Business Letter Writing Format

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BUSINESS LETTER FORMAT
Don’t put a comma between State
Your name
Abbreviation and Zip. Example:
Your street address
Bakersfield, CA 93311
Your City, State and ZIP
Skip 2 lines
Date on which letter is written
Skip 2 lines
Recipient’s Title (Ms., Mrs., Mr., Dr., etc.) and First and Last Name
Recipient’s business title (Human Resources Director, Chief Executive Officer, etc.)
Company Name
This is called the
Street Address
INSIDE ADDRESS
City, State and Zip
Skip 2 lines
This is called the SALUTATION
and always concludes with a colon
Dear [Title and Last name of Recipient]:
Skip 1 line
First paragraph… introduce yourself and state why you are writing. Make the statement or
request in clear and purposeful language. Be polite and use formal language (no contractions).
Skip 1 line
Second paragraph … include information relevant to your goal, such as facts about your
background, questions you may have, or solutions to a problem you pose. Remember, without
solutions, you are only complaining!
Skip 1 line
Third paragraph … thank the recipient in advance for whatever actions he or she may take in
regard to your request in the first paragraph. Tell him/her how to contact you.
Skip 1 line
This is called the CLOSING and is
Sincerely,
followed by a comma
Skip 4 lines
After you print your letter, sign
your name above your typed name,
in cursive, using blue or black ink
Your Name
Adapted from: Purdue Online Writing Lab< December 2010.

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