How to Create Best Business Letter Format?

A business letter is more formal than a personal letter. It should have a formal letter format margin of at least one inch on all four edges. It is always written on 8½"x11" (or metric equivalent) unlined stationery. There are six parts to a business letter. The Heading. This contains the return address (usually two or three lines) with the date on the last line.

Need of a Business Letter


Sometimes it may be necessary to include a line after the address and before the date for a phone number, fax number, E-mail address, or something similar.

Often a line is skipped between the address and date. That should always be done if the heading is next to the left margin. It is not necessary to type the return address if you are using stationery with the return address already imprinted. Always include the date. The Inside Address. This is the address you are sending your letter to. Make it as complete as possible. Include titles and names if you know them.


 

Basic Contents of Business Letter

This is always on the left margin. If an 8½" x 11" paper is folded in thirds to fit in a standard 9" business envelope, the inside address can appear through the window in the envelope. An inside address also helps the recipient route the letter properly and can help should the envelope be damaged and the address become unreadable.

Skip a line after the heading before the inside address. Skip another line after the inside address before the greeting. The Greeting. Also called the salutation. The greeting in a business letter sample is always formal. It normally begins with the word "Dear" and always includes the person's last name. It normally has a title. Use a first name only if the title is unclear--for example, you are writing to someone named "Leslie," but do not know whether the person is male or female. For more on the form of titles.

 

Greeting Importance of Business Letter

The greeting in a business letter always ends in a colon. (You know you are in trouble if you get a letter from a boyfriend or girlfriend and the greeting ends in a colon--it is not going to be friendly.)The Body. The body is written as text. A business letter is never hand written. Depending on the letter style you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs.Skip a line between the greeting and the body. Skip a line between the body and the close.