Business Letter Layout

The layout of a business letter is essential for ensuring that the communication is clear, professional, and effective. A well-structured letter reflects professionalism and ensures that the message is understood by the recipient.

1. Sender’s Address

The sender’s address appears at the top of the letter. It typically includes the company or individual’s name, address, phone number, and email address. This section is important because it helps the recipient know where the letter is coming from. In formal business letters, the sender’s address is often aligned to the left margin or placed in the header.

If the letter is printed on company letterhead, the sender’s address may already be preprinted at the top, so you may skip this part.

2. Date

The date follows the sender’s address and should be written in full, including the day, month, and year. The date format can vary, but in business letters, the most common formats are:

• Month Day, Year (e.g., December 19, 2024)
• Day Month Year (e.g., 19 December 2024)

It is important that the date is current, reflecting the time the letter is written.

3. Recipient’s Address

This section includes the recipient’s full name, designation (if applicable), company name (if applicable), and address. The recipient’s address is usually aligned to the left and placed one line below the date. It should be precise and clear to ensure the letter reaches the intended person.

4. Salutation

The salutation is a greeting to the recipient, typically starting with “Dear” followed by the recipient’s title and last name. The salutation should be professional and polite. Here are a few examples:

• Dear Mr. Doe (for a male recipient)
• Dear Ms. Smith (for a female recipient)
• Dear Dr. Johnson (for a doctor)
• Dear Sir/Madam (if the recipient’s name is unknown)

If you’re unsure of the recipient’s gender or title, you can use their full name or a general greeting such as “Dear Hiring Manager.”

5. Subject Line (Optional)

A subject line is optional but useful for providing the recipient with a brief overview of the letter’s purpose. It is usually centered or placed immediately after the salutation in bold font. A subject line should be concise and to the point, summarizing the main purpose of the letter. For example:

• Subject: Request for Extension on Payment Due Date
• Subject: Inquiry About New Product Launch

6. Body of the Letter

The body is the main content of the letter. It is divided into paragraphs that communicate the message in a clear and concise manner. The body should be well-organized, with each paragraph covering a distinct point or idea.

• Introduction: The first paragraph should introduce the purpose of the letter and provide any necessary background information.
• Main Content: The following paragraphs should provide detailed information or clarification regarding the purpose of the letter.
• Conclusion: The final paragraph should summarize the main points and may include a call to action, a request, or a conclusion that leaves the recipient with clear instructions or expectations.

7. Closing

The closing marks the end of the letter and should be courteous and professional. Common closings include:

• Sincerely
• Best regards
• Yours faithfully (used in formal contexts)
• Kind regards

The closing is followed by a comma, and then the sender’s name is written one line below.

8. Signature

After the closing, leave enough space for the sender to sign the letter manually. The signature should be written in blue or black ink to ensure the authenticity of the document.

For a typed letter, the sender’s name is typically typed below the signature. If the letter is written on behalf of a company, the sender’s title is included as well.

9. Enclosure Notation (Optional)

If additional documents are being included with the letter, an enclosure notation is added after the signature block. This informs the recipient about the additional documents. It is written as “Enclosure” or “Encl.” followed by a brief description of the enclosed material, such as:

• Enclosure: Resume
• Enclosure: Invoice #12345

10. Copy Notation (Optional)

If a copy of the letter is being sent to someone else, a “cc” (carbon copy) notation is included at the bottom of the letter. It is written as:

• cc: Jane Doe, HR Manager
• cc: Sales Department