Therefore, get to the point in the first paragraph--the first sentence, if possible.

In this format, which arises from a combination of professional formats, you should single space your letter and use a serif typeface.

Because people read business letters quickly, use shorter sentences and paragraphs than you would in a longer document.

Sentences should average fewer than twenty words, and paragraphs should average fewer than seven lines.

Space your letter on the page so that it does not crowd the top.

If you have an enclosure, include an Enclosure line, as shown below.

Also, appearing at the end are the names of those to receive copies.

Final paragraphs should tell readers what you want them to do or what you will do for them.

Heres what the guys from thebalancecareers.com wrote about this.

Perhaps itll even be to a literary agent or publisher who just might take on your undiscovered novel.

This article is about US business letter format (for UK readers, dont worry, Ill be writing a follow-up one for you.).

This is the more formal style, so use it if youre unsure which to go for.

It makes it much easier for the recipient to send a timely reply, and easier for you to chase up an answer if necessary.

Eg. In my letter of May 15.

The reference line can either appear beneath the date, OR beneath the recipients address.

Different types of letters will require different types of subject and reference lines, so choose the one thats most appropriate to your case.

This makes it easier for the recipient to get a speedy response to you.

An administrator is likely to do so and letters may be separated from their envelopes at this stage.

Particularly if there are multiple departments within one building, or if you are starting your letter Dear Bob, a name and address ensures your letter reaches the correct recipient.

Although you can get away with starting emails Hi or Hello, letters follow more conservative conventions.

This is becoming more common, perhaps as people have become used to the subject lines of emails.

If you do put a subject line, it should be in uppercase, directly below the Dear name.

Try to be succinct but include as much information as possible, eg.

This helps to break up the text on the page and make it more readable.

The safest option is Yours faithfully (when you dont know the name of the person to whom you are writing, ie.

If you are already acquainted with the recipient, it may be appropriate to use a phrase such as Best regards, With warmest regards, or Kind regards.

You can optionally put your job title and company name on the line beneath this.

This is taken as proof that the letter really is from the person whose name is typed at the bottom.

Sometimes, another person may sign the letter on your behalf.

If this is the case, they should put the letters p.p.

Latin per procurationem meaning by agency.

Using the correct format but choosing an improper type of language might affect your desired outcome.

Official Letter Format