Examples of Business Letter Format

When sending a formal letter in a professional context, you should use business letter format. For example, you will use business letter format when writing a cover letter as a part of a job application or when writing a letter of recommendation.

Business Letter Components

Sender’s Address

This is typically the first information that appears on your letter. Following U.S. Post Office format, include your street address, city, state, and zip code in this section. If you are sending a letter as a part of your job, then it is appropriate for this address to be your business address. If you are sending this letter for your own interests (for example, if you are writing a cover letter), you should use your home address.

Date

After the sender’s address, write today’s date on a new line.

Recipient’s Name

Next, write the recipient’s name. After listing the recipient’s name, write their professional title (e.g., President, Associate Professor, Business Analyst) on a new line.

Recipient’s Address

On a series of new lines, write the recipient’s address using U.S. Post Office format. This should include their street address, city, state, and ZIP code. Since this is a business letter, you should use the recipient’s business address (not their home address).

Salutation

Now you will begin your letter. It is typical to start the letter with the salutation “Dear x:” (where x is the name of your letter’s recipient). In general, it is polite to include the recipient’s courtesy title (e.g., Dr., Ms. Mr., Mx.). If you’re not sure what they use, you might do some research to find the answer or, in the case that this research is inconclusive, leave off the courtesy title altogether and just include the recipient’s first and last name.

Body of the Letter

After the salutation, use paragraphs to convey your message. Since this letter will be read in a business context, we recommend that you use clear and straightforward language to communicate your ideas. It is conventional to include at least three paragraphs: (1) an introductory paragraph that summarizes your main points, (2) a body paragraph that gives more detail, and (3) a concluding paragraph that explains what next steps need to be taken.

Closing

After the body of your letter has concluded, finish by using a closing phrase such as “Sincerely,” “Thank you,” or “Best.” After this phrase and the appropriate punctuation (usually a comma), skip four lines and then type your name. In the blank space between the closing phrase and your typed name, sign the letter. In the case where you are sending the letter electronically (for example, as a PDF attachment to an email), you can electronically sign the letter through an application such as Adobe Acrobat Reader.

Business Letter Style

Format

There are two common business letter formats: Block Form and Indented Form.

In Block Form, all of the components of the letter are aligned to the left. The letter is single spaced and one additional space is added between body paragraphs.

In Indented Form, all of the components of the letter are aligned to the left except the sender’s address, date, and the salutation. Instead, the left edge of these components are aligned with the center of the page.

See our examples below for more guidance.

Font

We recommend using a font that is easily legible. The default font is Times New Roman size twelve.

Letterhead

If you are sending a letter as a part of your job, you may want to use your company’s letterhead. If you are a student or employee of the University of Wisconsin–Madison, it may be appropriate to use the university’s letterhead. If you are sending a letter on your own behalf, you can develop your own letterhead or use none.

Business Letter Examples

Block Form

Harper M. Reyes

145 E. Maple Ave., #304

Madison, WI 53703

January 23, 2025

Blaise Rizvi

Summer Programs Coordinator

Center for Excellence

2322 Edmondton Circle

Altoona, PA 16603

Dear Mr. Rizvi:

Thank you for the opportunity to interview for the assistant instructor position for the Design and Build Workshop at the Center for Excellence. I enjoyed our conversation and the chance to find out more about your summer program and its student learning outcomes.

I am excited by the Center’s commitment to making math engaging and accessible for middle schoolers through hands-on activities and interactive games, and I especially loved hearing about the way “Math Magic for Minds!” often sparks a genuine interest in the subject for students. Our conversation reinforced my core belief that fun is an essential part of the educational process, especially for young learners, and lays a foundation for future academic success.

Thank you for taking the time to speak with me about this position. I’m eager to work with the Center for Excellence and bring my creativity into the math classroom. If you need more information from me at any point, please do not hesitate to reach out.

Warm regards,