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Business Letter Examples – Types, Structure and Formats

(Last Updated On: April 18, 2021)

In the professional world, you often have to write a business letter from the examples you already have. From applying for a new job to writing a thank you note, sending an apology note, or sending a farewell email when leaving, there are many situations that will require a well-structured letter.

How to Write a Business Letter

What should you include in a professional business letter examples written for business purposes? A business letter is a formal document with a set structure. As you can see from the examples below, a business letter has a very defined format. A business letter contains contact information, a greeting, the body of the letter, a complimentary closeness, and a signature.

What size font should be used to determine the width of the font?

In general, it is wise to keep the body of your business letter straight and concise.
Explain why you’re writing in your first paragraph,
Provide more specifics in the next paragraph and
Use the closing paragraph to revise the reason for your writing
Thanks for reading, and probably mention the follow-up plan

Business letter types

Below, you will find a list of business letter examples types for various employment and business-related correspondence, as well as tips on how to write a suitable and effective business letter. Use these samples as a starting point when writing your own letter.

Resignation Letter

If you are planning to quit your job, review these resignations, and email examples. They can be used in a variety of situations including resignation without notice, resignation via email, and immediate resignation. It is one of the business letter examples.

Retirement Letter

See letter examples for retirement announcements and congratulatory letters and emails for retirement connections during retirement.

Discharge Letter

Sample Completion Letter from a company to an employee. It is one of the business letter examples.

Welcome correspondence

An example of a well-backed letter for new employees and employees returning to work after the holidays.

Letter of appreciation

Very often in the workplace, the response is influenced by the negative. If someone you work closely with does a great job, don’t miss out on the opportunity to give praise and positive feedback. Sending a letter is a great way to tell employees, colleagues, colleagues, clients, and others how much you appreciate them.

Business thank you letters

Always be sure to send a thank-you note if someone is there to help you or assist you in any way. Browse this link for business Thanks to different types of businesses and correspondence samples employment

Candidate Rejection Letter

When you are in charge of renting, you must inform them when job applicants do not accept the position. Here is an example of a candidate being rejected for sending to a person not selected for the job.

Greetings letter

Everyone likes to be recognized for their achievements, even if it’s just a quick email message or a handwritten note. Review sample greetings for new jobs, new businesses, promotions, and other business-related efforts.

Email message example

Although it is often great to send a handwritten or printed note in the mail, email is more common these days. Here you will find examples of business- and employment-related email messages. It is one of the business letter examples.

Employee Letter

Review sample employee letters and letters for job applicants, including employee reference letters, job offer letters, letters of appreciation and greetings, and more letter examples.

Employment Verification Letter

Job verification letters are often requested by landlords to confirm that a person is employed in an organization. See what the letter should include and a sample employment verification letter.

Goodbye letter

Examples of goodbye messages to tell colleagues, clients, and your connections are moving forward. Sending farewells is a good way to update people with new contact information so you can stay in touch in the future.

Search Letters

Use inquiries to request meetings and inquire about job opportunities that were not advertised. These letters are a way to get your foot in the door to a potential employer who has never listed a job available publicly.

Job promotion letter

A job promotion letter details the employee’s new title, salary, and promotion date, including the date the employee was transitioned to a new role.

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New Employee Letter

Sample welcome letter to send to a new employee, as well as details of information to include in this type of letter. It is one of the business letter examples.

Announcement of promotion

Sample email message notifies company employees of promotion. It is one of the business letter examples.

Note letters

See examples of reference letters, letters of recommendation, personal references, professional references, character references, and academic references.

Referral Letters

Examples of referral letters include letters and email messages requesting a referral, letters mentioning staff, a colleague, or someone known for a job, and examples of referral cover letters and thank you letters.

Official Business Letter Format and Writing Guide

When formatting a letter, you need to pay attention to the format of both your page and content. Both are essential to creating a professional look that is the basis of a proper business letter.

Page Format – 5 Basic Rules

Before you start writing, decide which format you want to use. There are two general formatting styles: block and modified block. The block format has a left-aligned address and termination, the modified block contains a right-alignment. The block format is often used, both are acceptable for a formal letter.

The following standard rules must be followed when formatting a formal letter page:

Your letter should be single-spaced. Also, there should be a date, address, salute, and a space between each paragraph. Include four line breaks between closing and your printed name to leave room for your signature.


Standard font style Times New Roman, size 12. But you can also use other sans-serif fonts like Helvetica, Ariel, Courier, or Geneva because of their balanced typeface due to increased readability due to sans-serif fonts in size 12.


When using a letterhead, be sure to add a horizontal line below it. You can refer to our letters above to see some examples.


Keep your margins within 1 to 1.5 inches. Generally speaking, a 1-inch margin is the most widely recognized format for professionals.


All appropriate business letters should be left-aligned, as any other type of alignment is considered unacceptable in most professional settings.


Write content format and how to write a business letter

The following tips cover all parts of the business letter from top to bottom.

Episode 1 (a). Letterhead – Formal letter format

Most professional business letters include a letterhead – which consists of your name, address, phone number, and email address.

Letterheads are the key to making your letter unique, as well as helping the recipient verify its authenticity. Likewise, you can incorporate your company logo into the letterhead for brand recognition and a more credible presence.

Episode 1 (b). No letterhead – Formal letter format

It is always desirable to use a letterhead when writing business letters. However, if you decide not to use it, you must use the following format to maintain a professional presence:

Enter your contact information in the top left of the page, just above the date.
Do not include your name in this section – it is best to sign up with your name at the end of the letter when selecting this style.
Only include your street address, city, state, and zip code.
Double-check our business letter sample to make sure you fit

Part 2. Date

The date should be the day you completed the letter, written in the standard US (as of October 28, 2017) written It should be written below the letterhead, or at the bottom left of the page.

Part 3. Address – How to address a letter in 4 steps

Enter the address of the recipient (or “address”) at the bottom left of the date. Start with the address name in the first line. Searching for the name may require some research (LinkedIn, company website, even Google search are all great tools).

Step 1: Properly address them as Mrs, Mrs, or Mr, their title if applicable – e.g.
Step 2: Enter their current title, below their name. If you are not sure what their title is, do the research necessary to find out if possible. If they have no title, leave it blank.
Step 3: Include the name of their company below their title.
Step 4: Enter the street address, city, state, and zip code of their organization. If they’re located outside the United States, including the name of the city by the name of the city.

Part 1. Greetings

The greeting you use depends on the title of your address, your contact with them, and the context of the letter.

If you are familiar with the address, use their first name (unless they specifically ask you otherwise).

If the address earned a Ph.D. or an MD, then their Dr. (Or professor).

Military titles such as General, Colonel, Major, etc. should be honored

If you do not know a person you know or are addressing a group, use appropriate salutations such as sir or madam, hiring manager, human resources manager, [name] committee member (recruiting committee, organizational committee, acceptance committee), the board of directors.

When it comes to greetings, it is best to be on the alert and to be as gentle as possible.

Part 5. Body

The body of the letter is at the bottom of the greeting and it is the area where you get down to business and discusses how you approach this person. Generally, the body contains several strategic paragraphs to express gratitude, understanding, and gratitude.

In the first paragraph, quickly jump to your point and write it briefly in the first line. Don’t wait until the second paragraph to tell your audience what your main point is – they probably won’t get it anymore.

In the second paragraph, use evidence and persuasive reasoning to justify your point. If necessary, use an extra paragraph to further support your topic through the supposed evidence.

The point of the letter in the closing paragraph should be reset and, most importantly, included in the call to action. A call to action is a passage that forces your reader to do something. Ask yourself, “What do I want my reader to do after reading this letter?”

Examples of calling:

“Please call me at your earliest convenience [phone #] or email me at [email address].”
“Please contact me at your primary convenience to schedule a meeting” “
“Please tell me how I can help during this time.”

Part 6. Close

You should always close with a positive sign-off, such as “thank you,” “sincerely,” or “with respect.” Remember to remember the first word of this closing line as capital only and leave four lines between the closing lines and the name you typed to make room for your signature.

Part 7 Enclosure

An Enclosure Note The often neglected aspect of letter writing in the digital age is, in fact, many do not really know what ‘surround’ means. When you write “enclosures” in a letter, you are implying that another document is attached to the file.

Think of it as something similar to a “see attachment” note in an email. It alerts readers to another part of your correspondence – and helps them avoid observing an important document.

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6. The conclusion

How to write a business letter is a fundamental skill for your professional life. An appropriate person will have most or all of the ingredients described above. Carefully review the grammar, spelling, and format of your business letter several times to avoid having a bad idea first with your correspondent.

When writing a business letter, the format of your letter is important, so that it will be easy to read and looks professional. So are your proper greetings and finishes, your spelling and grammar, and the melody you use.

Business Letter Etiquette and Tune

Greetings: It is still standard to use the recipient surname (Mr., Mrs., Mrs., Dr., Professor, Judge) before their last names in the greeting of formal business correspondence (example: “Dear Mr. Smith”). The word “beloved” should always precede the recipient’s name; You don’t just use your own name when it comes to casual correspondence.

To say the same, avoid starting business correspondence with phrases like “Hello,” “Hi,” or “Good Morning” – business letters should always start with “Dear [recipient title and name]” unless you say “Hello.” Do May Concern ”(for example when you do not know the recipient’s name).

Termination: Your closing conservatives need to be wrong. Acceptable closeings include: “Sincerely,” “Sincerely yours,” “Greetings,” “Greetings,” “Thank you,” “Thank you for your consideration,” “With respect,” and “With great respect” (this is often abbreviated. “V / R,” common in military business correspondence). Do not use as a casual close: “after,” “cheers,” “courtesy,” “thank you!,” “TTYL,” or “warmly.”

Word Choice and Grammar: While your word choice for business letters should not be too stilted, floral or rhetorical, you should avoid using sarcasm, overview / overview, emoji or text spec. Common sentence sentences should not be used during text. Instead, use complete sentences, keeping an eye on comma splices (where two whole sentences are joined by commas). Carefully proofread for spelling errors and grammatical mistakes.

Paper: If you make a formal business letter to mail against an email, the paper you use should be a decent weight standard white bond paper – do not use colorful or shiny stationery that can be used in marketing “junk. Mail. ” It’s best to include a simple business logo on top of the paper.

Business letter example

Business Letter Example – 1

Jennifer Wilson
7 Half Moon Drive
Bayberry Heights, Massachusetts 02630
[email protected]

November 14, 2018

Michelle Price
The manager
Yarn Company
324 Central Ave.
Bayberry Heights, Massachusetts 02630

Dear Ms. Price:

Thank you so much for taking the time to meet me at my great shop selling my handmade sweaters.

As I mentioned in our conversation, I became a customer of your store after I used the first third-class allowance to buy the first customer needles in my store. I am honored that you will consider my own one-on-one purchase sales at Yarn Company, in addition to your work.

We discussed an experimental shipment system so that a portion of the sales go to the store. This is more than I can agree with.

Let me know how you want to proceed. I am available most of the afternoon at 555-555-5555, or you can email me at [email protected], and I will respond to your message to ASP.

Thanks, and best of all,

Jennifer Wilson

Business Letter Example – 2

[1234 Street Address]

[City Jeep]

[Email address]

[Today’s date]

[Address name]

[Address title]

[Company name]

[1234 Street Address]

[City Jeep]

Dear [Name],

In this paragraph, provide a friendly and clear introduction. Describe the main point of the letter here. Keep this section short and to the point.

In this paragraph, explain the importance of the key point with compelling and persuasive reasoning.

In this section, continue to provide background information to back up your reasons. You can use data, information, and other quantitative metrics to support your claim.

Stop by re-analyzing the main point of the letter and include a call to the task if you can.

Best regards,

[Your signature]

[your name]

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Business Letter Example – 3

Your contact information
your name
Your address
Zipcode in your city, state
Your phone number
Your email address


Recipient contact information
Of the company
City (*): State (*): ZIP Code

Dear Mr. / MS Last Name:

Body of Letter

The first paragraph of your business letter should give an introduction to why you are writing.

Then, the following paragraphs will provide more information and details about your request.

In the final paragraph, you should repeat the reason for writing and thank the reader for reviewing your request.

Yours sincerely,


Handwriting signature (for a hard copy letter)

Type signature

Review a sample business letter

Business Letter Example – 4

Xavier Lau
123 Business Rd.
Business City, NY 54321
[email protected]

September 1, 2018

Portia Lee
Travel in one
321 Metropolitan Ave.
New City, NY 12345

Dear Mr. Lee:

I’m writing to you today on behalf of the helpers of [place]. We are a small organization that helps low-income families who need after-school care for their young children. We provide grants to families and free transportation for their children so they can attend the after-school daycare center.

Every year, we do a fundraising event: the [place] Carnival at [school name]. I hope you are interested in donating to our silent auction and raffle.

We are looking for items such as gift baskets, home accessories, toys, and other useful items. If you prefer, cash donations are also appreciated. This year, all proceeds will go toward buying the new van needed to transport our children.

If you are interested in making a donation, please let me know by email [email protected] or on a cell phone (555-555-5555) if you have any questions.


Xavier Lau

Take away

Properly position the layout of the business letters you write, including the title, the greeting, each paragraph, the closing, and the space in your signature.

Put a single space in your letter and a space between each paragraph. When sending typed letters, leave two spaces before and after your written signature.

Left justify your letter, so that your contact information, date, letter, and your signature are all attached to the left.

Use simple fonts like Arial, Times New Roman, Courier New, Calibri, or Verdana. Make sure your readers do not need to reach for their specs enough that the font size you are using – the standard font size for these fonts is 10 points or 12 points.

If you are submitting your business letter to a very conservative company, then it is best to use the Pirate Times New Roman 12 point font. Do not, under any circumstances, use fancy fonts like Comic Sans or handwritten fonts like Lucida in business letters.

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