Your organization
Your address
Your city, state, zip code
Today’s date
Recipient’s name
Recipient’s address
Recipient’s city, state, zip code
Salutation:
The layout of a business letter is normally block or modified block format. In block format, the
entire letter is left-justified. In modified block format, the date, closing, and signature are
centered, while the rest of the letter is left-justified.
For the salutation, “Dear [name]:” is most common, although some writers choose to omit
“Dear.” Do your best to identify the name of the person to whom you’re sending the letter; “To
Whom It May Concern” is outdated. If you don’t know the name, you can use the person’s title
(e.g., “Dear Hiring Manager”). If the recipient has an academic or professional title, such as
professor or doctor, be sure to use the appropriate honorific, such as Prof. or Dr.; if there is no
honorific, use “Dear [first name, last name].” If the recipient identifies as a woman, avoid using
“Mrs.” or “Miss.” Unless you know the recipient personally, avoid using only a first name.
Some other formatting elements to note:
• Use 1-inch margins and 11- or 12-point font.
• Double-space between the date and the salutation.
• Double-space between each paragraph.
• Do not include your name in the sender’s address.
• Do include a name in the recipient’s address.
• Use a colon, not a comma, after the salutation.
The first paragraph of a business letter should state the letter’s purpose. While a first sentence
may establish goodwill – e.g., “I hope this letter finds you well” – you should arrive quickly at
the reason you’re writing. Don’t be impolite but do be concise and professional in tone. Maintain
your professional and courteous tone throughout the letter, showing you have respect for the
reader and their time. While you should ensure you include all the information your audience
needs, strive for concise and clear writing. Frontload information, write in short sentences and
paragraphs, and use bulleted or numbered lists if applicable. These techniques will make your
letter more readable.
Subsequent body paragraphs expand on your main point in greater detail. Consider your
audience: who are they, and how would they want to receive this information? In general,