Business Letter Examples

From LoveToKnow Business

When writing important letters for professional use it helps to use business letter examples as templates. You can use business letters in a vast number of situations, but should include specific elements to be effective and professional.

What to Include in a Business Letter

Business Letter Format

Write business letters, no matter the topic, in one of three formats. All three of these formats are considered professional and are commonly used, although the block format is easiest and the most popular.

The first format is called block format and is the most popular style. In block format, all lines are left justified and they require no indentation. Most business letter examples are found written in the block format.

The second format style, modified block format, consists of a centered heading, closing and signature line. The other parts of the letter are left justified with no indentation.

The last format style is the semi-block style. Semi-block style is the same type taught in most high school business classes. In this format, you center the heading, closing and signature lines. The paragraphs within the body are indented.

What to Write About and How to Write It

Before writing a business letter, review the subject and reason for writing the letter. Make a list of issues to cover in the letter so you leave nothing of importance out. Keep in mind that the list should be short so the letter stays on one page. Two pages are acceptable if necessary.

Keep the tone of the letter professional, crisp and to the point. Writing in a conversational style is okay if you know the recipient, but keep to a minimum. Create a letter that is pleasant and to the point. Most letters are skimmed and not read, so be brief.

Break the letter into smaller paragraphs rather than one or two large ones. Doing this makes it easier to read. Include the most important details in the beginning of the first paragraph and go over those details in the last paragraph. Even in business communications, many people skim through letters and read the first and last paragraphs only.

Writing the Letter

Begin the letter at the top with the return address of the sender.

(Place four single spaces below the address)

Type the date as month, date and year (January 1, 2009) or day, no comma, month and then year (1 January 2009). Either way is acceptable.

(Double space below the date)

Write the name, title and address of the recipient.

(Double space below the address of the recipient)

Follow he salutation by a colon, not an apostrophe

(Double space below name)

The body of the letter goes next. Use single spacing and type the body, keeping the letter to one page if possible. Use double spaces between paragraphs.

(Double space)

The closing is after the body. “Sincerely” is the most often used closing in a business letter, followed by a comma. Others may be used but should not be personal, such as “Love” or “Your Friend.”

(Four line spaces after the closing)

Sign your name in the space after the closing after printing the letter.

Type your name four spaces below the closing. Use your full name and position, if applicable.

(Double space after typed name and position)

Include the word “Enclosure” if there is indeed an enclosure, such as another document or product included with the business letter.

This is the end of the business letter.

Business Letter Examples to Consider

Sample One

1234 Drive Road Sycamore, Indiana 98765

January 1, 2009

Mr. Jim Brown, Founder

Jim’s Toys, Inc.

1234 Fairday Drive

Houston, Texas 98765

Mr. Brown:

I want you to know how impressed I was after attending the seminar you recommended and arranged for my marketing director. The instructor is first class and hit the mark on several levels when speaking about our marketing efforts. I also appreciate the fact that he took time to go over our latest mailing campaign and gave several suggestions. Those suggestions alone will save us hundreds of dollars each month. Please convey my thanks to Mr. Stewart.

Sincerely,

Jane Name

Enclosure

Sample Two

456 Sandy Avenue Topeka, Kansas 76543

January 1, 2009

Kristin Brody

Brody and Boris, Inc.

556 Larry Lane

Hollywood, California 98765

Ms. Brody:

Your counter proposal on the Jackson project has been reviewed and is acceptable in its entirety.

We are enclosing an executed copy of the agreement along with two copies for your files.

We are looking forward to this project and we are pleased about having the opportunity to work together with you.

Sincerely,

Rachel Smith

Enclosure

More Tips for Writing Business Letters

Set margins at one inch on all sides of the paper.
Use 100+ brightness level 24-pound paper rather than copy paper.
Use 11 or 12 size font.
Print on one side of the paper only. Use separate sheets for each following page.

For tips on writing in the business world , check out this interview with a writing instructor.