Writing a professional business letter helps you make a strong, positive impression. This guide breaks down the process into simple, manageable steps, ensuring your correspondence is clear, polished and effective every time.

Whether you're sending a cover letter, a thank you note, or a formal request, mastering the art of the business letter is a valuable skill for any marketing strategy. With the right format and tone, you can build trust and communicate with confidence.

TL;DR: How to write a business letter

A business letter is a formal document for professional communication between companies or individuals. The goal is to share information clearly and professionally. Writing one is simple when you follow a standard format, which includes contact details for both you and the recipient, a clear message and a professional closing. With this structure, you can confidently create a polished letter for any situation.

Overview of how to write a business letter

Step	Step name	Action
01	Select format	Choose the right format for your purpose.
02	Sender details and date	Add your contact information and the date.
03	Recipient and salutation	Include the recipient's contact information and a formal salutation.
04	Compose body	Write a clear and concise body for your message.
05	Professional closing	End with a professional closing.
06	Signature	Add your signature (handwritten and typed).
07	Proofread	Proofread carefully before sending.

What is a business letter?

A business letter is a formal, written message exchanged between companies, organizations or individuals. It’s used to share important information, make requests, address concerns or document agreements in a professional, organized manner. Business letters follow a specific structure and tone to ensure clarity and leave a positive impression, no matter the purpose or audience.

You might write a business letter for things like:

• Cover letters: To introduce yourself and your resume for a job.

• Thank you letters: To express gratitude after an interview or meeting.

• Recommendation letters: To endorse someone's skills or character.

• Resignation letters: To formally announce your departure from a role.

• Complaint letters: To address an issue or dissatisfaction.

• Sales letters: To introduce a product or service to potential clients.

What are the parts of the business letter?

Every effective business letter contains a series of core elements that work together, like building blocks:

• Heading: Includes your address and the date, setting a professional tone from the start.

• Recipient’s address: Clearly lists who the letter is intended for, helping avoid confusion.

• Salutation: A polite greeting that shows you respect and acknowledge the recipient.

• Body: The main section where you deliver your message in a clear, logical order.

• Closing: A courteous sign-off that signals the letter’s end.

• Signature: Your handwritten and typed name, confirming who sent the letter.

How to write a business letter in 7 steps

1. Choose the right format

2. Add your contact information and the date

3. Add the recipient’s contact information and salutation

4. Write the body

5. Include a closing

6. Include your signature

7. Proofread

01. Choose the right format

The format of your letter sets the tone before the recipient even reads the first word. There are three standard formats to choose from, each with a slightly different layout.

• Block format: This is the most common and easiest to use. Everything is lined up on the left: date, addresses, greeting, body and closing. It gives a clean, modern look, perfect for things like cover letters or formal questions.

• Modified block format: A little more classic, this format puts your contact info, date and closing on the right, with the rest of the letter left-aligned. You can choose to indent the first line of each paragraph, but it's not a must. Great for more personal business letters, like a thank you.

• Semi-block format: This is the most traditional and formal. It's like the modified block, but you have to indent each paragraph. It’s less common now, but still works for super formal or official letters where tradition matters.

02. Add your contact information and the date

Begin your letter with your contact information at the top—this includes your full name, address, phone number and email. If you’re using pre-printed letterhead, your details will already be there.

After your contact information, skip a line and add the date. Writing the full date (e.g., "October 26, 2024") helps avoid confusion and looks more professional. For block format, everything appears on the left. For modified block, your details and the date go on the right. This setup makes it easy for the recipient to identify you and when the letter was sent.

03. Add the recipient’s contact information and salutation

Place the recipient's contact information on one line below the date, left-aligned. List their full name, title, company name and full company address to ensure accurate delivery.

Skip a line, then add a salutation. The salutation is your greeting to the recipient. It should be formal and respectful. Always place it one line below the recipient's contact information and follow it with a colon.

Here’s how to nail your salutation:

•  If you know their name: Use their title and last name, like "Dear Mr. Johnson:" or "Dear Dr. Chen:".

•  Unsure about gender or title? Go with their full name: "Dear Alex Rivera:". It's always a safe and respectful choice.

•  If you don't know who you're writing to: "Dear Hiring Manager:" or "To Whom It May Concern:" are okay, but always try to find a specific name if you can.

04. Write the body

The body is the core of your letter, where you communicate your main message. It should be clear, concise and broken down into short paragraphs to keep it readable.

Your first paragraph should get straight to the point. Briefly state the purpose of your letter so the reader immediately understands why you're writing. The middle paragraphs provide more detail, offering context, explanations or any supporting information needed to make your case. Finally, the last paragraph should summarize your message and include a clear call to action, telling the reader what you'd like them to do next.

05. Include a closing

The closing is a polite way to end your letter, similar to saying "goodbye" in a conversation. It should be placed one line below the final body paragraph.

For a standard business letter, closings like "Sincerely," or "Respectfully," are always appropriate. "Best regards," or "Cordially," are also professional options. Follow the closing with a comma. The alignment of your closing depends on the format: left-aligned for block format and right-aligned for modified or semi-block formats.

06. Include your signature

Your signature finalizes the letter and authenticates it. Leave four blank lines after your closing to provide space for your handwritten signature if you're sending a physical copy.

Below the blank space, type your full name. If you're sending the letter as a physical document, sign your name in ink in the space you left. For digital letters, you can either insert an image of your signature or simply rely on your typed name.

07. Proofread

Before you send your letter, proofreading is a crucial final step. Errors in grammar, spelling or punctuation can undermine your professionalism and distract from your message.

Read the letter out loud to catch awkward phrasing or typos you might otherwise miss. It's also a great idea to have a colleague or friend review it for you. A fresh pair of eyes can spot mistakes you've overlooked, ensuring your letter is polished and error-free.

Business letter template

Feeling ready to start? Here’s a simple template using the block format to help you structure your next business letter. Just replace the bracketed information with your own.

[Your Name][Your Address][Your Phone Number][Your Email Address]

[Date]

[Recipient's Name][Recipient's Title][Company Name][Company Address]

Dear [Recipient's Name]:

[First paragraph: State the purpose of your letter clearly and directly.]

[Middle paragraphs: Provide supporting details, context and any necessary information. Keep paragraphs focused and concise.]

[Final paragraph: Summarize your main point and include a clear call to action. Let the recipient know what you would like to happen next.]

Sincerely,

[Signature for a physical letter]

[Your Typed Name]

How to write a business letter FAQ

How should I send my letter?

While snail mail still has its place for formal documents, email is usually the go-to for speed and convenience. Just make sure your email subject line is clear and your attachments are easy to open.

What font should I use so my letter looks sharp?

Stick to professional fonts like Arial, Calibri or Times New Roman. Keep the size between 10-12 points for body text.

I don't know the recipient's name, what do I write?

"Dear Hiring Manager," "Dear [Company Name] Team," or "To Whom It May Concern" are all perfectly fine options if a specific name isn't available.

How long should my business letter be?

Aim for one page, maybe two if you have a lot of crucial info. Get to the point, deliver your message and wrap it up.

What is the most important rule of a business letter?

The most important rule is clarity. A business letter should be easy to understand, with a clear purpose and a direct message. Avoid jargon and overly complex sentences to ensure your reader knows exactly what you mean and what you expect from them.