How to Write a Business Letter in a Correct Format?

In this blog post, I will teach you how to write a valuable business letter in a correct format. Understanding the format of such letter is very important to communicate with a firm or an organization. You cannot write a business letter in the same tone as you write a letter for your friends or family. It has to be formal. Following are the steps that describe its full format… all lines begin at the left.

• Write your letter in MS Word or any other word processor. No formal letter should be written with pen or pencil.
• It is better if you have your own letter head. In case, you do not have letter head, use 8½ inch X 11 inch formal paper and a matching envelope.
• In the absence of letter head, you need to type your full name, designation and address 4 to 6 lines down from the page’s top.
• Write date 2 or 3 lines down the address. Standard is 3 lines below.
• Select the needed alignment – justified or left aligned.
• Again two lines below, write the recipient’s name, designation and address, aligning at the left side. Use Ms., Mr., or Dr., whatever appropriate with the name.
• Now, two lines down, is a greeting section. It includes sentences such as Dear Mr. Smith or Dear Dr. James etc.
• Start writing your business letter 2 lines down the greeting line. In the first paragraph, there has to be an introduction if the receiver doesn’t know you. Then, continue with the purpose of writing the letter. The purpose can be to file a complaint, to request some information or to compliment for some product or service. The body of the letter has to be concise and brief.
• When the body finishes, skip 2 lines and close the letter with the sentences like ‘Thank You’, ‘Sincerely’ or ‘Best Wishes’.
• Leave 3-4 lines for the signature and write your name and designation.
• Take the print of the letter and sign it in the space you left for it.

A major point while writing business letters is that there should not be any grammar and spelling mistakes. Download the templates for letters from businessofficepro.com to get the best results.