Formal Business Letter Format Templates – Sample, Example

In the professional world, you will often require writing a business letter. Business letters are those that are produced by someone at a business and usually go to another business, clique, client or other external parties. It is opposite to personal letters, which are more informal and tend to go from person to person. It is a purely formal letter that has certain rules around its language, font, and layout. The whole layout of a letter depends on the relationship between the parties concerned. Business letters can have many types of contents, for example applying to a new job, to request for specific information or action, to write a thank you note, sending an apology note, to convey benevolence or sending a farewell or welcoming emails. There are many circumstances when you require an appropriately formatted letter, not just for communication purpose but also to keep a permanent legal record in business.


  • Resignation letter: required when leaving a job.
  • Reference/Recommendation letter: to give the explanation why someone is a good candidate.
  • Retirement/farewell letter: to notify successfully completion of work tenure.
  • Cover letter: used when applying for a job or institute.
  • Complaint letter: to register any issue.
  • Apology letter: needed to express when you have messed up.
  • Thank you letter: needed to express when someone does you a favor.
  • Appreciation letter: to give praise or positive feedback.
  • Congratulation letter: to notify achievements.
  • Employment verification letter: often requested by landlords for confirmation.
  • Termination letter: used to terminate worker
  • Promotion letter: notify worker about a promotion
  • Inquiry letter: used to request meetings or for clarification on different issues.
  • Job offer/call letter: to notify confirmation of job and position in details.
  • Rejection letter: to notify job applicants when they are not selected.
  • Response letter: used to give a reply to a received letter.
  • Order letter: used as documenting a transaction between buyer and seller.

Business Letter Format Sample


Free Business Letter Template

Formal Business Letter Example


Tips to Write a Business Letter

  • Keep it short and simple and try to use concise words.
  • Be direct in style and very to the point without beating around the bush.
  • Br careful in writing a recipient’s name, gender or title.
  • Write letter keeping the reader in mind.
  • Follow the layout format or font correctly.
  • Try to use an appropriate tone and maintained it in entire letter.
  • Keep the sentences short and avoid the use of jargon.
  • Be very careful with your spelling or grammatical errors.
  • Try to use active voice and present tense wherever you can.
  • Do not use the abbreviation.

Sample of Business Letter Format


Business letters can be used as legal documents, so it is very important that you follow correct format and structure for writing business letters.

Followings are a layout for business letter format which includes information on how to format and space the text correctly.

Sender’s address:


Street Address

City, State, Pin code

Phone number

Email address

Date: example- February 4, 2018

Reader’s address:




Street address

City, State, Pin code

Salutation: example- Dear Mr./Ms. Reader’s last name:

The body of the business letter:

In the first paragraph of the letter, consider a friendly and polite opening and then a statement of the main point. It defines the purpose of the letter. In the next few paragraphs justify the importance of the main point with background information and supporting details. The last or closing paragraph should restate the purpose of the letter or in some cases request some type of action.


Respectfully/Sincerely yours,


Enclosures: list of the documents you are including in your letter.

Formal Business Letter Format Template

Free Doc Sample Business Letter

Doc Format Free Business Letter Sample Template


You must pay a special attention to the format and font used while writing a business letter. Following are few standards that you should keep in your mind while writing a business letter.

Margins: top, bottom and side margins should be 1 to 1&1/4 inches. One page letter should be vertically centered.

Font: the most accepted font is Times New Roman, size 12, although other fonts can also be used. No special character should be used, except for subject line which can be underlined.

Punctuation: a colon is used after the salutation and a comma after the complimentary closing.

Block-format letter: it is the most common layout of a business letter. Here all text is left aligned and single-spaced. Paragraphs are not indented and are double spaced.

Modified block: here sender’s address, recipient’s address and body of the letter are left aligned and single-spaced. The date and closing are at the center point.

Semi-block: it is similar to modified block style except that each paragraph is indented instead of left aligned.

The different organization uses different format requirements for their professional communication. So your business letter may need to be flexible to reflect variables like letterheads and templates according to the organization. You should keep your computer equipped with the Microsoft Office, it can be helpful to start from templates provided in Microsoft Word for different business letters.

If you find these templates useful then make sure to share with other people as well. Leave a comment below if you’re looking for any specific template. Keep checking this space for more useful templates.

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