Format For A Business Letter printable pdf download

Format for a Business Letter

1. Return address of the letter writer.

1600 Main Street

Springfield, Kansas 12345

(4 single spaces)

2. The date of the letter.

(Begin with the month; use a comma) December 1, 2003

(Double Space)

3. Complete name, title, and address of the recipient.

Use “Mr.” for a male recipient. If you do not know how a female recipient prefers to be addressed, it is best to use

“Ms.”

Ms. Anna Brown, Chair

Department of Linguistics

Right State University

1415 University Drive

Felicity, OH 45434

(Double Space)

4. Salutation with a colon. Address as Mr./Mrs./Ms./Miss and their LAST NAME only.

Dear Ms. Brown:

(Double Space)

5. Body of the letter.

It is best to keep an initial business letter short. Business people are busy and do not have time to read long letters!

In a one-page letter, you will usually only need three or four paragraphs, single spaced. Use a double space in

between paragraphs. See examples that follow. Your first paragraph should identify whom you are, where you are

from, and why you are writing.

The second paragraph can be a “kiss up” paragraph in which you get specific about why you are writing to that

particular person and why they are an “expert”. And/or you may want to tell them why you admire them so much.

(This is an optional paragraph)

The third paragraph should ask for the information you need from the person. If you are asking several questions,

you will type those separately and indicate they are on and enclosed sheet. If you plan to submit a self-addressed,

stamped envelope indicate it in this paragraph. Including a SASE can indeed help in getting your letters returned to

you. If you do not include one, be sure to note that they can contact you at the address at the top of the letter in

care of Ms. Jennifer Zinn.

Finally, thank them for taking their time in reading your letter and for their response.

(Double Space)

6. Closing.

The most common closing is “Sincerely.” Follow this with a comma. Skip four single lines after the closing and type

your name. Sign your name in the space above your name.

Sincerely,

Jonathan Wilson

Format For A Business Letter