Knowing how to write a business letter is still a genuinely useful skill. Email handles the day-to-day, but for proposals, formal notices, references, and anything that needs to look official or go on the record, a proper business letter carries a weight that a quick message can't. This guide walks you through it step by step, with examples you can adapt, so your next professional letter reads as clear, credible, and polished.
Most business letters use block style: everything left-aligned, single-spaced within paragraphs, with a blank line between each section. Set one-inch margins and pick a clean font — Calibri, Arial, or Times New Roman at 11–12 points. Block style is the safe default and the easiest to get right.
Start with your address (or your company letterhead), then the date, then the recipient's name, title, and address. For example:
Jane Doe 12 Market Street Bristol, BS1 4RL
14 March 2026
Mr. Thomas Reed Operations Director Reed & Co. Ltd
Address the recipient by name whenever you can: "Dear Mr. Reed," in the UK, or "Dear Mr. Reed:" with a colon in US business writing. If you don't have a name, use "Dear Sir or Madam," (UK) or "To Whom It May Concern," (US) — but a quick search to find the right name almost always pays off.
Busy readers scan. Open with the reason for writing: "I am writing to propose…", "I am writing to confirm…", or "I am writing to request…". No throat-clearing — get to the point in sentence one.
Keep the body to two to four short paragraphs, one idea each. Give the reader what they need — dates, figures, reference numbers — and cut everything else. Stay formal: avoid slang, and skip contractions ("do not" rather than "don't") to keep the tone professional.
Close by telling the reader what happens next: "I would welcome the chance to discuss this — please call me on…", or "I look forward to your confirmation by 30 April." A clear next step makes the letter easy to act on.
Match the closing to your salutation. UK convention: "Yours sincerely," when you named the recipient, "Yours faithfully," when you didn't. US convention: "Sincerely," or "Best regards." Leave space for a signature, then type your name and title beneath it.
Dear Mr. Reed,
I am writing to propose a three-month pilot of our delivery-tracking service for Reed & Co.'s Bristol depot.
Over the past year we have reduced missed deliveries by 22% for comparable clients. I have enclosed a one-page summary of how the pilot would work and what it would cost.
I would welcome the chance to discuss this. Please call me on 0117 496 0000 at your convenience.
Yours sincerely,
Jane Doe Account Manager
Block style is the standard: left-aligned text, single spacing within paragraphs, a blank line between sections, one-inch margins, and a clean 11–12pt font. It includes a heading, date, recipient's address, salutation, body, closing, and signature.
Open with a formal salutation ("Dear Mr./Ms. [Surname],") and then state your purpose in the very first sentence, so the reader immediately knows why you're writing.
Finish with a clear call to action, then a sign-off that matches your greeting: "Yours sincerely" or "Yours faithfully" in the UK, "Sincerely" or "Best regards" in the US. Leave room for your signature and print your name and title below.
Typed and printed, in almost all cases — it's clearer and more professional. A handwritten signature above your typed name is the usual finishing touch.
A strong business letter is really just a clear structure carrying a clear message. For a deeper look at the individual components, see our breakdown of the business letter format, and to avoid the small missteps that undercut a professional tone, read our guide to business letter etiquette. When you're ready to send, the Letter app lets you format and print a clean, correctly laid-out business letter straight from your Mac, iPhone, iPad, or Android device.
