What is a Business Letter?

A business letter is a formal document used to communicate with individuals or organizations in a professional setting. Unlike emails or informal notes, business letters follow a standard structure and tone.

When Should You Use a Business Letter?

Use a business letter when:

• You’re applying for a job
• Making a formal complaint or request
• Sending a proposal or quote
• Communicating with clients, vendors, or stakeholders
• Following up on meetings or decisions

Step-by-Step: How to Write a Business Letter

Follow these steps to ensure your letter looks and sounds professional.

1. Start With Your Contact Information

Place your name, address, phone number, and email at the top left corner.

2. Add the Date

Write out the full date. For example: April 24, 2025.

3. Include the Recipient’s Contact Info

Add the name, title, company, and address of the person you’re writing to.

4. Use a Proper Salutation

Use Dear [Title] [Last Name], or if unknown, use To Whom It May Concern.

5. Write a Clear and Concise Body

The body of the letter should be 3 to 4 paragraphs:

• Introduction: State your purpose
• Details: Expand on the reason for writing
• Conclusion: Request action or next steps

6. Close Formally

Use closings like Sincerely, Best regards, or Respectfully.

7. Sign the Letter

Leave space for a handwritten signature (if printed), then type your full name and title.

Example of a Formal Business Letter

John Smith  
123 Main Street  
New York, NY 10001  
[email protected]  
(555) 123-4567  

April 24, 2025

Ms. Jane Doe  
HR Manager  
ABC Corporation  
456 Business Rd.  
Los Angeles, CA 90001

Dear Ms. Doe,

I am writing to express my interest in the Marketing Manager position listed on your careers page. With over 8 years of experience in strategic marketing and digital communications, I am confident in my ability to contribute to your team.

In my previous role at XYZ Inc., I led several multi-channel campaigns that increased brand awareness by 45%. I bring expertise in analytics, branding, and campaign optimization.

I would welcome the opportunity to discuss how I can contribute to ABC Corporation’s continued success. Please feel free to contact me at your earliest convenience.

Sincerely,  
John Smith

Download a Business Letter Template

Want to save time? Download our free business letter template and get started immediately.

Final Tips on How to Write a Business Letter

• Keep it brief and focused
• Use formal language, but keep it human
• Proofread for grammar and spelling errors
• Use professional formatting (like Arial or Times New Roman, 11–12pt font)

Learning how to write a business letter is a powerful tool in your communication toolbox. By following the format and examples above, you’ll always make the right impression.