Writing Business Letters

"If I had more time, I would have written a shorter letter." T.S Eliot

When you are writing business letters, appearance matters. Just as you would dress well for an interview in order to make a good first impression, it's important to structure a formal letter, such as a cover letter in a way that makes a great first impression.

There are several accepted conventions when it comes to writing business letters. I'll outline the commonly used block style below, but if you'd like to get really detailed information on how to structure several different types of formal letters, I'd recommend the book The AMA Handbook of Business Letters.

When you write a formal letter begin with good quality white or off white paper. Print your cover letter on the same paper as you use for your resume. Avoid fancy paper with designs or colors; these never make the right impression.

Writing Business Letters Using Full Block Style

Begin with your contact information set up in the same way it appears on the top of your resume. This strategy creates the effect of letterhead and creates the impression of a professional, pulled-together package when all of your job search documents are viewed together.

The date is typed on the left side below your contact information. Commonly, the date is written as month date, year (note the comma between the date and the year).
June 27, 2008
You may also see the date written as day month year with no punctuation.
27 June 2008

Follow the date with the reference line (shown below) if you have a job reference number. If the job ad asks you to reference a specific job number, this is where you'll do that. Never omit the job reference number if one is specified by the employer. This number is used to sort applications, particularly in large organizations where they may be several job openings. If you want to ensure your application goes to the correct person, do not omit the reference number.
Re: Job Competition Number APS47

Leave approximately 4 lines blank (this can vary depending on the length of the letter), then type the address of the person receiving the letter as follows:

Name
Job Title
Company Name
Street Address
City, State Zip Code or Postal Code

Type the saluation two lines below the address of the person receiving the letter. Always use a colon (:) after the saluation in a formal letter as shown below.
Dear Mr. Jones:

You may sometimes see a semicolon or comma used in saluations; this punctuation may be acceptable in informal letter writing, but should not be used when writing business letters.

Include the body of your letter below the salutation. When writing cover letters using full block style, be sure to begin each paragraph flush with the left margin. Single space each line within paragraphs, but double space lines between paragraphs. A cover letter should never be more than one page long, so keep your content focused on that employer's specific needs.

Follow the body of your letter with the complimentary close. Do not get fancy here. The following are all appropriately formal:
Yours truly,
Sincerely,
Yours sincerely,

Leave approximately 4 blank spaces after the complimentary close, then type your name. Don't forget to sign your name in that space before you send the letter.

If there is an enclosure that accomanies the letter (such as your resume) type the word enclosure beneath your name.

If you have sent a copy of the letter to someone else in the company, indicate this as follows:
cc: Janet Campbell

When you prepare a cover letter to be mailed, always type the address on the envelope. Typing the employer's address and your return address on envelope labels is perfectly acceptable. Avoid hand-writing the address on your envelopes, as it can have a negative impact on the preception of your letter.

When you are writing business letters, the time you spend ensuring your letter is structured appropriately goes a long way toward making a good first impression on a potential employer.

More tips on writing cover letters.