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A business letter is any letter to inquire, inform, or request to a business entity or for business purposes to a private individual or individuals. A business letter should include:

  • Date (always)
  • Name and address (title and/or company if applicable) of the party that the letter is directed to.
  • Reference line (optional), a statement of the main focus of the letter, or number of an account, invoice, or other pertinent quick reference for the recipient to identify the matter about which you are writing.
  • First paragraph is to state the reason for writing the letter.
  • Second paragraph to give the facts of your inquiry, request, or the information necessary to support your reason for the letter, for the recipient to know or follow up if necessary. A second paragraph can be more than one paragraph if the pertinent information warrants it or bullets may also be used to make a number of points more identifiable.
  • Third paragraph is the conclusion. If you are expecting a response or action taken, then you must state what you expect (if you leave the recipient guessing, they may do nothing); this type of conclusion to a business letter is the 'call to action' paragraph. You must include clear contact information for the recipient to be able to follow through. If the letter is for the purpose of providing information only, the conclusion may be a one sentence summary and include polite language thanking the sender for the inquiry or provide the sender contact information if further inquiries are necessary.
  • Closing; traditional closing statements are 'Sincerely' or 'Yours Truly' above your name but you can use a phrase of your own if you find these unsuitable. Your name should be typed or printed under this closing with enough space between for you to sign the letter.

A business letter should include all of these elements and should be limited to these elements. Not providing an element could reduce the effectiveness of the letter or fail to get an appropriate response. Including information that strays from the goal of the letter may camouflage to purpose of the letter and the result you are trying to accomplish.

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Q: What is a business letter and its part with definitions?
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