How do you format a business letter in Microsoft Word?

1 Choose a template

The easiest way to format a business letter in Microsoft Word is to use a template that has the proper margins, fonts, and alignment. You can find several templates in the File menu, under New, and then search for "business letter" or "letter". Alternatively, you can download a template from a reputable online source, such as the Microsoft Office website. Once you have selected a template, you can customize it with your own information and content.

2 Write the heading

The heading of a business letter contains your address, the date, and the recipient's address. It is usually aligned to the left margin, with a single space between each line. You can use the tab key or the ruler to adjust the indentation and alignment of the heading. You can also use the Insert menu, under Date and Time, to insert the current date in the format you prefer. Make sure to spell out the month and use the correct punctuation for the addresses.

3 Write the salutation

The salutation is the greeting that begins your business letter. It is followed by a colon and a blank line. You should address the recipient by their name and title, if you know them. If not, you can use a generic salutation, such as "Dear Sir or Madam" or "To Whom It May Concern". You should avoid using informal or casual salutations, such as "Hi" or "Hello", as they are not appropriate for a business letter.

4 Write the body

The body of a business letter is the main part that conveys your message and purpose. It is usually divided into three paragraphs: the introduction, the main point, and the conclusion. The introduction should state the reason for writing and the main point should provide the details and evidence to support your claim. The conclusion should summarize your message and suggest a course of action or a request. Each paragraph should be concise, clear, and courteous, and should have a single space between them. You should also use a formal and professional tone, avoiding slang, jargon, or emotional language.

5 Write the closing

The closing is the final part of a business letter that expresses your appreciation and goodwill. It is followed by a comma and four blank lines, where you will sign your name. You should choose a polite and respectful closing, such as "Sincerely", "Yours truly", or "Regards". You should avoid using informal or casual closings, such as "Cheers", "Take care", or "See you soon", as they are not suitable for a business letter.

6 Add your signature and enclosures

The signature is the handwritten or electronic representation of your name that confirms your identity and authority. You should sign your name in the blank space below the closing, using a pen or a digital tool. You should also type your name, title, and contact information below your signature, aligned to the left margin. If you have any enclosures, such as documents or attachments, that you are sending with your letter, you should indicate them below your name, using the word "Enclosure" or "Encl." followed by a colon and a list of the items.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?