Correspondence is essential for business relationships. Using a template ensures less writing time and more time getting the job done.

While communication is trending digital, the art of the business letter has not gone by the wayside. Instead, it has evolved with technology to include customizable business letter templates that can be put to use for nearly any formal communication.

Many professionals may not have the tools in place to put together a letter that includes all of the essential elements for explaining their goals or sharing their ideas. Since business letters are often used to communicate plans and relationships between companies, having the right template in place can be critical to continuing effective interactions with everyone with whom you conduct business. Whether you’re just starting a business as an entrepreneur or have been in the industry for decades, having the right tools at hand can help you continue to succeed.

In this article, we’re taking a look at business letter templates, why they matter, and how you can craft your very own. We’ll cover some tools you can use to streamline your work and effectively communicate with customers and employees. Plus, we’re offering a free, printable business letter template to help you get started.

What are business letters, and why do they matter?

When it comes to communicating effectively in the corporate world, the business letter is an essential component. Business letters are how companies document their correspondence with external parties, including customers, stakeholders, retailers, and vendors.

Examples of different business letter types include:

  • Business proposals
  • Letters of recommendation
  • Sales letters
  • Partnership requests
  • Complaint submissions
  • Memorandums
  • Request letters
  • Announcements

Business letters can do more than just share details regarding news, events, or collaborations. They are a way to demonstrate professionalism and remain true to your brand identity along the way. This means your business letters should be free of errors and include all of the important information needed to make your point clearly and succinctly, along with instructions or guidance for the recipient regarding next steps.

The elements of a business letter template.

There are several elements to include when formatting a business letter. We have broken them into the following seven fundamentals, which you’ll want to be sure are in your own business letter template.

1. Letterhead. This contains the sender’s contact information. Using a letterhead can give your letter a professional look and save you time, as you won’t have to type out your address each time you write a letter. This should include the organization’s name, address, phone number, and website address.

The information needed for a letterhead: street address, city, state, zip code
2. Date. This indicates the date you wrote the letter. Write out the month, day, and year. If you’re working on the letter over several days, use the date you finish it in the date line.
Date format is shown: two digits for the numerical month, two digits for the day of the month, and four digits for the year
3. Recipient’s contact details. This section should name a specific individual. To write the address, use the United States Postal Service format. For international addresses, type the country’s name in all capital letters on the last line. The recipient’s address begins one line below the date.
4. Salutation. This is where you greet the recipient. Use the same name as previously addressed in the recipient’s address, including the personal title. If you know the person, you can use the first name in the salutation. In all other cases, use the personal title and the last or family name.
an example of a salutation is shown stating: Dear [Recipient Name], Our team at [Company Name] has recently developed a workflow solution to the challenge we discussed earlier last week with your marketing team. We believe this solution has the potential to enhance the efficiency and productivity of your operations at [Recipient’s Company Name].
5. Body. This is where you communicate the core message or intent of the letter. Leave a blank line between each paragraph. In the first paragraph, consider a friendly opening and then a statement of the main point. The next paragraph should begin by providing evidence for the main point. In the next few paragraphs, continue with background information and supporting details.
An example of body copy is shown stating: This solution consists of a tool that uses the help of artificial intelligence (AI) to cater to the needs of your marketing team to produce content and tailor it to the different audiences your company is targeting. Given the positive experience we have had so far in previous collaborations, I thought this tool would be of interest to you. I would appreciate the opportunity to show you this solution if we could meet up with your team as well. Let me know when would be a good time to connect, and we will set up a meeting.
6. Closing. This section should reiterate the main point of the letter and make it clear if you need the recipient to take any action.
An example of a business letter closing is shown stating: I believe this tool could bring a substantial improvement to your workflow and operations. Sincerely, [Full Name] [Professional Title]
7. Enclosures. List any enclosed documents or attachments referred to in the letter.

Business letter template: Download and customize.

Starting from scratch can be difficult if you don’t have much experience writing business letters. That’s where business letter templates become helpful. While business letters can take many shapes and sizes, the ideal format is to present your key details, reason for writing, backup information, and calls to action in an orderly fashion. It can also be helpful to consider creating a framework, like a business proposal outline, to organize the structure of your communication before you get started.

Here’s a standard business letter template outlining the parts of a business letter that you can use for your own communications.

[Sender name]

[Job title]

[Company name]

[Street address]

[City, State ZIP Code]


[Email address]

[Send date]

[Recipient name]

[Job title]

[Company name]

[Street address]

[City, State ZIP Code]


[Email address]

[Recipient’s Last Name — If unknown, use To Whom It May Concern],

[Introductory paragraph — Keep this short and clearly include the main goal of the letter.]

[Supporting information — Use this space to provide additional facts about the topic.]

[Call to action — Be clear on what the recipient should do, if anything, in response.]

[Business letter closings — Summarize the letter’s intent and include appreciation where appropriate.]


[Sender’s signature]

[Sender’s full name]

[Sender’s title]

Screenshot of a business letter template.

Formatting a business letter properly.

While there are hundreds of different letter template designs out there, it’s important to remember that business letters should have a particular look and feel. While you might be tempted to go with something cosmetically appealing, business letter format templates tend to be no-frills and straightforward.

The parts of a business letter are fairly formulaic, and their formatting should also be standardized. Here are some formatting guidelines to keep in mind for your own letter.

  • Use a block format. This refers to how the text is aligned. Notice in our template that all of the text is left aligned without any indentation.
  • Choose a system font. Professional fonts tend to be sans serif, where the letters do not have smaller strokes attached to them. Examples of sans serif fonts include Arial and Verdana.
  • Go with single spacing. Adding to the concise look of your letter will be the single-line spacing you use for your text. You can add an extra line between sections, such as the address information and salutation, to create a visual break.
  • Keep margins consistent. Rather than setting different margins for the top and bottom of the letter in comparison to the left and right sides, set everything to a standard 1 inch on all sides.
  • Consider quality paper. When printing a hard copy to send via physical mail, use high-quality paper that is typically a heavier weight, brighter, and smooth with zero ink bleed.
  • Incorporate e-signatures. You can streamline the process of sending out your professional letter by outputting your letter from Word to PDF and using e-sign capabilities.

5 tips for customizing your business letter template.

As you sit down to write your business letter with the template at hand, you might find yourself unsure of how to proceed. Be confident that while you might not consider yourself a writer, you’re a subject matter expert in your field and can use the template to communicate your business needs. Here are five additional tips to help you get on your way.

  1. Consider your audience. If you’re writing to someone who is familiar with your line of business or industry, you can probably keep your introduction shorter and get right down to the details and point of your letter.
  2. Use simple language. Watch out for cliches and buzzwords that might sound impressive but leave out a lot of meaning. Instead, say exactly what you mean in straightforward vocabulary.
  3. Eliminate shorthand. In our age of texting, we’re used to using symbols and emojis to communicate. However, these elements have no place in business writing. Spell out words like percent or and rather than using a % or & symbol.
  4. Remember the attachments. If you’re sending your letter electronically, note whether there are any enclosures, and be certain to include them as attachments before you click the Send button.
  5. Double-check your work. One of the hallmarks of professional writing is clear, error-free copy. Once you are done crafting your business letter, take the time to read it over and eliminate any errors to ensure you put your best foot forward.

Create your business letter template with Adobe.

Writing using a business letter template can eliminate the guesswork that can go into crafting professional, concise corporate communications. By understanding the essential elements of your letter and using a template designed with the right formatting, you can quickly and clearly put together an effective business letter. With Adobe Acrobat business-focused solutions, you can bring convenience to your co-workers and customers.

The Acrobat suite of tools can also help you convert your document from a PDF to Word, share it with others, and incorporate your own electronic signature. Acrobat makes it easy to protect your files with passwords for additional security.

Frequently asked questions.

What is the format for a business letter?

Business letters typically consist of these seven components: letterhead, date, recipient contact details, salutation, body, closing, and enclosures. Content should be left justified and presented with a sans serif system font.

Is there a business letter template in Word?

Microsoft Word includes a number of business letter templates. While many of these have excellent design layouts, some may not be best suited for your ideal business letter. To view different options, go to File and select New. Then, search for the template type you have in mind.

How can I start a business letter?

Once you have included the letterhead, date, and recipient contact details, a business letter should start with a salutation. This can include “Dear” or simply start with the person’s title and last name. Avoid using first names unless you are on familiar terms with the recipient. If you don’t know the name of the recipient, you can use the salutation “To Whom It May Concern.”

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