How to write a business letter in 4 simple steps.

While you’ll likely write a lot of informal correspondence in the form of emails and internal memos throughout your career, most professionals occasionally need to put together a formal business letter.

A business letter is an official communication sent on behalf of a company to another organization. Because business letters often represent an organization's interests and brand, they must be well-crafted and professional in nature.

Here, we’ll review the steps to writing an effective business letter depending on your company’s needs.

1. Choose the right business letter type.

These documents can vary depending on the writer’s and the recipient’s needs and relationship, but the core components will remain the same. Types of business letters include:

• Order letter. These letters indicate the sale of a product and include the details of what has been purchased. They are usually concise and professional, and they can include lists of specifications and quantities.
• Complaint letter. These formal letters should have a polite tone while including the details of a problem that should be addressed by the recipient. Be sure to include all relevant contact information so you can receive a prompt resolution.
• Inquiry letter. Taking the form of either formal letters or more informal emails, these letters should only be sent if the information you seek is not available elsewhere.
• Recommendation letter. These letters can be more personal in nature as you relay the background and skills of a colleague or acquaintance and explain how they would be a good fit for a particular job or educational program.
• Cover letter. These letters should be limited to a single page and written in a formal tone that helps you put your best foot forward as a more personal introduction to your accompanying resume.
• Request letter. These letters take an inquiry a step further, making a specific ask of a person or organization. Since you are requesting an action in response, make the intent of the letter clear and be sure to keep the tone polite.
• Welcome letter. These letters should be personalized to each new hire or customer who is being onboarded, encouraging them to feel excited about the next steps in your relationship.
• Acceptance letter. As an official notice informing the recipient that their request or application has been accepted, these letters should be concise and formal and include instructions or directions for next steps.
• Termination letter. Since these letters are often used to end a working relationship with someone, be sure to include specific details about the dismissal decision while keeping a formal tone as the correspondence will go on the official record of the business.

2. Write to the specifics of the recipient.

Writing a business letter is a skill any professional should master to represent their company well when connecting with other people and organizations. One of the keys to writing effective letters is to thoroughly understand the recipient’s needs.

Business letters should be directed to a specific individual. Knowing who you are writing to can also help you customize the content and make sure every detail you include is relevant.

The overall tone of the letter should be friendly yet professional, even if you personally know the recipient.

3. Format the letter correctly.

Layout is another key consideration when crafting a business letter.

A business letter is typically created using block formatting with left-aligned text, single spacing between lines, and double spacing between paragraphs. Readable system fonts are also important. Learn how to convert Word to PDF to share your letter and enable the recipients to easily read your document regardless of their operating system or software suite.

Once you’ve established the need for your letter and the intended recipient, it’s time to craft your letter content. While you can refer to a template and edit existing content to get started, here’s a list of the different sections you’ll want to include in your business letter and the order in which they should appear:

1. Heading. Start by including your name and mailing address at the top of the page.
2. Salutation. Address the letter to the appropriate recipient.
3. Introduction. Introduce who you are, as applicable, and the reason for writing.
4. Body. Add details and context to why you are writing.
5. Conclusion. Summarize your thoughts and provide clear next steps for both parties where applicable.
6. Closing. Use a professional closing such as “Sincerely” or “Kind regards.”
7. Signature. Leave space in your document for you to sign your name.
8. Enclosures. List out the enclosures so the recipient knows there is more to review.

4. Make your final revisions.

With your business letter drafted and ready to send, don’t forget to consider the following points before sending it out as final:

• Proofread. Give your document a second (or third) read-through to ensure that there are no errors or omissions. Sending a pristine letter better represents you and your company to the recipient.
• Presentation. If you’re printing your business letter, consider the quality of the paper you’re using. If your organization has a formal letterhead, you can use it to help professionalize your presentation.
• Postscripts. In addition to listing any enclosures, other postscripts that should be included are the names of additional recipients of the letter (indicated with a “cc:”) and the initials of a typist if you have someone else finalize the document with you.

Formal communication is an integral part of corporate interactions, and learning how to write a business letter can help you be a better communicator. Business letters can be used in a variety of situations, and being prepared with an easy-to-follow format makes writing a letter more simple and straightforward.

Having the right tools on hand can also ensure you produce a polished and professional business letter. Adobe Acrobat for business helps by providing everything you’ll need to convert your files and include a secure e-signature.

How do you write a simple business letter?

Business letters don’t need to be complicated or long, but they do need to follow a general format. Always be sure to include a heading, salutation, body copy, closing, and signature to create a simple yet effective business letter.

How do you start a business letter in the first sentence?

You’ll want to start your letter with exactly why you are writing. Start with a phrase like “I am reaching out regarding” or “I am writing to request” and then finish the sentence with the specific topic of your letter.

What is the easiest business letter?

When it comes to creating a business letter, the easiest format to use is block style. This format keeps all of the text left-aligned and does not use tabs, making it simple to read and fast to lay out.

How to start a formal letter?

Every formal letter should start with a business letter heading, including the contact information for both the sender and the recipient, followed by a clear salutation. The salutation should include the prefix and name of the recipient. If you don’t know the recipient’s name, you can start with “To Whom It May Concern.”