Formal business letters follow the same content structure, but can look different depending on the indentation choice of the author. The most popular format for business letters is “block style,” where the copy is left justified. All text should be single spaced, and final copy should be printed onto professional letterhead if applicable.
Regardless of format, a formal business letter should include the following:
1. A heading: The heading consists of your address and date. You do not have to add a telephone or email address, but it’s acceptable to do so. The heading goes in the top left-hand corner of the page.
2. Inside address: The inside address includes the name and address of the person to whom you are writing. This address is placed four lines below the heading.
3. Salutation: One line below the inside address is your salutation, followed by the person’s name and then followed by a colon.
4. Body: Skip one line below the salutation and begin typing the body of the letter. Be succinct and clear in the body. The tone of a formal business letter is much different than that of an email. It’s a good idea to avoid slang or contractions.
5. Closing and signature: Skip one line after the last paragraph and place your closing which can include a call to action. Then, skip four lines and type your name. Your handwritten signature will go in between.