How to Address Business Letters Properly
- 1). Open a blank document in a computer program such as Word. Plan to set up a block style business letter.
- 2). Set the margins of the business letter to 1 inch at the top and bottom and 1.25 inches on both sides. Click on "File" in the upper left-hand corner of your document screen and then click on "Page Set Up." Click on the "Margins" tab and enter the correct amounts.
- 3). Click "OK" at the bottom right hand side of the "Page Set Up" window to set the margins.
- 4). Center or left align your complete name and address at the top of the business letter. Put your full name on one line, your street address on another line and your city, sate and zip code on the third line. Add your email address, website, phone number or any other pertinent contact information on a fourth line.
- 5). Leave two blank spaces and then add the date.
- 6). Hit "Enter" twice to leave two blank lines between the date and the business's address. Type in the business's address, also aligned at the left.
- 7). Allow two more lines between the business's address and the greeting of the business letter by hitting "Enter" twice.
- 8). Start your business letter with an appropriate greeting, such as "Dear Sir(s)," "Dear Madam" or "To Whom It May Concern." Use the specific name of a person only if you know it is the person whom you want to contact directly.
- 9). Type a colon after the greeting.
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Hit "Enter" two more times to leave you two spaces between the greeting and the body of the letter. - 11
Type your business letter with all of the text aligned to the left. Double space between paragraphs, but do not indent. - 12
Hit "Enter" two times after the body before placing your closing, such as "Sincerely" or "Thank you." - 13
Allow four spaces between the closing and the signature. Type your name on the fourth line. - 14
Print your business letter and then sign your name in the four spaces between the closing and the typed signature.