Business Letter Format

The most widely accepted format for writing a business letter is the block format. With this format, no indentations are used. Each line begins at the far left margin. To indicate a break or to make a new paragraph, double space and begin again at the far left. Following are the individual parts of a business letter:

(1) Heading
Here, the writer gives his or her complete address and notes the date. Put the heading in the upper left-hand corner of your letter.

(2) Inside Address
Next, comes the inside address. Begin this address four spaces below the heading. It includes the name, title and address of the person or company your writing.

(3) Salutation
This part of the letter comes two spaces below the inside address. The salutation is the greeting of the letter. Begin with "Dear," "Esteemed," "Honorable" or some other flattering title before the name of the person you are writing. Follow the name with a colon (:). Do not indent the salutation

(4) Body
Begin the body of the letter two spaces below the salutation. The body, of course, is the main part of your letter in which state the subject of your letter, details and a request. It is organized with a beginning, middle and ending. Double space between each paragraph and do not indent. The body of your letter should have the following three items:

Beginning
Here is where you introduce your subject and reason for writing. Don't "beat around the bush." Get right to your point, but politely of course. The last thing a busy person needs is a lengthy letter that takes forever to get to the main message. At the same time, you need to be polite enough so that the person reading the letter will take action on your request.

Middle
In the middle paragraph state all the important facts and details related to your subject or request. Begin with what you consider the most significant and proceed to the least. If you can, limit the middle to one paragraph.

Ending
Here is where you clearly state the action you would like the reader to take. Again, be polite. It rarely helps to be pushy or demanding.

(5) Closing
The closing comes two spaces below the body. This is where you end your letter. Close with a statement like, "Thank you for your time" or "Please carefully consider my request." Then, double space again and end with Sincerely, Sincerely Yours, Yours Truly or something similar. Remember no part of the business letter is indented.

(6) Signature
Type your name four spaces below the closing. Sign your name in-between the closing and your printed name.