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Business Letter Template

Prepared for:

[Client.FirstName][Client.LastName]
[Client.Company]

[Client.StreetAddress]
[Client.City],[Client.State]

[Client.PostalCode]

Created by:

[Sender.FirstName][Sender.LastName]
[Sender.Company]

[Sender.StreetAddress]
[Sender.City],[Sender.State]

[Sender.PostalCode]

A business letter is a written message within a professional setting, which means the content is often presented in a formal manner. The length will vary based on the purpose of the letter—whether it’s a cover letter, a thank you note, a letter of recommendation, a letter of termination, or another form of professional communication.

Most formal messages from businesses are marked by the company’s official logo near the top, so if available, insert your logo above your name and company information. If this is a personal letter (e.g., a cover letter, letter of recommendation), then this may not apply.

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FAQ

  • A business letter is a formal document that a company or its representative sends to another company, a potential client, a job candidate, etc. It needs to be professional, clearly-written, and cover business matters, hence the name. Business letters can be both physical and digital; the term is the same.

  • The 5 basic parts of a business letter are:

    1. identification of sender and addressee

    2. professional greeting (“Dear…”, “To whom it may concern…”)

    3. body

    4. closing (“Sincerely…”, “Best regards…” etc.)

    5. signature (include “by direction of…” if you are writing on behalf of someone).

  • Business letter formatting is respectful and sets a businesslike tone, one appropriate for professional communication. Moreover, people are used to it and take less time to read through it. So, using a business letter format shows your respect for your addressee’s time.

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Dear [Client.FirstName]

Adding a relevant “Re:” line here with the subject of your letter will help your recipient to know exactly what to expect as they read the letter.

I'm writing to you today in order to issue (a letter of recommendation, a thank you note, an application for XXX position, to terminate a contract, etc.) for [Candidate.FirstName][Candidate.LastName] the position you're applying for, the thing you're thanking someone for, etc.) because [Candidate.FirstName][Candidate.LastName] would be an excellent candidate, (we need to terminate our relationship, etc.).

Business letters are extremely versatile documents with many different purposes, so feel free to add or remove paragraphs as needed while always striving to keep your letter short and to the point. While this sample text may relate more to a letter of recommendation or cover letter, you can easily follow the structure of the template and simply tailor the specific content to meet your specific needs. If you’re writing a termination letter or something of a more serious nature, you may want to have your HR department or legal counsel review the letter to make sure it meets all the necessary legal standards.

I have [Candidate.FirstName][Candidate.LastName] (worked in a certain field, etc.) for (time period) as (relationship between you and person you're writing about, name of the role you've had, etc.), and I believe (they are/I am the best person for the job, etc.). (If possible, include a sentence or two that relates a personal anecdote or example that contains verifiable facts or data and relates to the topic being discussed).

Add an additional paragraph of clarifying information that serves to further demonstrate the significance of your point in writing this letter. There’s no need to be excessively wordy, but there also needs to be a clear point in writing this letter which means relaying a message of value that convinces your recipient of what you’re saying or gives them the information they need.

In the time I/we spent (working together, in a past role, etc.), I (observed name of person's skills/qualities, personally demonstrated certain skills/qualities, etc.), and I believe these qualities/skills would be extremely useful in this role. Specifically, (relate an example of these skills or qualities being demonstrated personally or by the person you're writing about).
In conclusion, I understand that there may be numerous candidates for this role and that you no doubt wish to select the best candidate in a timely manner, and to that end, I firmly believe that[Candidate.FirstName][Candidate.LastName]is the best person for this (name the project, position or role). I would be happy to discuss this in more detail and answer any questions you may have via email or phone if preferred.

Conclude your letter with a brief restating of your main points, the urgency of the matter, and a call-to-action, if applicable. Thank the recipient for their time and indicate your willingness to discuss the matter further in person, via email, or on the phone, as appropriate.

Thank you kindly for your time.

Sincerely,

Build on your introduction by explaining the importance of your main point with compelling reasoning. Add any relevant facts, data, or quantifiable metrics that are applicable to further establish your point. A story or example could be a convincing line of reasoning to include if it directly relates to the topic at hand, just make sure that its contents are professional and not too personal.

Enclosures

(Insert the title of any documents you're including with your letter, such as a resume, if applicable.)

If you’re writing a termination letter specifically, you might modify this structure a little more extensively. For example, you’d likely want to remove the paragraph about the time you’ve spent working with the individual and focus more on details like the reason for termination, the date that the individual’s employment will be effectively terminated, any post-employment requirements such as turning over an ID badge, hardware supplied by the company, etc., and any details on severance if applicable.

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Business Letter Template

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