Business Letter Format Example – Free Resource

A business letter is a formal document officially written by an organization or individuals to other parties for professional communication. Unfortunately, it seems like an easy task, but writing a letter in a proper business letter format is another story. And in your professional career, you may need to use many kinds of it, such as letters of recommendation, resignation letters, invitation letters, cover letters, etc. Therefore, using the business letter format example from the beginning will help you not only organize ideas better but also leave a professional impression on the receiver.

For this reason, this article will provide you with 🔗seven essential parts to composing a good letter practically and 🔗how to form it correctly. Additionally, our free business letter format templates will help you understand what business letter format looks like and recommend reliable websites to download templates for free.

Visit Business Letter Format Examples An outline format of a business letter

Prepare your idea for a formal business letter format

Spending a little time to plan your ideas is highly recommended before writing a letter. Why? Because it will efficiently boost your writing speed and have a clear vision in your mind. The plan should include the following:

  1. A note of the recipient’s name and address – who are you writing to? Optional, compiling a list of receivers’ names and info is a good idea when sending a letter to many individuals.
  2. State the purpose of the letter – Think about the primary purpose of sending this letter. What do you want to say?
  3. Make a list of points (each should form a paragraph) – How will you express your intent? Is this letter about explaining your idea or persuading someone?
  4. Give an action point – what do you want the reader to do?

An outline format of business letter

A standard format business letter will have seven essential elements to include as follows:

#1 Sender’s name and address

On the top left side, place your full name on the first line, your address on the second line, and your city, state, and zip code on the third line. If this is a company letter, it is essential to add a company logo or letterhead.

#2 The date

Add a space after the sender’s detail, and write down the current date with the format: Day, Year.

For example: August 05, 2026

#3 Recipient’s address

Continue to skip 1 line from the date and add the receiver’s information details in the same format as the sender’s.

First name Last name

Address

City, State Zip Code

#4 The salutation

Add a line after the recipient’s contact information, and choose a salutation to open your business letter. Common opening business letter salutations include:

  • To Whom It May Concern (in the case you do not know a specific contact’s name)
  • Dear Full name [First and Last name of the receiver],
  • Dear [Mr., Ms. or Mrs. + Last name],
  • Dear [First name], (only use if you are close to the recipient)

#5 Body of letter

The most important part is the letter body, where you must illustrate your communication intent, no matter what you want to explain or persuade someone to invest in your business. It should be no more than three paragraphs with the structure as below:

  • paragraph 1: Introductory 
  • paragraph 2: Explanatory 
  • paragraph 3: Closing

Each paragraph should be separated to increase readability, and keeping this letter at a one-page length is highly suggested.

#6 Closing Salutation

Add a space and use one of the common salutations to close your letter:

  • Sincerely,
  • Yours sincerely,
  • Respectfully,
  • Kind regards,
  • Best regards,

#7 Your signature

Leave four spaces for your signature, don’t forget to write your full name and contact number below.

background pic flower notebook

How to format a business letter

Readability plays a critical part where the business letter format should be clear and easy to understand. The below factors will help professionally format your letter:

  • Choose a professional font size and style

In a formal business letter, we should follow professional font styles such as Arial, Calibri, Times New Roman, Georgia, Helvetica, Open Sans, etc. The standard font size is 12; however, you can adjust it between 10 to 12. If it is a short letter, font size 13 can be considered.

  • Margins of letter 

When you open the Word application, it usually offers an A4 format ready to use. If you need to adjust the margin, then a one-inch margin on all sides of the page is the standard.

  • Spacing in business letter

Do not forget to use extra lines after your address, date, recipient address, and salutation. It helps separate different parts and increases the clarity of the letter.

Use a single line for the body of the letter to connect the flow of the body letter and idea. Also, leave an extra line before the closing salutation and four lines for your signature.

Business letter format example

However, if you only want to learn how it looks like the business letter format, you can continue to read our sample below. With templatesGo, we make docs simple for you!

example of a business letter format – Letter of Recommendation

format of a business letter using standard font Times New Roman, size 12
The standard format of a business letter

example business letter format in paragraph

Simple Business Letter format template

Editable Template Of Business Letter Format

Create A Letter With Business Letter Format Example An editable business letter structure template to create a standard formal letter

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Last but not least, another essential document that will require this formal format is 🔗 an authorization letter, whether you may need to use it in business or personal life.