# Business letter: format and content (with template)

There are certain elements that should be included in all official business correspondence. What defines a business letter and what guidelines should you observe when writing them? Find out here.

## What is a business letter?

A business letter is any written communication or correspondence between two business entities or professionals that is directed to a specific recipient or group of recipients. Business letters are used to establish, maintain, or manage business relationships and often follow specific formatting and content guidelines.

## What purpose do business letters serve?

In the U.S., business letters serve as a formal and professional means of communication between organizations, clients, and stakeholders. Their key purposes include:

- **Proposals and offers**
- **Order confirmations and inquiries**
- **Acknowledgments of receipt**
- **Invoices and payment receipts**
- **Pricing lists**
- **Order forms**
- **Personalized marketing letters** (addressed to a named recipient)

The format of the letter—whether **printed or digital (fax, email, etc.)**—does not change its classification as a business letter. However, **certain legal and informational requirements may apply depending on the business structure and context.**

Note If a business letter serves as **initial written contact** between business partners, it should include **all relevant company information** to establish transparency. For instance, **a company registration number** allows recipients to verify the sender’s legitimacy through local business registries or chambers of commerce.

The following types of written communication are **not** classified as business letters:

- **Internal company correspondence** (e.g., emails or memos between departments, branches, or subsidiaries)
- **Mass marketing communications** (e.g., direct mail, generic advertising materials sent to large groups)
- **Pre-filled business forms used in ongoing transactions** (e.g., delivery notes, shipping confirmations, or pick-up notifications)

Business letters facilitate communication in both **[business-to-business (B2B)](https://www.ionos.com/digitalguide/online-marketing/online-sales/b2b-business-to-business/)** and **[business-to-consumer (B2C)](https://www.ionos.com/digitalguide/online-marketing/online-sales/b2c-business-to-consumer/)** interactions.

Business letters should be **clearly distinguished from personal letters**, which are intended for **private, non-commercial communication.**

## Required information for business letters

While business letters are used to establish contact and maintain professional relationships, there are **no federal legal requirements** for what must be included. However, businesses typically include **standard company details** to ensure clarity and professionalism, which are:

- **Company name** (matching the legal business name)
- **Business address**
- **Phone number & email address**
- **Website (if applicable)**
- **Date of the letter**

Additional details may be included based on **business structure** or **industry requirements.**

### Sole proprietorships

Business letters from **[sole proprietors](https://www.ionos.com/digitalguide/startup/get-started/what-is-a-sole-proprietor/)** typically include:

- **Business name (DBA, if applicable)**
- **Owner’s full legal name**
- **Business address**

If operating under a **fictitious name (DBA – “Doing Business As”)**, the owner’s personal name must also be included on official business correspondence.

### Partnerships (General & Limited Partnerships)

Business letters from **[general partnerships (GP)](https://www.ionos.com/digitalguide/startup/get-started/limited-partnership/) or [limited partnerships (LP, LLP)](https://www.ionos.com/digitalguide/startup/get-started/what-is-a-general-partnership/)** usually include:

- **Registered business name**
- **Partnership designation (e.g., LLP, LP)**
- **Primary business address**

It is common (but not required) to list **key partners’ contact information** on official business correspondence.

### Limited Liability Companies (LLCs)

For **[LLCs](https://www.ionos.com/digitalguide/startup/get-started/llc-limited-liability-company/)**, business letters should include:

- **Company name (matching the registered LLC name)**
- **LLC designation (e.g., “LLC” or “Limited Liability Company”)**
- **Business address**
- **Optional: Registered agent information (if relevant for legal or contractual purposes)**

### Corporations (Inc., Corp., PC, etc.)

Business letters from **[corporations](https://www.ionos.com/digitalguide/startup/get-started/what-is-a-corporation/)** typically include:

- **Legal company name**
- **Entity designation (e.g., Inc., Corp., PC, etc.)**
- **Business address**
- **Optional: CEO or authorized signatory’s name** (if required for contracts)

Corporations **do not need** to list all board members or executives in regular business correspondence.

Fact Sometimes additional disclosures are required. If a corporation or LLC is in **[liquidation](https://www.ionos.com/digitalguide/startup/grow-your-business/liquidation/)**, this must be **stated in official business communications**. Regulated industries (e.g., **finance, law, and healthcare**) may require **additional disclosures** in compliance with federal or state laws.

## How should a business letter look? Page structure and design

To ensure **professional and effective communication**, business letters should follow a standardized format. While there are no legal requirements for the structure and design of business letters in the U.S., using professional formatting **enhances credibility and readability** since poorly formatted letters can appear unprofessional and create uncertainty or distrust among recipients.

### Page format

Business letters in the U.S. should be formatted on **Letter-size paper (8.5 x 11 inches)** in portrait orientation. The recommended **page margins** are:

- **Top margin:** 1 inch (25.4 mm)
- **Bottom margin:** 1 inch (25.4 mm)
- **Left margin:** 1 inch (25.4 mm)
- **Right margin:** 1 inch (25.4 mm)

### Font and typography

There are no legally required fonts for business letters, but **professional, easy-to-read fonts** are recommended. Common choices include:

- **Arial**
- **Times New Roman**
- **Calibri**
- **Helvetica**

The **recommended font size is 11 or 12 points** for readability. If using a custom corporate font, adjust the size accordingly to maintain legibility.

### Letterhead design

A business letterhead typically includes:

- **Company logo** (optional but recommended)
- **Company name**
- **Business address**
- **Phone number, email, and website (if applicable)**

Logos and design elements should be placed at the **top of the page**, ensuring they do not interfere with readability or printing.

Tip Avoid placing design elements too close to the page edges, as they may fall outside the printable area.

### Recipient address block

The recipient’s address should be formatted according to **USPS mailing standards** and placed **one inch below the letterhead** or, if there is no letterhead, below the sender’s address. The standard format includes:

Recipient’s name Recipient’s title (if applicable) Company name (if applicable) Street address City, State ZIP Code

Example:

John Smith Marketing Director ABC Corporation 123 Business Ave New York, NY 10001

### Date placement

The date is placed **one inch below the top margin or two lines below the letterhead**. The recommended format for U.S. business letters is:

- **Month Day, Year (e.g., March 20, 2025)**

### Subject line (optional)

A subject line is placed **two lines below the recipient’s address** and is usually bolded.

**Subject**: Proposal for Partnership Agreement

### Salutation (greeting)

The greeting is placed **two lines below the subject line** (or recipient’s address if no subject is used). Formal business correspondence typically uses:

- **Dear \[Recipient’s name\],**
- **Dear Mr./Ms. \[Last name\],**
- **Dear Sir/Madam,** (only if the recipient’s name is unknown)

For ongoing business relationships, a **less formal** approach may be used:

- **Hello \[Recipient’s name\],**
- **Dear \[First name\],**

The salutation **ends with a comma or colon**, depending on formality.

### Letter body formatting

The body text should be:

- **Left-aligned**
- **Single-spaced**
- **Divided into short, clear paragraphs**
- **Separated by blank lines**

If a letter **exceeds one page**, the **footer should contain page numbers** (e.g., “Page 2 of 3”).

Tip Use simple, professional language and avoid excessive formatting like underlining or decorative fonts.

### Closing and signature

The closing phrase is **placed two lines below the body text** and is followed by the sender’s signature. Common business closings include:

- **Sincerely,**
- **Best regards,**
- **Yours truly,**

After the closing, leave **three blank lines** for the signature and then type the sender’s name and title:

Best regards, \[Signature\] John Smith Marketing Director ABC Corporation

### Attachments & enclosures

If additional documents are included, an **enclosure or attachment note** should be placed **one or two lines below the signature block**:

Enclosures: Business Proposal, Contract Draft

### Footer and contact details

The **footer** (if used) should contain:

- **Company’s legal business name**
- **Main office address**
- **Phone number and website**

Example:

ABC Corporation | 123 Business Ave, New York, NY 10001 | (555) 123-4567 | `www.abc.com`

## Business letter – downloadable template

Here you can find our business letter template as a Word file for download :

Business_letter_template_US.docx## The dos and don’ts of writing a business letter

### Dos

**Be clear and concise**

- Business letters, whether printed or emailed, should be direct and to the point.
- Most recipients receive multiple business communications daily\*\*, so ensure your message is brief, clear, and purposeful.
- Use a concise, relevant subject line for clarity.
- Business letters should not exceed one U.S. Letter page (8.5 x 11 inches) unless absolutely necessary.
- For complex information (e.g., tables, figures, or invoice details), include attachments instead of overloading the main letter.

**Use a personal greeting**

- Address the recipient personally whenever possible.
- If necessary, research the correct name and spelling of the contact person.
- If the recipient’s name is unknown, use a neutral but professional greeting, such as:
- Dear Hiring Manager, (for job applications)
- Dear Customer Service Team, (for customer inquiries)
- Dear Sir/Madam, (if no specific contact is available)

**Use a postscript (PS) strategically**

- A postscript (PS) was traditionally used in handwritten letters but still serves a purpose in modern business writing.
- In a business letter, use a PS to highlight important information or provide an extra note, such as:
- A special offer or promotion
- A website link for more details
- A friendly reminder or follow-up request
- The PS should be brief and relevant to avoid distracting from the main message.

### Don’ts

**Avoid clichés and outdated phrases**

Write in a modern, reader-friendly style. Skip generic phrases, bureaucratic language, or formalities that feel outdated. Your letter reflects your company’s image—so aim for clear, direct language that’s tailored to your audience. A well-written, personalized letter shows respect and creates a lasting impression.

**Don’t overlook spelling and grammar**

Errors make your message seem unprofessional. This includes not just grammar and punctuation but also layout and structure. Always proofread your letters carefully—or ask a colleague or professional to review them.

**Don’t use negative language**

Even when delivering bad news, frame it positively. Instead of saying “Unfortunately, I can’t answer that,” try “Let me look into that and get back to you.” Offer solutions, not dead ends. Avoid harsh or overly formal wording, and choose a tone that is courteous and constructive.

**Avoid passive voice**

Passive sentences can feel vague or impersonal. Active voice, on the other hand, is clear and engaging. Compare:

*“Your request will be processed as soon as possible”*

vs.

*“Mr. Smith will process your request as soon as possible.”*

The second version is more reassuring and direct.

**Skip overly complex sentences**

Long, complicated sentences make your letter harder to follow. Use straightforward language, short paragraphs, and a logical flow to ensure clarity and readability.

Please note the [legal disclaimer](https://www.ionos.com/digitalguide/startup/disclaimer/) for this article.


This is a markdown version of: [https://www.ionos.com/digitalguide/startup/grow-your-business/business-letter-template/](https://www.ionos.com/digitalguide/startup/grow-your-business/business-letter-template/) for AI/LLM consumption.