Business letter format (with examples) – Ladders

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Numerous situations arise in professional business settings that necessitate formal correspondence. You might need to send a letter to an executive in the company requesting their presence at an event, or you might be tasked with reaching out to a contact at another business in the hope of creating a new partnership.

Regardless of who you are writing to, or the circumstance behind the letter, you will want to ensure that your letter follows a formal business letter format. In this guide, we’ll walk you through the format for a business letter and what you need to include, complete with professional examples.

Finally, we’ll provide you with insider tips on how to create business correspondence that is confident, compelling, and polished.

While you can use a business letter for a variety of purposes, each letter should be formatted in the same way.

The letter can be broken down into a few key sections:

Below you will see a few different examples of how these segments should be laid out.

The content of your business letter will depend a lot on the purpose behind the letter. The examples below showcase a few different ways you might use this type of correspondence. Keep in mind that if you plan to adopt any of these for your own use, you’ll want to ensure that you write your own original copy for the body of the letter, focused on the exact purpose of your message.

Ben Thompson
Director of Marketing
B&B Industries
7777 Juniper Way
Denver, CO 80114
222-222-2222
Ben.Thompson@chosenemailcompany.com
February 9, 2022

Leah Baker
Director of Marketing
InnovateToday
2121 Flatiron Lane
Boulder, CO 80301
Dear Ms. Baker,

I would like to extend to you an invitation to our upcoming Pikes Peak Marketing Summit. The event is focused on connecting marketing professionals across Colorado to promote innovation and collaboration. Additionally, the event will showcase keynote speakers specializing in digital marketing, product marketing, and creating an AGILE environment.

Due to our ongoing partnership with InnovateToday, we are offering you two free tickets to the three-day event. The event will take place on October 18-21, 2022, in Colorado Springs at the Broadmoor. The Broadmoor, as well as a few neighboring hotels, will offer discounted lodging rates. If you, and a colleague, are interested in attending, please let me know at your earliest convenience. Additionally, if you have any further questions, don’t hesitate to give me a call.

Thank you for considering attending our event. I look forward to hearing from you soon.

Cordially,

(Signature)

Ben Thompson

Subject Line: Leadership for Our United Way Campaign

Dear Mr. Frank,

As you know, here at B&B Industries, we are proud to be a United Way corporate sponsor. Each year, this partnership requires the hard work of volunteers across the organization. This year, I would like to invite you to serve on our board of directors for the annual United Way Campaign as Vice President.

As Vice President of the 2022 United Way Campaign, you’d be instrumental in leading the year’s fundraising efforts and encouraging volunteer events across the organization. In this role, you’d be volunteering alongside Greg Chems, President of the B&B Industries United Way Chapter. Your role would begin March 1 and carry through until February 1 of 2023.

I appreciate your consideration for this role and look forward to hearing from you soon.

Yours sincerely,

Ben Thompson
Director of Marketing
B&B Industries
7777 Juniper Way
Denver, CO 80114
222-222-2222
Ben.Thompson@chosenemailcompany.com

Business correspondence should be a professional expression of your thoughts, in the context of your position as a representative of your company. You should write this letter carefully, paying close attention to the format of the letter and the content.

Use the following checklist to ensure you write your business letter to the highest standards:

You can use a business letter in many settings. The following are a few examples of when formatting your correspondence to meet business letter requirements is ideal:

In most cases, if you are not certain whether to format a letter as a business letter, it is best to err on the side of caution and adhere to business guidelines. The formatting used in a business letter is acceptable in almost any setting. Not only that, but the best practices for a business letter are good guidelines for any professional correspondence. By sticking to professional formatting and language, your communications will reflect well on you and paint your business in a good light.

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