Format for Writing a Business Letter

Depending upon the purpose of the letter and its relationship with parties, we can further distinguish the type of format used for a business letter. Each format has its own unique features and characteristics. The three most commonly used business letter formats are the indented format, the block format and the semi-block format.

The indented format is more of a complex type but is very professional. Here, the letter is written in two or more columns. The first column includes the text, which is aligned to the left margin and indented a few spaces in the subsequent columns. The people who are familiar with each other use this type of format for their business letters.

The simplest and most common format is the block format. With all the text aligned to the left margin, the letter here is written in a single column. When people are not familiar with each other, they use this format for writing their letters.

Next comes the semi-block format, which is a mix of indented and block formats. Under this type, the text is aligned to the center of the page instead of the left margin and the letter is written in a single column. This one is typically used for formal business communication.

In terms of relevance and choice, the block format is by far the simplest and most commonly used format. Here is a short guide on how to write a business letter in block format.

Begin with an appropriate greeting

There are many such cases where you are not aware of the name of the addressee or someone who is of high rank. In that case, you need to address them with something like ‘To whom it may concern.’ Else, you can use their first or last name.

Getting straight to the point

This means that instead of wasting time and bothering about things that don’t matter, you need to start right away by getting straight to the point. Avoid the use of phrases like ‘It has been a long time’ or ‘I hope you are doing well.’

Begin with a courteous opening

You need to show your recipient that you are taking time to respond to them and that you appreciate the message received from them. Start the first paragraph with ‘Thank you for the email’ or ‘I am sorry for the delay in getting back to you.’

Discuss the main point

The body paragraphs must follow the discussion of the main point of the letter. Be clear and concise with your wordings. Make use of that language which is understandable. If you want to sound formal, then make sure that you define every term and concept clearly.

Proofread the letter

Before sending the letter, make sure that you proofread the letter several times. This will help you remove all spelling errors and grammatical mistakes. Check your formatting as well. Do not include any weird sentence structures or typos. You can even ask someone to proofread your letter if possible. This will help you ensure that your letter is professional and it reaches the right destination.

While writing a business letter, you must consider the various essential aspects of it – from the type of letter you are writing to its specific guidelines for formatting. However, with the help of some simple rules, you can write an effective letter using a professional tone which will create a good impression on your readers.

So, this was all that you needed to know about the format of writing a business letter. Apart from this, if you ever need help regarding your academic papers or assignments, feel free to contact our online assignment writing services for professional help and guidance.