Business Letter Template
Write professional business letters in minutes. These editable Word templates follow the standard full block and modified block formats with the right spacing for the date, addresses, salutation, body and signature. Ready-to-adapt samples cover the letters people write most — inquiries, complaints, thank-you letters, recommendations and cover letters.
Business Letter Template Pack
Editable Word business letter templates (full block, modified block, letterhead) and samples for inquiry, complaint, thank-you, recommendation and cover letters, plus an Excel correspondence log.
- Full block letter (DOCX)
- Modified block letter (DOCX)
- Inquiry letter (DOCX, PDF)
- Complaint letter (DOCX, PDF)
- Thank-you letter (DOCX, PDF)
- Recommendation letter (DOCX, PDF)
- Cover letter (DOCX, PDF)
- Correspondence log (XLSX)
Formats: DOCX, PDF, XLSX. Instant download after payment (link valid 72 hours, up to 5 downloads). AI-assisted: the templates were drafted with AI help and reviewed and laid out by Kedop.
$6.00 USD, one-time
Secure card checkout by Stripe. Full refund within 7 days — see the refund policy and license.
Parts of a business letter
| Part | What to include |
|---|---|
| Letterhead or sender’s address | Company name and address, or your own address if you have no letterhead |
| Date | Written in full: September 29, 2026 (US) or 29 September 2026 (UK) |
| Inside address | Recipient’s name, title, company and address |
| Subject line (optional) | “Re: Invoice 4521” or “Subject: Partnership proposal” |
| Salutation | “Dear Ms. Patel:” (US, colon) or “Dear Ms Patel,” (UK, comma) |
| Body | Opening purpose, supporting details, clear request or next step |
| Closing | “Sincerely,” “Kind regards,” or “Yours faithfully,” |
| Signature block | Handwritten signature, typed name and title |
| Enclosures and copies | “Enclosure: Price list” · “cc: Finance team” |
Full block vs modified block
| Format | Layout | Best for |
|---|---|---|
| Full block | Everything aligned left; no indents; a blank line between paragraphs | Most modern business letters — simple and clean |
| Modified block | Date, closing and signature start at the centre; everything else left-aligned | Traditional or formal correspondence |
| Semi-block | Like modified block, with paragraph first lines indented | Personal business letters; less common today |
Full block is the most widely used and the easiest to type. Use single spacing within paragraphs, a blank line between them, and margins of about 1 inch.
Writing the body
- Opening paragraph — state the purpose in one or two sentences: “I am writing to request a quotation for…”.
- Middle paragraphs — give the facts, background and details the reader needs, one topic per paragraph.
- Closing paragraph — say exactly what you want to happen next and by when, and how to contact you.
Keep business letters to one page where possible. Short sentences, active verbs and specific details (dates, reference numbers, amounts) make letters easier to act on.
Salutations and closings
| Situation | Salutation | Closing |
|---|---|---|
| You know the name | Dear Mr. Chen: | Sincerely, |
| Formal, name unknown (UK) | Dear Sir or Madam, | Yours faithfully, |
| Name known (UK) | Dear Mr Chen, | Yours sincerely, |
| Unknown, modern | Dear Hiring Manager: / Dear Customer Service Team: | Sincerely, / Kind regards, |
| Friendly business contact | Dear Alex, | Best regards, |
Avoid “To whom it may concern” when you can find a name or team; it can feel impersonal.
Templates and samples in the pack
- Full block letter and modified block letter templates with placeholder text.
- Letterhead template with space for a logo and company details.
- Inquiry letter — asking for information, prices or availability.
- Complaint letter — firm, factual and focused on a resolution.
- Thank-you letter — after a meeting, order or referral.
- Recommendation letter — for an employee or colleague.
- Cover letter — for job applications.
- Correspondence log (Excel) to track letters sent and replies due.
Worked example: complaint letter
A café owner received a delivery of damaged chairs. Her full block letter opens: “I am writing about order 4521, delivered on 12 September, in which six of the twenty chairs arrived with broken legs.” The second paragraph lists what happened, the photos she has enclosed and the delivery driver’s note. The final paragraph asks for a replacement delivery or refund within 14 days and gives her direct phone number. The letter stays polite, specific and one page long.
Sending letters by email
Many business letters are now sent as PDF attachments or pasted into email. If you attach a letter, keep the email short, repeat the subject, and name the file clearly (“2026-09-29 Complaint order 4521.pdf”). If the letter is the email itself, drop the addresses and date, keep the salutation, body and signature, and add your contact details below your name.
Proofreading checklist
- Recipient’s name, title and company spelled correctly.
- Date and reference numbers accurate.
- One clear purpose in the first paragraph.
- A specific request or next step at the end.
- Enclosures mentioned in the letter are actually attached.
- Signed, and saved as PDF if sent electronically.
Formats
Editable Word templates (.docx), PDF versions for reference, and an Excel correspondence log. The templates work in Microsoft Word, Google Docs, Apple Pages and LibreOffice.
Frequently asked questions
What is the most common business letter format?
Full block: everything left-aligned with blank lines between paragraphs.
What is modified block format?
The date, closing and signature start at the centre of the page; everything else is left-aligned.
Should I use a colon or comma after the salutation?
A colon in formal US business letters; a comma in UK style and less formal letters.
How long should a business letter be?
Ideally one page.
Can I edit the templates in Google Docs?
Yes, upload the .docx file.
Was AI used to create the templates?
The templates were generated by script and sample wording drafted with AI assistance, then reviewed by Kedop.