A business letter is an official letter from one business to another, usually between those companies and their clients, employees, customers, or others. The format of this letter usually depends on the relation between the parties involved. However, the basic format of the business letter is not that different from any other type of letter, particularly when it comes to how it should be structured. If you are going to contact a customer or a client, you have to write a formal letter in a business tone. The business letter should be short and sweet, letting the recipient know that you really want to do business with him or her.
The business letter format consists of five paragraphs, each consisting of four lines of text. You can use one space, one line for a heading, two spaces for subheading, one space for each paragraph and one space for a note of acknowledgment. The length of a paragraph may vary, depending on how formal you want the style to be. For example, it may be two lines for a short paragraph and three lines for a lengthy one.
The fourth paragraph of your business letter format should include the name or company of the sender, the address of the recipient, and the date. The name should be followed by the letterhead of the sender, and then the address of the recipient. The date should also be followed by the recipient. The body of your format should always include the name, title, and logo of the company. You can use a single line to indicate the subject and then go on to indicate the message.
One of the most common business letter formats is the block form, which is similar to a standard email. Block formats are also known as sanitized forms, because they make it possible to send a standard email to a standard recipient without fear of virus or spyware infection. In addition, block formats can help companies who cannot afford expensive software to create an effective campaign by avoiding extra costs for using professional software.
While block formats allow for easy organization, they do not allow for very creative wording, which many different business letter format styles lack. For this reason, many different format styles are available online, and many of these formats can be used for free. Formatted letters can be created using a word processor, Microsoft Word, Apple iWork Pages, or even Notepad, a powerful desktop publishing application.
Before you start creating your business letter format, make sure that you have included all the important information in your body. You should keep in mind that a business letter format consists of many paragraphs, and each paragraph should explain your objective or purpose of sending the e-mail, as well as why your recipient should take action after reading your letter. Also, make sure that your recipient will be able to understand everything you have written in your e-mail. Last but not least, make sure that you have included your company e-mail address in every paragraph that you send through e-mail.