What format do you use to write a business letter?

Answer 1

A business letter uses a business letter format. An easy way to remember what's different about a business letter is that it uses a 5-3 formal block format, while a personal letter can use either a 2-2 or 3-3 informal format. Here is what I mean:

In a personal-informal letter, you can have a 3-2 format:

1. Date (put on left or right)

2. Dear ___, (put on right)

3. Message Body

---

1. Closing

2. Your first name

Example:

May 24, 2015 (Date is optional, but nice to put on a card, note, or letter)

(space)

Dear (First Name) (comma),

(space)

I missed seeing you last month at my Tupperware party. Someone said you went to see your Grandma and that you fell off her porch. I heard you broke your leg and had to stay in the hospital a few days. Please tell me that isn't so! I know having a broken leg is no fun, at all!

When I had my arm in a cast, it itched so much! I found a piece of flexible cardboard, like you find inside new clothes used to keep them flat. I cut it in a strip thin enough to fit under the cast. It really helped!

Let me know how you're doing. I can get off work if you need me to come help you. Just call Sammy and she'll let me know.

Love ya sis!

Tammy

P.S. Send me your cornbread recipe--please!

A business letter should use a 5-3 formal block format. The word formal reminds you to use formal, not informal, language. The word block should remind you that businesses expect certain pieces to be in specific places. The pieces are written differently than a personal letter. It includes:

1. 2 lines with Your Street Address, and City, State Zip Code (both lines at right top)

2. Skip one line, type the full date right under the 2 address lines (also on top right)

3. Skip 2 lines; in the next 3 or 4 lines, you type the Business Address where you will mail the letter, minus the person's name, such as:

121212 Honesty Drive (or P.O. Box #)

16th Floor Suite 2535 (may not need this line)

Wishing Well, Ohio 44411

4. Skip 1 or 2 lines, and type Dear (Mr./Mrs./Ms. Last Name) (comma),

OR if you don't know the exact person: Dear Sir or Madam (colon):

OR a more generic way if you don't know the exact person: To Whom it may Concern (colon):

5. Skip one line, and begin the body of your message.

---

1. Closing, such as Sincerely yours (comma),

2. Skip 3 to 4 lines -- This is where you will write your name, in cursive writing.

3. Type your name, matching how you will sign your letter.

Example:

(your return address)

9998 Mystery Street (on right top)

Bricktown, PA 15321 (on top right, directly under Street)

skip line

May 24, 2015 (on top right, directly under the town, State)

(skip 2 lines, then start again on LEFT side)

(address of person you are writing)

President Barack Obama (on left)

1600 Pennsylvania Avenue Northwest (on left)

Washington, DC 20500 (on left)

(skip 2 lines)

Dear President Obama,

(skip one line, then, begin your message)

Millions of Americans feel grateful to now have medical coverage. However, I have experienced numerous problems receiving medical coverage.

I signed up with XYZ Healthcare, Inc. before the June 1st, 2014 deadline. They sent me membership materials and member card. Less than two weeks later, the company stated they could not locate my name in their computers. At the end of July 2014, I had a traffic accident and was admitted to the hospital. Hospital Administrators tried, unsuccessfully, to advocate on my behalf. The hospital Ombudsman attempted to call the managed care company 35 times but could not get to a representative. All calls are answered by machine; none of our messages requesting a call back have been returned. I owe medical bills from the accident, but none have been paid.

I have asked my US Senator and US Representative to intervene, but their efforts also failed. I am writing to you directly in the hope that your office might help end the difficulties I am having with this managed care company. I paid the premium in full for one year, and cannot afford to pay another company.

The contact information I have for the company is:

XYZ Healthcare Inc.

9898 Center Avenue

Kidding, R.I. 29421

(800)--XYZ--XYZ3

My membership number is: 12345678-A9Abc

Thank you for your time and attention to this matter.

Sincerely,

(skip 4 lines where you will write out your formal name)

Type your formal name. For example, William Last Name, Jr. (Not "Bill", not "Billy", not a nickname)