How to Write a Business Letter in Word

A business letter is still the most formal way to communicate in writing, used for complaints, official requests, legal notices, references, and professional correspondence of any kind. Getting the format right matters — it signals that you understand professional conventions and take the communication seriously. This guide covers the correct layout, what to write in each section, and how to produce a polished result in Word.

Business letter format: the standard layout

The most widely used format for English-language business letters is block format: everything is left-aligned, paragraphs are single-spaced, and sections are separated by a blank line. This is the format used in professional and legal correspondence worldwide.

  • Sender's details — your name, title (optional), company (if applicable), address and contact information at the top.
  • Date — written in full: 29 July 2026, not 29/7/26 or July 29, 2026 (UK and international convention).
  • Recipient's details — their name, title, company and address.
  • Reference line (optional) — 'Re: Invoice #1234' or 'Subject: Your complaint dated 15 July' — makes filing and follow-up easier.
  • Salutation — 'Dear Mr Smith,' or 'Dear Ms Johnson,' — note the comma at the end. If you don't know the name, use 'Dear Sir or Madam,'.
  • Body paragraphs — one paragraph per point, separated by blank lines.
  • Closing — 'Yours sincerely' if you used a name in the salutation; 'Yours faithfully' if you used 'Sir or Madam'.
  • Signature — your handwritten or typed name, title and company.

How to format a business letter in Word: step by step

  1. Open a business letter template in FreeWordEditor.com, or start from a blank document.
  2. Set margins to 1 inch (2.54 cm) on all sides — this is standard for professional correspondence.
  3. Choose a clean font: Calibri 11pt or Times New Roman 12pt are the most widely used in business letters.
  4. Type your sender details at the top left. Leave a blank line, then type the full date.
  5. Leave another blank line, then add the recipient's name, title, company and address.
  6. Leave a blank line, then write your salutation followed by a comma.
  7. Write your letter body — one idea per paragraph, with blank lines between paragraphs.
  8. After the final paragraph, add your closing, then skip four lines and type your full name. Add your title and company below.
  9. Export as PDF for sending electronically, or print to sign by hand.

What to write in each paragraph

The body of a business letter is typically three paragraphs. Here's what belongs in each:

  • First paragraph — state your purpose clearly and immediately. 'I am writing to request...', 'I am writing to inform you...', 'I am writing to complain about...' Don't bury the reason.
  • Middle paragraph(s) — provide the details that support your opening. Include relevant dates, reference numbers, what happened, what was agreed, what you need. Be specific and factual.
  • Final paragraph — state what you want to happen next and by when, if relevant. 'I would be grateful if you could respond by 12 August.' Or close with a professional offer to discuss further.

Tone and language in business letters

Business letters should be formal but not stiff. Avoid slang, contractions ('I'm' → 'I am'), and overly complicated language. Short sentences are clearer than long ones.

Avoid aggressive language even in a complaint letter — state facts, describe impact and specify what you want. Threatening or emotional language weakens your case and can create legal complications.

Proofread carefully before sending. A spelling mistake in a formal letter is jarring. In Word, run a spell check (F7 or the Review tab), then read the letter aloud to catch grammatical awkwardness the spell checker misses.

Common types of business letters

The same format works for most business letter types, but the content and tone vary. Here are the most common:

  • Complaint letter — factual, specific, non-emotional. State what happened, what you expected, what the impact was, and what resolution you want.
  • Request letter — polite and specific. What you're asking for and why you're entitled to or need it.
  • Reference or recommendation letter — what your relationship with the person is, specific examples of their strengths, a clear endorsement statement.
  • Cover letter for a job application — see our separate cover letter guide for formatting specifics.
  • Resignation letter — date of resignation, notice period, and a professional closing. Brief is best.
  • Formal apology letter — acknowledge what happened, take responsibility, state what you're doing to fix it.

Frequently asked questions

What's the difference between 'Yours sincerely' and 'Yours faithfully'?

Use 'Yours sincerely' when you've addressed the letter to a named person ('Dear Mr Smith'). Use 'Yours faithfully' when you've used 'Dear Sir or Madam'. This is a British English convention; American English typically uses 'Sincerely' or 'Regards' in both cases.

Should I include my email address in a business letter?

Yes, if you want a reply. Include your email and phone number in your sender details at the top, so the recipient can choose how to respond.

How long should a business letter be?

One page is ideal. Two pages is acceptable for complex matters. More than two pages is unusual and should be split into a letter and an attached report.

Can I use a letterhead in a business letter?

Yes — and for professional business correspondence, a letterhead (with your logo, company name and contact details) is standard. FreeWordEditor.com opens .docx files with letterheads intact. If you don't have one, a simple text header with your name and contact details is fine.

Do I need to print and sign a business letter?

For physical post, yes. For PDF letters sent by email, a scanned signature image or a typed name are both widely accepted. Check any specific requirements if the letter has legal implications.