How to Format a Business Letter

A business letter is a formal document that is used to communicate with businesses or organizations// It is important to format a business letter correctly in order to make a good impression.

Here are the steps on how to format a business letter:

  1. Choose the right paper. Business letters should be printed on high-quality white paper. The paper should be 8.5 x 11 inches in size and have a 20-pound weight.
  2. Use the right font. The font that you use for your business letter should be professional and easy to read. Times New Roman or Arial are two good choices. The font size should be 12 points.
  3. Set the margins. The margins for a business letter should be one inch on all sides.
  4. Include your contact information. Your contact information should include your name, title, company name, address, phone number, and email address. This information should be typed at the top of the letter, flush left.
  5. Include the date. The date should be typed below your contact information, flush left.
  6. Include the recipient’s contact information. The recipient’s contact information should include their name, title, company name, address, phone number, and email address. This information should be typed below the date, flush left.
  7. Use the correct salutation. The salutation should be typed two lines below the recipient’s contact information. The most common salutation is “Dear Mr./Ms. Last Name.” If you know the recipient’s first name, you can use “Dear [First Name] Last Name.”
  8. Write the body of the letter. The body of the letter should be single-spaced and left-aligned. The paragraphs should be indented.
  9. Use a complimentary close. The complimentary close should be typed two lines below the body of the letter. The most common complimentary close is “Sincerely.”
  10. Include your signature. Your signature should be typed two lines below the complimentary close.

Here are the three main styles of business letter formatting:

  • Block format: This is the most common style of business letter formatting. In block format, all of the text is left-aligned.
  • Modified block format: This style is similar to block format, but the date, complimentary close, and signature are centered.
  • Semi-block format: This style is similar to modified block format, but the paragraphs are indented.

Which style of formatting you choose is up to you. However, it is important to be consistent throughout your letter.

Here are some additional tips for formatting a business letter:

  • Use active voice instead of passive voice.
  • Use clear and concise language.
  • Proofread your letter carefully before sending it.

By following these tips, you can format a business letter that is professional and effective.

Here are some examples of business letter formats:


I hope this article helps you format your business letters correctly.