Business letters address different objectives, such as applying for or accepting a job, closing a sale, negotiating a contract, or arranging an interview; and well-written and properly formatted business letters can mean the difference between success and failure. A positive first impression is made by a clear and concise business letter will enhance the writer’s appeal to his client or interviewer, however, a sloppy or poorly formatted letter may negatively influence the writer’s ability to secure an interview or close a sale.

Business letters are formal documents written in specific styles. The most common styles for business letters include the block style, modified block style, and semi-block style. In the block style, each element of the letter is left justified and single-spaced, with a double space between each paragraph. In modified block style, the headings and body of the letter are left justified and the date and closing begin at the center point. Semi-block style differs from modified block style in that each paragraph is indented and the sender’s address is centered. Different organizations prefer different formats, although block format is the most widely used.

The elements included in business letters are: the sender’s address, the date, the inside address or recipient’s address, the salutation, the body, and the closing. Letters may also include, if necessary: an enclosure line, a subject line or reference notation, an attention line, the writer’s identification or job title, a confidential notation, a copy notation, and the typist’s initials. The writer may include their phone number and e-mail address as part of the sender’s address format, if appropriate. The recipient should be identified by name and title, if possible. Call the company to verify the recipient’s name, its correct spelling, the recipient’s gender and title preference (Mr., Dr., Ms., Mrs., Rev.), and the recipient’s exact position in the company. Spell and format the company name as it appears on the company’s own official communication and verify the correct spelling of the city or town. An attention line may be used to route the letter to the correct person or office, by either name or title, if the letter is addressed to an organization. Acceptable closings for business letters include: Sincerely, Sincerely yours, Respectfully, Respectfully yours, Cordially, and Cordially yours. The writer’s name should be typed below the hand-written signature. The writer’s position in the company or company name may be included, if the letter represents the company’s views or position. If an administrative assistant or typist prepares the letter, he should include his initials in the reference initial line. If additional documents, checks, or other items are enclosed, list them beside or under the enclosure line. If a copy of the letter is to be sent to another person, type that person’s name in the courtesy copy (cc) line.

Example of Block Style

123 Main Street

Springfield, PA 54321

April 1, 2010

Ms. Janice Doe

Human Resources Manager

Compudata Systems

987 First Street

Franklin, SC 32198

Dear Ms. Doe:

I am pleased to accept the software engineer position at Compudata Systems. Thank you for the offer.

As we agreed in my interview, I will begin on June 15. I will complete the required physical by May 20 and return all paperwork by June 1. If there are additional steps I must take before June 15, please contact me by telephone at (555) 456-1234 or by e-mail at myemail@anydomain.com.

Thank you again for the offer. I look forward to the opportunity to be part of the Compudata Systems team.

Sincerely,

Jane Jones

Example of Modified Block Style

Compudata Systems

987 First Street

Franklin, SC 32198

April 1, 2010

CONFIDENTIAL

Ms. Janice Doe

Executive Vice President

Compudata Systems

987 First Street

Franklin, SC 32198

Dear Ms. Doe:

Subject: Early Retirement Request

I submitted your request for early retirement to the Board of Directors. The Board approved your request, pending negotiation of an end-date. Three members requested you stay until January or until a suitable candidate has been hired and trained.

A search committee will be formed next week. Your input will ensure the timely hiring of a quality candidate. Training of the new hire will be entirely up to your discretion.

Sincerely,

John Smith

President, Compudata Systems

jkm

Enclosure

cc: A. Jones

Example of Semi-block Style

Jane Jones

123 Main Street

Springfield, PA 54321

(555) 456-1234

myemail@anydomain.com

April 1, 2010

Ms. Janice Doe

Human Resources Manager

Compudata Systems

987 First Street

Franklin, SC 32198

Dear Ms. Doe:

I am applying for the position of software engineer advertised in the March 15 Franklin Courier. My education in computer engineering and experience as a software developer establish me as a qualified candidate for the position.

Before receiving my masters’ degree in computer engineering in May from Computer University, I worked as a software developer for DataSystems Corporation for six years. During that time, I worked with the lead developer on several major projects, which are detailed in the enclosed resume. My experience with DataSystems Corporation and my graduate training provide me with the technical and theoretical skills to contribute to the Compudata Systems team.

Thank you again for your consideration. I am available for an interview at your convenience and can be contacted by telephone at (555) 456-1234 or by e-mail at myemail@anydomain.com.

Sincerely,

Jane Jones

Enclosure: Resume

The following are further business letter resources:

• Business Letter Basics: This site includes step-by-step instructions on how to write a business letter; includes examples.
• Business Letter Tips: This site details important principles for writing clear and persuasive business letters.
• Business Letter Guide: This site explains and gives examples of different types of business letters, including application, complaint, cover, credit, inquiry, refusal, and sales letters.
• Cover Letters: This site explains and gives examples of cover letters and includes examples of block form and indented forms of business letters.
• Standard Format: This site gives an example of a standard business letter and explanations for each element of the letter.
• Business Letter Formats: This site explains and gives examples of full block, modified block, alternate block, and memo formats for business letters.
• Standard Business Letter: This site gives examples with explanations of elements of a business letter.
• Elements of Business Letters: This site explains how to write business letters; includes an example.
• Types of Business Letters: This site gives examples and explanations of application, acceptance, inquiry, and recommendation letters.

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