How To Write An Official Business Letter (With Format And Examples)

In today’s digital age, the art of letter writing continues to hold significant value in the professional realm. An official business letter remains a reliable method for conveying vital information or making formal requests. These letters communicate messages effectively while respecting the recipient’s time.

This article provides a comprehensive guide on writing an official letter, including essential rules and tips, along with templates and examples to assist you in crafting your own correspondence.

Key Takeaways

• Your official business letter should feature a heading, greeting, multiple body paragraphs, a closing, and your signature.

• Official business letters should avoid images, informal language, or content that is unsuitable for a formal document.

• Utilize an official business letter whenever you need to communicate important information professionally.

How to Write and Format an Official Business Letter

A professional letter should start with the correct format and style choices. Maintain a simple and clean layout to enhance readability and ensure clarity in your message.

Keep your margins at one inch on all sides, and select a straightforward font such as Arial or Times New Roman. Your letter should contain the following sections, in order:

1. Heading. The heading of your letter should clearly identify you, the intended recipient, and the date of sending. This helps prevent confusion in case the letter is delayed or misdirected.

   Your heading should include your full name, address, and contact information (phone number and/or email address) at the top. Below this, include the date of sending, followed by the recipient’s details, including their full name, job title, company name, and company address.

2. Greeting. After the heading, incorporate a formal greeting. While emails may vary, it is considered polite in letter writing to include a proper salutation.

   Your greeting typically begins with “Dear” followed by the recipient’s name and a comma. If you have a formal relationship with the recipient or are unfamiliar with them, use an honorific such as “Ms./Mr./Mx./Dr.” followed by their last name. For a more casual relationship, using their first name is acceptable.

   Avoid addressing your letter “To Whom It May Concern,” as this may appear careless.

3. Body paragraphs. The body paragraphs contain the main content of your letter. While the heading and greeting are important, this section is where you articulate your reason for writing.

   Typically, an official letter consists of three paragraphs, but two or four smaller paragraphs may also be appropriate. Here’s a general breakdown of each body paragraph’s function:

   • First paragraph. Start by clearly stating your purpose for writing and introducing yourself if necessary. Readers appreciate directness, so ensure your message is clear from the outset.

   • Middle paragraph(s). This section delves deeper into your main point. Include all necessary information the recipient needs to understand your request or concern. If you have dense information, consider using bullet points for clarity. Aim to keep paragraphs to no more than 6 lines to maintain readability.

   • Closing paragraph. Conclude with a clear call to action and express gratitude for the reader’s consideration. Make it easy for the recipient to know what is being asked of them.

4. Closing and signature. After the body, include a brief statement of thanks to your recipient. A simple sentence expressing gratitude is sufficient, along with a closing salutation such as “Best,” “Regards,” or “Sincerely.” Sign your name at the bottom.

If you are including other documents with your letter, add an enclosure statement after your signature. Simply type “Enclosure” or “Encl.” followed by the enclosed document(s).

Once you grasp the basics, writing an effective business letter becomes a straightforward task.

How to Write the Body Paragraphs of Your Letter

The body paragraphs are the core of your letter, and they should follow a loose structure.

Keep your opening paragraph concise. Clearly state your reason for writing in the first sentence. If you are unfamiliar with the recipient, briefly explain how you obtained their contact information.

In the following paragraph(s), provide further details about your main point. Help the reader understand your objective and include relevant examples. Maintain conciseness to avoid losing the reader’s interest.

If your goal is to persuade the reader or elicit a specific action, ensure your body paragraphs build a solid case for your request.

Your closing paragraph should reiterate your main point and, if necessary, indicate the next steps or include a call to action.

Official Business Letter Template and Example

Business Letter Template

Here is a fill-in-the-blank template incorporating all the aforementioned tips:

Business Letter Example

Tips for Writing a Professional Letter

Here are best practices for writing a professional letter:

• Proofread your letter. Ensure clarity of your message and check for spelling or grammatical errors. Minor mistakes can diminish professionalism.

• Keep it concise. Value your reader’s time by including only relevant and necessary information.

• Use single spacing with a space after each paragraph. This format is standard and ensures ease of reading.

• Print in black ink on white paper. Use standard white bond paper for your letter instead of colored paper or stationery.

• Left justify your text. This is the expected format for official letters.

• Use a simple font. Standard font sizes are 10 or 12 points; Arial, Calibri, and Times New Roman are widely accepted.

What Not to Include in a Professional Letter

Official letters should maintain a professional tone to ensure they are taken seriously. Avoid the following:

• Incomplete or run-on sentences.

• Excessively verbose or overly brief paragraphs.

• “Miss” as an honorific.

• Images or graphics (excluding logos).

• Emoticons.

• Informal language.

• Excessively formal language that feels stiff.

• Informal stationery (e.g., greeting cards).

• Anything inappropriate for official documentation.

What Is an Official Business Letter?

An official business letter is a formal correspondence used in a professional context. It can facilitate communication between businesses, strengthen client relationships, or address complaints.

Job seekers frequently use official letters in the form of cover letters, letters of interest, and recommendation letters.

The defining features of official letters are their formality and directness. They focus on the essential points without unnecessary embellishments.

When to Use an Official Business Letter

There are various situations in which you might need to write an official business letter, including:

• Professional references or letters of recommendation

• Employment verification

• Job offers

• Acceptance letters for educational programs

• Communications to stakeholders, clients, or employees

• Letters of interest

• Cover letters

• Resignation letters

• Formal complaints

Whenever you need to convey official information in a professional manner, using the format of an official business letter is advisable. It’s typically better to err on the side of formality than to be overly casual in these situations.

More Official Letter Formats

• Cover letter

• Reference letter

• Thank-you letter

• Letter of interest

• Resignation letter

• Business letter

• Letter of intent

Author

Lilly Chesser

Lilia Chesser is a professional copywriter and content writer based in Columbus, Ohio. She graduated from Denison University with a BA in communications.

Expert

Matt Warzel, CPRW, CIR

Matt Warzel a President of a resume writing firm (MJW Careers, LLC) with 15+ years of recruitment, outplacement, career coaching and resume writing experience. Matt is also a Certified Professional Resume Writer (CPRW) and Certified Internet Recruiter (CIR) with a Bachelor of Science in Business Administration (Marketing Focus) from John Carroll University.