Formal Business Letter Format

A business letter is a letter written from one business organization to another business organization. This letter contains the legal communications necessary for two business organizations to communicate. It can also be used for communication between two different departments of the same business. Only a business dealer and worker know the importance of a business letter. Here are mentioned some guidelines to write a business letter. Here is also attached a sample business letter for your help and ease. 

How to write a business letter?

If you are new in business dealings and facing difficulty to draft a business letter, then these guidelines are written especially for you. 

1. The first rule of writing is to know your audience, therefore research the company, their situation.
2. Then, mention a date in the letter.
3. Business letters are ideally written on one-page (3-4 paragraphs), 12 pt. font, 2.54cm (1"- .5”) borders.
4. Type the information of the sender on the top. 
5. Add salutations.
6. Then type out the actual content of the business letter in the body section.
7. Close the letter properly after the necessary communications and contents.
8. Do your signatures at the end of a business letter. 
9. It is recommended for you to type the name of the sender, his/her personal information, and contact.
10. Also mention a list of enclosures, only if it is required at a certain organization.
11. Focus on the needs of the company instead of your own needs and wants.
    
12. Your letter needs to contain the right facts, reasons, and examples to support your position.
13. Use specific examples and show you are well informed.
14. Do not simply restate your brochure or enclosures – expand on it.
15. Elaborate on the most important requirements of the business or project.
16. Always write in a professional, formal, and passionate manner – no slang or abbreviations.
17. Print your cover letter on the same paper as your resume.
18. Be sure to have someone proofread your cover letter before sending it.
19. Use the same heading as your resume including your contact information.
20. You may use a similar business letter for multiple projects or for sales purposes, however, you must be sure you modify all the necessary variables and do not leave wrong references.
21. Address business letters to a specific person rather than a department or a generic title. Be sure to spell the name(s) correctly, and with the right gender of the person.

These are some points to be remembered when writing out a business letter. Now, a guideline becomes more effective if it is provided along with some examples. So, in the next section, a relevant example has been shared for you to embrace the above guidelines correctly. The most common layout of a professional business letter is known as Block Format (or ‘Full block’). It is the easiest format to use and simplest to set up in your word processing program, such as MS Word: Using this format, the entire letter from beginning to the end of the letter, including your contact information, the date, the employer’s contact information, the body of the letter, and the greeting and closing, signature, is all left-justified. Also, in block format, the content on the page is single-spaced, except for a double space between each paragraph (as well as space above and below the date, above and below the salutation and signature). This gives a clean and professional look to your letter. The block format is perfect for a cover letter created to accompany a resume as part of a job application. Keep reading to learn more about block format cover letters and review examples and templates.

What is Modified Block Format?

Another commonly used letter format is known as the modified block format, in which the body of the letter and the sender's and recipient's addresses are left justified and single-spaced. However, the difference with a Block format, is that in Modified Block format, the date and closing, have a tab to the center point of the letter, and that is where you begin to type. It is more suitable to use this format on less formal occasions.

What is Semi-Block Format?

The last and less commonly used letter style is the Semi-Block format. It is like the modified block style except that each paragraph is indented instead of left-justified. Semi-block letters are like 'Modified block letters', with the exception the paragraphs are indented. Modified semi-block business letters are considered a little less formal than full block letters. 

Keep in mind that different organizations have different format requirements for their professional communication. While the examples provided contain common elements for the basic business letter (genre expectations), the format of your business letter may need to be flexible to reflect variables like letterheads and templates. Our examples are merely guiding.

If the format matters a lot to the recipient, for example in the Financial or Legal work field, consider consulting a local business writing handbook or do a query on a search engine on the internet, to find more details about the common best practices. if you have any questions or doubt the accuracy of this document for your situation.

Write convincing content

However, the format is very important. The content of a professional letter is even a more critical component of making an impact and of doing a successful business. They introduce your capabilities and expertise and need to do this in a convincing way. Clients or Project owners will often firstly receive your letter or email communication before they decide to set up a meeting. It is essential that your letter reflects your experience and skills as they relate to the question or situation that they (help to) solve. 

Sample formal business letter:

Here is written a detailed outline for you to understand the above guidelines clearly:

Dear {{Name}}, 

This letter serves as a formal notice to you that you are in default of your obligation to pay the invoiced sum of {{Enter the owing amount}} as stated in the invoice Number {{Number}} issued on{{Date}} regarding {{Enter provided service? Goods}}.

This amount has been overdue since {{Date}}  and you have failed to pay the same despite repeated requests for payment by our us. 

Unless payment of the above-stated amount is made within seven (7) days of the date of this letter, we will have no alternative but to exercise protection of our rights envisaged under the law to enforce such payment, including but not limited to institutional or legal proceedings against your company to recover the above amount, together with accrued interest and legal expenses. 

Kindly govern yourself accordingly.

Regards,

Download formal business letter format to get the editable letter.

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