Format for Writing a Business Letter

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The following sample letter format includes the information you need to include when writing a letter, along with advice on the appropriate font, salutation, spacing, closing and signature for business correspondence.

Sample Letter Format

Contact Information (Your contact information)
Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email Address


Contact Information (The person or company you are writing to)
City, State, Zip Code

Greeting (Salutation Examples)

Dear Mr./Ms. Last Name: (Use a formal salutation not a first name unless you know the person well)

Body of Letter

When writing a letter, your letter should be simple and focused, so the purpose of your letter is clear. Single space your letter and leave a space between each paragraph. Left justify your letter. Use a plain font like Arial, Times New Roman, or Verdana. The font size should be 10 or 12 points.

The first paragraph of your letter should provide an introduction as to why you are writing.

Then, in the following paragraphs, provide more information and specific details about your request or the information you are providing. Explain why you are writing so it's easy for the reader to understand what you are asking.

The last paragraph of your letter should reiterate the reason you are writing and thank the reader for reviewing your request.

Leave a blank line after the salutation, between each paragraph, and before the closing.


Best Regards, (Closing Examples)


Handwritten Signature (for a hard copy letter)

Typed Signature

More Letter Writing Information

Business Letters
How to write business letters, general business letter format and templates, and employment related business letter examples.

Sample Letters
Letter samples for job seekers, including cover letters, interview thank you letters, follow-up letters, job acceptance and rejection letters, resignation letters, appreciation letters, and more great employment letter samples.

What Else You Need to Know: Professional Email and Letter Writing Guidelines

Read More: Business Letter Format Example | Business Letter Examples | How to Write a Business Letter | Sample Professional Letter Formats

Please Note: This sample is provided for guidance only. The provided information, including samples and examples, is not guaranteed for accuracy or legality. Letters and other correspondence should be edited to fit your personal situation.