How To Make/Create a Business Letter [Templates + Examples] 2023

Build a Business Letter Template – Step-by-Step Instructions

Many businesses and organizations use programs and software to develop informative and formal business letters for various transactions and communications using Microsoft Word, Google Docs, and Apple Pages. Aside from businesses, individuals can also utilize the business letter template to construct their documents, especially those startup businesses looking for partners, suppliers, and employees.

• Step 1: Write the Date of the Business Letter

  Remember to include the date the letter was finished in the dateline when indicating the date of writing and composing the letter, especially when letter writing takes several days. Use the American date format for addressing letters to US-based businesses, placing the month, day, and year two inches from the top of the page.

• Step 2: Form a Salutation or Greeting

  If you know the individual and greet them by their first name, it is appropriate to use simply the first name in the salutation, using the same name as the inner address, including the personal title. Use a salutation, such as a reader’s job title followed by their name, to make the salutation or greeting more formal and professional.

• Step 3: Write the Opening Statements

  Your introduction or opening statement, which explains the letter’s main aim or subject and gives the recipient important information, should be the first paragraph. Making the first part brief and to the point can help you avoid getting bogged down in unnecessary details and keep the reader interested in the following content and paragraphs.

• Step 4: Construct the Body of the Letter

  The following section in the business letter is the second paragraph that details specific information about the purpose or subject of your writing to another company or individual. When writing the main body of the letter, relay clear info on the actions you want to take and what you expect from the letter’s recipient.

• Step 5: Say Your Closing Call-To-Action Paragraphs

  The third paragraph of the business letter contains the conclusion, restating the purpose or subject of writing the letter to the recipient while adding necessary information to influence a favorable action. In the example, write your contact information, including your phone number and email address, where they can reach you about the inquiry to generate a response from them about queries and suggestions.

• Step 6: Indicate Final Remarks

  The final section of the business letter incorporates a closing remark from the sender, remembering to indicate a formal salutation to show respect and formality. Aside from the salutation, insert your signature and your complete name, incorporating an email signature if sending the letter through email platforms like Google Mail or Microsoft Outlook.

• Step 7: Select the Business Letter Template

  Open your web browser and go to the Template.net website, selecting from business letter templates to download and revise using word-processing applications in their respective file formats. Select a template that best relays the message to your recipient, incorporating the subject or topic concisely, formally, and respectfully to generate an informative or persuasive document.

• Step 8: Select the Business Letter Template

  Click on the image of the business letter template you want to use; for this example, select the business enquiry letter example template. Choose from various file formats using the dropdown menu on the right section of the template window to download and edit the graphic after clicking the Free Download button.