If you're typing out the address, it should appear either right or left justified at the top of the page, depending on you and your company's preference. If you’re sending the letter to an international location, type out the country in capital letters.
Importance of Professional Business Letter
Add the recipient's information. Write out the recipient's Business Letter Example full name, title (if applicable), company name, and address in that order, with each piece of information on a separate line. If necessary, include a reference number. The recipient's information should be left justified a few lines below the date.
It is best to address the letter to a specific person. This way, an actual person will be able to respond to your letter. If you don’t know the name of the person to whom you should send the letter, do a bit of research.
Choose a salutation. The salutation is an important indicator of respect, and which one you use will depend on whether you know the person to whom you're writing, how well you know them and the level of formality in your relationship.5 Consider the following options:
Different Contents of a Business Letter
Employ "To Whom It May Concern" only if you don't know whom, specifically, you're addressing.
If you do not know the recipient well, "Dear Sir/Madam" is a safe choice.
You may also use the recipient's title and last name, e.g. "Dear Dr. Smith."
If you know the recipient well and enjoy an informal relationship with him or her, you may consider a first-name address, e.g. "Dear Susan."
Business Letter Formats
If you are unsure of the recipient's gender, simply type the whole name, e.g. "Dear Kris Smith."
Don't forget a comma after a salutation or a colon after “To Whom It May Concern.”
Strike the right tone. Time is money, as the Official Business Letter saying goes, and most business people hate to waste time. The tone of your letter, therefore, should be brief and professional. Make your letter a quick read by diving straight into the matter and keeping your comments brief in the first paragraph. For instance, you can always start with "I am writing you regarding..." and go from there.
Designing of Business Letter
Don't concern yourself with flowery transitions, big words, or lengthy, meandering sentences - your intent should be to communicate what needs to be said as quickly and cleanly as possible.
Be persuasive in your letter. Most likely the purpose of your letter is to persuade your reader to do something: change their mind, correct a problem, send money or take action. Make your case.
Use personal pronouns. It is perfectly fine to use “I,” “we,” and “you” in your business letter. Refer to yourself as “I” and your reader as “you.”