Business Letter Sample

Providing a business letter sample is an easy task.  The challenge for you, the reader here, is for you to take the sample business letters provided and revise the format and content to suit your own needs.

All business letters should be prepared on good quality bond paper that is standard size.  In North American, the standard is  8 1/2 inches x 11 inches.  The margins on all sides are one inch.  That provides a very attractive "frame" for your work of art.

These business letter samples are all prepared for paper that is 8 1/2 inches x 11 inches.  However, the international standard of A4 will work very well using this simple guideline presented here.

When you prepare an excellent and professional business letter, your work will be centered vertically on the page and will look attractive inside its frame.

Later, I will provide you with one set of guidelines for producing this attractive business letter sample every single time.

Two Letter Styles.  There are a few styles of business letter you may find. 




Business Letterhead

Business letterhead.  A business letter includes a proper business letterhead.  Most businesses have a business letterhead that clearly identifies their business.  These letterheads are probably prepared commercially and will contain the company’s logo. 

If you don’t have a business letterhead, you can create your own.  Here is a sample of a business letterhead that you might duplicate.

The date would be printed about 2 inches from the top of the page. 

The letterhead could begin one inch from the top of the page. 

(Note:  If you have a one-inch top margin set, you would begin the letterhead on the first available line after that top margin.)




Note re paper sizes:

  • The North American standard P4 paper is 8 1/2 inches x 11 inches or 215 mm x 280 mm.
  • The International standard A4 paper is 8.27 inches x 11.69 inches or 210 mm × 297 mm.

The A4 international size is not quite as wide as the P4 and is a little bit longer than the P4.




Business Letter Sample

Sample Business Letter - Full Block Letter Style

In Full Block Letter Style, your business letter sample will look like the following:

Note that everything begins at the left side on this letter above.

  • The paragraphs are blocked; i.e., they do not have an indent.
  • The date is at the left margin.
  • The closing and signature begin at the left margin as well.
  • Single spacing is used, with one blank line between paragraphs.

Sample Business Letter - Modified Block Letter Style

The modified block letter style is not as popular these days as it once was; however, you may find it because some will consider it a more personal style. 

In Modified Block Letter Style, your business letter will look like the following:

Note the differences from the sample Full Block Letter Style on this letter above.

  • The paragraphs are indented.
  • The date begins at the center point.
  • The closing and signature begin at the center point as well.
  • Single spacing is used, with one blank line between paragraphs.

The Salutation is NOT indented.

This letter takes up a little more space on the page than the full block letter style.

Sample - Standard format and position on the page

The information here will work equally well for both the P4 and A4 paper sizes.  Use the Print Preview to make the final adjustments on the page to ensure attractive vertical centering and relatively equal top and bottom margins.

For a newcomer, use Times New Roman 12-point font.  It provides a very professional and standard font for your document.

  • With Times New Roman 12-point font, you can calculate the number of lines that can be printed on a sheet of paper. 
  • With Times New Roman 12-point font, 6 vertical lines in single spacing is equal to one inch vertically.
  • A one-inch margin at the top will leave 6 blank lines at the top of the page.
  • The first line you can type on, then, would be Line 7 - and your Line 7 would appear on the printed page at one inch from the top of the page.
  • Count down (beginning at Line 7) to find Line 12 and place the Date on Line 12.  The date will then appear about 2 inches from the top of the page.




Two places to adjust the final letter position

There are two places to adjust the final position of the letter.

  • Between the Date and the Inside Address
  • After the Complimentary Closing


The date should appear about 2 inches from the top of the page.

Before the Inside Address, you can leave 4 to 8 blank lines or perhaps a few more depending on the length of the body of the letter.  Your goal at the end is to ensure a pleasantly-positioned and attractive final document.

  • If you need to save lines, remove a few blank lines after the Date
  • If you need to push the body of the letter down a bit, add a few blank lines after the Date.

Leave 4 to 6 blank lines for the handwritten signature above the typed signature.

  • If you need to save lines, leave only 4 blank lines for the handwritten signature.
  • If you need to make the letter a little longer, leave 6 or perhaps a few more blank lines for the handwritten signature.

Two places to add or deduct blank lines for professional final position.

If you follow the guidelines presented above, your business letter sample will be very attractively positioned on the page when you print it.

In the above, note that

  • The business letterhead begins just below the top one-inch margin.
  • The last typed lines of the letter appear roughly one inch from the bottom of the page, leaving the same size of bottom margin to balance the top margin.

LINK - Return to Professional Business Writing from Business Letter Sample