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Business Communication -

How to write a formal business letter

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Business Communication: How to write a formal business letter

Lesson 7: How to write a formal business letter

How to write a formal business letter

If you have to communicate with another company or share important messages, business letters can present your message in a classic, polished style. In contrast to internal memos, business letters are usually written by a company to another, which is why they are so formally and structured . However, letters are also quite versatile, as they can be used for official inquiries, announcements, cover letters and much more.

Despite the formality, letters can still have a friendly sound , especially because they contain brief introductions before they reach the main point. Regardless of that in your letter you use in your letter, your writing should remain succinct, clear and easy to read.

Take a look at the video below to learn about formal business letters.

This lesson focuses on American business letters. Letters written in other parts of the world can have minor differences in formatting.

the structure of a commercial letter

The precise structure of the business writing is crucial for your look and readability. If you write your letter, you can follow the following structure to create an effective document.

  • Open : Insert your mailing address, the full date (eg 30 July 2017) as well as the name, the company and the address of the recipient. Skip a row between your address, the date and information of your recipient. Do not add your address if you use the letterhead that already contains.
  • Acid : Addresses the recipient with "Love," along with your title and surname, like "Dear Mr. Collins" or "Dear Director Kinkade". If you do not know the gender of the recipient, use your full name, z. B. "Dear Taylor Dean". Be sure to add a colon to the end of the salutation.
  • Body : Imagine in the first paragraph and the main point of your letter. The following paragraphs should be included in the details of their main point, while their final paragraph restore the purpose of the letter and, if necessary, provide a call.
  • Close : Recommended formal closures include "with friendly" or "honest". To get a more personal closing, you should consider "sincerely" or "best regards". Regardless of what you choose, add a comma to the end.
  • signature : skip four lines after closing and enter your name. Skip another line and enter your job title and your company name. If you submit a hard copy, sign your name with blue or black ink in the empty room.
  • Housing : If you include documents with this letter, list them here.

Another important part of the structure is the layout that determines how the text is formatted. The most common layout for a business letter is known as block format , which justifies the entire text on the left and special, with the exception of double spaces between the paragraphs. This layout keeps the letter clean and easy to read.


As indicated in Business Writing Essentials, Revision is a crucial part of the writing. Check your letter to keep it succinct and correct it for spelling and grammatical errors. When you're done writing, ask someone to read your letter, and give you feedback , as it can recognize mistakes that you may miss. Also, make sure that relatives are attached to your document and that hard copies are signed.

After the revision of the content, consider the Appearance of your letter. If you print a hard copy, you absolutely use quality paper. Also try with the letterhead to give your document an official look.

Example of a commercial letter

To see this lesson in action, we look at a polished business letter by checking the example below.

This letter looks great! The structure is perfect, and the text is justified to the left and spaced apart individually. The body is formal, friendly and concise, while the salutation and the end look good. It also contains a handwritten signature, which means that it is ready to be filed as a hard copy.

To know how to write a business letter will serve you well throughout your career. Practice and study it, and you can communicate in a classic style.

Tags: writing, letter, business, support

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