Business Letter Format (With Template & Example)
When you need to look professional on paper, the standard business letter format does the work for you. Here are the parts, a clean template, and the rules worth following.
A business letter is the right format for formal correspondence: requests, notices, complaints, recommendations, and official communication with companies or institutions. The most common style is the block format, where everything is left-aligned with a blank line between sections.
The parts of a business letter
- Sender's address (or company letterhead) at the top.
- Date the letter is written.
- Recipient's name, title, and address.
- Salutation — "Dear Mr./Ms. [Last Name]," followed by a colon.
- Body — your message in clear, concise paragraphs.
- Closing — "Sincerely," and your signature.
- Name and title typed below the signature.
The template
[Your Name]
[Your Address]
[City, State ZIP]
[Date]
[Recipient Name]
[Title]
[Company]
[Address]
[City, State ZIP]
Dear [Mr./Ms. Last Name]:
[Opening: state your purpose in the first sentence.]
[Body: provide the details, context, or request — one idea per paragraph.]
[Closing: state what you'd like to happen next and thank them.]
Sincerely,
[Signature]
[Your Typed Name]
[Your Title]
Formatting rules to follow
- Use block format: left-aligned, single-spaced, with a blank line between paragraphs.
- Keep the tone formal and the message concise — one page when possible.
- Use a professional font like Calibri, Georgia, or Times New Roman, 11–12pt.
- Proofread carefully; formal letters are judged on polish.
Generate a formatted letter instantly.
Pick "Business Letter," add the recipient and your purpose, and get a correctly formatted draft to send.
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Pick "Business Letter," add the recipient and your purpose, and get a correctly formatted draft to send.
Open Document Forge →