Business Letter Layout (With Examples)

Mastering the art of writing a professional business letter is essential for effective communication with your boss, colleagues, clients, distributors, and prospective employers in today’s dynamic work environment.

The term “business letter” includes various specific types, such as cover letters and reference letters, which are crucial during the application process. Additionally, a business letter can serve as a general communication tool to convey messages to your superiors or professional contacts.

Regardless of the letter’s purpose, the fundamental formatting principles remain consistent. Therefore, understanding the best practices for structuring your business letters is vital.

Key Takeaways:

• Use a font size between 10 and 12 points, opting for a simple and readable style.

• Research to find the recipient’s name and, if applicable, include their professional title.

• Maintain a professional tone, avoiding any filler words.

• Ensure your letter fits on one page and get to the point early.

Formatting Basics: Fonts and Spacing

Every professional document, including business letters, should utilize a selection of acceptable font types that are appropriately sized and spaced.

• If you’re unsure which fonts are suitable, consider the following ten options:

  • Arial
  • Calibri
  • Corbel
  • Garamond
  • Georgia
  • Gill Sans
  • Helvetica
  • Open Sans
  • Roboto
  • Times New Roman

• When selecting a font, prioritize simplicity. A clear, easy-to-read font ensures that your recipient can quickly grasp the essential information.

• Choose the font size based on readability, typically ranging from 10 to 12 points. Avoid excessively large fonts to maintain professionalism.

• Spacing is crucial for readability; include a blank line between paragraphs, and aim for three to four paragraphs in the body.

Remember to single-space your paragraphs and align the entire letter to the left for a clean layout.

How to Address Your Letter

If you’re new to writing business letters, the header can seem overwhelming. However, once you understand the structure, it becomes simpler.

1. Your contact information. Start by including your name and address at the top, aligned left or centered. If relevant, add your job title.

   First name and Last name
   Address
   City, State Zip Code
   Phone Number
   Email Address

2. The date. Next, add the date, formatted as follows:

   Month, Day, Year

3. Recipient’s contact information. After the date, skip a line and add the recipient’s name and address.

   Knowing the recipient’s name enhances the letter’s personal touch; if unknown, use “To Whom It May Concern.”

   First name and Last name
   Address
   City, State Zip Code
   Phone Number
   Email Address

   When you know their name, use proper titles, avoiding assumptions about marital status. Opt for ‘Ms.’ instead of ‘Mrs.’ and use ‘Dr.’ for those with a doctorate.

Here are examples of properly addressing your letter:

1. Robert Sperling
   Supervisor
   Rune Museum
   888 Lyne St.
   Hillsburg, KY, 01230

   September 8th, 2026

   Sarah Parker
   Curator
   History Museum
   742 Dru Rd.
   Hillsburg, KY, 01230

   Dear Ms. Parker,

2. Jerry Fitz
   93 Herring Rd.
   Roland, CA, 59421

   September 16th, 2026

   Best Restaurant
   58 Clarendon Rd.
   Roland, CA, 59421

   To Whom It May Concern,

Now that you know how to address your letter, you’re one step closer to effectively conveying your message.

What to Include in Your Business Letter

A business letter should maintain a polished tone, avoiding slang and overly casual language.

1. Opening salutation. After your contact information, include an appropriate greeting. Use the recipient’s name if known; if not, opt for a generic greeting. Examples include:

   When you know their name:

   • Dear [First name and Last name]
   • Dear [First name]
   • Dear Dr. [Last name]
   • To [First name]

   Generic greetings:

   • Dear Customer Service Manager
   • To Whom It May Concern
   • Dear Hiring Manager
   • Dear Team

2. Body paragraphs. This section articulates the purpose of your letter, ideally in three to four concise paragraphs. Avoid informal phrases such as “kinda,” “yeah,” or “totally.”

   • First paragraph. Start with a clear introduction of your message’s intent, using polite yet direct language.
   • Second paragraph. Support your main point with examples and relevant evidence.
   • Third paragraph. Reinforce your message and make a direct request or statement about your qualifications.
   • Closing paragraph (optional). This can follow the third paragraph, where you share your contact information and express gratitude for their time.

3. Closing salutation. Conclude with a brief, appropriate closing like “Sincerely” or “Respectfully,” followed by your name.

   • Respectfully yours
   • Sincerely
   • Thank you
   • Cordially

Business Letter Examples

Having learned the structure of a business letter, here are five sample letters to assist you in your writing:

1. Sarah Silvers
   8 Park St.
   Dudley, TN, 01230

   September 8th, 2026

   Matt Williams
   Human Resources
   City Hall
   23 Main St.
   Dudley, TN, 01230

   Dear Mr. Williams,

   I am thrilled to recommend Heather Ingrid for the City Hall Government position. Having known Heather for over a decade, I can attest to her passion, organization, and commitment to community service.

   During her time in high school, Heather was instrumental in raising funds for our school’s extracurricular programs and has actively participated in community service and local campaigns.

   I wholeheartedly recommend Heather for this position; she would be a tremendous asset to our local government. Please feel free to reach out to me at ssilvers@mail.com or (333) 333-3333 if you have any questions.

   Sincerely,
   Sarah Silvers

2. Nathan Burns
   632 Park Ave.
   Villtown, VT, 01301

   September 2nd, 2026

   Villtown Auto Sales
   553 Central Ave.
   Villtown, VT, 01301

   Dear Hiring Manager,

   I am interested in applying for the Automotive Sales Representative position at Villtown Auto Sales. As a recent graduate with a degree in Sales and a background in customer service, I believe I’d be an ideal fit for this role.

   My four years of customer service experience, combined with internships in sales, have equipped me with valuable skills and knowledge. I also have practical experience with cars, having worked with my father, an auto mechanic.

   I hope you will consider my application, and I look forward to your response. You can reach me at 444-222-1111 or nburns@mail.com.

   Sincerely,
   Nathan Burns

3. Jerry Fitz
   General Manager
   Good Eats
   93 Herring Rd.
   Roland, CA, 01230

   September 8th, 2026

   Best Restaurant
   58 Clarendon Rd.
   Roland, CA, 01230

   To Whom It May Concern,

   I am writing to recommend James O’Leary for the Line Cook position at Best Restaurant. Having supervised James for nearly five years at Good Eats, I can confidently attest to his qualifications.

   James consistently delivered high-quality dishes swiftly and communicated effectively with our team, demonstrating his dedication and passion for cooking.

   I highly recommend James for this position; he would be an incredible asset to your kitchen. Feel free to contact me at jfitz@mail.com or (222) 222-2222 with any questions.

   Sincerely,
   Jerry Fitz

4. James Tudor
   767 Semloh Rd.
   Dewfield, MA, 01230

   August 17th, 2026

   Ron Johnson
   General Manager
   Pet Inc.
   401 Main St.
   Dewfield, MA, 01240

   Dear Mr. Johnson,

   As a detail-oriented dog enthusiast, I was excited to find an opening for the Dog Groomer position at your company. My extensive experience in dog grooming and my passion for animal care make me a strong candidate.

   With over five years of grooming experience and a dog trainer’s certificate from Dog College, I am eager to contribute to your team.

   I look forward to your consideration and can be reached at 222-111-3333 or jtudor@mail.com.

   Sincerely,
   James Tudor

5. Robert Sperling
   Supervisor
   Rune Museum
   888 Lyne St.
   Hillsburg, KY, 01230

   September 8th, 2026

   Sarah Parker
   Curator
   History Museum
   742 Dru Rd.
   Hillsburg, KY, 01230

   Dear Ms. Parker,

   I am writing to invite you or a representative from your organization to speak at the annual Museum Conference on October 27th at Rune Museum.

   This year’s theme is “skills students should hone when seeking jobs in the anthropology field.” Your expertise would provide invaluable insights.

   We offer a modest honorarium and a table for ten at the Friday night dinner as part of the speaker’s package. Please contact me at rsperling@mail.com or (444) 444-4444 for further details.

   Sincerely,
   Robert Sperling

Business Letter Tips

• Proofread your letter. Check for spelling and grammar errors to maintain professionalism. Ensure the recipient’s name is spelled correctly.

• Research your recipient. Avoid using “To Whom It May Concern” when possible. Personalize your letter by using the recipient’s name and title.

• Adjust formality based on your relationship. Maintain a formal tone for unfamiliar recipients but feel free to be less formal with acquaintances, while still retaining professionalism.

• Keep it concise. Limit your letter to one page. A lengthy letter might be overlooked or left unread. Aim for three to four short paragraphs.

Author

Jack Flynn

Jack Flynn is a writer for Zippia. In his professional career he’s written over 100 research papers, articles and blog posts. Some of his most popular published works include his writing about economic terms and research into job classifications. Jack received his BS from Hampshire College.