How to Format & Write a Formal Business Letter

Writing a business letter, also known as a formal letter, follows a specific format and style:

1. Your address: Write your address in the top right corner of the page.
2. The date: Write the date a few lines below your address.
3. Recipient’s address: Write the recipient’s address a few lines below the date. If you don’t know the recipient’s address, you can use “To Whom It May Concern” or “Dear Sir/Madam” as a salutation.
4. Salutation: Begin the body of the letter with a formal salutation, such as “Dear Mr./Mrs./Miss [Last Name],” or “To Whom It May Concern.”
5. Write the body of the letter: In the body of the letter, clearly state the purpose of your letter and any relevant information. Use proper grammar and spelling, and avoid using slang or colloquial language.
6. Add a closing: End the letter with a closing such as “Sincerely,” “Yours faithfully,” or “Best regards,” followed by a comma.
7. Add your signature: Sign your name a few lines below the closing. If you are typing the letter, you can skip the signature and type your name instead.
8. Add your title: If you have a professional title, you can add it after your name. For example, “Sincerely, [Your Name], N.D.”

Here is an example of a formal letter:

[Your Address]

[Date]

[Recipient's Address]

Dear [Name]:

[Body of the letter]

Sincerely,

[4 spaces] [write your signature]

[Your Name]
[Your Title (optional)]

Formal Business Letter Example

This letter is formatted with left-aligned text for the sender and date. This is also acceptable.

Business Mentor Thank-You Note

Thank-You Note Writing for Business

Thank You For Your Continued Business (letter)

Thank You for Your Orders: Notes that Hook Loyal Customers

Thank-You Letters for Business Hospitality: The 5 Work Templates You’ll Need

Billie

I like to climb mountains, read Nietzsche, and explore the West Coast. I have a BA from York University (2003) in Toronto, Canada, and yet on this site I sometimes spell like an American (know your audience). Thank you. Thank you very much.

Keep Reading

Explore more →

Thank-You Messages for a Warm Welcome Back to Work

Returning to work after an absence can be both exciting and nerve-wracking. You may be eager to get back into…

Requesting a Refund: Tips, Best Practices, Example Letter

Tips and best practices for successfully requesting a refund, plus a template for writing your own refund request to a…

37 Memorable Ways to Graciously Respond to a “Thank You” at Work [Plus Email Reply Example]

If you are lucky enough to improve the quality of someone’s day or be of service to someone, chances are…