Business letter format

What is a business letter, and when do you use one?

A business letter is a formal, professional letter sent from one person or organization to another. It follows a set structure that readers recognize instantly, which is exactly why the format matters: a letter laid out correctly looks credible before a single word is read, while a sloppy one raises doubts about everything in it.

You use this format any time the situation calls for a professional record: an inquiry to a supplier, a request to a landlord, a complaint to a company, a thank-you to a client, or an announcement to customers. Even when the message goes by email, the same structure applies. This page gives you a generator that lays the format out for you, plus the rules underneath so you understand what you are sending.

The parts of a business letter

Every business letter is built from the same blocks, in this order. The generator above places them for you, but here is what each one is.

• Sender information. Your name, title, company, and contact details at the top, or a company letterhead.
• Date. The date the letter is written, spelled out in full, such as July 3, 2026.
• Inside address. The recipient’s name, title, and full address. This is what separates a business letter from a casual note.
• Salutation. “Dear Ms. Ward,” where you know the name, or “Dear Sir or Madam,” where you do not.
• Body. Two to four short paragraphs: why you are writing, the detail, and what you want to happen next.
• Complimentary close. “Sincerely,” is the safe standard, followed by a comma.
• Signature and name. Space to sign if printed, then your typed name and title.

Block, modified block, and semi-block

There are three accepted layouts for a business letter. They differ only in where things sit on the page, not in what they contain. Block is the modern default and the safest choice.

If you are unsure, use block. It is clean, it is what most people expect in 2026, and it reads well on screen and on paper.

Spacing, margins, and font

Formatting is where good business letters are won or lost. The rules are simple and worth following exactly.

• Margins. One inch on all sides. This is the standard for US letter-size paper.
• Spacing. Single-spaced within paragraphs, with a blank line between them. Do not indent in block format.
• Font. A clean, readable face such as Calibri, Arial, or Times New Roman, at 11 or 12 point, in black.
• Alignment. Left-aligned, not justified. Justified text creates uneven gaps that look amateurish.
• Length. One page. If it runs longer, tighten the body rather than shrinking the font.

How to format a business letter, step by step

With the generator above this takes about two minutes: pick your purpose in the tabs, fill in the boxes, and download a letter that is already formatted correctly. To do it by hand, follow this order:

1. Put your name, title, company, and contact details at the top, then the date.
2. Add the recipient’s name, title, and full address as the inside address.
3. Write the salutation, using a name where you have one.
4. Open the body by stating clearly why you are writing.
5. Give the detail in the middle, and say what you want to happen next.
6. Close with “Sincerely,” leave space for a signature, then type your name and title.
7. Check margins, spacing, and font before you send or print.

The Word file stays fully editable in Microsoft Word or Google Docs, so you can add a letterhead. The PDF is print ready with the formatting locked in.

Printed business letter vs. business email

Most business letters now travel by email, and the good news is that the format barely changes. Keep the salutation, the body structure, and the professional close. The main difference is that your contact details move to an email signature at the bottom rather than a printed header, and the recipient’s inside address usually drops away because the email itself is the address.

When you do send a printed letter, or attach a PDF to an email, the full format above applies, inside address and all. If you are sending a job application specifically, use the tailored cover letter format instead, which is a business letter built for that one purpose.

Download in Word, PDF, or copy the text

The generator gives you three ways to take your letter with you, already formatted:

📥 Also available: a blank business letter (PDF) to print and fill in by hand.

Formatting mistakes that undermine a business letter

• Skipping the inside address. Leaving off the recipient’s address makes it read like a memo, not a formal letter.
• Justified text. It creates ugly gaps. Always left-align.
• Indenting in block format. Block format has no indents. Use a blank line between paragraphs instead.
• A casual greeting or close. “Hey” and “Cheers” belong in chat, not a business letter. Use “Dear” and “Sincerely.”
• Cramped or oversized margins. Stick to one inch so the letter looks balanced on the page.

Ready-to-use examples

Read one for structure, copy it as a starting point, then swap in your details. For an editable, correctly formatted version, use the generator at the top of the page.

Frequently asked questions