Companies use business letters to address another business organization, for correspondence or to address their customers. Customers, company employees or other companies can also write a business letter to a company to discuss various services or partnerships. There are different business letter formats; the most common is the full block format. Full block format is commonly used because it is the simplest, and easiest to read, with all the writing aligned on the left.
Use a computer or word processor to type the business letter.
Use a letterhead if available. The letterhead carries the return address and full name of the sender or company, as well as a logo, if applicable. In the absence of a letterhead, type the complete name and return address of the company or sender.
Skip a line after the contact information and type the date on which the letter was written. Write out the month, day and year, such as, "September 19, 2009." Skip a line before typing the inside address.
Type the inside address. This is the address of the recipient, and should include their full name or the company's full name, followed by the person's company occupation or company department and full address. Skip a line after this content.
Type the salutation. It can start with "Dear Mr./Mrs./Ms. (Last Name)," or "Dear (first name)" if the relationship if more informal. It may also be "Dear (job title)" or "To Whom it May Concern:". Skip a line.
Write the body. Start by introducing the topic at hand in the first paragraph. This may be a compliment, complaint or follow up involving the company being addressed. A business audience typically will have a limited amount of time, making it crucial for the body to be brief and succinct. Paragraphs must be single spaced with a line between each one. Skip a line before typing the closing.
Close the letter with "Sincerely," "Thank you," or another appropriate closing, followed by your name. The first letter of the closing is capitalized and ends with a comma. Skip 4 lines to make space for your signature.
Sign the letter. Use a black or blue ink pen.
Note any enclosures. This will let the company know if there is another document attached.
Keep the letter on one page; shorter letters will receive a faster response.
Check spelling and grammar.
- Keep the letter on one page; shorter letters will receive a faster response.
- Check spelling and grammar.
Chris Newton has worked as a professional writer since 2001. He spent two years writing software specifications then spent three years as a technical writer for Microsoft before turning to copywriting for software and e-commerce companies. He holds a Bachelor of Arts in English and creative writing from the University of Colorado.