Sample Formal Business Letter

How to draft a Formal Business Letter? We provide a perfect guide on how to compose a professional Business Letter that fits your needs!

Since the introduction of email, a lot has changed in the professional way of communication. Surely, showing respect for the recipient is still one of the most important elements of a formal business letter.

This Modern Business Letter template can help you find inspiration on how to create a professional email or letter. This Modern Business Letter covers three different types of common letter formats: fully block format, modified block format, and semi-block format.

What is the Full Block Format?

The most common layout of a professional business letter is known as Block Format (or ‘Full block’). It is the easiest format to use and simplest to set up in your word processing program. Using this format, the entire letter from beginning to the end of the letter, including your contact information, the date, the employer’s contact information, the body of the letter, and the greeting and closing, signature, is all left-justified. Also, in block format, the content on the page is single-spaced, except for a double space between each paragraph (as well as space above and below the date, above and below the salutation and signature). This gives a clean and professional look to your letter. The block format is perfect for a cover letter created to accompany a resume as part of a job application. Keep reading to learn more about block format cover letters and review examples and templates.

What is the Modified Block Format?

Another commonly used letter format is known as the modified block format, in which the body of the letter and the sender's and recipient's addresses are left justified and single-spaced. However, the difference with a Block format, is that in Modified Block format, the date and closing, have a tab to the center point of the letter, and that is where you begin to type. It is more suitable to use this format on less formal occasions.

What is Semi-Block Format?

The last and less commonly used letter style is the Semi-Block format. It is like the modified block style except that each paragraph is indented instead of left-justified. Semi-block letters are like 'Modified block letters', with the exception the paragraphs are indented. Modified semi-block business letters are considered a little less formal than full block letters.

Therefore, when formatting your letter, make sure to use this business letter format template to ensure you structure and communicate in a professional. Feel free to download this intuitive template that is available in several kinds of formats or try any other of our basic or advanced templates, forms, or documents. Do not try to reinvent the wheel every time you are facing a challenge. Consider learning from others that have gone through the same challenge before you.

Formal Business Letter structure:

The way you present yourself is important and should always get your utmost attention. There are many rules to follow when writing a formal letter like a Formal Business Letter Writing, and these are the essential rules to follow:

Step 1: Type your address

Type your address and telephone number, flush left on the top of the page. It is not necessary to include your name or title here, it will be included in the closing.

Step 2: Type the date

Type the date, in the format: month, day, and year on one line below your address and telephone number, flush left.

Step 3: Type the recipient's address

Type the name of the recipient's, include the title, and address one line, flush left. Whenever possible, address the letter to a specific individual.

Step 4: Type the salutation

Type the recipient's personal title and full name in the salutation, one line after the recipient's address, flush left, followed by a colon. Leave one line blank after the salutation. Hereby a suggestion: use the recipient's full name unless you usually refer to the individual by a first name.

Step 5: Compose the letter

In the first paragraph of the letter's body, you state the purpose of the letter. In the paragraphs following, you can use examples to support your main argument. In the final paragraph, you need to summarize the purpose of your letter again and suggest a suitable course of action to follow. Do not indent the paragraphs. But instead, leave an empty line between each paragraph.

Step 6: Close the letter

Close the letter without indentation, leaving three or four lines for your signature between the closing and your typed name and title.

What are useful suggestions when writing a business letter?

As you know, communicating in a professional manner will get you respect and will bring you new opportunities in life and business. Therefore, we support you by providing this Formal Business Letter Writing template and you will see you will save time and increase your effectiveness. Here are some other tips for writing a proper professional letter.

Make sure your letter is diplomatic and respectful.
Keep it concise, also 'Short and Sweet'. Make sure the bottom line is clear without going through a lot of details.
Use standard fonts. Verdana or Calibri (sans serif) of Times New Roman (Serif) are widely accepted fonts.
Font size: typically typed in a 12-point size.
Make sure to have correct grammar, punctuation, and spelling. Use a colon (:) after the salutation and a comma (,) after the closing.
Ask somebody you trust to proofread the letter or check your letter thoroughly for errors before sending it.

What are common formats of a business letter?

In modern business communication, there are also other common Business Letter formats that you use to draft a professional email or letter. This Modern Business Letter covers three different types of common letter formats: fully block format (the one in our example), modified block format, and semi-block format, additionally there is also UK business letter standard.

Full block style;
Modified Block style;
Semi Block style.
UK standard business letter (alternative).

Please note this template is provided for guidance only. Letters and other correspondence should be edited to fit your personal situation.

Download this Formal Business Letter Writing template now, and save yourself time and effort! You will see completing your letters has never been easier. Best of luck!

DISCLAIMER
Nothing on this site shall be considered legal advice and no attorney-client relationship is established.

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