Follow a Business Letter
Format When Writing
Business Correspondence

The most common business letter format, and the one I prefer, is the full block style. Another commonly used format is the modified block style. The third, semi-block, isn't as widely used. I favor the full block format, because it's easier to type and, in my opinion, easier to read. With this style, the entire letter is left justified and single-spaced, except for being double-spaced between paragraphs.

If you want to view all business letter formats, and read about all possible parts of a business letter, try these two web sites: Purdue University Owl Online Writing Lab and Microsoft Online Work Essentials. Both cover the topic in much more detail. If you just want a quick look at a full block format letter, see my business letter sample.

For users of Microsoft Office Word, there's an easy way to format your business letter. Use the Letter Wizard found under the Tools menu. The Letter Wizard will prompt you to choose a full block, modified block or semi-block format. It enables you to input certain information, such as recipient and sender information. You can also specify how far down on the page your letter should begin, if you're using pre-printed letterhead.

Choose a Printing Option for Your Letterhead

For a professional image when sending business letters, you should have company letterhead. In fact, all correspondence -- letters, note cards, business cards -- should have a consistent look. They should use the same colors, typestyle (font) and logo if you have one.

To make it easy for the recipient to contact you, your letterhead should always include your phone number, email and web site url if you have one.

You have several options for creating letterhead:

Work with a professional printing company who has a designer on staff to create your letterhead and print your stationery. If you'll be sending many letters, this is the best way to go.

Create your own letterhead using a template. Microsoft Office Online offers letterhead templates. The sample letter I provide on this page was created from a Microsoft Office template with a logo added. Once you've created the letterhead, you can still have the stationery printed professionally.

If you don't see an online template you like, try creating your own letterhead in Microsoft Word. This "Create Company Letterhead Using Word" article tells you how.

If you'll be sending letters only occasionally, create your letterhead using a template and save it to your computer. With the file saved to your computer, you can open and type your letter directly on it. Then, print it from your own printer.