Creating a Business Letter Sample

The business letter is created for maintaining business communications and it must reflect the sense of professionalism and create a positive impression to the persons(s) communicated. So a business letter sample must follow a definite format so that the points, views expressed are clearly understandable to the readers.

Business letter samples follow different formats in different countries but the block letter format is the most common format followed. An ideal letter should contain all the appropriate points clearly and concisely explained. Too much longer sentences must be avoided and the whole letter should fit in a standard size of paper.
Very few professionals read the business letters thoroughly, so it is advisable to mention the purpose at the beginning of the letter so that it doesn’t get missed while glancing over the letter.

The letter should be written maintaining a formal tone and a sentence must not be over burdened with many ideas at a time, creating confusion to the readers. The reader’s interest will grow if the ideas are presented in a lucid manner.

One should be cautious enough to avoid all sorts of spelling and grammatical mistakes in writing a business letter. These flaws are easily detected by the readers which may have negative effects on the whole business proposal. After drafting the letter one must read it several times and rectify all the mistakes. A second opinion from a close acquaintance also helps in modifying the letter.

The sample must specify the dates and the names of the addressee in correct spellings, or the letter may be ignored due to incorrect spellings. The reference lines help in assisting the filing of the letters and so the sender’s reference must be mentioned first. It is better to use the name of the addressee in the salutation and if the name is unknown, general salutations like dear sir or madam, ladies and gentlemen can be applied. Using the subject line hastens the handling of the mail. The business letter must end with a complimentary note using formal tone. Postscripts may be added to lay emphasis on a key point. Enclosures if any must be mentioned below the signature initials.

Business Letter Sample and Quick Step-by-Step Guide

The rapid rise of email has left many people unsure of the correct protocol when writing a business letter. In fact there are a number of formats that can be used for professional business letters. One format is detailed below.

1. Your company’s name, address, telephone number and email address should be printed, including the company logo if applicable, or typed at the very top of the first page in the center of the letter. Do not include your own name or job title here.

2. Following your company name and contact details leave two lines blank. On the left-hand side of the page type the reference number of the letter. Leave another two lines blank and type the date (also on the left-hand side of the page), any standard date format is acceptable. If there is no reference number just type the date.

3. After the date leave two lines blank. On the left-hand side of the page type the name, job title and address of the person you are writing to.

4. After the recipients address leave two lines blank. Type the opening salutation, e.g. Dear Mr. Doe.

5. Following the salutation write the body of the letter, i.e. what you want to say to the recipient. Rather than indents, use block style for paragraphs. Open the letter by indicating the reason for the letter, e.g. ‘With reference to your letter dated… I am writing to confirm that I will be pleased to…’ Use formal language, e.g. use ‘I will’ rather than ‘I’ll.’

6. End the letter with a closing salutation. If you used the name of the person to begin the letter then close by stating ‘Sincerely’ or ‘Yours sincerely.’ If you began the letter with ‘Dear Sir/Madam’ then the letter is closed ‘Yours faithfully.’

7. Under the closing salutation write your signature. Under your signature type your name and job title.

MLA Letter Format

What Is the MLA Letter Format? Guidelines and Procedures

MLA letter format is the design and layout of letters in the Modern Language Association (MLA) format. The letter format shows the MLA’s flexibility to adapt to all kinds of contemporary correspondence. Of all the research formats used, it is the most user-friendly.

Since the MLA style applies to research papers, there are formatting guidelines that can also be applied to letter writing. What are some of these guidelines? First, in the same way that a student is to write his or her name, course name and number, and professor at the left-hand corner of the paper, letter writers are to place their street, city, and zip code at the top right-hand side. After the zip code, they should place the date (month, day, and year; for example, “June 3, 2008”) on which they wrote the letter (students place the date on the left-hand side after the course name and number but before the professor’s name). The location to place identification information is different (left vs. right), but the identification information still goes to the top of the page. Next, the letter writer should place the recipient’s address beneath the date. Like the addressee, the recipient’s address should include street, city, and zip code.

The first line of the body of an MLA-style paper for a student is the title of the essay or article, centered. For letter writers, the first line of the letter contains the words “Dear Mr. or Mrs./Ms./Miss and the recipient’s first and last name. Afterward, letter writers can begin writing their letter to the recipient on the second line of text. Since MLA format is used for these letters, every line of the text is to be double-spaced (no single spacing). When letter writers conclude their letters, they should indent a line before signing their name. This is the general format of business letters, though there are other complex issues involved depending on the letter intent.

Benefits of MLA Letter Format

One of the benefits of MLA letter format is that letter writers have a basic format by which to write a professional letter. There are many other formats that seem too complex for letter writers. The MLA letter format gives individuals from all walks of life a chance to write some form of a professional letter to anyone, from editors to employers to friends and family. Another benefit of the letter format is that it takes the MLA style structure and applies to what many deem a “non-academic” writing form. MLA, like APA, CMS, Turabian, and others, has always been considered an academic writing format. Many consider these formats to be only for students of various disciplines; those who were neither in college nor considering academia did not need to consume themselves with paper formats. Today, however, MLA style is not only a format for academicians, but also a format for all of humanity. Virtually anyone can familiarize himself or herself with MLA letter writing. It may even help individuals who later enroll in college. If they are familiar with the MLA letter format, writing according to Modern Language Association (MLA) guidelines may not be such a hard adjustment.

All in all, the MLA letter format markets itself well to the consumer. Its flexibility in use for both academicians and the hoi polloi is the stronghold that will keep the Modern Language Association handbook around for a long time.