipient’s name, job title, company name and address. These details should be aligned to the left. If you’re unsure of their preferred title, avoid using Mr. or Ms. If applicable, use professional titles like Dr. or Prof . Leave a few blank lines below your details, then list:

• Recipient’s name
• Job title
• Company name
• Company address

A subject line helps clarify the purpose of the letter. For example, you might use “Job Application” or “Resignation Letter”. The subject should be in bold uppercase letters and placed above or below the greeting.

Address the recipient by name if possible (e.g. Dear Dr Robert Smith or Dear Robert Smith). If you do not know their name, use “To Whom It May Concern”. End the greeting with a comma, followed by a line break.

Use single spacing and align the text to the left. Keep your paragraphs clear and to the point.

• The opening paragraph must introduce the purpose of the letter.
• The following paragraphs should expand on the main message and provide important details.
• The closing statement should encourage a response or action. Phrases such as “I look forward to your reply” or “Please contact me for further details” work well.

End the letter with a formal closing. Common sign-offs include:

• Yours sincerely – when you know the recipient’s name
• Yours faithfully – when you do not know their name
• Kind regards – for a slightly less formal tone

Leave space for your handwritten signature if you are printing the letter,  followed by your typed name.

Before sending, review your letter carefully:

• Check for spelling or grammar mistakes.
• Remove any unnecessary words or sentences.
• Ensure the tone is professional and polite.
• If possible, ask a colleague or friend to review it.

A business letter should be single-spaced with one blank line between sections. Apart from your contact details and the date, all text should be aligned to the left. Standard margins are one inch on all sides.

Use a clear and professional font. Avoid decorative styles that are hard to read. A font size of 10 to 12 points is best.

Common fonts for business letters include:

• Arial
• Calibri
• Garamond
• Georgia
• Helvetica
• Roboto
• Times New Roman

Decide whether to send the letter by post or email. Some companies require a printed copy, but email is widely accepted.

If sending the letter via email, attach it as a PDF to keep the formatting intact. If you don’t have the recipient’s direct email, use the company’s general email and include “ATTN: [Recipient’s Name]” in the subject line.

A well-structured business letter promotes understanding and leaves a strong impression. Whether applying for a job, submitting a formal request or sending a resignation letter, using the proper format helps keep your message clear and professional.

• ASAP – As Soon As Possible
• Enc. – Enclosed
• PP – Per procurationem: Used if you are singing on someone else’s behalf
• CC – Carbon copy: Informs the reader the letter is being sent to more than one recipient
• PS – Postscript: Used for adding additional information after the signature at the end of a letter

ABC Company
Pete Smith
Director
1 ABC Lane
London
F2 51428
12 December 2023

EFG Company
Ms Jane Doe
4 EFG Street
Manchester
M2 2DF

Dear Ms Doe,

I am writing in response to your query about our services. I am pleased to inform you that my company can provide you with the requested services.

Our team will require access to the site for an inspection before we can provide you with a firm quote. The assessment should take approximately one hour and can be arranged at a time that suits you.

We thank you for your interest in our company and look forward to working with you. To arrange a time for the inspection, please fill out the enclosed form and send it back to us in the return envelope provided.

Yours faithfully,

Pete Smith – Director
ABC Company

Enc.: Inspection request form and return envelope.

Now that you’ve written the letter, you must know how to address it. There’s no point in putting in all that effort if the Royal Mail don’t know where to send it.

Put the recipient’s name, the company name and address on the front of the envelope

• Put the stamp in the top right corner
• Add your name and return address on the back of the envelope

Write the recipient’s name, company name and address in the middle of the envelope. Always include the postcode. Put the country’s name last if you’re sending an international letter.

Use good quality paper and envelope so your letter maintains a professional appearance. Avoid coloured paper or anything with a design other than your company’s branding.

Mastering the business letter format will help you to keep all your correspondence professional. If you want to develop your communication skills even further, look at our online training courses.

Our Communication Skills Training courses help employees develop clear and practical communication skills that promote collaboration and workplace relationships. These courses will help you learn how to overcome barriers, enhance listening skills and use body language effectively to support your messages.

You don’t need to send us a formal letter if you’re interested. You can sign up via our website today.