How to Write a Sample Business Letter

How to Write a Sample Business Letter How to Write a Sample Business Letter This sample includes the formal components of full block business letters. Some of these components are optional for typical, employment-related business letters. You may download or copy samples, examples or templates of employment-related business letters, by clicking on the links below. See business letter image for guidelines on each step of the process. Resignation lettersThank you lettersRecommendation (reference) lettersSalary history and lettersResume cover letters This format is just a guide. Variations and customizations are common. Want to download this sample without the graphics? Click Download Samples here or in the menu below. Full Block Business Letter Components Return Address: If your stationery has a letterhead, skip this. Otherwise, type your name, address and optionally, phone number. These days, its common to also include an email address. Date: Type the date of your letter two to six lines below the letterhead. Three are standard. If there is no letterhead, type it where shown. Reference Line: If the recipient specifically requests information, such as a job reference or invoice number, type it in one or two lines, immediately below the Date (2). If youre replying to a letter, refer to it here. For example: Re: Job # 625-01Re: Your letter dated 1/1/200x. Special Mailing Notations: Type in all uppercase characters, if appropriate. Examples include: SPECIAL DELIVERYCERTIFIED MAILAIRMAIL Ons are: PERSONALCONFIDENTIAL Inside Address: Type the name and address of the person and/or company to whom youre sending the letter, three to eight lines below the last component you typed. Four lines are standard. If you type an Attention Line, skip the persons name here. Do the same on the envelope. Attention Line: Type the name of the person to whom youre sending the letter. If you type the persons name in the Inside Address, skip this. Do the same on the envelope. Salutation: Type the recipients name here. Type Mr. or Ms. [Last Name] to show respect, but dont guess spelling or gender. Some common salutations are: Ladies:Gentlemen:Dear Sir:Dear Sir or Madam:Dear [Full Name]:To Whom it May Concern: Subject Line: Type the gist of your letter in all uppercase characters, either flush left or centered. Be concise on one line. If you type a Reference Line, consider if you really need this line. While its not really necessary for most employment-related letters, examples are below. SUBJECT: RESIGNATIONLETTER OF REFERENCEJOB INQUIRY Body: Type two spaces between sentences. Keep it brief and to the point. Complimentary Close: What you type here depends on the tone and degree of formality. For example: Respectfully yours (very formal)Sincerely (typical, less formal)Very truly yours (polite, neutral)Cordially yours (friendly, informal) Signature Block: Leave four blank lines after the Complimentary Close to sign your name. Sign your name exactly as you type it below your signature. The title is optional depending on relevance and degree of formality. Examples are: John Doe, ManagerP. SmithDirector, Technical SupportR. T. Jones - Sr. Field Engineer Identification Initials: If someone typed the letter for you, he or she would typically include three of your initials in all uppercase characters, then two of his or hers in all lowercase characters. If you typed your own letter, just skip it since your name is already in the Signature Block. Common styles are below. JAD/cmJAD:cmclm Enclosure Notation: This line tells the reader to look in the envelope for more. Type the singular for only one enclosure, plural for more. If you dont enclose anything, skip it. Common styles are below. EnclosureEnclosures: 3Enclosures (3) cc: Stands for courtesy copies (formerly carbon copies). List the names of people to whom you distribute copies, in alphabetical order. If addresses would be useful to the recipient of the letter, include them. If you dont copy your letter to anyone, skip it. General Tips Replace the text in brackets [ ] with the component indicated. Dont type the brackets.Try to keep your letters to one page, but see page 2 of this sample if you need continuation pages.How many blank lines you add between lines that require more than one, depends on how much space is available on the page.The same goes for margins. One and one-half inch (108 points) for short letters and one inch (72 points) for longer letters are standard. If there is a letterhead, its position determines the top margin on page 1. If you dont type one of the more formal components, dont leave space for them. For example, if you dont type the Reference Line, Special Mailing Notations and On-Arrival Notations, type the Inside Address four lines below the Date.