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Body of a letter sample

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Body of a letter sample
July 28, 2019 Anniversary Wishes 1 comment

Sections of a business letter; How to format a business letter; Business letter format example After a space following the body is the business letter closing.

Typically, a printed letter is reserved for the most important of job-related or other professional communications: recommendation letters, cover letters, resignation letters, legal correspondence, company communications, etc. Since it's such a formal mode of communication, you'll want to make sure you know to format a letter.

Proper formatting is especially important if you're sending a hard copy to the recipient rather than an email – the letter needs to fit the page properly and look good.

The following sample letter format includes the information you need to include when writing a letter, along with advice on the appropriate font, salutation, spacing, closing, and signature for business correspondence.

Sample Letter Format

Contact Information(Your contact information. If you are writing on letterhead that includes your contact information, you do not need to include it at the start of the letter.)
Your Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email Address

Contact Information (The person or company you are writing to)
Name
Title
Company
Address
City, State Zip Code

Dear Mr./Ms. Last Name: (Use a formal salutation, not a first name, unless you know the person extremely well. If you do not know the person's gender, you can write out their full name. For instance, you could write "Dear Pat Crody" instead of "Dear Mr. Crody" or "Dear Ms. Crody." Note that the person's name is always followed by a colon (:) in a business letter, and not a comma. If you do not know the recipient’s name, it’s still common (and safe) to use the old-fashioned “To Whom It May Concern:”).

The first paragraph of your letter should provide an introduction as to why you are writing so that your purpose is obvious from the very beginning.

Then, in the following paragraphs, provide more information and specific details about your request or the information you are providing.

The last paragraph of your letter should reiterate the reason you are writing and thank the reader for reviewing your request. If appropriate, it should also politely ask for a written response or for the opportunity to arrange a meeting to further discuss your request.

Handwritten Signature (for a hard copy letter – use blue or black ink to sign the letter)

Sample Letter

Download the Word Template

Sample Letter (Text Version)

Tips for Formatting Your Letter

  • When writing a letter, your letter should be simple and focused, so that the purpose of your letter is clear.
  • Single space your letter and leave a space between each paragraph. Left justify your letter.
  • Use a plain font like Arial, Times New Roman, Courier New, or Verdana. The font size should be 10 or 12 points.
  • Leave a blank line after the salutation and before the closing.
  • Business letters should always be printed on white bond paper rather than on colored paper or personal stationery.

Check for Formatting Errors and Typos

Once you have written your business letter, proofread it (using spellcheck) on the screen. Then print it out and read it through at least one more time, checking for any errors or typos. (It's often easier to spot errors on a hard copy.)

Be on the lookout for formatting errors as well, such as two paragraphs that don’t have a space in between, or lines that are indented incorrectly. Then before putting your letter in an envelope, don't forget to sign above your typed name, using blue or black ink. 

If you are using Microsoft Word or another word processing program to write your letter, there are templates available that can help you format your letter correctly. Here’s more information on free Microsoft Word letter templates. 

More Letter Writing Information

Knowing how to write business letters is an essential skill so here are several more articles for you:

If you like to learn by looking at examples, there are many types of business letters to choose from, such as cover letters, interview thank you letters, follow-up letters, job acceptance and rejection letters, resignation letters, and appreciation letters. You’ll find all those and more business and employment-related letter samples in this review of letter samples.

Nicole Thomas
35 Chestnut Street
Dell Village, Wisconsin 54101
555-555-5555
nicole@thomas.com

August 1, 2018

Jason Andrews
Manager
LMK Company
53 Oak Avenue, Ste 5
Dell Village, Wisconsin 54101

Dear Jason,

I’m writing to resign my position as customer service representative, effective August 15, 2018.

I’ve recently decided to go back to school, and my program starts in early September. I’m tendering my resignation now so that I can be as helpful as possible to you during the transition.

I’ve truly enjoyed my time working with you and everyone else on our team at LMK. It’s rare to find a customer service role that offers as much opportunity to grow and learn and such a positive, inspiring team of people to grow and learn with.

I’m particularly grateful for your guidance while I was considering furthering my education. Your support has meant so much to me. 

Please let me know if there’s anything I can do to help you find and train my replacement.

Thanks, and best wishes,

Nicole Thomas

SAMPLE BUSINESS LETTER. Name. Business letters usually have six parts: Heading: (address and date) Body: (main part of your letter).

Business Letter Formats

body of a letter sample

A business letter is a formal letter with six parts:

The Heading
The heading contains the return address with the date on the last line. Sometimes it is necessary to include a line before the date with a phone number, fax number, or e-mail address. Often there is a line skipped between the address and the date. It is not necessary to type a return address if you are using stationery with the return address already imprinted, but you should always use a date.  Make sure the heading is on the left margin.
Example:

Ms. Jane Doe
543 Washington St
Marquette, MI 49855
Tel:
Fax:
Email:
June 28, 2011

Recipient’s Address
This is the address you are sending your letter to. Be sure to make it as complete as possible so it gets to its destination. Always include title names (such as Dr.) if you know them. This is, like the other address, on the left margin. If a standard 8 ½” x 11” paper is folded in thirds to fit in a standard 9” business envelope, the inside address should appear through the window in the envelope (if there is one). Be sure to skip a line after the heading and before the recipient’s address, then skip another line after the inside address before the greeting. For an example, see the end of this sheet for a sample letter.

The Salutation
The salutation (or greeting) in a business letter is always formal. It often begins with “Dear {Person’s name}.” Once again, be sure to include the person’s title if you know it (such as Ms., Mrs., Mr., or Dr).  If you’re unsure about the person’s title then just use their first name. For example, you would use only the person’s first name if the person you are writing to is “Jordan” and you’re not sure if he or she is male or female.
The salutation always ends with a colon.

The Body
The body is the meat of your letter. For block and modified block letter formats, single space and left justify each paragraph. Be sure to leave a blank line between each paragraph, however, no matter the format. Be sure to also skip a line between the salutation and the body, as well as the body and the close.

The Complimentary Close
The complimentary close is a short and polite remark that ends your letter. The close begins at the same justification as your date and one line after the last body paragraph. Capitalize the first word of your closing (Thank you) and leave four lines for a signature between the close and the sender’s name. A comma should follow the closing.

The Signature Line
Skip at least four lines after the close for your signature, and then type out the name to be signed. This often includes a middle initial, although it is not required. Women may put their title before had to show how they wish to be addressed (Ms., Mrs., Miss).
The signature should be in blue or black ink.

Enclosures
If you have any enclosed documents, such as a resume, you can indicate this by typing “Enclosures” one line below the listing. You also may include the name of each document.

Format and Font
Many organizations have their own style for writing a business letter, but here  are some common examples.

Block
The most common layout for a business letter is called a block format. In this format, the entire letter is justified to the left and single spaced except for a double space between paragraphs.

Modified Block
Modified block is another popular type of business letter. The body of the letter and the sender’s and recipient’s addresses are left justified and single spaced. However, in this format, the date and closing are tabbed to the center point.

Semi-Block
The least used style is called a semi-block. In it each paragraph is indented instead of left justified.

Font
The standard font for business letters is Times New Roman, size 12. However, fonts that are clear to read such as Arial may be used.
Sample Letter
{NOTE: your name goes only at the bottom}
Your Return Address (no abbreviations for Street, Avenue, etc.)
Your City, YO [your two letter state abbreviation] zip
Date (write out either like June 4, 2004 or 4 June 2004)
First and Last Name of the Person to whom you are writing 
Address 
City, ST zip
Dear Mr./Ms. Whomever:
In the first paragraph, introduce what you are writing about and what you want from them.
In the subsequent paragraphs, explain the nature of your problem and what they can do for you. Be non-combative and straight to the point.
In the last paragraph, be sure to thank him/her for his/her time and efforts on your behalf. Also, let them know that you will contact them or that they can contact you with any questions.
Sincerely yours,
{four spaces so that your signature may appear here}
Jane Doe
A business letter is not restricted to one page; the letter should be as long as it needs to be.

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How to Write a Professional Letter

body of a letter sample

You write most business letters with the intention of getting the reader to respond. Write your business letters with a clear purpose, making those letters error-free, friendly, and pertinent. All business correspondence should be on company letterhead, and the form of the rest of a business letter is standardized. All business letters have the following elements:

  • Dateline: Three to six lines beneath the letterhead, flush left or right. The dateline contains the month (fully spelled out), day, and year.

  • Recipient address: Three to six lines below the dateline, flush left. The recipient address is composed of:

    • Addressee’s courtesy title and full name

    • Addressee’s business title

    • Business name

    • Street address

    • City, state, and zip code

  • Greeting or salutation: One or two lines below the last line of the recipient’s address.

    If you use first names in person, you may do so in your salutation.

  • Body: Starts one line below the greeting. The body of the letter contains whatever you have to say.

  • Complimentary close: Two lines below the last line of the body of the letter, flush left or centered.

    All the following closes are appropriate in business letters when you don’t know the addressee: Yours truly, Very truly yours, Yours very truly, Sincerely, Yours sincerely, Sincerely yours.

  • Signature: Immediately below your complimentary close, you hand-write your signature.

    Immediately below your handwritten signature, type your signature and business title.

  • Final notations: Two lines below your typed signature. For example, if you’re sending copies of the letter to other people, you may type cc:, followed by the alphabetically listed names of those receiving the letter.

  • Check out an example of an appropriate business letter in this figure.

    Click here to get a closer look.

    Business letter and email message examples for a variety of work and information, a salutation, the body of the letter, a complimentary close, and a signature.

    How to Write a Formal Letter

    body of a letter sample

    A letter of interest, also known as a prospecting letter or inquiry letter, is sent to companies that may be hiring but haven't listed a specific job opening to apply for.

    Your letter of interest should contain information on why the company interests you and why your skills and experience would be an asset to the company. The letter should follow this format:

    Your Contact Information

    Date

    Company Contact Information

    Salutation

    Body of Letter
    Your first paragraph should mention what you have to offer the company. Explain why you would be an excellent new hire. The second and third paragraphs should provide examples of how you have used your strengths in prior roles. The last paragraph of the letter should include a request to meet with the company to discuss employment opportunities.

    Closing

    Signature
    Be sure to include your contact information in your signature (email address, phone, mailing address) if you are sending an email message, so it's easy for the reader to get in touch with you. For a printed letter, include your full name and sign above it.

    Include Your Resume
    Send a copy of your resume with your letter of interest so the employer can review your complete work history, educational background, and qualifications.

    Review Examples and Get a Template
    Review examples of professionally written letters of interest, and download a free template to use to create your own correspondence.

    WATCH THE VIDEO ON THEME: Body of letter

    For an example, see the end of this sheet for a sample letter. Be sure to also skip a line between the salutation and the body, as well as the body and the close.

    body of a letter sample
    Written by Jurr
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