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Ultimate Guide To Write A Business Letter Format

Business letters are very important to convey the message in a formal way. They not only provide business-related valuable information but also maintain a record for legal purposes. A well-formatted business letter shows professionalism before the clients.  

The business letter comes in different formats that depend on the purpose of writing the letter and the relationship with the party. The three business letter formats commonly used are the block format, the semi-block format, and the indented format. Each format has its unique feature.     

Business Letter Format Type

  1. The most common business letter format is the block format. This type of letter is written in a single column with the left alignment of text. Most of people who are not aware of different types of formats, they often use this type of format for writing business letters.  
  1. The business plan template is considered a complex format and more professional. This type of letter is divided into two columns. The first column is aligned to the left margin including text. 
  1. The semi-block business letter format is the combination of block format and indented format. The text is aligned in the middle of the page and the letter is written in a single column. This is used for formal communication in business. 

If you are a student or a professional engaging with any organization, you must have familiar with the business letter format. 

Related site: Tips to make you strong in TEEL structure

Write Business Letter Format Effectively 

Drafting an effective business letter format is important to attain the purpose of writing the letter. The given points will help you to draft a well-formatted business letter. 

Start With an Appropriate Greeting

Select the appropriate salutation to whom you are writing a letter. It may possible that you don’t know the mane of the person. Use appropriate language to address them like ‘to whom it may concern or you can use the first or last name of the person.   

WriteTo the Point

It is important to write the purpose of writing a letter clearly without wasting the time. You should start proper manner and get straight to the point. Avoid the phrase that may give an unprofessional touch. 

Begin With a Courteous Opening

You should appreciate the message that you received from them and show your recipient that you are taking some time to respondto their purpose. You can begin the paragraph by writing ‘Thank you for the email’.   

Focus On the Main Point

Write the main point in the body paragraph of t eh letter. Write in simple language with clear sentences in a concise way. Make sure you have defined all the terms in a formal way with clarity. Don’t use words that may confuse the reader.   

Proofread the Letter Carefully

Proofread the entire letter before sending this. This will help you to remove all kinds of errors like grammar, spelling mistakes. Avoid writing unclear sentences and jargon in business letters.  


The business letter acts as a representative of the company so it should be written in an effective way. Follow the proper guidelines and business letter format while writing. 

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