Posted on 8 Comments


Business letter format

A bus iness letter is usually a letter from one company to another, it could also be a letter from a company to its clients, customer, or some other bodies. The requirement for writing a standard and suitable business letter could vary depending on the form of relationship that exists between the bodies involved. The content of a business letter could vary, depending on the situation to which it is aimed at addressing, such as an invitation to an official event, important information, a reply to a request, an apology, etc. An appropriate business letter format gives a sense of professionalism and creates the right impression for your business.

There are four (4) basic types of business letter format:

  1. Block Letter Format: In a block letter, the entire text of the letter is aligned and single-spaced. The only exception to the single space is the double space between the paragraphs.
  2. Modified Block Letter format: In an alternative block format, the date, closing, signature name, and title begin at the center point on the page line. The length of a modified block letter could determine whether to use a single or double line space.
  3. Simplified Letter Format: A simplified letter format is most useful when the gender of the recipient is unknown, because there is usually no greeting or salutation, and that’s its main difference from a block letter.
  4. Semi-block letter format: A semi-block letter and block letter format is quite alike, only that semi-block appears more informal, and each paragraph on semi-block are indented

Required Sections in a Business Letter format.

  1. Heading: The heading will be on the left margin, and should bear the return address, as well as the date, a line before the date that carries contact information such; email, phone number, etc. could also be included. A return address might not be included if it is already written on the letterhead.
    Ms. XYZ
    30 Sacramento Street
    Suit NZ121889
    September 7, 20202. Recipient’s address: Give a detailed address, and if you know the recipients you could include their title name, e.g Dr., Prof., etc.
  2. The Salutation: The salutation mostly begins with “Dear (Recipients name).” If know, then titles should be included e.g Dr., Mr., Mrs. Or Ms. And if it is unknown, then just the recipient name would do. The salutation should end with a colon.
    NOTE: The Salutation in a business letter is always informal.
  3. The Body: The body of your letter should be single-spaced unless it is very short. The body of the letter contains the message you are trying to pass across. Use the first paragraph to introduce yourself, the second and third should include the purpose of the letter as well your request(s), and appreciation.
  4. The Complimentary Close: This is a short remark at the end of your letter followed by a comma. e.g Sincerely, Thank You, Yours truly.
  5. Signature: The signature should be written neatly in the space between the two parts of the closing.
  6. Your Name: Your full name should come on a line after the signature.

Example oof business letter format

Business letter format
Designed by m.salama/Freepik


A business letter is a formal letter usually written from a company to another company, clients, customers, or another official recipient. Whatever the need for your business letter, this article is designed to be able to effectively address it, if strictly followed. Business letter creation can sometimes be simplified the right word processing software, such as in Microsoft words, by simply selecting a business letter from the available templates.
Comments, suggestions, and contributions are welcomed. To leave feedback, kindly comment below.









  7. u

  8. ,

Leave a Reply

Your email address will not be published. Required fields are marked *