The parts of a formal business letter
A formal letter follows the same order almost everywhere:
- Letterhead: your business name, logo, address and contact details at the top.
- Date, and a reference number if you keep a register of letters.
- The recipient: their name, title, organisation and address.
- A subject line, so the reader knows what the letter is about at a glance.
- A salutation, such as "Dear Sir / Madam" or "Dear Ms Rao".
- The body: the reason for writing first, the details next, and what you are asking for at the end.
- A closing ("Yours faithfully", "Yours sincerely", or "Thanking you"), then your signature, name and position.
How to make one
- Set up your letterhead once: name, logo, address and contact details.
- Fill in the date, reference, recipient and subject, and type the letter. Bold, italics, lists and alignment are available.
- Add your signature image if you have one, then download the letter as a PDF or Word file, or print it.
Questions
When should I write "Yours faithfully" or "Yours sincerely"?
In British usage, "Yours faithfully" goes with "Dear Sir / Madam" when you do not know the reader’s name, and "Yours sincerely" goes with a named reader. In American usage, "Sincerely" is common in both cases.
Do I need a reference number?
No. It helps when you file letters or expect a reply that quotes it. Leave it empty and it is not printed.
Can a letter run to more than one page?
Yes. Long letters continue onto further pages, and you can switch page numbers on in the footer settings.