FREE 9+ Sample Formal Business Letter Templates in MS Word | PDF

Business letters are an important means of communication sent by one company to another or between companies and their customers. They are used to disseminate or convey essential activities that will be beneficial to the other company or to your clients.

Since they are of importance and must be written with utmost care, it is best to ensure that your letters are well-crafted and must reflect professionalism for the benefit of your company.

These Sample Letters will guide you on how to write your letter that would best suit the situation and occasion that would need it.

Sample Formal Business Letter Format

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Starting and Ending of a Formal Business Letter Format

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Standard Formal Business Letter

Parts of a Formal Business Letter

• Sender’s information – This includes your name, job title, name of the company, and the return address. Contact information such as telephone number and e-mail address may also be included. A letterhead is usually used for this.
• Date – This pertains to the date the letter was sent or is going to be sent.
• Recipient’s information – This includes the name, job title, name of the company, and address of the recipient.
• Salutation – This normally begins with the word Dear and is followed by the recipient’s last name.
• The body of the formal letter – This states the purpose of the business letter with matching details.
• The complimentary close – Examples of these are “Sincerely,” “Regards,” “Yours truly,” etc.
• Signature line – Signature is assigned above your name.

Formal Business Letter Format

In writing formal business letters, always pay attention to the format. Specific formatting style must be followed for these letters.

• Layout.
  The most common layout used when writing business letters is the block format. This means that all parts of the letter are left justified and single-spaced.
• Font.
  Readability is most important when it comes to business letters. Times New Roman is commonly used, but Arial may be used as well. Font size must always be a size 12 and font color must be black.
• Margins.
  Margins must be one inch on all sides.
• Paper size.
  Business letters are to be printed on 8.5” × 11” unruled paper. For lengthy documents,  8.5” × 14” may be used.

This is the recommended format, but organizations and companies may slightly modify a business letter format depending on their preferences.

You may also refer to Sample Formal Business Letters Format.

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Example of a Formal Business Letter

Business letters are used by corporations and SMEs alike. Regardless of size and industry a business or organization is part of, business letters will always be a part of essential business transactions. They are a representation of what you are as a company as it reflects the culture of your company.

The Sample Business Letters found in this article will help inspire and guide you when it comes to writing a business letter that is professional both in appearance and in content. There’s a wide variety of templates that you can choose from. They ensure that everything flows in a logical manner in order to easily understand the purpose of writing it. These are readily available for download. Being in Word (.docx) and PDF (.pdf) format, they are also easy to edit.