Sample Business Letter Format and Examples

Sample Business Letter Most schools have
Place behind the WORD tab in your portfolio. letterhead paper, but you may
or may not use it as you
correspond with parents,
community members, or
businesses.
You can also create your
own personal/professional
letterhead. It can appear on
the top, bottom, or sides of
your paper, but it should be
large enough to read and
small enough to take up a
minimum amount of space. If
you place it on the top,
decrease the top margin to
.7”.
This is an example of a
letter with a letterhead.
NOTE: You do not need a
return address—it is in the
letterhead.
NOTE: The reference initials
are the initials of the person
who actually keyed the letter.
If Mr. Gerald Haas had keyed
his own letter, he would have
omitted the reference initials
and double spaced to the
enclosure notation.
NOTE: If you state in your
letter that you are enclosing
something, you need an
enclosure notation. If you
state that you are attaching
something, you need an
attachment notation.
This is an example of a
block letter (all lines of keyed
text begin at the left margin)
with open punctuation (no
comma after the salutation or
after the complimentary
closing). This is probably the
most widely used format
today. NOTE: If you use a
comma or colon after the
salutation, you must key a
comma after the
complimentary closing (called
-1- mixed punctuation).

Sample BusinesstheLetter a block letteralso has an attachment notation. It
This is an example of a letter without letterhead. It is
after the salutation and comma after complimentary closing. It
with mixed punctuation (comma
Place behind the WORD tab in your portfolio.
does have reference initials because Mr. Haas’ administrative assistant keyed this letter for him.
When you key your own letter, omit the reference initials. This is a very short letter; therefore,
additional space has been added at the top of the page. You could also set wider side margins to make
the letter look more balanced on the page. NOTE: The current date is keyed directly beneath the
return address. NOTE: The body of a letter is always single spaced with a double space between
paragraphs.

1010 Greenbrier Hill (The return address—the address of the person sending the letter)
Ironton Hill, OH 45638-1010
August 10, 2006 (Dateline—current date) QS—strike the enter key four times

Mrs. Charisa Rossetti (Letter address—the name and address of the person to whom the letter is written)
Route 3, Box 49 A
St. Albans, WV 34567-6543 DS—strike the enter key two times

Dear Ms Rossetti, (Salutation) DS—strike the enter key two times

All of the employees at Haas Plumbing are pleased that you are doing your internship at our
company. DS—strike the enter key two times

Remember that the correspondence our customers receive from us is one of the ways they
evaluate our effectiveness as a business. DS—strike the enter key two times

Attached is a sample letter for your review. We are glad to have you working in our
organization. DS—strike the enter key two times

Sincerely yours, (Complimentary closing) QS—strike the enter key four times

Gerald Haas, President (The letter writer and his/her title) SS—strike the enter key one time
Haas Plumbing Company (The name of the company) DS—strike the enter key two times

xx (Reference Initials—who keyed the letter?) Always in lowercase and without periods or spaces
(If you key your own letter, omit the reference initials.) DS—strike the enter key two times
Attachment (Attachment Notation—something is stapled or attached to the letter in this envelope)

-2-

Sample Business Letter
Compare this letter to the letter on page 2. What is different? The return address has been relocated, and it
now appears beneath the letter writer’s name near the bottom of the letter. NOTE: The current date in now
Place behind the WORD tab in your portfolio.
the first line of keyed text.

As a teacher, your closing lines might look something like this:

Brenda Linn (Add Mr., Ms., or Mrs. if you have a name that is not generally considered gender specific)
Second Grade Teacher
Baker Elementary School
1212 Bakersfield Road
Little Rock, AR 98765

August 10, 2006 (Dateline—current date) QS—strike the enter key four times

Mrs. Charisa Rossetti (Letter address—the name and address of the person to whom the letter is written)
Route 3, Box 49 A
St. Albans, WV 34567-6543 DS—strike the enter key two times

Dear Ms Rossetti, (Salutation) DS—strike the enter key two times

All of the employees at Haas Plumbing are pleased that you are doing your internship at our
company. DS—strike the enter key two times

Remember that the correspondence our customers receive from us is one of the ways they
evaluate our effectiveness as a business. DS—strike the enter key two times

Attached is a sample letter for your review. We are glad to have you working in our
organization. DS—strike the enter key two times

Sincerely yours, (Complimentary closing) QS—strike the enter key four times

Gerald Haas, President (The letter writer and his/her title—the title can go below the name)
Haas Plumbing Supply Company (The name of the person/company writing the letter)
1010 Greenbrier Hill (The return address—the address of the person/company sending the letter)
Ironton Hill, OH 45638-1010 DS—strike the enter key two times

xx (Reference Initials—who keyed the letter?) Always in lowercase and without periods or spaces
(If you key your own letter, omit the reference initials.) DS—strike the enter key two times
Attachment (Attachment Notation—something is stapled or attached to the letter in this envelope)

-3-

Sample Business Letter Format and Examples

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