Sample of Business Letter Format
[If you do not have letterhead, then you should put your return address (without your name) approximately 1 1/2 inches from the top of the paper.]
[If you have letterhead, then it will take up approximately two inches so it should end at about the same point as this statement.]
September 13, 2015 [Your date should be a double-space below the last line of the letterhead.]
[The space between the date and the inside address can be adjusted
depending on the length of the letter.]
Mr. Joseph H. Blow, President [Use a title (Mr., Ms., Mrs., Dr., etc.) and a professional
Blow Hard and Associates title (President, Purchasing Agent, etc.). Avoid
456 Easy Street abbreviations except the capitalized, two-letter
Murfreesboro, TN 37130 abbreviation for the state.]
Dear Mr. Blow: [If you know the individual well, you may use a first name.
The name is followed by a colon or no punctuation at all.]
Thank you for allowing me to show you the Next Day Air Services that United Parcel Service has to offer. I am sure that you, as well as your customers, will be pleased with the service.
If I can be of further assistance to you, please do not hesitate to call or e-mail me; my business card is enclosed. Thanks again for the privilege of serving your next-day delivery needs.
Sincerely, [If a colon was used after the salutation (Dear Mr. Blow) then
a comma should be used after the closing (Sincerely);
otherwise, no punctuation is used either place.
Leave approximately three blank lines (four spaces) for
Donald H. Schmo your signature; if you know the person well, write only your
Account Representative first name to personalize it.]
Enclosure [Notice of an enclosure should be a double-space below the
name/title. If there are multiple enclosures, then indicate how
many are included, e.g., Enclosures 4.]
Other Notes:
Letters are always single-spaced with a double-space between paragraphs.
If the letter is very formal, do not use contractions.
Block style is the easiest format to follow -- everything begins at the left margin.
The finished letter should be vertically centered (or a little above vertically centered on the page.
Be sure you have spelled the recipient's name correctly and that the correct title is used