A 

business letter is a letter from one company to another, or between such organizations
and their customers, clients, or other external parties. The overall style of letter depends
on the relationship between the parties concerned. Business letters can have many types
of content, for example to request direct information or action from another party, to
order supplies from a supplier, to point out a mistake by the letter's recipient, to reply
directly to a request, to apologize for a wrong, or to convey goodwill. A business letter is
sometimes useful because it produces a permanent written record, and may be taken
more seriously by the recipient than other forms of communication.

What Are the 8 C's of a Business Letter?

When businesses write letters, it's important that they keep several key points in mind. Business
letters often contain 8 C’s -- clarity, conciseness, consideration, courtesy, concreteness, cheerfulness,
correctness and character.

Clarity
The first element of all business letters is that they should be clear. This includes the purpose of the
letter and words used within the text. Clearly state your point near the beginning to allow the reader
a clear understanding of the letter's purpose.

Conciseness
Avoid using extra words in a business letter. The element of conciseness refers to stating an idea in
the fewest words possible. Don’t add superfluous information or extra words to fill space. Simply state
the information that's important and pertinent, and leave it at that.

Consideration
A business letter should also be considerate. This element is important because you must
think about the reader and his feelings and point of view. Make the letter about him and not
you.

Courtesy
Business letters should show respect to the reader and should demonstrate the writer’s
personal respect for the reader and the company he works for.

Concreteness
Concreteness refers to using vivid wording within the letter that appeals to the reader’s
senses. If a business letter is dull, the reader may skim through, missing important points.

Cheerfulness
When writing a business letter, demonstrate a positive attitude that expresses joy and cheer.

Correctness
A business letter must always be accurate. This means ensuring every word within the
document contains accurate facts and figures. This includes proofreading the letter to check
for grammar and spelling mistakes.
Character
Every business letter should show a bit of uniqueness from the writer. This gives the letter
character and may make it more interesting.

A business letter is a formal letter with six parts:

The Heading
The heading contains the return address with the date on the last line. Sometimes it is
necessary to include a line before the date with a phone number, fax number, or e-mail
address. Often there is a line skipped between the address and the date. It is not
necessary to type a return address if you are using stationery with the return address
already imprinted, but you should always use a date.  Make sure the heading is on the
left margin.

Example:
Ms. Jane Doe
543 Washington St
Marquette, MI 49855
Tel:
Fax:
Email:
June 28, 2011

Recipient’s Address
This is the address you are sending your letter to. Be sure to make it as complete as
possible so it gets to its destination. Always include title names (such as Dr.) if you
know them. This is, like the other address, on the left margin. If a standard 8 ½” x 11”
paper is folded in thirds to fit in a standard 9” business envelope, the inside address
should appear through the window in the envelope (if there is one). Be sure to skip a
line after the heading and before the recipient’s address, then skip another line after the
inside address before the greeting. For an example, see the end of this sheet for a
sample letter.

The Salutation
The salutation (or greeting) in a business letter is always formal. It often begins with
“Dear {Person’s name}.” Once again, be sure to include the person’s title if you know it
(such as Ms., Mrs., Mr., or Dr).  If you’re unsure about the person’s title then just use
their first name. For example, you would use only the person’s first name if the person
you are writing to is “Jordan” and you’re not sure if he or she is male or female.
The salutation always ends with a colon.
The Body
The body is the meat of your letter. For block and modified block letter formats, single
space and left justify each paragraph. Be sure to leave a blank line between each
paragraph, however, no matter the format. Be sure to also skip a line between the
salutation and the body, as well as the body and the close.

The Complimentary Close

The complimentary close is a short and polite remark that ends your letter. The close
begins at the same justification as your date and one line after the last body paragraph.
Capitalize the first word of your closing (Thank you) and leave four lines for a signature
between the close and the sender’s name. A comma should follow the closing.

The Signature Line

Skip at least four lines after the close for your signature, and then type out the name to
be signed. This often includes a middle initial, although it is not required. Women may
put their title before had to show how they wish to be addressed (Ms., Mrs., Miss).
The signature should be in blue or black ink.

Enclosures
If you have any enclosed documents, such as a resume, you can indicate this by typing
“Enclosures” one line below the listing. You also may include the name of each
document.

Format and Font

Many organizations have their own style for writing a business letter, but here are some
common examples.

Block
The most common layout for a business letter is called a block format. In this format, the
entire letter is justified to the left and single spaced except for a double space between
paragraphs.

Modified Block
Modified block is another popular type of business letter. The body of the letter and the
sender’s and recipient’s addresses are left justified and single spaced. However, in this
format, the date and closing are tabbed to the center point.

Semi-Block
The least used style is called a semi-block. In it each paragraph is indented instead of
left justified.
Font
The standard font for business letters is Times New Roman, size 12. However, fonts
that are clear to read such as Arial may be used.

Sample Letter
{NOTE: your name goes only at the bottom}
Your Return Address (no abbreviations for Street, Avenue, etc.)
Your City, YO [your two letter state abbreviation] zip
Date (write out either like June 4, 2004 or 4 June 2004)
First and Last Name of the Person to whom you are writing 
Address 
City, ST zip
Dear Mr./Ms. Whomever:
In the first paragraph, introduce what you are writing about and what you want from
them.
In the subsequent paragraphs, explain the nature of your problem and what they can do
for you. Be non-combative and straight to the point.
In the last paragraph, be sure to thank him/her for his/her time and efforts on your
behalf. Also, let them know that you will contact them or that they can contact you with
any questions.
Sincerely yours,
{four spaces so that your signature may appear here}
Jane Doe
A business letter is not restricted to one page; the letter should be as long as it needs to
be.

BUSINESS LETTER FORMATS

Most business letters must include a return address (letterhead or your name and address),
date, an inside address (receiver's name and address), a salutation, body paragraphs, and
a closing. However, there are several ways to format this information. For example, return
addresses can be centered or begin at the left margin or begin at the horizontal center of
the page.
There are four basic business letter formats.
Features Sample Letter Full Block All letter parts begin at the left margin. Full
Block Modified Block Indented Paragraphs Date, signature, and closing begin at the
horizontal center of the page. All body paragraphs are indented. Indented
Paragraphs Blocked Paragraphs Date, signature, and closing begin at the horizontal center
of the page. All body paragraphs begin at the left margin. Blocked Paragraphs Simplified All
letter parts begin at the left margin. This format includes a subject line but omits the
salutation and signature. SimplifiedX
Format for Writing Professional Letters
There are several formats for writing professional letters. There are two basic styles of
letters: block form and indented form. The samples below will help you determine which
style you prefer.
Check Writing Letters for more details on block, indented and simplified letters. X
 
 
Full Block Form
 
Your Name
Address
Phone Number
E-mail (optional)

Date

Name of Receiver
Title
Company Name
Address
Dear __________:
When writing a letter using block form, no lines are indented. Include your name, address,
and phone number where you can be contacted, as well as the date. You then include the
name and address of the person you are sending the letter to.
With new paragraphs, just skip a line instead of indenting.
Add your phone number where you can be contacted in the last paragraph. If the receiver
needs to use a relay service to call you, briefly explain that you are deaf/ hard-of-hearing
and that s/he can call you through relay. Give the receiver his/her state relay number and
explain that s/he will need to give the operator your number. Then give him/her your
number.
Sincerely,
Your Signature
Your Name
Your Title
 
 
 
 
Indented Paragraphs Form
Your Name
Address
Phone Number
E-mail (optional)
 
Date

Name of Receiver
Title
Company Name
Address
Dear __________:
 When writing a letter using indented form, indent each paragraph. First include your name,
address, phone number, and the date. This information should be located at the top of the
page, either in the center, or indented on the right side of the paper. You then include the
name and address of the person to whom you are sending the letter.
At the end of the letter, place your signature on the right side of the page. Don't forget to
provide any relay information if necessary. 
Sincerely, 
Your Signature 
Your Name
Your Title 
 Blocked Paragraphs Form
Your Name
Address
Phone Number
E-mail (optional)
 
Date

Name of Receiver
Title
Company Name
Address
Dear __________:
When writing a letter using blocked form, indent each paragraph. First include your name,
address, phone number, and the date. This information should be located at the top of the
page, either in the center, or indented on the right side of the paper. You then include the
name and address of the person to whom you are sending the letter.

At the end of the letter, place your signature on the right side of the page. Don't forget to
provide any relay information if necessary.
 
Sincerely,
Your Signature
Your Name
Your Title
 
 
 
 
Simplified Style Form
 
Your Name
Address
Phone Number
E-mail (optional)

Date

Name of Receiver
Title
Company Name
Address

SUBJECT LINE (use capital letters)

When writing a letter using simplified style form, put the date on the left. Then, put the
receiver's name, and his/her title, company name, and address.
Write a subject line instead of a salutation. The subject line must be in all capital letters.
At the end of the letter, put your name and title, all in capital letters.

YOUR NAME
YOUR TITLE
 
 
  OTHER OPTIONS 
If you are using block format, you can place your address anywhere on the
letter. You can place it at the top of the page (top center or top right side), or
you can put your address at the end of the letter after your signature and
name, regardless of which format you use.
If you are using block form, you can place the date on the left, in the center,
or on the right. However, if you are using the indented form, it is usually
better to place the date on the right or on the left. Do not put it in the center.
With the indented form, you can put your signature on the right or left side of
the page.
If you want to make your letter stand out, boldly type your name in a larger
font at the top of the letter and type your address just below it in a smaller
font. Example:

Missy Gold
1345 Main Street
Anytown, VA 22879
The word processing program in your computer might have some standard
letter templates that can help you. These programs generally have many
different style and format options. Check your template feature or the help
desk on your word processing program to see your options. Some key words
you can try are:
letters
create a letter
write a letter
resumes