How To Write A Formal Business Letter Template

Heading

A formal business letter template is an important tool in any professional setting. Whether you are writing a letter to a client, a colleague, or a business partner, using a formal format conveys professionalism and establishes a sense of credibility. In this article, we will provide a step-by-step guide on how to write a formal business letter template.

Heading

The heading of a formal business letter should include your name, your job title, the company name, and the company address. Place this information at the top left corner of the letter. Make sure to use a clear and legible font, such as Arial or Times New Roman, and a font size between 10 and 12 points. The heading should be aligned to the left.

Date

After the heading, include the date on which the letter is being written. The date should be written in full, including the month, day, and year. It should be aligned to the left below the heading. If you are writing a formal letter, it is important to use the correct date format. In the United States, the standard format is month-day-year (e.g., January 1, 2023).

Inside Address

The inside address should include the recipient’s name, job title, company name, and company address. Place this information below the date, aligning it to the left. Make sure to use the appropriate salutation and include the recipient’s last name. If you are unsure of the recipient’s gender or prefer not to use a gender-specific salutation, you can use their full name instead.

Salutation

The salutation is the greeting at the beginning of the letter. It should be respectful and formal. If you know the recipient’s name, use “Dear Mr.” or “Dear Ms.” followed by their last name. If you are unsure of the recipient’s gender or prefer not to use a gender-specific salutation, you can use their full name instead. If you do not know the recipient’s name, you can use “To Whom It May Concern” or “Dear Sir/Madam.”

Body

The body of the letter is where you communicate the purpose of your message. It should be concise, clear, and well-organized. Start by introducing yourself and stating the reason for writing the letter. Use paragraphs to separate different ideas or topics. Each paragraph should focus on a single point and be no more than 3-4 sentences long. Provide any necessary details, explanations, or supporting information in the body of the letter.

Closing

The closing of a formal business letter should be polite and professional. Common closings include “Sincerely,” “Best regards,” or “Yours faithfully.” Leave a blank space between the body of the letter and the closing. Align the closing to the left. If you are unsure of the recipient’s gender or prefer not to use a gender-specific closing, you can use a neutral closing such as “Best” or “Regards.”

Signature

After the closing, leave a blank space for your signature. Print your full name below the signature line. If you are sending a printed letter, sign your name in ink above the printed name. If you are sending an email or a digital letter, you can use a digital signature or simply type your name below the closing. Make sure to include your contact information, such as your phone number or email address, in the signature block.

Enclosure

If you are including any additional documents with your letter, such as a resume or a business proposal, mention them in the enclosure line. For example, you can write “Enclosure: Resume” or “Enclosures (2): Business Proposal, Financial Statements.” This lets the recipient know that there are additional documents attached to the letter.

Example

Here is an example of a formal business letter template:

 Your Name Your Job Title Your Company Name Your Company Address City, State, Zip Code Email Address Phone Number Date Recipient's Name Recipient's Job Title Recipient's Company Name Recipient's Company Address City, State, Zip Code Dear Mr./Ms. Last Name, I am writing to inquire about the job opening at your company. I have recently graduated from XYZ University with a degree in Business Administration and believe that my skills and qualifications align with the requirements of the position. In the first paragraph, introduce yourself and state the purpose of the letter. In the second paragraph, highlight your relevant experience, skills, or education. Use the third paragraph to explain why you are interested in the position and how you can contribute to the company. End the letter with a polite and professional closing, such as "Sincerely" or "Best regards." Thank you for considering my application. I have attached my resume for your review. I look forward to the opportunity to discuss how I can contribute to your team. Sincerely, Your Name Enclosure: Resume