Business Letter Writing Format and Example

Summary

This video tutorial teaches how to write a professional business letter, outlining its six key components: sender's address, date, inside address, salutation, body, and closing. It emphasizes proper formatting and tone, including the use of block format with no indentation, single-spacing, and formal language. The script provides clear instructions on how to structure each section, from the introduction and body of the letter to the closing. Key tips include maintaining professionalism, using correct grammar, and ensuring the letter is concise and error-free.

Takeaways

• 😀 The business letter consists of six main parts: the sender's address, the date, the inside address, the salutation, the body, and the closing.
• 😀 The sender's address should be placed at the top of the letter, one line above the date, and should include the street address, city, and zip code without the sender's name or title.
• 😀 The date identifies when the letter was written. If the letter spans multiple days, use the date when the letter is finished.
• 😀 The inside address should contain the recipient's name, title, the name of the business, and the full address, beginning one line below the date.
• 😀 The salutation, which is the greeting (e.g., 'Dear Principal Matthews'), must match the inside address and be followed by a colon.
• 😀 The body of the letter should begin with an introduction, followed by a more detailed explanation, and end by restating the letter's purpose and thanking the recipient.
• 😀 The closing should be placed one line after the last body paragraph, with the first word capitalized and followed by a comma. Leave space for the signature.
• 😀 Ensure a professional format by using a two-inch top margin and one-inch margins on all other sides, with the letter being left-justified and single-spaced in block format.
• 😀 A professional tone is crucial: be clear, concise, formal, and avoid contractions in your writing.
• 😀 Always double-check for errors in grammar and spelling to ensure a polished and professional business letter.

Q & A

What are the six main parts of a business letter?

The six main parts of a business letter are the sender's address, the date, the inside address, the salutation, the body, and the closing.

Where should the sender's address be placed in a business letter?

The sender's address should be placed at the top of the letter, one line above the date, without the sender's name or title.

How should the date be written in a business letter?

The date should be written to identify when the letter was written. If the letter was written over several days, use the date when the letter was finished.

What should the inside address include?

The inside address should include the name and title of the person receiving the letter, the name of the business, and the complete address.

What is the correct format for the salutation in a business letter?

The salutation should be a greeting such as 'Dear [Name or Title],' followed by a colon. The name and title in the salutation should match those in the inside address.

What should the body of a business letter contain?

The body should start by introducing yourself and stating why you are writing. The next paragraph should provide background information and important details, and the final paragraph should restate the purpose and may include a thank you or an offer to answer further questions.

How should the closing of a business letter be formatted?

The closing begins one line after the last body paragraph, capitalizing the first word and following it with a comma. There should be four lines of space between the closing and the sender's printed name.

What are the margin requirements for a business letter?

The top margin should be two inches, while all other margins should be one inch.

What is the block format used in a business letter?

In block format, the entire letter is single-spaced and left-justified, meaning no paragraph indents are used.

What tone should be used when writing a business letter?

The tone should be professional, clear, and concise. It is important to use formal language, avoid contractions, and double-check for errors in grammar and spelling.