E-mails today have become the new preference when sending business messages because of their speed and convenience. But most businesses still prefer the old-fashioned way of conveying important information and that is the dependable business letter template.
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Business Letter Templates
What is the standard business letter format?
Almost all business letter templates use the “block style” format that has the following features:
- You justify the whole letter’s text to the left.
- The text is single-spaced apart from the double spaces between the paragraphs.
- The margins are 1-inch on all sides.
- If you’re working on Microsoft Word, find the Tools menu and select the Letter Wizard for additional assistance with formatting.
Formal Letter Templates
Other formats to use
It is good practice to take time to learn how to properly format your official letter template before finalizing or even writing it. You have to consider what font style to use, along with the usual elements like sign-offs and salutations.
Aside from the standard “block format”, there are two other formats used in writing a business letter template:
- Modified Block Format
You justify most of the text left just like in the block format. But there are exceptions. For your contact details and the complimentary close, go to the middle of the document and place the info there. - Semi-Block Format
This is the same as the previous format except that you would indent each paragraph.
You can use all of these formats for business letters but due to the fact that the rules governing the block format are clear-cut, it’s the easiest option. Templates available in most word processing programs make it easier for you to format your letters correctly.
What to include?
Business letter examples are official written documents sent from one company to another or from a company to its employees, stakeholders or clients. You can also use these for professional communication between individuals.
Some people assume that writing a polished business letter template is a difficult task. It doesn’t have to be as long as you stick with the established guidelines for language and layout. Remember that the recipients of your letters receive a significant amount of letters regularly.
You can deduce from this that they won’t bother with correspondences full of grammatical errors and typos. However, well-executed letters free of errors will be well-received. To make the best letter, include the following:
- Your contact details
- The date when you wrote the letter
- The contact details of your recipient
- The salutation
- The body of your letter
- Closing salutation
- Your signature
Official Letter Templates
How do you write a business letter?
You should consider readability as your top priority when formatting a formal letter template. For this, you have to set the proper margins and select the appropriate font style.
These, of course, are just two examples of ways to ensure that your letter looks professionally made. Consider these steps in the formatting of your business letter template:
- Select the style and font
Make sure that the font you select for your professional letter should have a simple and elegant style. You might feel tempted to choose something unique to customize your letter but your readers might have difficulty reading these.
The readers should gather the most relevant information as fast as possible. When it comes to choosing the size of the font, opt for the smallest size that can still be easily read. - Include all of the necessary information
The design of your letter should start with an outline so that you can include sections that contain relevant information. This means that you should include the following:
Your contact details
The date when you wrote the letter
The contact details of the recipient’s
After these details, you would include this information:
Salutation
Body
Closing
Signature
Enclosures - Pay attention to the margins and spacing
Using the proper spacing plays a significant role in the making of an official letter as these will make the document appear professional and readable. In general, a typical letter includes one space after each of the sections until the closing line. It’s recommended to add 4 lines after the closing, as well as, after your name, especially if you plan to include enclosures.
Also, remember that the body of your letter must be single-spaced and that you should align the text to the left side, instead of the right or the middle. This format makes it easier for your recipient to read the whole letter.
Moreover, most professional documents typically have 1-inch margins on all sides. This might seem too wide a margin but it’s appropriate for margins to be a bit bigger than usual for these letters. At times, there are letters that have margins up to 1 1/4 inches. - Start your letter properly and end it properly too
Here are some things to remember when writing these parts of your letter:
Make sure to address your letter’s recipient properly.
It’s alright to include a generic greeting like “To Whom It May Concern” or addressing them by their job title, such as “Dear Director of Marketing,” but only if absolutely necessary.
Of course, the best way is to address your letter’s recipient by name.
For instances where you have never officially met the recipient, you should use a formal greeting.
If you have a deeper relationship with your letter’s recipient, it’s alright to greet them using their first names just like when you address them casually in person.
If you’re not sure of the gender identity or gender of your recipient, avoid using titles like Ms. or Mr.
Choose an appropriate and short closing to end your letter. Then you should include your first name, last name, and job title. Include a space between your name and the closing. - Decide how you will send your letter
There are special considerations for your letter’s closing, enclosures, and signature but these depend on how you plan to send your letter. For instance, if you plan to send the letter through e-mail, you may consider sending a business e-mail instead.
You can also include a short message in the body of your e-mail, addressing your recipient and asking them to refer to the business letter you attached first.
