How To

Business Letter Format: How to Write a Professional Letter

The email has changed the style of a formal business letter. While we’re not likely to send physical letters, we still write emails. So how do we write a formal business email that gets and holds attention?

If you want to know how to write a professional email, look no further. We’re going to show you:

How to create professional emails with these business letter format tips.

List Your Address

When writing a business letter, always list the address of the sender. Remember that it should be the full address. It should include the street number and name, city, state, and zip code.

When sending the letter, a return address can be added to the envelope in addition to the address at the top of the letter. When the sender has an email address, this can be below the address.

Provide the Date

When you write a business letter, making sure to provide the right date is essential. It gives your recipient a chance to gauge the timeliness of the message. Without a date, the recipient may not be able to process the information and may not assign it to the urgency that you require.

Also, the date should be presented in a standard format. Generally, this will take the form of “Month Day Year.” A basic example would be: “February 27, 2021”.

When listing out the month and day, it is essential to use numbers and not abbreviate. This will help ensure clarity when communicating with overseas or international contacts.

Identify the Recipient’s Name and Address

Identifying the recipient’s name and address is one of the most important steps when writing a business letter. When choosing a template for a letter, always make sure that it has the option to include the name and address of the recipient.

Once you have the full name of the addressee, you can include their job title if known. Next, use the preferred address and format that is generally accepted by the company.

Choose a Professional Greeting

Choosing a professional greeting for a business letter is as important as the contents of the letter. A formal salutation should be chosen to ensure proper decorum and respect when corresponding. The salutation should be at the top of the page and addressed to the person to whom you are writing.

Business Letter Format
Professional Writing

Remember to avoid addressing the recipient by their first name to remain formal. Instead, use gendered salutations such as “Dear Mr. Smith” or “Dear Ms. Jones”. If the gender of the recipient is unknown, use a gender-neutral salutation such as “Dear Hiring Manager” or “Dear Requested”.

Write the Body

When writing the body of the professional letter, it is important to start your message on a positive note by thanking the recipient for their time and attention. In most formal letters, you should state the purpose of the letter in the first paragraph.

For example, if you are sending a cover letter to apply for a job, begin by expressing your enthusiasm for the role and how your skills are a great match.

Use the Best Business Letter Format Today

Writing a professional letter is a business communication skill anyone can learn. To make a great impression, master the right format and know what information to include.

Start with the basics and become a pro letter writer by following these tips. Ready to get started? Take the time to write an effective letter that is well-written, using the right business letter format. Did you find this article helpful? Check out the rest of our blogs!

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