Business Letter Template
A general-purpose formal letter format for professional correspondence.
Fill In Your Details
What Is a Business Letter Template?
A business letter is the standard format for formal, professional correspondence — announcements, formal requests, notices, or general communication with another company or individual. This template follows the standard block format: sender info, date, recipient info, subject, body, and closing.
How to Use This Template
- Fill in the fields on the left — your entries appear in the live preview.
- Click "Update Preview" any time you change a field.
- Click directly inside the preview to fine-tune wording, spacing, or line breaks.
- Download as a text file, or use Print → Save as PDF for a polished document.
Tips
- State your purpose in the first sentence — formal letters shouldn't bury the point.
- Keep paragraphs short and focused on one idea each.
- Use a clear subject line so the recipient knows the letter's purpose before reading it.
- Close with a specific next step if you're expecting a response or action.
Frequently Asked Questions
What are the main parts of a business letter?
A standard business letter has six parts: the heading (your address and the date), the inside address (recipient's name and address), the salutation, the body, the complimentary close, and the signature line.
What salutation should I use if I don't know the recipient's name?
Use a title-based greeting such as "Dear Hiring Manager" or "Dear Customer Service Team," or the more traditional "To Whom It May Concern." If you know the department but not a specific person, addressing the role is usually clearer than a generic greeting.
What's the difference between block and modified block format?
In block format, every line — including the date and closing — starts at the left margin. In modified block format, the date, closing, and signature are shifted to start at or near the center of the page, while the body paragraphs stay left-aligned. Block format is the more common choice today.
How should I close a business letter?
"Sincerely" is the safest, most widely accepted closing for formal correspondence. "Regards" or "Best regards" work for a slightly less formal but still professional tone. Leave a few blank lines between the closing and your typed name for a handwritten signature if you're printing the letter.
When should I use a general business letter instead of a specific template?
Use this general format for anything that doesn't fit a more specific letter type — announcements, formal notices, or one-off professional correspondence that isn't a complaint, resignation, or cover letter.
Explore Related Templates
Complaint Letter Template · Resignation Letter Template · Thank You Letter Template · Cover Letter Template · All Templates