Beginning the Letter

Know the format. Whatever the content of your letter, there are a few business standards to follow regarding the way it looks. Business letters should be typed and composed in a common font such as Arial or Times New Roman. Employ block paragraphing. This means that you start a new paragraph by hitting "return" twice. Don’t use indenting for block paragraphs.^[1]

· Use one-inch margins on all sides.

· An emailed business letter should also be composed in a common font. Don't use script or colors other than black and white in a business email.

Choose the right kind of paper. The letter should be printed on 8.5” by 11” (known as “letter size”). If you are outside the U.S., you might use size A4 paper. Some lengthy contracts may be printed on 8.5” x 14” (“legal size”).

· If you're printing the letter to send, consider printing the letter on company letterhead. This lends it a more professional air and provides your company's logo and contact information.

Include information about your company. List your company name and the company address, with each part of the address written on a different line. If you're self-employed or an independent contractor, add your name either in place of the company name or above it.

· If your company has pre-designed letterhead, you can use this instead of typing out your company and address.

· If you're typing out the address, it should appear either right or left justified at the top of the page, depending on you and your company's preference.

· If you’re sending the letter to an international location, type out the country in capital letters

Add the recipient's information. Write out the recipient's full name, title (if applicable), company name, and address in that order, with each piece of information on a separate line. If necessary, include a reference number. The recipient's information should be left justified a few lines below the date.

· It is best to address the letter to a specific person. This way, an actual person will be able to respond to your letter. If you don’t know the name of the person to whom you should send the letter, do a bit of research. Call the company to find out the person’s name and title

Choose a salutation. The salutation is an important indicator of respect, and which one you use will depend on whether you know the person to whom you're writing, how well you know them and the level of formality in your relationship.^[5] Consider the following options:

· Employ "To Whom It May Concern" only if you don't know whom, specifically, you're addressing.

· If you do not know the recipient well, "Dear Sir/Madam" is a safe choice.

· You may also use the recipient's title and last name, e.g. "Dear Dr. Smith."

· If you know the recipient well and enjoy an informal relationship with him or her, you may consider a first-name address, e.g. "Dear Susan."

· If you are unsure of the recipient's gender, simply type the whole name, e.g. "Dear Kris Smith."

· Don't forget a comma after a salutation or a colon after “To Whom It May Concern