The Ultimate Guide to Using the Standard Business Letter Template for a Professional Look

Are you tired of spending hours drafting business letters from scratch every time you need to send one off? Fear not – we’ve got the solution for you. Introducing the standard business letter template – a ready-made layout that can save you valuable time and effort. With this template, you can quickly and easily create professional-looking letters in a matter of minutes, rather than having to start from scratch each time. And the best part? You can tailor the template to your specific needs, adding text and formatting as necessary. Need to send a request to a vendor or supplier? There’s a template for that. Need to write a letter of recommendation for a colleague? We’ve got you covered. With our standard business letter templates, you can focus on crafting engaging content instead of worrying about the technical formatting. So why not save yourself the hassle and check out our templates today? Your future self will thank you.

The Best Structure for a Standard Business Letter

When it comes to writing a business letter, the structure of the letter is just as important as the content of the message. A well-structured letter not only makes your message clear and concise but also reflects your level of professionalism. In this article, we’ll be looking at the best structure for a standard business letter template, using the writing style of Tim Ferriss.

The first element of a standard business letter is the heading. The heading should be placed at the top of the page and include your name, address, phone number, email address, and the date. The recipient’s name and address should be placed below your information, followed by the salutation.

The second element of the letter is the opening paragraph, which should be concise and to the point. In this paragraph, you should introduce yourself and state the purpose of the letter, whether it’s to request information, make a proposal, or follow up on a previous conversation. It’s important to be clear about what you want so that the recipient can easily understand and respond to your request.

The third element of the letter is the body, which should explain in detail why you are writing and provide supporting information. This section should be broken down into several paragraphs, with each paragraph focusing on a different aspect of the subject. Use bullet points or numbered lists to make your points clear and easy to follow.

The fourth element of the letter is the closing paragraph, which should summarize your request and thank the recipient for their time and consideration. Depending on the purpose of the letter, you may also want to include a call to action, such as asking for a meeting or requesting a response by a specific date.

The final element of the letter is the closing, which should be courteous and professional. Use phrases such as “Sincerely” or “Kind regards” followed by your signature and printed name.

In conclusion, a well-structured business letter should have a clear and concise heading, an opening paragraph that introduces the purpose of the letter, a body that provides supporting information, a closing paragraph that summarizes the request, and a courteous closing. By following this structure, you can ensure that your message is clear and professional, which will increase the chances of receiving a positive response.

Standard Business Letter Template for Recommendation

Recommendation for Jane Doe

Dear Hiring Manager,

I am writing to highly recommend Jane Doe for the position of marketing manager in your company. As her former supervisor, I had the opportunity to witness her exceptional marketing skills, leadership, and commitment to achieving outstanding results. Jane was an integral member of our team and was responsible for leading many successful marketing campaigns, which significantly increased our ROI.

Her strengths in project management, analytics, and communication would make her a valuable asset to any organization. With her great attention to detail, she can drive marketing initiatives from concept to execution, ensuring that projects are delivered on time and within budget. Her approachable, friendly manner, and effective communication skills make her highly trusted, not only by her team members but also clients she interacts with.

We were all deeply sorry to see her go and would have loved for her to stay longer, but I believe that her vast expertise and impressive work experience will make her the perfect fit for the open position in your company. I highly recommend Jane for any Marketing Manager position and strongly endorse her. Should you need any further information, please do not hesitate to contact me.

Thank you for considering Jane Doe for the position.

Best regards,

John Smith

Recommendation for Supplier

Dear [Supplier Name],

I am writing to express my appreciation for the excellent service you have provided to our company over the past year. Your responsiveness, commitment to quality, and on-time delivery have been instrumental in the success of our business operations.

During the time we have worked together, we have faced numerous challenges and deadlines, and your team has always gone above and beyond to meet our expectations. Your company’s attention to detail and exceptional customer service has made our business flows seamlessly, and we appreciate it very much.

I have no hesitation in recommending your company as a supplier to any organization. If you ever need any reference for future business dealings, please don’t hesitate to ask, and I would be very happy to provide one.

Thank you for your excellent service and commitment to our company’s success.

Warm regards,

Katie Peterson

Recommendation for Employee

Dear [Employee Name],

I am writing to express my appreciation for the excellent work you have done during your time at our company. Your dedication, positive attitude, and impressive skills have contributed significantly to our team’s success, and we are grateful.

Your work ethic and project management style has been incredibly effective and a role model for our juniors. Through your guidance and mentorship, we have seen tremendous growth and improved quality in our work. Your excellent communication skills, both written and verbal, have also been a real asset, making sure important messages were delivered clearly and in a timely manner.

If you ever need a recommendation for future job opportunities, do not hesitate to ask. I would be more than happy to provide you with a reference.

Once again, thank you for your hard work, dedication, and professionalism during your time with us.


Mark Williams

Recommendation for Student

Dear Admissions Committee,

I am writing to highly recommend Jane Doe for admission to your university. Jane is one of the most phenomenal students I’ve had the pleasure of teaching in my 20 years of experience in academia. Her intelligence, curiosity, enthusiasm for learning, and dedication to excellence are exceptional and rare.

I have had the privilege of serving as her mentor and the supervisor of her research project for three years. In that time, she has displayed impressive analytical and research skills, strong critical thinking, and the ability to work both independently and collaboratively. Her written and oral communication skills are outstanding, and I have no doubt all of her future academic pursuits will be a great success.

Jane is highly deserving of a place in your prestigious institution, and I strongly endorse her for admission. She is an asset to any academic community and is sure to make important contributions to your institution.

Thank you for taking the time to consider Jane’s application. Should you need any additional information, please do not hesitate to contact me.


Professor Sarah Johnson

Recommendation for a Contractor

To Whom It May Concern,

I am writing to recommend [Contractor Name] for any building or remodeling project. I have had the pleasure of working with them on several projects over the last few years and have always been impressed with their professionalism, quality of work, and attention to detail. They have always made sure to keep both myself and my clients updated on the progress of the project while being flexible, communicative, and easy to work with.

Their excellent experience, craftsmanship, and ability to deliver on time as promised have made them a valuable asset to our company’s success. The work they have completed on our projects has been of high quality and has received very good feedback from our clients.

If you are looking for a reliable and experienced contractor for any project, I would highly recommend [Contractor Name]. Please do not hesitate to contact me if you need any further information.


Jessica Collins

Recommendation for Volunteer

Dear Volunteer Coordinator,

I am writing to highly recommend Jane Doe for any volunteer work available. I had the pleasure to work with Jane for the past two years at Habitat for Humanity. She has been an unstoppable force and an enthusiastic member of our team, supporting our mission of providing affordable housing solutions to the community.

Jane has demonstrated exceptional teamwork while showing great initiative and creativity in completing projects. Her leadership abilities shine through her communication skills and keeping a positive attitude, even through the most challenging and demanding tasks. She has given her time to work on several projects, from assisting with construction activities to fundraising and events.

Undeniably, Jane’s commitment, dedication, and tireless efforts have made her an invaluable member of our team and a real asset to any organization she joins. I endorse her highly for any volunteer opportunity and trust she will excel at any undertaking she sets her sights on.

Warm regards,

William Carlson

Recommendation for Business Collaborator

Dear [Collaborator Name],

I am writing to express my gratitude and recommendation for our partnership over the past year. It has been an excellent year of collaborative success, and I appreciate the opportunity to work alongside [Collaborator Company Name]. Your team’s attention to detail, strategic direction, and professionalism have exceeded our expectations.

We have been impressed by your team’s adaptability to our challenges and their flexibility in finding solutions that work for both the companies. The communication among our teams has been outstanding, and the results have helped us achieve many of our set goals and objectives.

It has been a privilege working with [Collaborator Company Name], and I would recommend your services to any organization looking for a reliable and professional collaborator.


Samuel Johnson

Tips for Creating a Standard Business Letter Template

Whether you are sending a letter to a colleague, client, or potential investor, creating a professional business letter template is key to presenting yourself in the best possible light. Here are some tips to help you create a successful and polished business letter:

Keep it Simple and Professional

Your business letter should convey a sense of professionalism and formality. Keep the format simple and avoid using colorful or excessively small fonts or decorative elements. A standard business letter should include a header at the top with your contact information, followed by the date, recipient’s name and address, a greeting, body text, and closing salutation. Proofread your letter for typos and grammatical errors before sending it.

Tailor the Letter to the Recipient

Address each business letter individually, considering the recipient’s perspective and interests. Use language that is clear and easy to understand, avoid industry jargon or technical language unless you are writing to someone in the same industry as you. If you are applying for a job or pitching an idea to an investor, research the company and incorporate information that highlights how you could benefit them.

Use Active Voice and Be Direct

Write the letter using an active voice, which helps to keep the message clear and concise. Avoid using passive voice because it can make the letter difficult to read. Be direct and straightforward about your purpose for writing the letter and what you hope to achieve. Don’t write a long introduction; instead, get straight to the point and keep the letter as concise as possible.

Include a Call to Action

Make sure you include a call to action in your business letter, whether it is to schedule a meeting, request further information, or propose a course of action. A clear call to action can help to encourage the recipient to respond.

End with a Professional Closing

End your letter with a professional closing, such as “Sincerely,” “Best regards,” or “Yours faithfully,” followed by your signature. Use a handwritten signature if the letter is being sent by mail, or an electronic signature if it is being sent by email.

By following these tips, you can create an effective and professional business letter template that will help you achieve your goals. Remember to keep it simple, tailored, direct, and include a call to action.

Standard Business Letter Template FAQs

What is a standard business letter template?

A standard business letter template is a pre-designed format that is used for writing business letters. It includes all the necessary elements such as the sender’s address, date, recipient’s address, salutation, the body of the letter, closing, and a signature.

Why should I use a standard business letter template?

You should use a standard business letter template because it saves time and ensures that your letter follows the accepted format. Additionally, it gives a professional look to your correspondence.

Can I customize a standard business letter template?

Yes, you can customize a standard business letter template. You can change the font, add your logo or company information, and adjust the formatting to meet your specific needs.

Are there different types of standard business letter templates?

Yes, there are different types of standard business letter templates. Some templates are designed specifically for formal business letters, while others are more casual and suited for less formal correspondence.

Where can I find a standard business letter template?

You can find a standard business letter template on various websites that offer free or paid downloads. Additionally, some word processing programs such as Microsoft Word come with built-in templates.

Do I need to include all elements in a standard business letter template?

Yes, it is essential to include all the necessary elements in a standard business letter template. These elements ensure that your letter is well-structured, organized, and professional.

Can I use a standard business letter template for emailing?

Yes, you can use a standard business letter template for emailing. However, you should adjust the template’s formatting and remove elements such as the address and signature block that are not necessary in an email.

Wrap it Up: Let’s Get Writing!

Well, folks, that’s a wrap on our discussion of the standard business letter template! We’ve gone through the key elements you need to know and even shared a nifty little template to make your life easier. Thanks for spending some of your time reading this article today. We hope you found the information helpful and that you’re feeling ready to write a standout business letter. Be sure to come back soon for more writing tips and tricks, and until then, happy writing!