Business Letter Format

Business readers expect to get letters and memos that adhere to existing format standards. Most will be similar to the examples in this lesson.

The format often forms the reader’s first impression. Like the visual impression a person has when they first see you. Your format is critical to the acceptance of the message.

The business letter format is used when sending correspondence outside the company. It includes a date, inside mailing address, salutation, body, complimentary close, and typed name and title. The margins should provide a nice frame (1 to 1-1/2 inches).

Letterhead

March 23, 20XX [current date]

[at least one blank line]

Mr. James Marchant [inside address] Adcock Electric Supply Co. 2356 E. Lincoln Avenue Phoenix, AZ 85044 [one blank line] Dear Mr. Marchant: [salutation] [one blank line] xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx [paragraphs single-spaced]

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

xxxxxxxxxxxxxxxxx. [one blank line between paragraphs]

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

xxxxxxxxxxxxxxxxxxxxxxxxxxx. [one blank line] Sincerely,

[three blank lines]

Roberta Ashton, President [typed signature]