Business letters are commonplace when it comes to professional correspondence. No matter what industry you are working in, you are going to need a business letter template almost daily.
A business letter is a formal document that requires precision and a specific style. It is crucial to follow the established rules to make a good impression on a recipient. Grammatical errors, unclear formatting, or other issues might cause problems in business communication.
In this guide, we’ll cover how to write a business letter UK and format it correctly.
Table of Contents
First of all, you need to know a business letter structure. Usually, you’ll follow the block format, where each block has a specific purpose.
Here is a standard business letter structure:
Specifying the job title in the recipient’s or your sections is also common. If you are going to print the letter out and send it by post, it is better to use a handwritten signature.
A polished business letter can present you and the company in the best light. It can provide a perfect impression on a potential customer, partner, or vendor. On the contrary, a poorly written business letter will showcase your lack of professionalism and dedication. That’s why writing a business letter is a big deal, as it might impact your professional communication significantly.
Here are some of the common errors you want to avoid:
Another vital factor to mention is the formatting of a business letter. Although there might be some liberties, it is usually quite strict. Even if you work for a liberal company, you might be writing to a conservative company. So it is better to stick to fundamentals.
To be precise, there are three styles of text alignment. In the block format, all of the text is aligned left. Everything is left justified in the modified block format besides your information on the top. And the semi-block is the same as the modified block, but every starting line of a new paragraph is indented.
An effective business letter is not only about the format but about the content. The way you address a recipient and present your subject matters the most. Whether you think of resignation letters, business proposals, or cover letters – you must use a professional communication style.
Regarding an email format, the subject line is the first thing to consider. It needs to state the topic of the letter clearly. Do not make it too long; it must fit in the email line. And it should be neutral and polite. The subject line could be as simple as “Resignation letter” or “Conference Invitation.” It is short, straightforward, and takes only one line.
Also, such a subject makes it easier to identify and find the letter for a recipient dealing with a lot of daily mail.
Afterward, you must present your information at the very top – name, personal title, company, sender’s address, date, and contact number. Remember to use single-spaced formatting.
The next step is establishing the recipient, job title, and business address. Most business letters use a physical address in this section, even if sent electronically. When unsure of the recipient address, use the address of the company’s head office.
The standard salutation is Dear Mr or Dear Mdm. You can also avoid Dear Mr if you are not sure how the recipient identifies. Use their name – Dear Jonathan Grimes.
However, if you do not know the name or the title, you need to use something less specific. For example, “To Whom It May Concern, Marketing Department, Impression Limited Liability Company.”
When you type in salutation, follow it with the coma. Start your main body with a new paragraph.
The next block in a formal business letter format is the main body. It can be separated into three semi-blocks – opening, main topic, and closing statement. Each semi-block starts with a new paragraph.
In the opening paragraph, you must formally introduce yourself and state your reason for writing the letter. It is particularly essential if it is your first letter to a company. It is your chance to grab the recipient’s attention and specify your intentions.
The next semi-block of a business letter is the main body. Here you need to develop the subject stated in the first paragraph. If you are writing from one company to another, express what you offer or ask for. Provide all necessary details and business purposes. Avoid meandering sentences and anything not directly linked to the subject of writing.
The volume depends on the subject and the further information needed. But overall, standard letters are up to one page printed with single-spaced lines.
The letter’s closing paragraph features gratitude for the recipient’s time and attention. You can thank the reader in advance if you are writing to ask for help or service. It is a polite thing to do and an excellent example of effective communication.
Also, it is a good idea to ask a person to contact you at your earliest convenience if you want to hear back from them.
The last section of the block format includes your closing salutation, signature, and name. An email business letter can also feature a company logo at the end.
As for closing salutation, the choice of words depends on the subject and your relationships with the reader. Here are some good options for both emails and printed letters:
If you do not have all of the recipient’s information, for example, their name, you can use “Yours faithfully.” All of these four options are very formal.
If you are writing the second letter or more to a specific person, you can use less formal variants like “Kind regards” or “Your appreciatively.”
And the least yet appropriate variants are for more friendly formal letters. These are:
After that, you need to include your signature. If it is an email, you can create a digital one.
Here are some final tips to follow when you write and format a business letter.
ASAP Productions Ltd
Emily Jones
Production Assistant
73 Main Street
London
FH4 8TY
July 13th, 2023
Mr. Crowley
Senior Manager
Video and Audio Equipment LLC
66 Left Street
Manchester
LT7 9ATDear Mr.Crowley,
I am a production assistant at ASAP Productions Ltd. I am writing to ask about video recording equipment rental options at Video and Audio Equipment LLC.
Our production team is heading for a shoot in Manchester on August 25-27th. And we require several pieces of equipment we would love to rent. We need two Sony action cameras, FDR-X3000. Do you have those cameras in possession, and what rental options do you offer?
Thank you for your time and attention. Please contact me at your earliest convenience,
Yours Respectfully,
Emily Jones
