formal business application letter

How to Write an Application Letter (Sample Included!)

Whether you’re applying for a job , internship , scholarship, or volunteer position, a well-crafted application letter can help you stand out. It's your chance to introduce yourself and make a strong first impression that sets you apart from the competition.

But how do you write an application letter that’s effective? Below, we’ll explain when to use this method of introduction and give you practical tips on writing one that gets results. Plus, we've included a sample application letter and a template to help you create the perfect document for any opportunity.

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What is an application letter?

An application letter is a document sent with your resume to provide additional information on your skills and experience. It's a crucial part of an application for work as it introduces you to potential employers and highlights your qualifications.

While some companies request it at the beginning of the application process, others might ask for it later, or not at all—but it's always a valuable addition.

Unlike a resume, which outlines your work history, a written application allows you to elaborate on your achievements and how they relate to the job you are applying for. It is a much more specific way to introduce yourself and explain why you would be a good fit for the job.

How is an application letter different from a cover letter?

Some people use the terms “application letter” and “cover letter” interchangeably, but there are subtle differences between the two.

An application letter serves as your formal introduction to a potential employer. It highlights your interest in the role, your qualifications, and why you're a good fit for the position. It's a standalone document that provides a comprehensive overview of your skills and experiences.

On the other hand, a cover letter is usually more concise than an application letter and serves as a complementary document to your resume, providing additional context to your job application. It elaborates on specific points from your resume and explains how your background aligns with the job requirements.

Also, job application letters follow a more formal structure, often resembling a traditional business letter. They include your contact information, the date, and the employer’s contact information at the top. An application letter is usually addressed to a specific individual, such as the hiring manager or recruiter. While cover letters also have a professional tone, they can be less formal in structure.

Finally, the application letter is used primarily for job applications, internship applications, scholarship applications, and volunteer positions. In contrast, the cover letter is specifically used to accompany a resume during job applications.

When do you need to send an application letter?

Application letters are typically required when applying for jobs. However, there are other scenarios where you might need one:

• Scholarship applications: When applying for scholarships, this kind of letter can help you stand out by showcasing your academic achievements and career goals .
• Volunteer positions: Some volunteer organizations require an application letter to understand your motivations and skills relevant to the position.
• Internship applications: Internships often require this document to understand your interest in the role and what you hope to gain from the experience.
• Networking purposes: Sending one when reaching out to potential mentors or industry professionals can help you establish a connection and explain your career aspirations.

7 tips on how to write a job application letter

Writing an effective application letter involves more than just summarizing your resume. Here are seven tips to write yours:

1. Research the company—at least do a quick Google search!

Before you start writing, research the company to understand its culture, values, and needs. Tailor your letter to align with the company’s mission and the job description. There is nothing better for an HR professional than feeling that you don’t just want any job; you want to work with them for specific reasons, such as X and Y.

“Address the letter to the hiring manager by name if possible,” says Mike Chappell, CEO of FormsPal , who has more than a decade of experience reviewing application letters. “This shows that you’ve done your research and are genuinely interested in the company.”

2. Use a professional format and design

Your application letter should follow a formal letter of application format. Use a standard font like Times New Roman or Arial, and keep the font size between 10 and 12 points. Include your contact information, the date, and the employer’s contact information at the top of the letter.

There are many layouts online that you can use. Find one that represents your style and complements your resume.

3. Make it engaging from the start with a strong opening

Your opening paragraph should grab the reader’s attention. Mention the position you're applying for and where you found the job listing. If you were referred by someone, include their name. Briefly introduce yourself and explain why you’re interested in the role.

4. Highlight your qualifications—what you can’t fully convey in your resume

In the body of your applicant letter, highlight your relevant skills, experiences, and achievements. “Use specific examples to showcase your accomplishments and how they relate to the job you’re applying for,” Chappell says. “ Quantifiable results can make a strong impact.”

Avoid repeating information from your resume; instead, expand on your most relevant experiences.

5. Show enthusiasm and genuine interest

Employers want to hire candidates who are enthusiastic about the role and the company. Show your excitement for the opportunity. Explain why you are specifically interested in this job and how it aligns with your career goals.

6. Keep it concise

While it’s important to provide enough detail, your application letter should be concise. Aim for one page, with three to four paragraphs. Be clear and to the point, avoiding unnecessary fluff.

7. Proofread carefully

Typos and grammatical errors can leave a negative impression on employers. Carefully proofread your letter before sending it. Consider asking another person to review it as well.

Letter of application sample

Here's a super complete example of application letter to help you get started:

August 1, 2024

Ms. Jane Doe

Hiring Manager

Innovative Solutions Inc.

456 Maple Avenue

Springfield, IL 62705

Dear Ms. Doe,

I am writing to express my interest in the Marketing Manager position at Innovative Solutions Inc., as advertised on your company’s careers page. With more than five years of experience in marketing and a proven track record of successful campaigns, I am excited about the opportunity to contribute to your team and drive impactful marketing strategies.

In my previous role as a Senior Marketing Specialist at Creative Solutions LLC, I led a team in developing and executing a comprehensive marketing strategy that resulted in a 30% increase in brand awareness and a 25% boost in lead generation. My responsibilities included overseeing digital marketing campaigns, analyzing market trends, and coordinating with cross-functional teams to ensure alignment with overall business goals. This experience has honed my skills in strategic planning, data analysis, and team leadership.

I am particularly impressed by Innovative Solutions Inc.’s commitment to leveraging cutting-edge technology to deliver innovative marketing solutions. Your recent campaign, which utilized artificial intelligence to optimize ad targeting, is a testament to your forward-thinking approach. I am eager to bring my expertise in digital marketing and campaign management to your team and contribute to similar groundbreaking projects.

My strong analytical skills, combined with my ability to lead and inspire a team, make me a great fit for this role. I am confident that my background and enthusiasm for innovative marketing strategies align well with the needs of Innovative Solutions Inc.

Thank you for considering my application. I look forward to the opportunity to discuss how my skills and experiences can contribute to the continued success of Innovative Solutions Inc.

123 Elm Street

Springfield, IL 62704

[email protected]

(555) 123-4567

Template for an application letter

You can also use the following application format to structure your application letter for a job:

[Recipient’s name]

[Company’s name]

[Company’s address]

[City, State, ZIP Code]

Dear [Recipient’s name],

I am writing to express my interest in the [Job title] position at [Company name] as advertised on [Where you found the job listing]. With my background in [Field or industry] and a passion for [Specific aspect of the job or industry], I am excited about the opportunity to contribute to your team.

In my previous role at [Previous company], I developed [Specific skills or achievements]. I successfully [Describe a project or responsibility], which resulted in [Quantifiable result or achievement]. This experience has equipped me with [Relevant skills] that I am eager to bring to [Company name].

I am particularly impressed by [Company name]’s commitment to [Specific company initiative or value], and I am enthusiastic about the prospect of working with a team that values [Related value or skill]. I am confident that my skills and experiences align well with the requirements of the [Job title] position.

Thank you for considering my application. I look forward to the opportunity to discuss how my background, skills, and enthusiasm can contribute to the success of [Company Name].

[Your Name]

[Your address]

[Your email address]

[Your phone number]

Common mistakes to avoid

When writing a letter of application for employment, be aware of these common mistakes:

• Being too generic: Focus your letter on the specific job and company, and mention detailed information about them. Don’t default to a one-size-fits-all approach or AI-written document. “It is generally best to avoid using generative AI to write your application letters for you,” says Edward Tian, CEO of AI detector GPTZero . “Only you can write about those specific aspects of your identity and experiences in such a personal way.”
• Focusing too much on yourself: While it’s important to highlight your qualifications, make sure to explain how you can benefit the company. “You can talk about your career goals, college classes that piqued your interest in the type of job you're applying to—just make sure that they tie into why they make you uniquely qualified or well-positioned for the job,” Tian says.
• Including irrelevant information: Avoid discussing unrelated jobs or hobbies, for example.
• Using a casual tone: Maintain a professional tone throughout your letter. Avoid slang or overly casual language.

Need a bit more guidance in your job search? Read this next: How to Apply for a Job Online: 10 Tips to Stand Out and Land an Interview

Business Letter Format With Free Template

Updated: Aug 22, 2022, 8:26pm

Table of Contents

When to use a business letter, 7 essential elements to include in a business letter, how to format a business letter, download free business letter template, business letter examples, writing an email business letter, frequently asked questions.

As straightforward as a business letter may initially seem, it can be a challenge to sit down and write one with the correct format. Since business letters are written by an organization or professional to another organization or individual for professional communication, it’s important to use an established business letter format to form a good first impression.

Keep reading to know the essential elements of a business letter, how to format it and tips for writing effective business letters. We’ve also provided a free template that can make drafting your letters easy.

A business letter is used by an organization or an individual for professional communication with other individuals or companies. Examples of business letters are job offer letters , sales letters, investor interest letters, resignation letters, business circulars, shareholder letters, letters of recommendation , etc.

Your Contact Address

If the contact address is already included in the letterhead, skip it. Otherwise, include these in your contact information:

• City, state, ZIP Code
• Phone number
• Email address

This is the date when you are writing the letter. If your contact information is included on the letterhead, your business letter starts with the date.

Recipient Address

The address should include:

The salutation that you use depends upon how familiar you are with the recipient.

Use “To whom it may concern” if you’re not sure about who will receive and read your letter.

If you know the recipient formally, use Dear [last name].

If you know the recipient informally, use the salutation Dear [first name].

Letter Body

This is the meat of the business letter. Use single line spacing for readability. You can use extra lines between paragraphs, after the salutation and above the closing salutation.

Closing Salutation or Valediction

Again, the closing salutation depends upon how formal or informal your relationship is with the recipient. Some of the most commonly used closing salutations in business  include:

• Kind regards
• All the best

Your Signature

You should always end with a handwritten signature even if the letter is typed and printed using a computer. Handwritten signatures help in establishing a rapport with the recipient even if this is your first communication. Always write your full name and title below the signature. Check out how to bring over your professional handwritten signature to emails and digital documents with an electronic signature .

Optional Things To Include

If you are including any additional documents pertaining to the letter, make a list of those enclosures after your signature and name. If you are sending a sales letter, you may consider including a call to action (CTA) at the bottom of the letter.

A business letter must be formatted for clarity and ease of understanding. Here are some points to consider while formatting the letter:

• Block or indent. In the block format, all elements of the letter are left-aligned. But, if you want to use an indented format, right-align your address, date, closing salutation and signature. The rest of the elements will be left-aligned.
• Font. Use a professional font such as Arial, Calibri, Times New Roman, Helvetica, etc. The size must be from 10 to 12.
• Margins. A one-inch margin on all four sides of the page is the standard. You can increase it to one-and-a-quarter inches to differentiate it from other types of letters.
• Spacing. Use a single line for the body of the letter. Use extra lines after your address, date, recipient address and salutation. Also, leave an extra line before the closing salutation.

Business letter is a formal document and you are accountable for the information you pass in it. So you must be very intentional about its content and format. We have discussed this in detail in the article. Here are a few examples for your reference.

Here is an example of a business letter from Purdue University’s Online Writing Lab . The sample also specifies recommended margins and spacing for the letter.

This is a marketing letter example from GCF Global . Note that as CTA, the writer had provided multiple ways (contact number and email ID) to reach out to her. This makes it easier for the reader to respond.

If you have to send the business letter through email, you need to tweak the format a bit. For example, while the salutation, body and signature will remain the same, you will need to add the subject line to notify the recipient of the purpose of your email and you can include both links and attachments.

Here’s how a business letter via email differs:

• Add a subject line to include the topic you are writing about
• Your address and contact information should come below your signature
• Option to add links as well as attachments

Bottom Line

It’s not that difficult to write an effective business letter that gets you the desired results. Use the template shared here to ensure each section of your letter adheres to the appropriate style and format.

What are the seven parts of a business letter?

The seven parts of a business letter are: sender’s address, date, recipient address, salutation, body, closing salutation and signature. If you have documents attached with the letter, include a list of enclosures after the signature.

Why should I use a business letter format?

When you use a standard business letter format, it establishes your commitment to the recipient and forms a good first impression.

What is a business letter?

A business letter is a formal document used by companies for professional communication to other companies, employees and stakeholders.

What is the best font to use for a business letter?

When writing a standard business letter, the preferred fonts are either Times New Roman or Arial, especially if you are sending the letter to a conservative company. The preferred size of the type is 12. For a more modern or liberal company, you can be a little more creative in your font choice, but it should still be legible. Calibri, Verdana, Courier New, Cambria and Verdana are also possible options to consider.

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A seasoned small business and technology writer and educator with more than 20 years of experience, Shweta excels in demystifying complex tech tools and concepts for small businesses. Her work has been featured in NewsWeek, Huffington Post and more. Her postgraduate degree in computer management fuels her comprehensive analysis and exploration of tech topics.

A Guide to the Proper Business Letter Format with Examples

This article covers the following areas –

Navigating the world of professional correspondence can be daunting. As an SEO writer and digital marketer, I’ve learned the importance of effective communication, especially in the form of a well-crafted business letter. Here, I’ll share insights and practical tips on the proper format for business letters, going beyond the basics to help you make your letters stand out.

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A proper business letter format includes a sender’s address, date, recipient’s address, salutation, body, and closing with a signature. It should maintain a formal tone, using clear, concise language, and adhere to standard margins and alignment.

Continue reading for comprehensive insights into crafting effective business letters, including detailed examples and practical tips to enhance your professional communication skills.

What Is a Business Letter?

A business letter is a formal document used in the professional world to communicate between individuals or organizations. Despite the rise of emails and instant messaging, business letters have maintained their importance. They are especially used for situations where a permanent record or a formal tone is necessary.

Business letters are more than just a means of communication; they represent your professionalism and attention to detail. A well-written letter can open doors to new opportunities, while a poorly formatted one can close them just as quickly.

Note: The subject line in a business letter is not strictly mandatory, but it is highly recommended, especially in formal or professional correspondence.

Key Elements of a Business Letter

Crafting a business letter requires attention to various elements that together make your communication clear, professional, and effective. Each part of a business letter has a specific function, contributing to the overall impact of your message. Understanding and implementing these elements correctly can greatly enhance the quality of your business communication.

1. Heading and Sender’s Address

The heading of your business letter should include your full name, address, contact number, and email address. This provides the recipient with your contact information and sets a professional tone for the letter. If you are representing a company, it’s standard to use the company’s letterhead, which usually includes this information along with its logo and other contact details.

The Purdue University Online Writing Lab offers comprehensive guidelines on formatting business letters, which can be a useful reference.

Here’s a sample of how the heading and sender’s address part of a business letter would typically look:

Jordan Smith Marketing Manager Smith & Associates Marketing Solutions 123 Business Ave, Suite 456 Newtown, NY 12345 Email: [email protected] Phone: (123) 456-7890

In this sample:

Here’s how it would look in the context of a business letter:

In this example, the date “January 26, 2024” is written in a full format, providing clear and unambiguous information about when the letter was composed. This standard format is universally understood and helps maintain a formal tone in the correspondence. The date is positioned a line space below the sender’s address, maintaining a clean and organized layout.

3. Recipient’s Address

Next, include the recipient’s name, title, company name, and address. This not only ensures that the letter reaches the correct person but also shows that you have taken the time to personalize your communication. Accuracy in the spelling of the recipient’s name and their title is essential for a professional approach.

Alex Taylor Senior Purchasing Manager Global Tech Innovations 456 Industry Road Tech City, CA 98765

In this example:

4. Salutation

Begin the body of your letter with a formal salutation. Address the recipient with “Dear Mr./Ms. [Last Name].” If the recipient’s name and gender are unknown, “Dear Sir/Madam” is a respectful alternative. The salutation sets the tone of respect and formality in the letter.

Here’s how it would look in a business letter:

In this example, the salutation “Dear Mr. Taylor,” is used to formally address the recipient, Alex Taylor. It is a respectful and professional way to begin the letter, ensuring that the tone is appropriate for a business setting. If the gender of the recipient is unknown or if the sender prefers a gender-neutral approach, “Dear Alex Taylor” or a general salutation like “Dear Sir/Madam” can be used.

5. The Body of the Letter

Crafting the body of a business letter is akin to telling a well-structured story. It must have a clear beginning, a detailed middle, and a conclusive end. Each part plays a crucial role in conveying your message effectively and ensuring the recipient understands and responds to your communication as intended. Your message truly takes shape in the body of the letter, and your words must be clear, concise, and purposeful.

Opening Paragraph

“Dear Mr. Taylor,

I am writing to propose a collaboration between Smith & Associates Marketing Solutions and Global Tech Innovations on your upcoming digital marketing campaign.”

Middle Paragraph(s)

For instance:

Closing Paragraph

For example:

The body of your business letter is where you make your case, present your argument, or offer your services. It’s essential to maintain a professional tone throughout and ensure your letter is informative and engaging. By following this structure, you can write effective business letters that achieve your communication objectives.

6. Closing and Signature

End your letter with a formal closing phrase such as “Sincerely” or “Best regards.” After leaving a space for the signature, type your full name and your title if relevant. Signing the letter by hand, if sending a hard copy, adds a personal touch to your communication.

Remember, a well-structured business letter reflects your professionalism and can significantly impact your business relationships. Ensure that your business letters are not only well-received but also respected for their clarity and professionalism.

Here’s how this part of a business letter would typically look:

Closing of the Letter:

[Handwritten Signature (if sending a hard copy)]

Jordan Smith Marketing Manager Smith & Associates Marketing Solutions

This format not only concludes the letter respectfully but also reinforces the sender’s identity and professionalism, making it an effective closing for a business letter.

7. Subject Line: Not Mandatory

The subject line in a business letter is not strictly mandatory, but it is highly recommended, especially in formal or professional correspondence. The subject line serves a practical purpose: it provides a clear and concise summary of the letter’s main point or purpose. This helps the recipient understand the letter’s context at a glance and can be particularly useful in prioritizing and organizing correspondence.

In summary, while not a strict requirement, the inclusion of a subject line in a business letter is a best practice that can enhance the effectiveness and clarity of your communication.

Formatting a Business Letter

The presentation of your business letter is just as important as its content. Proper formatting not only makes your letter more readable but also conveys a sense of professionalism. The framework holds your content in a neat, accessible structure, ensuring that your message is communicated effectively. Let’s delve into the key aspects of formatting a business letter.

Importance of Margins

Alignment for clarity.

Left-aligning your text is a standard practice in business communication. This alignment is easier to read and looks more formal and organized than centered or right-aligned text. It guides the reader’s eye in a natural flow from left to right, ensuring that your message is communicated effectively.

Choosing the Right Font

A professional font, such as Arial or Times New Roman, in a 10-12 point size, is ideal for business letters. These fonts are clear, professional, and universally readable. Avoid using decorative or overly stylized fonts, as they can detract from the letter’s professionalism and readability.

The Role of Spacing

Single spacing of your letter with a blank line between paragraphs enhances readability. It makes the letter easier to scan and allows the reader to identify key points quickly. Consistent spacing also contributes to the overall neat appearance of the letter.

Quality of Paper

When printing your business letter, use high-quality, standard-sized paper (usually 8.5″ x 11″ in the United States). Choosing a slightly heavier paper than regular printer paper can add a touch of professionalism.

Printing Considerations

Ensure that the print quality is high, with no smudges or faded areas. If you’re using a company letterhead, the colors and logo should be accurately and clearly printed.

Email Attachments

When sending a business letter in the body of an email, maintain the same formatting standards. Use a standard, readable font, and ensure the margins and alignment are clean and professional.

By adhering to these formatting guidelines, you can ensure that your business letter not only conveys your message effectively but also reflects your professionalism and attention to detail. Remember, how you present your letter can significantly impact how your message is received.

Practical Tips for Effective Business Letters

1. clarity and conciseness.

Clear and concise writing is paramount in business letters. Get straight to the point and avoid beating around the bush. This respect for the recipient’s time is appreciated in the business world.

Avoid using jargon or overly complex language. While it’s important to sound professional, your main goal is to be understood. The Harvard Business Review provides insights into clear business communication, emphasizing simplicity’s importance.

2. Tone and Formality

Consider the context and your relationship with the recipient when deciding how formal your letter should be. For a new client, a more formal tone is appropriate. However, a slightly more relaxed tone might be suitable if you’re writing to a long-time colleague.

3. Proofreading

Proofreading your letter is essential. Errors in spelling, grammar, and punctuation can undermine the professionalism of your message. A letter free of mistakes reflects attention to detail and respect for the recipient.

4. Cultural Sensitivity

When talking to people from different countries in business, it’s really important to understand their culture. Each culture has its own way of being polite and liking to talk in business. For example, some cultures are very formal, and others are more relaxed. It’s good to do a bit of research to make sure you’re speaking in a way that’s respectful to them. This helps avoid misunderstandings or accidentally offending someone.

Changing how you write to match different cultures is a good idea. This could mean being more formal or changing how you structure your letter. You still want to sound like yourself, but showing you understand their culture can make your communication better and show respect.

5. Follow-Up

Saying what you’ll do next in your letter is a good way to keep things moving. You could say you’ll call them or send another email. Or, you can ask them to contact you. This lets them know what to expect and keeps the conversation going. It’s important, though, not to be too pushy. Let them have time to reply.

This way, you show you’re interested and organized but also that you respect their time. Finding this balance is important for good business communication and keeping good relationships.

By incorporating these practical tips into your business letter writing, you ensure that your letters are not just read but also respected and acted upon. Remember, a well-crafted business letter can open doors and build bridges in your professional journey. For more in-depth guidance, resources like MindTools offer detailed advice on effective business communication strategies .

Examples of Business Letters

Example 1: job application letter.

Jordan Smith 123 Main Street Anytown, NY 12345 [email protected] (123) 456-7890

Hiring Manager XYZ Corporation 456 Business Rd. Business City, NY 67890

Dear Hiring Manager,

I am eager to bring my creativity and strategic approach to your team. I look forward to the possibility of discussing this exciting opportunity with you. Thank you for considering my application. I will follow up next week to confirm receipt of my application and hope to schedule an interview at your earliest convenience.

Example 2: Customer Inquiry Response Letter

Customer Service Team ABC Company 789 Service Lane Help City, CA 12345 [email protected] (987) 654-3210

Jane Doe 123 Park Avenue Anytown, CA 98765

Dear Ms. Doe,

Should you have any more questions or require further assistance, please do not hesitate to contact us. Our team is always here to help and ensure you get the best from our products.

Best Regards,

Example 3: Formal Complaint Letter

Alex Johnson 456 Elm Street Complaintown, ST 12345 [email protected] (321) 654-9870

Dear Manager,

I am writing to formally complain about an unsatisfactory experience I had at XYZ Store on August 15, 2024. I purchased a home appliance, and not only was it defective, but the response from your staff was highly unprofessional and unhelpful when I sought assistance.

I have been a loyal customer of XYZ Store for several years, and this experience has significantly impacted my view of your business. I hope that this matter will be resolved promptly and that steps will be taken to improve customer service in the future.

Alex Johnson

Example 4: Networking Letter

Taylor Martinez Marketing Consultant 789 Connection Blvd. Network City, MA 02130 [email protected] (555) 123-4567

Jamie Lee Director of Marketing Innovative Solutions Inc. 1234 Market St. Tech Valley, MA 02129

Dear Mr. Lee,

I recently came across your insightful article on digital marketing trends in the “Marketing Weekly” journal. Your perspective on leveraging AI in marketing strategies particularly resonated with me, as I have been exploring similar avenues in my recent projects.

As a marketing consultant with a focus on digital innovation, I am always looking to connect with forward-thinking professionals in our field. I believe that a conversation between us could be mutually beneficial, as we share similar interests and expertise.

I would appreciate the opportunity to discuss your work and insights more deeply, perhaps over a coffee or a brief meeting at your convenience. I am confident that this could be the start of a valuable professional connection.

Taylor Martinez Marketing Consultant

Example 5: Letter of Inquiry

Dr. Richard Kim Head of Research SolarTech Enterprises 890 Solar Avenue Sunnytown, NV 89002

I am writing to you as the Project Manager of EcoTech Innovations, a company dedicated to sustainable technological solutions. We have been closely following the groundbreaking research SolarTech Enterprises has published in the field of solar energy efficiency.

Given our shared commitment to sustainable energy, I am reaching out to inquire about potential collaboration opportunities. We believe that joining forces on a project could lead to significant advancements in solar technology and its practical applications.

Samantha Green Project Manager EcoTech Innovations

Example 6: Letter of Recommendation

November 15, 2024

To Whom It May Concern,

During his time at the university, Mark has consistently demonstrated exceptional skills in programming and problem-solving. He has been a key contributor to several successful projects, including an award-winning software development project in our annual tech fair.

Final Thoughts

Mastering the art of the business letter is an essential skill in the professional world. Following these guidelines and tips ensures that your letters effectively communicate your message while presenting a professional image.

Remember, a well-written business letter can significantly impact your professional journey.

Let’s Practice Now – Quiz!

Frequently asked questions.

The body of a business letter should include the main message. It should be clear, concise, and divided into paragraphs for easy reading.

A business letter is formal and professional when it follows the proper format. This includes using formal language, clear structure, and respectful salutations and closings.

Related Posts

How to write a complaint letter: format & examples, use of a semicolon in a sentence: a complete guide, how to write a personal letter in english: the ideal format, run-on sentences: how to spot and fix them, niaj a a khan.

Niaj A A Khan is an ESL Instructor with over 8 years of experience in teaching & developing resources at different universities and institutes. Mr. Khan is also a passionate writer working on his first book, "Learn English at Ease."

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Business Communication  - How to Write a Formal Business Letter

Business communication  -, how to write a formal business letter, business communication how to write a formal business letter.

Business Communication: How to Write a Formal Business Letter

Lesson 7: how to write a formal business letter.

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How to write a formal business letter

Whenever you need to communicate with another company or share important news, business letters can present your message in a classic, polished style. Unlike internal memos, business letters are usually written from one company to another, which is why they’re so formal and structured . However, letters are also quite versatile, as they can be used for official requests, announcements, cover letters, and much more.

Despite the formality, letters can still have a friendly tone , especially because they include brief introductions before getting to the main point. Regardless of the tone you use in your letter, your writing should remain concise, clear, and easy to read.

Watch the video below to learn about formal business letters.

This lesson focuses on American business letters. Letters written in other parts of the world may have minor differences in formatting.

The structure of a business letter

The business letter’s precise structure is crucial to its look and readability. As you write your letter, you can follow the structure below to create an effective document.

• Opening : Include your mailing address, the full date (for example, July 30, 2017), and the recipient’s name, company, and address. Skip one line between your address, the date, and your recipient’s information. Don’t add your address if you’re using letterhead that already contains it.
• Salutation : Address the recipient using “Dear,” along with their title and last name, such as “Dear Mr. Collins” or “Dear Director Kinkade.” If you don’t know the recipient’s gender, use their full name, such as “Dear Taylor Dean.” Finally, be sure to add a colon to the end of the salutation.
• Body : In the first paragraph, introduce yourself and the main point of your letter. Following paragraphs should go into the details of your main point, while your final paragraph should restate the letter’s purpose and provide a call to action, if necessary.
• Closing : Recommended formal closings include “Sincerely” or “Yours truly.” For a more personal closing, consider using “Cordially” or “Best regards.” Regardless of what you choose, add a comma to the end of it.
• Signature : Skip four lines after the closing and type your name. Skip another line and type your job title and company name. If you’re submitting a hard copy, sign your name in the empty space using blue or black ink.
• Enclosures : If you’re including documents with this letter, list them here.

Another important part of the structure is the layout , which determines how the text is formatted. The most common layout for a business letter is known as block format , which keeps all text left-justified and single spaced, except for double spaces between the paragraphs. This layout keeps the letter looking clean and easy to read.

As stated in Business Writing Essentials , revision is a crucial part of writing. Review your letter to keep it concise, and proofread it for spelling and grammar errors. Once you’re finished writing, ask someone to read your letter and give you feedback , as they can spot errors you may have missed. Also make sure any enclosures are attached to your document and that any hard copies are signed.

After revising the content, consider the appearance of your letter. If you’re printing a hard copy, be sure to use quality paper. Also try using letterhead to give your document a more official look.

Example of a business letter

To see this lesson in action, let’s take a look at a polished business letter by reviewing the example below.

This letter looks great! The structure is perfect, and the text is left-justified and single spaced. The body is formal, friendly, and concise, while the salutation and closing look good. It also contains a handwritten signature, which means it’s ready to be submitted as a hard copy.

Knowing how to write a business letter will serve you well throughout your career. Keep practicing and studying it, and you’ll be able to communicate in a classic style.

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Business Application Letter

Last Updated On September 18, 2018 By Letter Writing Leave a Comment

Business Application Letters are usually written to discuss professional matters. In today’s world, writing a business letter or application is very common. Whatever the discussions may be in business, until they are put in words, they do not have any value or legal relevance. A business application letter should be drafted accurately as it can be preserved as a document which is valid legally and used whenever required. All the information in the business application letter should be accurate.

Here are some business application letter format & sample that will guide you to write an application letter for employment to a company even if you are fresh graduates.

Business Application Letter Writing Tips

• As it is a formal letter, it should be written carefully using simple and easy to understand words.
• The content should be straightforward and precise.
• This letter should be short and brief but should contain all necessary information.
• Since it is a letter related to business, it should be as formal as possible.

Business Application Letter Template

Use our free Business Application Letter to help you get started.

Date: _____ (Date on Which Letter is Written)

Subject: _______________________(Mention the purpose)

Dear Mr. /Ms________ (name of the concerned person),

Your company has been our valuable customer for the past_________(mention years/period). Your approach towards business is very professional and we never encountered any problems all these years.

We are sending few business proposals related to………………(give details) on ……………….(annual/ quarterly/monthly) contract basis. Please go through them and make a final decision. All our various plans are devised in such a manner that they will be cheaper in the long run. We have introduced several new models of ………………(name of the product) this year. You have a wide choice to choose from as per your requirement. We hope you will make a right choice.

We thank you very much for continuing business with us and hope it will be done similarly in the coming years. We assure you of our best services always.

Looking forward to hearing from you,

Yours Sincerely,

___________ (Your name)

Sample Letter

Gurumurthy, Tribhuvan Jewellers, Block 7, La Salette, MG Road.

25th September 2013

Girish Saxena, 23, Station Road, Hyderabad

Subject: Business Application

Dear Mr.Saxena,

For the past six years, you have remained our valuable customer utilizing our car rental services. We never encountered any problems with you all these years in business matters. Your cooperation in running our business is highly appreciated.

Now we are sending few proposals for using our cars on an annual contract basis. We have introduced new plans and new vehicles this year. Our fleet has increased to 100 cars in this city.

Please go through our proposals and decide the best option. All our plans work out to be cheaper in the long run. We assure you of our best services all the time.

We look forward to hearing from you at the earliest.

Thanking you,

Email Format

Given below is an email format of a Business Application Letter.

To: [email protected] From: [email protected]

Subject-Business Application Letter.

Your company has been our valuable customer for the past_________(mention years/period). Your approach towards business is very professional, and we never encountered any problems all these years.

Related Letters:

• Business to Business Introduction Letter
• Job Application Letter
• Transfer Application
• Application Letter by Fresher
• Application Letter for Referral
• Bursary Application Letter
• College Application Letter
• Credit Application Letter
• General Application Letter
• Good Application Letter
• Grant Application Letter
• Letter Of Intend Application
• Job Application E-Mail Template
• Job Application Letter Format
• Job Application Letter Template
• Receptionist Application Letter
• Sample Application Letter
• Solicited Application Letter
• Summer Job Application Letter
• Work Application Letter
• Unsolicited Application Letter
• Corporation Application Letter
• Rezoning Application Letter
• Application Letter for the Post of Lecturer
• Application Letter to Bank Manager

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