For a new business, it is not easy to find a good business letter format. To grow the business, the organization must know the dos and don’ts. Moreover, when marketing the business or making good corporate relationships, a good formal business letter format must be in an organization’s hands. The question is how to write a business letter. Here is a complete guide that will make writing a formal business letter easy.

1. The Beginning: This is the part where you must know the format. You can always use MS Word’s business letter templates. You can also get help from business letter examples online to get a good guide. Choose the right kind of paper. Believe it or not, it matters. For US citizens, the correct size of business letter paper is 8.5” by 11”. Outside the USA, A4 paper must be used. Get a letterhead to make the process simple for you. Remember to use a good salutation, for instance, Dear Mr. XX. Moreover, additional information about the recipient is at the bottom of the letter.
2. The Middle: Start with the right tone. Don’t use jargon. Keep it simple. Tell the reader why you are writing the letter in a formal tone. Use personal pronouns. Use concise sentences. Long sentences and paragraphs take away the interest of the receiver. Avoid using passive voice. If you are complaining, stay courteous. In the last paragraph, summarize it all. Tell them what you want. However, keep the professional tone. Keep the paragraphs short by up to 3-4 lines at maximum.
3. The Closing: Select the closing. You may use “Yours sincerely,” “Regards,” and “Respectfully.” You may also use “All the best,” “Best wishes,” “Warm regards,” and “Thank you.” Use a comma after your closing. Sign in below the closing and enter your name and designation with your contact information. Note enclosures and use a paper clip instead of a stapler.

Follow these steps to ensure that your business letter stands out. Always remember to maintain a professional tone throughout the letter.