Business Letter

           The format of business letters has slowly changed over time with the culture of business getting less and less formal.
Here are the components of a traditional full block business letters -- shown in picture form and with explanations.

The format shown here is just a guide -- variations and customization are common -- and not all elements are needed in every type of letter such as job application cover letters or thank-you letters. 

 Block 1 - Return Address
If your stationery includes a letterhead, skip this block. Type your name and address along with other relevant contact information such as e-mail or fax number.
Block 2 - Date
If your stationery includes a letterhead, type the date from 2 to 6 lines under the letterhead. Otherwise type it under the return address.
Block 3 - Reference
Use this block to identify what the letter is in regards to. Examples are: "Re: Invoice 12345" or "Re: Your letter dated January 15, 2006.".
Block 4 - Delivery Notations
Always in caps. Examples include SPECIAL DELIVERY, CERTIFIED MAIL, AIRMAIL, VIA FACSIMILE.
Block 5 - Recipient Notations
Notation on private correspondence if needed such as PERSONAL or CONFIDENTIAL. This goes just above the recipient.
Block 6 - Recipient
Type the name and address of the person and / or company. If you are using an attention line (block 7) then skip the person's name. Address the envelope similarly.
Block 7 - Attention
Type the name of the person
Block 8 - Salutation
Type the recipient's name. Use Mr. or Ms. [Last Name] to show respect, but don't try to guess spelling or gender if you are not sure. Some common salutations are: "Dear [Full Name]:", "To Whom it May Concern:".
Block 9 - Subject
Type a short description on what the letter is about. If you used a reference line, then you likely do not need a subject line.
Block 10 - Letter
Type two spaces between sentences.

If the letter exceeds one page, repeat the recipient's name, the date, the reference or subject line and show the current page number.

Block 16 - Page Number
Type the page number.
Block 17 - Continuing Letter Text
Continue your letter three lines below the heading. If you have less than three lines on the second page, consider rewriting your letter or adjusting margins to fit on a single page.
Completing the Letter
Block 11 - Complimentary Close
It depends on the tone and degree of formality as to what you write here. Can vary from the very formal "Respectfully yours" to the typical "Sincerely" to the friendly "Cordially yours".
Block 12 - Signature
Leave four blank lines after the Complimentary Close (block 11) to sign your name. Type your name and (optional) title under that signature.
Block 13 - Identification
If someone else has typed the letter for you, it is common for them to indicate so with initials. Typically it is your initials in upper case followed by the other initials in lower case. For example "BCT/gt". If you typed your own letter, skip this block.
Block 14 - Enclosures
If you are including other things with the letter such as brochures, this line tells the reader how many to expect. Common styles include "Enclosures: 3".
Block 15 - Copies
If you are distributing copies of the letter to others, indicate so using a copies block. the code "cc:" used to indicate carbon copies but now is commonly called courtesy copies.

Notes and Tips
Don't type the brackets. The brackets [ ] in the examples are for narrative purposes only.
Try to keep your letters to one page.
Use letterhead only for the first page. Just use a blank sheet of paper for continuation pages.
You have some freedom in how many blank lines to use between blocks and in the margin sizes in order to fit a letter onto a single page.
Not all letters need every block identified in this article. If you leave one out, do not Sample leave blank lines where the blocks would have been.

 Business Letters

Click below to view sample business letters and download them in rich-text format (RTF), compatible with most word processors and email applications. The files are only 6KB or less and download quickly. Download as many as you want to mix, match, cut and paste sections from each.

Not sure how to download? It's safe and easy.

The links below open a new, but smaller browser window, so you can still see this page to try other samples. Each time you click a link again, it displays in the same smaller window, but this window will cover it because you clicked here last. Just bring the smaller window to the front of your screen. For example, in Windows® 95, click on it in the task bar below.

Full Block Business Letter

Sample 1

Anatomy of a full block business letter, with a simple, customizable letterhead.

Sample 2

Same as Sample 1, but with a typed return address instead of a customizable letterhead.

Modified Block Business Letter

Sample 1

Anatomy of a modified block business letter, with a simple, customizable letterhead.

Sample 2

Same as Sample 1, but with a typed return address instead of a customizable letterhead.

Modified Semi-Block Business Letter

Sample 1

Anatomy of a modified semi-block business letter, with a simple, customizable letterhead.

Sample 2

Same as Sample 1, but with a typed return address instead of a customizable letterhead.

More Resources

Letter Writing Desk

Essential resources for writing employment and other business letters: format, spelling, grammar and more, including downloadable samples of resignation, reference, thank-you, salary and cover letters.

Writing Letters

Samples and advice from the Net, for writing employment-related business letters.

The basics of good business letter writing are easy to learn. The following guide provides the phrases that are usually found in any standard business letter. These phrases are used as a kind of frame and introduction to the content of business letters. At the end of this guide, you will find links to sites that give tips on the difficult part of writing successful business letters – arguing your business objective. By using these standard phrases, you can give a professional tone to your English business letters.

The Start

Dear Personnel Director,

Dear Sir or Madam: (use if you don't know who you are writing to)

Dear Dr, Mr, Mrs, Miss or Ms Smith: (use if you know who you are writing to, and have a formal relationship with - VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss)

Dear Frank: (use if the person is a close business contact or friend)

The Reference

With reference to your advertisement in the Times, your letter of 23 ^rd March,
your phone call today,
Thank you for your letter of March 5 ^th .

The Reason for Writing

I am writing to inquire about
apologize for
confirm

Requesting

Could you possibly?
I would be grateful if you could

Agreeing to Requests

I would be delighted to

Giving Bad News

Unfortunately
I am afraid that

Enclosing Documents

I am enclosing
Please find enclosed
Enclosed you will find

Closing Remarks

Thank you for your help Please contact us again if we can help in any way.
there are any problems.
you have any questions.

Reference to Future Contact

I look forward to ...
hearing from you soon.
meeting you next Tuesday.
seeing you next Thursday.

The Finish

Yours faithfully, (If you don't know the name of the person you're writing to)

Yours sincerely, (If you know the name of the person you're writing to)

Best wishes,

Best regards, (If the person is a close business contact or friend)

Sample Letter

Here is a sample letter using some of these forms:

ABC Cheese House
12  BCD Avenue
Saet, UV 5894
Tel:
Fax:
Email: sdssddd@swdlkjkj.com

October 30, 2050

Fred Flintstone
Sales Manager
Cheese Specialists Inc.
156 ABC Road
Vile, AB

Dear Mr Flintstone:

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856

The order will be shipped within three days via UPS and should arrive at your store in about 10 days.

Please contact us again if we can help in any way.

Yours sincerely,

Kenneth Beare
Director of ABC Cheese House

Are you ready to interview? Once you have been selected for a job interview, it's important to prepare properly. That means practicing interview questions and answers, dressing in appropriate interview attire, and, after the interview, sending thank you letters to your interviewers.

The basics of good business letter writing are easy to learn. The following guide provides the phrases that are usually found in any standard business letter. These phrases are used as a kind of frame and introduction to the content of business letters. At the end of this guide, you will find links to sites that give tips on the difficult part of writing successful business letters – arguing your business objective. By using these standard phrases, you can give a professional tone to your English business letters.

The Start

Dear Personnel Director,

Dear Sir or Madam: (use if you don't know who you are writing to)

Dear Dr, Mr, Mrs, Miss or Ms Smith: (use if you know who you are writing to, and have a formal relationship with - VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss)