Business Letter Format With Free Template

Your Contact Address

If the contact address is already included in the letterhead, skip it. Otherwise, include these in your contact information:

• Full name
• Job title
• Company
• Address
• City, state, ZIP Code
• Phone number
• Email address

Date

This is the date when you are writing the letter. If your contact information is included on the letterhead, your business letter starts with the date.

Recipient Address

The address should include:

• Full name
• Job title
• Company
• Address
• City, state, ZIP Code

Salutation

The salutation that you use depends upon how familiar you are with the recipient.

Use “To whom it may concern” if you’re not sure about who will receive and read your letter.

If you know the recipient formally, use Dear [last name].

If you know the recipient informally, use the salutation Dear [first name].

Letter Body

This is the meat of the business letter. Use single line spacing for readability. You can use extra lines between paragraphs, after the salutation and above the closing salutation.

Closing Salutation or Valediction

Again, the closing salutation depends upon how formal or informal your relationship is with the recipient. Some of the most commonly used closing salutations in business  include:

• Sincerely
• Cordially
• Best
• Kind regards
• Regards
• All the best

Your Signature

You should always end with a handwritten signature even if the letter is typed and printed using a computer. Handwritten signatures help in establishing a rapport with the recipient even if this is your first communication. Always write your full name and title below the signature.

Optional Things To Include

If you are including any additional documents pertaining to the letter, make a list of those enclosures after your signature and name. If you are sending a sales letter, you may consider including a call to action (CTA) at the bottom of the letter.