Business Letter Format

What is the correct format for a formal letter?

A formal letter has ten parts in a fixed order: sender address, date, inside address, subject line, salutation, body, complimentary close, signature, enclosures and cc. Type them in one of three layouts: full block, modified block or semi-block. Use single spacing and a blank line between paragraphs.

The page above builds the letter in the layout you choose. The diagrams below show what each layout does with the same ten parts.

How do I write a formal letter?

Pick the layout, then fill in the parts from top to bottom. Open the body with your reason for writing, give the details, and finish with what you want the reader to do. Close politely, sign above your typed name, and read it once for tone and spelling.

1. Pick a layout and a starting draft, such as a complaint or a request.
2. Type your name and address, the date and the reader on the letter itself.
3. Replace each [bracket] in the draft with your own facts.
4. Add enclosures and a cc line if you need them.
5. Draw or type a signature, then download the PDF or Word file.

For a letter that goes with a job application, the cover letter template adds a résumé-matching header. Resignations have their own maker: resignation letter.

What is the difference between block and modified block format?

In block format, every part starts at the left margin. In modified block, the body and the reader’s address stay at the left, while the date and closing start at the center of the page. Semi-block is modified block with an indent at the start of each paragraph.

Purdue OWL describes the three the same way and lists semi-block as the least used. Choose full block for a plain office letter that prints cleanly, modified block when you want a more traditional look, and semi-block only when a school or employer asks for it.

If your school or employer supplies its own letter format, follow that one.

How do I address a formal letter?

Address a named person whenever you can: Dear, a title such as Ms. or Dr., and the last name, then a colon in the US. When you cannot find a name, write To Whom It May Concern: in the US or Dear Sir or Madam, in the UK. Match the title used in the inside address.

The maker writes the salutation from the name typed in the recipient lines. Type Ms. Dana Reyes and the letter says Dear Ms. Reyes:. Leave the name empty and it says To Whom It May Concern:.

Purdue OWL says to use American date format for US companies and a colon after the salutation. The University of Twente’s language centre gives the UK pairing of Yours sincerely for a named reader and Yours faithfully after a generic greeting.

How do you end a formal letter?

Finish the body with a sentence that says what happens next, then add a closing such as Sincerely, with a comma and a capital letter on the first word only. Leave about four lines for your signature, type your name below it, and list any enclosures or cc names.

Purdue OWL starts the closing one line after the last paragraph, at the same horizontal position as the date. In full block that is the left margin. In modified block and semi-block it is the center of the page. The maker follows the same rule.

What goes in each part of a formal letter?

The sender address and date come first, then the inside address and subject line, then the salutation. The body carries the message. The closing, signature, enclosures and cc lines end the page. Each part has a plain job, listed in the table below.

Which formal letter templates are ready to fill in?

Seven: complaint, request, inquiry, cover note, apology, thank you and authorization. Each is a short draft with fill-in brackets for the details only you know, such as dates, amounts and names. Pick one under Start from, replace the brackets on the page, and delete any sentence you do not need.

Complaint

Subject: Complaint about [product or service]

I am writing to complain about [the product or service] that I [bought or received] on [date]. [Describe what went wrong in one or two sentences.]

I would like you to [refund my payment, replace the item or fix the problem] by [date]. I have kept [receipts, photos or emails] and can send copies on request.

Thank you for your attention. I look forward to your reply.

Request

Subject: Request for [what you need]

I am writing to request [what you need]. [Give the reason in one sentence.]

I would need it by [date]. Please tell me if you need any further details from me.

Thank you for considering this request.

Inquiry

Subject: Inquiry about [topic]

I am writing to ask about [the product, program or service]. I would like to know [your first question] and [your second question].

Please send your answers by email or post to the address above. Thank you for your time.

Cover note

Subject: Documents enclosed: [name of the documents]

Please find enclosed [the documents] for [the purpose].

The package contains [a short description of each item]. Please contact me at [phone or email] if anything is missing.

Thank you for your time.

Apology

Subject: Apology for [the incident]

I am writing to apologize for [what happened] on [date]. I was wrong to [what you did], and I am sorry for the trouble it caused.

To make this right, I will [what you will do] by [date]. I will also [the step that stops it happening again].

Thank you for your patience and understanding.

Thank you

Subject: Thank you for [what they did]

Thank you for [what they did] on [date]. Your help meant a great deal to me because [reason].

I would be glad to return the favor, and I look forward to working with you again.

Authorization

Subject: Authorization for [name of the person you authorize]

I, [your full name], authorize [the name of the person you authorize] to [the task, such as collect my records] on my behalf.

This authorization covers [the item or account] and is valid from [start date] to [end date]. The person named above will show photo identification when asked.

Please contact me at [phone or email] if you need to confirm this authorization.

A letter on company paper looks best with a printed header: design one with the letterhead template, then tick the letterhead box here to leave out the sender block. For internal notes inside a company, a memo is the better fit than a letter.