A business letter is basically a letter from you to another business, company, organization, customer, client, spouse, partner, supplier, or any other external entities. The format of business letter depends upon the relationship between the various parties involved. It may be between an individual and an organization or a firm and a client or a supplier. There is no specific format of business letter as such. Any professional business writing agency would be able to help you write it in a standard business letter format.
Any professional business writing agency would have its own team of writers who specialize in helping people write effective, professional letters. You need to explain your aim or purpose in the letter very clearly along with giving a precise time frame for completing the project. The format should be such that the recipient of the letter can understand it very quickly without any complications. Some common blocks that are used in a business letter format are as follows:
This is the first paragraph, which the receiver of the business letter format will read before getting to the main body. In here you need to briefly describe yourself and your purpose for contacting them. The first paragraph should contain the reason or the problem, why you are writing to them. If you are contacting a customer or a client then it should be in the first paragraph while if you are contacting a person or an organization then it should be in the last paragraph.
This is the second paragraph, which is where you mention the details about the company or organization you are referring to. After mentioning the company name, you should mention the name of the person you are talking to. Please make sure that you write the street address or the office number at the end of the block, so that the person reading can reach you easily. Please note that business letters are not like emails. It is highly unlikely that the receiver of the business letter format will have an email.
The third paragraph is mostly used by all business letter formats, which start with a Dear Mr. or Mrs. So. Please fill in the blank with appropriate amount of names matching with the names of the customers and clients. Following this indented form, you should state the interest of the customer or the client, which he or she has expressed through the business letters sent to them. Following this indented form is the body block, which contains the details about the information you have mentioned in the above paragraphs.
This is the concluding block, which wraps up your entire business letter format. Please make sure that the closing tag you use is in proper format and style. There are many examples of the closing tag available on the internet. The best example is the closing paragraph tag, which is always underlined. Your closing paragraph will be the last word spoken to the receiver of your business letter format.