Defining Features of a Business Letter

by Kara Page, Demand Media

In the world of small businesses and start-ups, communication is vital. You may find yourself contacting potential investors, clients, customers or employees frequently, and it’s important to appear professional when you do so. Whether you choose to send hard copy letters or communicate via email, understanding the defining features of a business letter will help you make the right impression.


No matter to whom you are writing, assume that he only has a minute or two to spend reading your letter. You want to limit your letter to one single-spaced page whenever possible, according to The Writing Center at George Mason University. While short bullet point lists that draw the recipient’s attention to the most important information are acceptable, business letters should not contain fancy fonts or lots of rich text, such as bold and italics.


The main text of a business letter is typically divided into three sections: the introduction, the body and the closing. This text is preceded by a formal salutation that addresses the recipient by name, such as “Dear Mrs. Smith,” and a formal closing salutation, such as “Sincerely,” followed by the sender’s name. Introductory paragraphs should be brief and explain the letter’s intent. The body should elaborate on that intent, and may include facts and statistics, descriptions and/or explanations. The closing should thank the recipient for his time and include a “call to action,” which indicates the next step in the communication process, such as a phone call or scheduled meeting.

Contact Information

Hard copy business letters feature a header that includes the sender’s name, phone number, address and email address, which may be left or right justified or centered at the top of the page. This is followed by the date the letter was sent, which in turn is followed by the “inside address.” The inside address contains the recipient’s name, job title and company address. For business letters sent via email, the letter should begin with the opening salutation and move right into the text. Include your contact information after your closing salutation and name.

Positive Content

Letters that accentuate positive information rather than negative, regardless of the actual purpose of the letter, are ultimately more successful, according to the Purdue Online Writing Lab. If your letter must contain negative information, present it positively by emphasizing what something is or can do rather than what it is not or cannot do. You can do this by starting with action instead of apologies or explanations and by omitting unpleasant facts. For example, if you are writing a business letter to clients attempting to explain why your company’s product helps prevent illness, phrases such as “encourages a healthy lifestyle and strong immune system” sound much more positive than “keeps you from contracting the flu.”

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