How to write a business letter

A business letter is formal correspondence — to a client, a company, or an organisation — where a record and a proper tone matter. It follows a predictable format that makes it easy to write and easy to respond to.

What it is

A business letter is a formal written communication to an outside party: a complaint, a request, a formal confirmation, a note of thanks, or a formal application. Its layout is standard, which makes it professional and easy to read.

How to write it

Use the standard format. Include your address, the date, the recipient's address, a salutation, the body, a closing, and your signature. The format signals professionalism.

State your purpose in the first line. Whether you are complaining, requesting or confirming, say so at the start. Do not bury the reason.

Be specific and factual. Give the details: names, dates, amounts, order numbers. A clear, factual letter is more effective than an emotional or vague one.

Keep a respectful tone even when dissatisfied. A firm but polite letter gets results; a rude one gets filed. If you are lodging a complaint, state the problem, what you want, and a reasonable deadline.

Close with a clear action. Say what you expect — a reply, a refund, a decision — and thank the reader.

Keep it to one page. Formal letters are concise. Do not pad.

The structure to copy

1. Your address and the date.
2. The recipient's address.
3. The salutation ("Dear [Name],").
4. The body — purpose, details, what you want.
5. The closing ("Yours sincerely," for a named recipient; "Yours faithfully," if unnamed).
6. Your signature and name.

Common mistakes

No clear purpose. Emotional or rude tone. Vague detail. Wrong salutation and closing pairing. Multiple pages of padding. Typos and formatting errors.

Practical tips

• Open with the purpose in one line.
• Give exact details — they make your request undeniable.
• Reread it before sending; a formal letter is a reflection of you.

Checklist

• I used the standard letter format.
• My purpose is stated in the first line.
• I gave specific, factual detail.
• My tone is respectful, even where firm.
• I closed with a clear action.
• It is one page and error-free.