Template for Proper Business Letter: A Guide to Writing Professional Correspondence

If you’re in the business world, then you know the importance of effective communication. And a well-crafted business letter can be a game-changer. Whether it’s a correspondence with clients, colleagues, or vendors, a letter that is clear, concise, and professional can set the tone for success in any venture. But crafting a proper business letter can be a daunting task, especially if you haven’t had much practice or if you’re not familiar with the format. That’s where a template for proper business letters comes in handy. By providing you with guidelines for structure and content, it can save you time, hassle, and second-guessing. And the good news is that you don’t have to reinvent the wheel. There are plenty of templates available online that you can use as a starting point and customize to fit your specific needs. Plus, many of them come with examples and tips on how to make the most of your communication. With the right template and a few tweaks, you can be sure that your business letter will make the impression you want and get the results you need. So don’t let a blank page intimidate you. Check out some of the templates for proper business letters out there, and start crafting messages that will make your business thrive!

The Best Structure for a Proper Business Letter Template

As a professional, there will be times when you need to write a business letter. It is important to ensure that your letter is structured and well-written for it to be taken seriously. Let’s discuss the best structure for a proper business letter template.

The first thing to consider is the heading. Your letter should start with your details, such as your name, address, and contact information. Next, include the date you are writing the letter. Then, you should include the recipient’s details, such as their name, title, company name, and address.

The salutation is also essential in a business letter. This is where you greet the person you are addressing. It is important to use the correct title, such as Mr., Ms., or Dr. Additionally, ensure that you spell the recipient’s name correctly. This will show that you have done your research and are invested in the communication.

After the salutation, the body of the letter should start with a clear and concise introduction. This should explain why you are writing the letter and what you hope to achieve. If there are any details that the recipient needs to know, such as order numbers or dates, include them here.

The body of the letter should then go on to explain the main point or purpose of the communication. This should be broken down into clear paragraphs that are easy to understand. If you have any supporting evidence or documents, you can reference them in the body of the letter. Keep in mind that your language should be professional and concise.

After you have explained everything you need to in the body of the letter, end with a clear call to action. This should explain what you want the recipient to do after reading the letter. It could be as simple as replying with a confirmation or scheduling a meeting.

Finally, close the letter with a professional sign-off. If you’re unsure what to use, common examples include ‘Sincerely’, ‘Best Regards’ or ‘Yours Truly’. Ensure that you sign the letter and include your name and title, as well as any attachment or enclosure information.

In conclusion, a proper business letter template should have a clear and concise structure that is easy to read and understand. With a well-structured letter, you can convey professionalism and ensure that your communication is taken seriously.

Template 1: Job Application Cover Letter


I am writing to express my enthusiastic interest in the open position at [Company]. As an experienced [Job Title], I am confident that I have the skills and qualifications required to excel in this role.

In my previous role as [Job Title] at [Company], I consistently demonstrated my ability to [Job Duty], as well as [Job Duty]. I also possess excellent [Skill], as well as the ability to [Skill]. I am confident that I would be an asset to your team.

Thank you for considering my application. I look forward to the opportunity to discuss my qualifications further.


[Your Name]

Template 2: Business Proposal


I am writing to present a business proposal for [Company]. Our team at [Your Company] has developed a solution to address the [Business Problem] faced by your company.

Our solution involves [Solution Detail], which we believe will result in [Desired Outcome]. We have a track record of success with similar projects, and are confident that we can provide significant value to your organization.

If you are interested in learning more about our proposal, please do not hesitate to contact me. I look forward to the opportunity to discuss this further with you.

Best regards,

[Your Name]

Template 3: Recommendation Letter


I am writing to highly recommend [Name] for [Reason for Recommendation]. I have had the pleasure of working with [Name] for [Timeframe], and have been consistently impressed with their [Trait] and [Trait].

[Name] has a natural ability to [Skill], and was able to [Example of Skill] during their time working with us. Their exceptional [Trait] and [Trait] make them an asset to any team.

Overall, I highly recommend [Name] for [Reason for Recommendation]. Please do not hesitate to contact me if you require further information.

Best regards,

[Your Name]

Template 4: Complaint Letter


I am writing to express my disappointment with the recent [Issue]. Despite [Attempts to Resolve Issue], the problem has not been resolved to my satisfaction.

I understand that [Reason for Issue], but I feel that [Issue] has not been handled properly. As a valued customer, I expect better communication and resolution from your company.

I would appreciate it if you could address this issue promptly and provide a satisfactory resolution. Thank you for your attention to this matter.


[Your Name]

Template 5: Follow-Up Letter


I am writing to follow up on our recent [Meeting/Conversation]. I wanted to thank you for taking the time to discuss [Topic]. It was a pleasure to speak with you.

I would like to further discuss [Specific Topic] and would appreciate the opportunity to set up another meeting with you. Please let me know what dates and times work best for you.

Thank you again for your time and consideration. I look forward to hearing from you soon.

Best regards,

[Your Name]

Template 6: Resignation Letter


It is with mixed emotions that I submit my resignation from [Company]. I have enjoyed my time here and have learned a great deal, but have decided to move on to pursue new opportunities.

My last day of work will be [Date], and I will do everything I can to ensure a smooth transition during my remaining time here. Please let me know if there is anything I can do to assist in the process of finding and training my replacement.

Thank you for the support and opportunities that you have provided to me during my time here. I wish the company continued success in the future.

Best regards,

[Your Name]

Template 7: Thank You Letter


I am writing to express my gratitude for [Reason to Thank]. Your [Kind Act] has had a significant impact on my [Life/Work], and I am grateful for your support.

It is rare to find someone as [Trait 1] and [Trait 2] as you, and I feel incredibly fortunate to have you in my life. Your [Support/Advice] has been invaluable, and I cannot thank you enough.

Thank you again for your help and support. It means a great deal to me.

Warm regards,

[Your Name]

Tips for Writing an Effective Business Letter Template

Writing a business letter is an essential skill for anyone who wants to run a successful business. A well-crafted letter can help to persuade clients, investors, and stakeholders to trust and engage with your company. Here are some tips to help you develop a template for a proper business letter:

  • Clearly define your purpose: Start with a clear and concise statement of your purpose. This should be included in the opening sentence of your letter to grab the reader’s attention and provide them with a quick overview of the matter at hand.
  • Use a professional tone: Business letters should be written in a professional and respectful tone. Avoid using slang, contractions, and overly casual language that may undermine the seriousness of your message. Always use proper salutations and sign-offs.
  • Be clear and concise: Avoid lengthy paragraphs and be concise in your message. Important points should be highlighted using bullet points or numbered lists, and it is important to include all necessary information such as deadlines, dates, and contact details.
  • Structure the letter logically: A business letter should be structured in a clear and logical way. Start with an introduction that clearly defines your purpose, followed by the body paragraphs that elaborate on the key points of your message. Conclude with a summary of your main points and any necessary next steps.
  • Proofread your work: Before sending any business letter, check it thoroughly for errors in spelling, grammar, and punctuation. You can use online tools such as Grammarly to help you revise your work. Ensure that your letter is properly formatted and adheres to any specific style guidelines set by your organization.

By following these tips, you can develop a template for a proper business letter that effectively communicates your message and projects a professional image for your company. Remember to tailor your letter to your audience and maintain a polite and respectful tone throughout.

FAQs for Business Letter Templates

What is a business letter template?

A business letter template is a pre-formatted document that provides a structured way of presenting information in a professional and organized manner. It includes standard sections like the date, recipient’s address, salutation, main body, closing, and signature block.

What are the benefits of using a business letter template?

The benefits of using a business letter template include saving time and effort in formatting, ensuring consistency across multiple letters, presenting a professional image, and adhering to established business communication practices.

Are business letter templates customizable?

Yes, business letter templates are customizable. You can modify the template’s content, font style, and formatting to suit your specific needs. This allows you to tailor the letter to the recipient and make it unique to your particular situation.

What should be included in the header of a business letter template?

The header of a business letter template should include the sender’s address, date, and the recipient’s address. The sender’s address should be aligned left, while the date should be aligned right. The recipient’s address should be aligned left or centered.

Are there any standard conventions for the body of a business letter?

Yes, there are standard conventions for the body of a business letter. The body should be single-spaced with double spacing between paragraphs. It should be concise, clear, and to the point. The tone should be formal and polite.

What is the proper way to close a business letter?

The proper way to close a business letter is to use a formal closing, such as “Sincerely,” “Respectfully,” or “Best regards.” This should be followed by a comma, and then the sender’s signature and full name.

What are some common types of business letters that can be created using templates?

Some common types of business letters that can be created using templates include cover letters, job application letters, inquiry letters, sales letters, and thank-you letters. These templates may contain different sections or formats depending on the specific type of letter.

Well, that’s it folks! You now know how to write a proper business letter using a template. Remember to keep it professional, concise, and address the recipient correctly. Don’t forget to proofread it before sending it off. Thanks for taking the time to read this article and I hope it comes in handy for your future correspondences. Make sure to visit again for more useful tips and tricks!