How to Write a Business Letter (Format, Template & Example)

A business letter is a formal written communication sent between companies, professionals, or organizations — for proposals, complaints, requests, confirmations, or official correspondence. Unlike email, a business letter is a formal document: it carries more weight, creates a paper record, and follows a recognized format. This guide explains how to write a business letter using the standard block format, with a template and a worked example.

For internal written communication — messages sent within an organization rather than outside it — see our guide on how to write a memorandum instead.

Business letter format

The standard business letter format is the full block style: every element is left-aligned, with a single blank line between sections. No indentation.

The sections in order:

1. Sender’s address — your name, company, and address (omit if using company letterhead)
2. Date — written out in full: September 15, 2026
3. Recipient’s address — name, title, company, and address
4. Salutation — “Dear [Mr./Ms./Dr. Last name]:” — use a colon, not a comma
5. Body — the content, in short paragraphs
6. Closing — “Sincerely,” “Regards,” or “Yours faithfully” — followed by a comma
7. Signature — your handwritten signature (for printed letters)
8. Printed name and title — typed below the signature
9. Enclosures (optional) — “Enc: [document name]” if you are including documents

How to write a business letter

Step 1: Write the sender’s address

If you are writing on company letterhead, skip this — the letterhead contains the address. If not, write your name, company name, street address, city, state, and zip code at the top left.

Step 2: Add the date

Leave one blank line after the sender’s address, then write the date in full — month, day, year:

September 15, 2026

Do not abbreviate (“Sep 15, 2026” or “9/15/26”) in formal business correspondence.

Step 3: Write the recipient’s address

Leave one blank line after the date. Write the recipient’s full name, job title, company name, and address:

Ms. Karen Chen Head of Procurement Acme Corporation 445 Market Street, Suite 10 San Francisco, CA 94105

If you do not know the recipient’s name, find it before sending — “To Whom It May Concern” signals that you did not research your contact.

Step 4: Write the salutation

Leave one blank line, then address the recipient formally with a colon:

Dear Ms. Chen:

Use “Mr.” or “Ms.” with the last name unless you know they prefer a different title. If unsure of gender, use the full name: “Dear Karen Chen:“

Step 5: Write the body

Keep the body short and organized. Most business letters have three paragraphs:

1. Opening — state the purpose of the letter in the first sentence.
2. Middle — provide the relevant context, details, or request.
3. Closing paragraph — state the next step and how the recipient can respond.

Use short paragraphs (two to four sentences). Leave one blank line between each paragraph. Avoid jargon and unnecessary formality — clear, direct writing reads as more professional, not less.

Step 6: Write the closing

Leave one blank line after the body, then write the closing followed by a comma:

• Formal: Sincerely, Respectfully, Yours faithfully
• Professional: Regards, Best regards, Kind regards

Leave four blank lines for your handwritten signature, then type your full name and title beneath it.

Step 7: Add enclosures (if applicable)

If you are including documents with the letter, note them at the bottom:

Enc: Service Agreement — September 2026

Business letter template

[Your name] [Company name] [Address]

[Date — written in full]

[Recipient’s name] [Title] [Company] [Address]

Dear [Mr./Ms. Last name]:

[Opening paragraph — state the purpose of your letter in the first sentence.]

[Middle paragraph — context, details, or request. Keep it to two to four sentences.]

[Closing paragraph — state the next step and how the recipient can follow up.]

Sincerely,

[Your handwritten signature]

[Your printed name] [Your title]

Enc: [Document name, if applicable]

Business letter example

Marcus Dolan Head of Finance Forma Group 200 King Street West, Suite 300 Toronto, ON M5H 3T4

September 15, 2026

Ms. Karen Chen Head of Procurement Acme Corporation 445 Market Street, Suite 10 San Francisco, CA 94105

Dear Ms. Chen:

I am writing to follow up on the service proposal submitted to Acme Corporation on September 1, 2026. As discussed with your colleague Tom Reeves, Forma Group is prepared to begin the engagement on October 1 pending contract execution.

I have enclosed a revised service agreement that incorporates the changes requested during our September 8 review call. The key updates are highlighted on pages 3 and 7 for your convenience.

Please review the enclosed agreement and let me know if you have any further questions. I am available this week for a call at your convenience and look forward to moving this forward.

Sincerely,

Marcus Dolan Head of Finance, Forma Group

Enc: Service Agreement — Revised September 2026

Business letter vs. email

Use a business letter when:

• The communication is official or legal (contracts, complaints, formal requests)
• You need a signed document
• You are writing to someone you have not corresponded with before via email
• Company policy or industry practice requires written records

Use email when speed matters, for internal communication, or for follow-ups to established relationships. See our guide on how to write an email professionally for the email equivalent.

Common mistakes to avoid

• Using a comma after the salutation — business letters use a colon (“Dear Ms. Chen:”), not a comma. Commas are for personal letters.
• Leaving out the date — always date a business letter; it establishes the timeline for any dispute or agreement.
• Inconsistent formatting — in full block style, everything is left-aligned. No indentation.
• Too informal — avoid contractions (“I’m,” “we’ve”) in formal business letters. Use “I am,” “we have.”
• No clear next step — every business letter should end with a clear action: what you need, or what you will do next.

Frequently asked questions

What is a business letter? A business letter is a formal written communication between organizations or professionals — used for proposals, requests, complaints, confirmations, or any official correspondence that requires a documented record.

What format should a business letter use? The most widely used format is full block style: everything left-aligned, single-spaced within paragraphs, one blank line between sections. Use a colon after the salutation.

What is the difference between a business letter and a memo? A business letter is sent externally — to clients, vendors, or other organizations. A memo is sent internally — within an organization. See our guide on how to write a memorandum for the internal format.

How long should a business letter be? One page for most purposes. Three short paragraphs — purpose, detail, next step — is the right structure. If you need to share extensive information, attach a document and summarize it in the letter.

Do business letters need to be printed and signed? For formal and legal correspondence, yes — a handwritten signature carries legal weight. For routine professional correspondence, a PDF with a digital signature or a signed scan is widely accepted.