4 point plan business letter

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Four point plan for structuring messages.

Many communications are short and routine. You can write or dictate them without any special thinking or preparation. However, documents that are not so routine need more thought and careful planning. This four-point plan provides a useful but simple framework for structuring all written communications:

• INTRODUCTION (Background and Basics) Why are you writing? Set the scene. Maybe refer to a previous letter, contact or document.
• DETAILS (Facts and Figures) Give information/instructions. Ask for information. Provide all relevant details. Separate into paragraphs. Ensure logical flow.
• RESPONSE or ACTION (Conclusion) Action the reader should take. Action you will take. Give a deadline if necessary.
• CLOSE (A simple one-liner) Sometimes all that is needed is a simple one-line closing sentence.

Here is an example of the four-point plan in this email message.

Remember: A well-structured business document is the core of effective communication.

All articles are copyright © Shirley Taylor. All rights reserved. This information may not be distributed, sold, publicly presented, or used in any other manner, except as described here. Permission to reprint all or part of any article in your magazine, e-zine, website, blog or organisation newsletter is granted, as long as: The entire credit line below is included*. The website link to shirleytaylor.com is clickable (live)**. You send a copy, PDF, or link of the work in which the article is used when published. This credit line must be reprinted in its entirety to use any articles by Shirley Taylor:

* credit line: © shirley taylor. shirley is an international bestselling author. she has established herself as a leading authority in email and business writing skills. her international bestseller model business letters, emails & other business documents 7th edition sold over half a million copies worldwide and has been translated into 17 languages. her book email essentials reached #2 in the usa for publishers marshall cavendish international. find out more about shirley at shirleytaylor.com ., ** the website link to shirleytaylor.com must be clickable to receive permission to reprint the article., share this article, privacy overview.

FACULTY OF LANGUAGES AND COMMUNICATION

PREPARED BY:

MS SUBASHINI

ESSENTIALS OF BUSINESS COMMUNICATION SKILLS

BUSINESS LETTERS

LEARNING OUTCOMES

At the end of the lecture, students should be able to:

• Discuss the various parts of business letters.
• Understand the importance of consistent presentation.
• Explain how business documents should be structured.
• Describe the four-point plan for structuring business communications.
• Compose a variety of simple business letters.

Slide * of 47

CHAPTER 2: Business letters

TOPIC OUTLINES

Introduction

2.1 Business Letter

2.2 CATEGORIES OF BUSINESS LETTERS

2.2.1 Letter of Acknowledgement

2.2.2 Letter of Confirmation

2.2.3 Letter of Enquiry

2.2.4 Letter of Complaint

2.2.5 Letter of Adjustment

2.2.6 Letter of Collection

INTRODUCTION

Letters are the most important means of written communication, the most numerous and the most personal. They are also very important for any organization or individual for the purpose of giving or seeking information. Success of an organization depends to a large extent on its correspondence.

CLICK THE VIDEO ICON

2.1 BUSINESS LETTER

Business letters are used to communicate with people outside the company or organization. The great advantage of letters is that they can convey a number of points clearly in writing, and that the sender can keep a copy. They are cheap when compared with the obvious alternatives such as telephone calls or personal meetings and they are confidential, especially if the envelope and content are prominently marked to indicate this.

Business letters are produced on a good-quality letterhead paper

Letterhead is designed to convey a positive image of the company.

Letterhead includes company's logo, address, phone number and often a

corporate slogan or identifying graphic, and the printed design itself.

Letter Format � The Fully block open punctuation style, which is the most common format for business letters. All the elements are lined up along an invisible line down the left side of the page. The text is single spaced, with no indent at the first paragraph of the sentence.

HOW TO FORMAT THE LETTER

1.1 BUSINESS LETTER

• Inside address
• 1 st paragraph – Separate into paragraphs with a new idea in each, with one line space between each paragraph.
• Complimentary Close
• Sender’s Name
• Title or Department
• Enclosure Indication

INSIDE ADDRESS

Click on the left buttons to know more information.

What to include in the business letter

REFERENCE� Initials or writer/typist

(often a filing reference)

DATE � Write out the full, complete date the letter is mailed, or the date upon which any agreement being made becomes effective.

23 November 2012

INDSIDE ADDRESS

Full name and business address of the person to

whom the letter is addressed.

Mr Dennis Harhalakis

38 Chancery Avenue

Singapore 309656

SALUTATION� The formal greeting always starts with "Dear" followed by the person's title and last name,

When the recipient’s name is unknown to you, use :

Dear Sir … Yours faithfully

Dear Madam … Yours faithfully

Dear Sir or Madam … Yours faithfully

When you know the recipient’s name, use:

Dear Mr Hanson … Yours sincerely

Dear Mrs Hanson … Yours sincerely

HEADING� No underline is necessary when in capitals.

PARAGRAPH DIVISION – 4-POINT PLAN

GUIDELINES FOR COMPOSING LETTERS

• USE SHORT NOTES

Short sentences will keep your meaning clear and ensure easier understanding by your reader.

• CHOOSE SIMPLE WORDS

Simple words should be used rather than unusual ones, and will convey your message more clearly. The use of unaffected language will go far towards achieving the right tone.

• AVOID WORDINESS

Choose words with care, and be economical. Be as brief as possible, while bearing in mind also the need for courtesy

4. USE APPROPRIATE TONE

Choose a tone to suit the reader and the subject matter, being firm or friendly, persuasive according to the impression you wish to convey. Even if the letter is arranged well, failure to adopt an appropriate tone will make the letter inefficient, since the reader’s attention will be attracted more to how it is worded than to what is being said.

5. BE PRECISE

Your letter should be long enough to serve its purpose, but no longer.

6. ENSURE ACCURACY

Double check all figures, dates, numbers, prices, etc, as well as spellings and punctuations, tenses, etc.

• CHECK CONSISTENCY

Ensure consistency of presentation, as well as consistency of expression (I, We, etc).

OPENING LINES

We need an opening line in a business letter to

make reference to previous correspondence; to

say how we found the recipient’s name/address;

to say why we are writing to the recipient.

Click on the button to know more information.

Examples of opening lines

I am writing to enquire about …

After having seen your advertisement in … , I would like …

After having received your address from … , I …

I received your address from … and would like …

With reference to your letter of 8 June, I …

We/I recently wrote to you about …

Thank you for your letter of 8 May.

Thank you for your letter regarding..

Thank you for your letter/e-mail about …

In reply to your letter of 8 May,

CLOSING LINES

We need a closing line in a business letter or email: to make a reference to a

future event, to repeat an apology and to offer help .

Examples of closing lines

If you require any further information, feel free to contact me.

I look forward to your reply.

I look forward to hearing from you.

I look forward to seeing you.

Please advise as necessary.

We look forward to a successful working relationship in the future.

Should you need any further information, please do not hesitate to contact me.

Once again, I apologize for any inconvenience.

We hope that we may continue to rely on your valued custom.

I would appreciate your immediate attention to this matter.

Two spaces below the final paragraph of the letter, a traditional closing line,

generally "sincerely" or faithfully," ends the letter. If the situation calls for a

warmer tone, the closing might be "cordially," "best wishes," or "regards.“

A four-line space allows room for a written signature immediately below the

closing, then the sender's full name is typed, with the full business title

(sometimes with the department or division as well) on the next line. The

signature on a business letter functions as a legal testimony that the contents of the letter are complete and accurate and signifies that the writer is taking responsibility for fulfilling any commitments being made.

1. Letter of Acknowledgement

2. Letter of Confirmation

3. Letter of Enquiry

4. Letter of Complaint

5. Letter of Adjustment

6. Collection Letter

There are many six categories of business letters.

CATEGORIES OF BUSINESS LETTER

Click on the buttons to know more information.

1.2 LETTER OF ACKNOWLEDGEMENT

This letter is sent to acknowledge receipt of something when a written record is appropriate.

An acknowledge may also be sent to acknowledge receipt of another letter or document which requires further attention. As such you would clearly state that you will look into the matter and reply in more detail at a later date.

Aim to acknowledge receipt of a letter, order to other item.

Letter of Acknowledgement

2.2.1 LETTER OF ACKNOWLEDGEMENT

Dear Ms Hyams

Thank you for your letter of 17 January in which you enquire about our company finance services.

I have pleasure in enclosing a leaflet which gives full details of the services we offer, and also supplies some information about the company’s history and present size and condition.

Should you require any further information, please do not hesitate to contact me.�

Yours sincerely�

H L Warner�Customer Services Manager

2.2.2 LETTER OF CONFIRMATION

Letter of Confirmation

Aim to confirm arrangements made between sender and recipient

This main purpose of this letter is to provide a written record of arrangements made between the sender and the recipient in person or by telephone. These letters are usually very short

CLOSE1.1 BUSINESS LETTER

Dear Mr. Jones,

Following my telephone call to your secretary this morning, I am writing to confirm that I will call to see you at your office at 11.oo am on Thursday 25 March to discuss our revised accounting procedures.

I am sure that my company will be able to offer you an even better service with these new methods, and I look forward to seeing you next week.

Yours sincerely,

Sales Manager

Activity Activity 1

Letter of confirmation

You have gone through the quotation given by Mr. Smith

regarding the refurbishing of the existing library. Write a letter to

confirm the proposal. Tell him that the payment will be paid

according to work progress and the time frame you expect the

work to be completed.

Individual Work

Write a letter based on the given situation below to be submitted in the next class.

2.2.3 LETTER OF ENQUIRY

Letter of Enquiry

Aim to request information or prices.

Enquiries for information about goods or services are sent and received in business all the time. In your letter remember to state clearly exactly what you want – information? a catalogue? a price list? a quotation? Keep your enquiry brief and to the point.

Our company is currently renewing its computer equipment in the accounts

department.

I am writing to enquire about the possibility of a representative of your company visiting us to advise about the number and kind of desk-top computers we need to provide an up-to-date system for our rapidly expanding business.

Perhaps you would like to telephone my secretary to arrange an appointment to call and discuss the matter with me.

Yours faithfully

P L Mackintosh

Accounts Manager

Letter of enquiry

You work for Mr. Leslie Lim, Training Manager of Turner Communication, 03-03 Sapphire Building, 215 Lorong Ragu, Kuala Lumpur, Malaysia. Mr. Lim has received recommendations for business and secretarial courses at Aurora Centre, 21 Exeter Road, 07-04 Grange Tower, Eastern Avenue, Kuala Lumpur, Malaysia . He asks you to compose a letter for him saying that he is considering upgrading some staff. Ask for details of part – time courses available at the college including the examinations which they lead to. You also need to know the dates of the next intakes.

2.2.4 LETTER OF COMPLAINT

Letter of Complaint

Aim to criticize poor service or goods

There are bound to be occasions in business when you have to make a complaint, or deal with one. When you have a genuine complaint you will feel angry but remember that the other party may not to be blame . They may have a perfectly good defense. Therefore, your letter should be confined to a statement of the facts followed by an enquiry about what the company will do about it or a suggestion of how you expect the matter to be dealt with. At all costs avoid rudeness .This will only cause ill-feeling.

27 June 20..

Dear Mr. Green,

Re: telephone conversation Wednesday 2 June 20..-non-delivery of

It would seem that you have been unable to trace my wardrobe in your warehouse as a further three days have elapsed since our last telephone conversation and my wardrobe has not arrived.

I have now waited for six weeks and frankly, were it not for the fact that it forms parts of a fully fitted (matching) bedroom, would have preferred to cancel my order.

At this stage I would like a guaranteed date of delivery and recompense for the inconvenience you have caused me. I have had to take three days’ holiday to date to await delivery of the aforesaid wardrobe.

I would appreciate your earliest attention to this matter.

Mrs. J. Brown

USEFUL PHRASES FOR LETTER OF COMPLAINT

• I am displeased with the quality of these goods.
• This is causing us a great deal of inconvenience .
• Please look into this and arrange for the goods to be replaced.
• These goods are well below the standard expected .
• I expect to receive a complete refund soon.
• The standard of workmanship is totally inadequate .
• You assured me that you would deliver these goods within one week.

Activity 3 1.5 LETTER OF COMPLAINT

Your boss asked you to order a new dinner service (cups,saucers,plates,etc.)

for the directors dining room . You ordered one that has gold coloured edging.

The set was delivered while you were out for lunch, so your colleague signed

for it without checking the contents. When you opened the package you

noticed that on various items the gold coloured edging is tarnished and flawed.

You cannot accept the goods in this condition. Write a letter to the company

and ask them to arrange for a replacement. You have an important meeting in

a few days time so this is now urgent.

Adjustment Letter

Aim to respond to the complaint and hopefully make amends

Adjustment letter gives an opportunity to investigate, explain and put things right.

2.2.5 LETTER OF ADJUSTMENT

February 3, 2001

Ms. Alma D. Alcantara�EDP Enterprise�Pasay, Paranaque

Dear Mrs. Alcantara:

We are sorry to hear about the poor performance of your new air-conditioning unit.

We suggest that you explain the dissatisfaction you are having to our air-conditioner technical person whom we are sending to your place.

We are always glad to be of service to you.

Jenlyn M. Tapang

• I have looked into this matter and have found out that…
• I am very sorry to hear about...
• Please accept my apologies for any inconvenience caused.
• Thank you for bringing the matter to our attention.
• I sincerely hope that you will have no further problems with this replacement order.

USEFUL PHRASES FOR LETTER OF ADJUSTMENT

Collection Letter

Aim to obtain settlement of a debt.

Collection letters are those sent to customers who do not pay accounts promptly. In such letters tone is very important. The way you write such letters will depend on such factors as the age of the debt, whether the customer is habitually late in settling accounts and any previous reminders issued.

2.2.6 LETTER OF COLLECTION

Dear Mr. Thomas

Invoice No 89746

I see from records that despite two earlier reminders, the above invoice for the sum of 847.69 in connection with our services for the year ending 1 December 200.. has not been paid.

I regret to say that, unless payment is made within the next seven days, I shall have no alternative but to institute legal proceedings for the recovery of the amount.

Yours sincerely�P L Mackintosh�Accounts Manager

• The ability to communicate information in a simple, clear, concise, and precise written form is of great value for a successful manager and for the smooth functioning of his or her organization.
• It is extremely important to plan ahead before writing, as this is essential for achieving clarity of thought and expression. The writer must know his or her audience and purpose and choose the correct words and the appropriate tone to write effectively.
• Revision is also essential to the writing process as it helps the writer clarify or reconsider his or her thoughts.

4. Business letters in all situations should be written with politeness and respect for the other party. There are various types of routine, good-news, and persuasive letters, all of which require a certain organization, tone, and content.

NEXT SESSION PREVIEW

Next session preview

Recruitment Correspondence

Prescribed Text Book

• Taylor, S. (2000), Essential Communication Skills: The Ultimate Guide to Successful Business Communication, Pearson Education Limited.

Supplementary Materials

• Taylor, S. (2005), Communication for business: a practical approach , Pearson Education Limited.
• Falla, T., and Davies, P. A. (2008), Solutions , Oxford University Press

Purdue Online Writing Lab Purdue OWL® College of Liberal Arts

Sales Letters: Four Point Action Closing

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Securing Action

Having convinced your reader that your product or service is worth the price, you want to get action before the reader has a change of mind, before forgetfulness defeats you, before the money goes for something else—before any of the things that could happen do happen. Therefore, a good persuasive closing is essential.

A good action closing—or clincher—should include the following four points:

• clearly state what action you wish the reader to take.
• make that action easy through facilitating devices and careful wording.
• date the action—if possible and appropriate.
• provide a reader benefit as stimulus for action.

1) Clearly State What Action You Wish The Reader To Take

Should the reader order your product or service? Call your office to set up an appointment? Fill out a form? Visit a local dealership or store to see a demonstration? Invite the visit of a sales representative? On finishing your letter, your reader should know just exactly what you want done and how it should be done.

At times, you may have to name two actions and ask the reader to take one or the other. If you possibly can, avoid doing so. Some people faced with a choice resolve their dilemma by doing nothing.

2) Make That Action Easy Through Facilitating Devices And Careful Wording

Facilitating devices: order blanks, order cards, and postcards or envelopes already addressed and requiring no postage—remove some of the work in taking action. Also, your phone number (with area code and extension) are useful if you want the reader to call you. Finally, state your office hours and location if you want the reader to come to see you in person. References to these facilitating devices—preferably directing the reader to use them—reassure the reader that what you are asking is simple and requires little time and effort.

Careful wording: through careful wording, you can also emphasize that what you are asking the reader to do is simple. "Write and let us know your choice" suggests more work than "Check your color choice on the enclosed card." "Jot down," "just check," "simply initial" are also examples of wording that suggest ease and rapidity in doing something. Such wording helps reduce reader reluctance to take action.

3) Date The Action—If Possible And Appropriate

Name the date whenever you need the reader's response by a certain time. Tactfully tell the reader why you need it then—perhaps to meet the deadline for a sale.

4) Provide A Reader Benefit As Stimulus For Action

Always mention some benefit(s) the reader will gain by prompt action. Such a reminder of the desirability of your product or service—some- times called a clincher—comes appropriately at the ending of your letter. It not only provides motivation for the reader, but it also has decided psychological value as well because it emphasizes service attitude—rather than the greed stressed if you end with dollars and cents talk or the mechanics of ordering.

You should always include elements 1, 2, and 4 of the four point action closing when you are writing a letter relating to sales. You should use dated action, item 3, ONLY when it is appropriate for your writing situation.

Some examples of closing paragraphs follow. Determine whether or not they include all elements of the four point action closing needed for a tactful, yet persuasive letter ending.

• Mr. J. B. Nickle, our Memphis representative, will be glad to call at a time convenient for you. Fill out and mail the enclosed postcard, and he will come to your home and explain how your Stair Traveler can make your daily living more pleasurable.
• You can begin to enjoy the unusual reception of a famous Foremost set by placing your order now.
• Call our toll-free number, or mail the enclosed postcard indicating a day and time convenient for our representative to visit you. He'll give you a list of SIB users in the Lafayette area and explain additional advantages of using Superior's Ice Breaker. You can then order your winter's supply and join more than 150,000 apartment and industrial firms who have used SIB for ice-free parking lots.
• If you have any technical questions concerning our products, please call us toll free at (800) 555-9525 and ask for Technical Service. Our staff will be pleased to lend whatever assistance they can.
• We are enclosing an order blank and postage paid envelope for your convenience.

Business growth

Business tips

How to write a business letter: Formatting guide + template

There may be no more comically vague term in the entire business world than the word "business." It means so many things that it really means nothing, and yet you're reading this right now because you probably have a specific business-related need.

You might argue that any letter composed in a business setting could be considered a business letter—and you'd be more or less correct. But with such an impossibly wide and unspecific range of applications, how are you supposed to do business lettering right?

Whatever purpose you have for engaging in this epistolary practice, there are certain rules, expectations, and formatting specs you need to know. Here's how to write a business letter of just about any type in a way that gets the job done.

What is a business letter?

These communications usually follow standardized formats and include expected elements like formal salutations, signatures, contact information, and a body of text focusing on one specific business purpose. It won't likely get you fired if you don't rigidly follow all these rules, but abiding by format expectations can reduce variables, keep your messaging professional, get your message across clearly, and even enable automation .

Types of business letters

There are a lot of different types of business letters because a lot of business things happen at businesses. That's just business facts.

But there are a handful of typical business letter purposes and structures for use cases, ranging from sales to hiring to procurement. Here are some of the most common ones. 

Sales letter: Sales teams use these to pitch a product or service to potential customers.

Business inquiry: This letter is a formal way to ask a company for more information about their products, services, or job openings.

Request for information: Called an RFI for short, this is used to gather detailed information about potential vendors' products or services.

Cover letter: This general introduction letter summarizes an attached document like a resume or job application.

Offer letter: A hiring company sends this to successful job applicants to formalize the hire and outline the details of the position.

Letter of recommendation: A more senior professional who knows you sends this with your job application to get the hiring committee hyped to hire you.

Acknowledgment letter: You can use this boilerplate letter to let someone know you've received something from them.

Letter of resignation: A more formal way to say "I'm quitting," this gives HR dated documentation of your timeline and possibly rationale for leaving.

Parts of a business letter

While the details will vary pretty widely depending on what you're writing it for, there are four essential parts of a business letter that will almost always be there: heading, salutation, body, and sign-off. Here's what goes into each.

These basic details should open any business letter. They'll generally be left-justified at the top of the document, listing:

Your return address

Your contact information

The date the letter was/will be sent

Recipient's address (optional)

In some cases—particularly if you're sending a physical letter to a company—it can be helpful to include the recipient's address in the heading as well. In the digital age, it's not as important since you'll likely send this as an email or attachment. When in doubt, it doesn't hurt to include it, as it can also show you've done your homework. 

Letters don't usually have big title headers labeling them as something generic like "Business inquiry" or "Business letter." But if you're writing one for a well-defined purpose for documentation, like a letter of resignation or offer letter, you could consider it.

2. Salutation

Below your header, you can't just jump right into requesting a quote or quitting a job—you've got to greet the reader. This will go on its own line, equidistant from the heading to the body.

In a business context, you want to be formal but not stilted. "Hey!" won't be taken seriously, while "Greetings, Sir" comes across like an alien trying to act like a human. 

"Dear _____," is always a safe choice. Fill in the recipient's full name or replace their first name with a title like "Dr." or "Professor." Always use a name if you can find one. If you can't, use a generalized stand-in like "Dear [company name/department] hiring committee" or "Dear [company name] board of directors."

When in doubt, you could do worse than "To whom it may concern," but it's a little on the impersonal side and should be avoided if possible.

If the heading is the table and the salutation is the plate, the body of the business letter is the big steaming scoop of casserole. This is where you make your case, ask your question, or shoot your shot. This usually takes up the largest portion of the letter, which kind of muddies my analogy.

Body sections can be as short as one sentence—something like "We have received your request and will respond within two business days." But in most cases, they'll be upwards of a few paragraphs. Again, there are no rules for the number of paragraphs. But for longer messages, it can help to map out three:

Paragraph 1: Greet the reader, introduce yourself, and state the purpose of your letter.

Paragraph 2: Follow up with the details of your message. Any background info they need to know or extra context can go here as you make your point.

Paragraph 3: Wrap it up with a quick summary of your main point, let them know what they can do next or what you'll do next, thank them, and close out.

Here are a few pro tips for writing this section:

Focus paragraphs. Each paragraph after the introduction should have one specific focus. Bonus points if you can convey what each paragraph is about in the first sentence.

Be concise. Most professionals have a lot on their plates (to bring the analogy back). Stick to the point, and only include details that are absolutely necessary in the context of the letter.

Adapt the voice. Business communication should be formal and polite but not stilted or effusive. However, if the company you're writing to has a very clear voice and you're writing for a personal matter (e.g., applying for a job), consider adapting your voice to match theirs.

Close it out. Wrap up the body with a conclusion paragraph that succinctly summarizes everything you just said in a couple of sentences.

Next steps. Make sure your recipient knows what to do once they've finished reading. Include actions ("See attached…"), requests ("Please let me know…"), expectations ("I look forward to your response"), or suggestions ("Please consider…").

4. Sign-off

Once you've made your point, all that's left is to stick the landing and get out of there. Every business letter should have a closing section that shows you're finished and gives the recipient clarity on next steps.

Sign-off: Like "Dear" in the salutation, "Sincerely" is a safe sign-off to follow the body with. Depending on the context and familiarity, alternatives like "Best" or "Gratefully" can also work, but this isn't somewhere you want to take risks.

Signature: In the digital age, we don't hand-sign many non-legally binding documents, but if possible, it's a good idea to include one beneath your sign-off. For physical letters, sign it here. For digital ones, consider adding a signature by drawing or typing in a cursive font.

Typed name: Since most people's signatures are borderline unreadable, type up your name below the signature. This leaves no question as to who you are and how to spell your name.

Enclosures: Lastly, if you have any enclosed documents accompanying the letter, don't forget to include them.

How to write a business letter

So you know what a business letter is, what goes into it, and how to structure it. Now it's time to write it. Here's how to write a business letter for just about any occasion in six steps.

1. Identify your purpose

Before you write a word, you should have a clear purpose for your letter. If it doesn't fall into a neat category of letter types, see if you can at least summarize your purpose in one sentence.

Once you have a defined purpose, translate it into words you can inject into your first body paragraph. Your purpose should encompass your needs, who you need to communicate those needs to, and why that person is relevant to those needs.

2. Find a contact

Every letter needs a recipient. While you can employ the generic "To whom it may concern," that lack of specificity also signals to the recipient that you're not invested enough to know who you're talking to.

Before you get started, try to find the contact you need. Look to mastheads, contact pages, staff listings, or About Us pages for listings of personnel by role. Or, have a bot do it for you. AI sales assistant tools like contact crawlers can drag the internet for relevant contacts in a matter of seconds.

3. Follow a consistent format

Business letter formatting should be like underwear: foundational but unnoticed. If the reader is thinking about your formatting, you've probably done something wrong.

The key to formatting is consistency. Maintain the same font, size, spacing, and margins throughout the document. When in doubt, left-justify all the text, but you can also consider these professional letter format options:

Block: Everything is left-justified with no additional indents to the first lines of paragraphs. Instead, you'll have an extra space between paragraphs. To avoid huge white spaces, you'll want to maintain 1"-1.5" paragraph spacing—ideally 1" or 1.15". This is a can't-miss standard option.

Modified block: A variation on block formatting, this one's a bit more dynamic. Start with block formatting, but add a twist: move non-paragraph elements like the heading, sign-off, and signature to the right margin. It's a small difference but a more visually engaging one.

Semi-block: Like block formatting, everything is left-justified in this format. The difference is that new paragraphs have indented first lines, generally 0.5". Since this visually differentiates new paragraphs, you should cut out any additional spaces between paragraphs. Keep this one at 1.5"-2" paragraph spacing, ideally double, to promote readability. This is a more formal option.

4. Write with intention

You'll spend most of your time in the body section, and that's where you'll really drive your point home. Every paragraph should contribute to the purpose you identified from the outset, and every word should advance your goal. 

As you write your body paragraphs, it's crucial to maintain a consistent, professional tone. Keep it in the second person—since you're writing to an individual, address them as "you" when you need to refer to them.

Not sure how to get your tone right? You can always try using an AI text generator or chatbot to help out by:

Writing an effective introduction

Turning your rough ideas into full letter bodies

Giving you new phrasing options

Rephrasing your own words into a different tone

Adding humor or other personal touches

Giving you suggestions for improvement

5. Keep it short

This goes for your paragraphs and your letter as a whole. No one wants to sift through huge blocks of text to get to the point of a letter they know has an actionable intention.

There's no hard-and-fast rule here—it's really more of a feel. But generally try to limit paragraphs to four to six lines. If possible, keep the entire letter to one side of one page. 

If you're sending your letter by email or webform, compose it in a text editor like a Google Doc first. This should give you access to more formatting features and a visualization of what fits on one page.

6. Copy edit

Do I believe that meaning is fluid and grammar is a subjective construct? Yes and yes. Do I believe business letters should be as grammatically sound as possible? Also yes.

Your letter may not have to have 100% perfect grammar and formatting in order to communicate your message effectively, but each mistake is like another ding in your authority armor. You can try composing your letter in or running it through one of the many writing or editing apps on the market. While Word and Google Docs have their own native spelling/grammar checkers, these AI-driven applications can pick up on much more nuanced linguistic quirks and even suggest clearer phrasing alternatives.

Business letter format example

By now, you may be wondering what a business letter looks like in practice. More specifically, you may be wondering what an AI-generated RFI about Guy Fieri's free Food Network cooking classes looks like. Incredibly, that's exactly what I've got for you in this very section.

For reference, I used standard block formatting.

Business letter template

This simple business letter template should give you the foundation you need for just about any use case. Just replace the text with your information, delete the sections you don't need, copy edit, and you're ready to go.

Here are a few additional tips for customizing it:

Font: We opted for a Zapier-style font, which can suit more casual digital business messaging. But for an even more formal look, opt for the traditional Times New Roman.

Format: This is the standard block format , but feel free to adjust to modified block or the more traditional semi-block.

Date: This should be the date sent, not necessarily the date you start the draft.

Recipient contact information: Exclude this if it's not available or relevant.

Enclosures: Exclude this if you're not enclosing any additional documents.

How to write a business letter with automation

Now that you know how to write a business letter, it's time to throw in a little automation to make it even easier. By using Zapier 's no-code automations, you can build your own custom business letter workflows that combine your favorite applications.

For example, you can create and autopopulate a Google Docs template straight from the other apps you use. Here are a few other ideas to get you started.

Save new Google Docs documents to OneDrive

Automatically create a Google Docs document every week

Send email via Gmail when there is a new Google Document

Create new Google Docs before a Google Calendar event

Zapier is the leader in workflow automation—integrating with 6,000+ apps from partners like Google, Salesforce, and Microsoft. Use interfaces, data tables, and logic to build secure, automated systems for your business-critical workflows across your organization's technology stack. Learn more .

Business letter FAQ

How do you write a simple business letter.

Here's how to write a simple business letter:

Put your name and address in the top-left corner.

Below that, type the full date.

Follow that with the recipient's contact information.

Start the message with a salutation like "Dear [name]."

Open the message body by introducing yourself and the purpose of your letter.

Write as many paragraphs as you need, but try to keep it to one page.

Below the body, write a sign-off like "Sincerely," followed by your signature and then your typed name.

If enclosing documents, list enclosures below that.

What is the correct format for a business letter?

Most business letters have a block format. This has 1" margins on all sides, standard 12-point font, single or 1.15" spacing, a space between paragraphs with no first-line indentations, and left justification for all text.

How do you start a professional letter?

A professional letter should start with "Dear" followed by the recipient's full name. If the recipient has a title like "Dr.", include that as well. If you don't have a specific recipient, use "To whom it may concern." 

Related reading:

What is business process automation (BPA)?: Definition and tips

Business objectives: How to set them (with examples and a template)

How to automate your email

Email etiquette: How to ask people for things and actually get a response

How to write a memo (and all the templates and examples you could need)

Get productivity tips delivered straight to your inbox

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Bryce Emley

Currently based in Albuquerque, NM, Bryce Emley holds an MFA in Creative Writing from NC State and nearly a decade of writing and editing experience. His work has been published in magazines including The Atlantic, Boston Review, Salon, and Modern Farmer and has received a regional Emmy and awards from venues including Narrative, Wesleyan University, the Edward F. Albee Foundation, and the Pablo Neruda Prize. When he isn’t writing content, poetry, or creative nonfiction, he enjoys traveling, baking, playing music, reliving his barista days in his own kitchen, camping, and being bad at carpentry.

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Structuring messages logically

Whether you are composing a business letter, a fax message, a memo or an email, the general rules for structuring the body of the message are the same. A well-structured document written in good business language is the core of effective communication. This section will help you to get past that blank page and start creating well-structured documents that will achieve your objectives.

Four-point plan

Many messages are short and routine. You can write or dictate them without any special thinking or preparation. However, documents that are not so routine need more thought and careful planning. Here is a useful, simple framework for structuring all written messages. I’ve been using this structure in my training ...

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4.3: Writing Business Letters

Learning objectives.

• Plan, write, revise, and edit letters that are organized, complete, and tailored to specific audiences.

As one of the most formal documents you can send, a letter conveys a high degree of respect to its recipient. Sending a letter is your way of saying that the recipient matters. Letters are usually one- to two-page documents sent to people or organizations outside of the organization from which they’re sent, whereas memos are equivalent documents for formal communications within an organization (see §4.2 ).

Choosing the Letter Format

Though we use email for many of the occasions that we used to send letters for before the twenty-first century, letters (rather than emails) are still sent for several purposes:

• Cover letters to employers in job applications
• Thank-you letters and other goodwill expressions
• Letters of recommendation (a.k.a. reference letters)
• Letters of transmittal to introduce reports or proposals
• Campaign initiatives, such as for fundraising or political advocacy
• Official announcements of products, services, and promotions to customers
• Claims and other complaints sent to companies to create a formal paper-trail record as evidence in case matters escalate into the court system
• Formal rejection notices to job or program applicants
• Collection notices to people with overdue payments

In these cases, letters offer the advantage of formality, confidentiality (it’s illegal to open someone else’s mail), and a record of evidence.

There are two main types of letters: block-style letters and modified-block style . The block style used by organizations has a company letterhead at the top, whereas modified-block letters are typically written independently by individuals. Though you may see minor format variations from company to company, letters have 10-12 major parts, each of which we’ll examine for the conventions that, if followed, show that you are able to write to a high standard of formality should the occasion call for it.

Letter Parts

4.3.1: return address or company letterhead, 4.3.2: date line, 4.3.3: recipient address, 4.3.4: subject reference.

• 4.3.5: Opening Salutation

4.3.6: Message Opening

4.3.7: message body, 4.3.8: message closing, 4.3.9: closing salutation, 4.3.10: signature, 4.3.11: signature block, 4.3.12: enclosure notice.

Before delving into this in detail, however, let’s review the advantages, disadvantages, and occasions for choosing letters during the channel selection process.

Table 4.3 Excerpt: Letter Pros, Cons, and Proper Use

The first piece of information in a letter is usually the sender’s address. In block-style letters, the address appears as part of the company letterhead in the header, under or beside the prominently displayed and brand-stylized company name and logo. Use a company letterhead template whenever writing on behalf of the company you work for; never use it for personal messages (e.g., reference letters for a relative) not authorized by the company. The company letterhead address usually appears in the one-line style following the format given below:

[Street number] [Street name] [Street type], [City or town], [Provincial abbreviation] [two spaces] [Postal code with a single space in the middle]

Example:    1385 Woodroffe Avenue, Ottawa, ON  K2G 1V8

See §4.1.3 below for more on address styles. The letterhead also includes other contact information such as phone and fax numbers, as well as the company web address. Some company letterhead templates move some or all of these parts, besides the company name and logo, to the footer so that the whole page is framed with company branding. For dozens of letter template examples, go to open a blank new document in MS Word and type “letter” into the document type or go to Letters (Microsoft Office, 2021).

Because modified-block-style letters are sent by individuals unaffiliated with a company, they typically include only the sender’s two-line address at the top, which divides the above address style in half so that the street number, name, and type go on the first line (with no comma at the end), and the city/town, provincial abbreviation, and postal code go on the second, as shown below:

1385 Woodroffe Avenue Ottawa, ON   K2G 1V8

In both styles of address, strike a formal tone by fully spelling out the street type rather than abbreviating it (e.g., Street , not St .; Avenue , not Ave. ; Road , not Rd. ; Crescent , not Cres. ; Boulevard , not Blvd. ; Court , not Crt. ; etc.). However, using those abbreviations is fine in informal, personal letters.

A distinguishing feature of the modified-block style is that the sender address is justified (flush) to the vertical middle of the page (i.e., the left edge of its text lines up with it) rather than the left margin. Do this by highlighting the two address lines, then clicking and dragging the base of the left-margin tab in your word processor’s ruler right to the vertical midpoint of the page. If your page has 2.5cm margins, that would be at around the 8.25cm mark. Note that modified-block-style letters place the sender’s address on the first line below the header (i.e., about an inch or 2.5cm from the top edge of the page) and don’t include the sender’s name at the top of this address block. The reader can find the sender’s name by darting their eyes down to the signature block at the bottom.

In some circumstances, you may want to use block-style letters with a letterhead when writing on your own behalf rather than for a company. When writing a cover letter, for instance, you can stylize your name prominently as if it were the name of a company so that it stands out in a larger font in bold typeface, possibly in an eye-catching colour. Because this appears in the header margin, adopting the block style has the additional advantage of placing your name and contact information automatically on every page so that consistent personal branding extends to the one- to two-page résumé that follows, including the references page that would be separated out for confidentiality reasons ( see the chapter on employment communication for more information ).

Return to the Letter Parts menu

In a formal letter, the date must follow the unambiguous style that fully spells out the month, gives the calendar date, a comma, and the full year (e.g., April 25, 2020). In block-style letters, this appears left-justified (its left edge lines up with the left margin) often with 2-3 lines of space between it and the company letterhead above it and, for symmetry, as much between it and the recipient address below.

In modified-block-style letters, however, the date often appears as the third line of the sender address block. Its left edge therefore lines up with the vertical middle of the page. Only one line of space should separate the date line from the recipient address below. After this, block-style and modified-block letters are formatted in the same way until you get to the signature block at the bottom.

No matter what style of letter you use, the recipient address is left-justified, begins with the recipient’s full name on the top line, and follows with their mailing address on the lines below in the format options given in Table 7.1.3 below.

Table 4.3.3: Standard Letter Address Format for Company and Personal Recipients

Notice that commas follow only (1) the recipient’s name if followed by a professional role (capitalized) or credentials abbreviation and (2) the city or town. Two spaces separate the provincial abbreviation (PA) from the postal code, which has a single space in the middle dividing the six alpha-numeric characters into two groups of three for readability. Though you sometimes see addresses that fully spell out the province, rather than abbreviate it, and have only one space between the province and postal code, the style given above is dominant and has the advantage of being more concise and clearly distinguishing the province from the postal code without crowding the line with commas. Keep the end of each line free of any punctuation.

Like a subject line in an email, letters can have subject lines that indicate the topic or purpose. The same titling principles as email apply (see §4.1.3 ), only the letter’s subject reference begins with “ Re: ” or “RE:” and is entirely in either bold typeface or all-caps, but not both. You might also see it positioned above or below the opening salutation, but usually above. Like all the text blocks besides the date line, a blank line of space separates this from the other parts above and below.

4 .3.5: Opening Salutation

The most common opening salutation for a letter is given in Table 7.1.5 below:

Table 4.3.5: Opening Salutation

The Dear, title, full name, and colon all signal formality. Variations in formal letters include omitting the title or the first name, but not both at once. Omit the title if you’re at all concerned about its accuracy. For instance, if the recipient’s first name is a unisex name and you’re not sure it the recipient is male or female, skip the gender title to avoid offending the recipient by assuming the wrong gender. Unless you’re sure that the recipient prefers Mrs. (indicating that she is married) over Ms. because she’s used it herself, Ms. might be the safer option. Avoid the title Miss because it’s no longer commonly used and appears outdated. If you’re addressing someone who identifies as non-binary, then Mx. might be best if you must use a title, or just no title at all. Other considerations in the opening salutation include the following:

• Using the recipient’s first name only is appropriate only if you know the recipient well and you are on a friendly, first-name basis.
• Using a comma instead of a colon is appropriate only for very informal letters.
• To whom it may concern: is an appropriate opening salutation only if you really intend for the letter to be read by whomever it is given to, as in the case of a reference letter that an applicant gives copies of to potential employers. Otherwise, every effort should be made to direct the letter to a particular person, especially cover letters. If an employer has deliberately omitted any mention of who is responsible for hiring an applied-for position, addressing the person by professional role (e.g., Dear Hiring Manager: ) is acceptable ( see the chapter on employment communication for more information ).

Letters can be used for both direct- and indirect-approach messages depending on the occasion for writing them. Consistent with what we saw in §3.1 , direct-approach letters get right to the point by stating their main point or request in a paragraph of no more than a sentence or two. Letters organized with openings like this lend themselves to positive or neutral messages. Ideal for formally delivering bad-news or persuasive messages, indirect-approach letters begin with a buffer paragraph—again, this may only be a sentence or two—just to say some nice things before getting to the bad news or difficult request in the body of the message. (See §3.1.2 for more on the indirect approach).

Whether the opening takes the direct or indirect approach, the body supports this with explanatory detail (see §3.1 above on message bodies). Ensure that your message body abides by the 6 Cs of style (see §2.3 ), especially conciseness, because a letter should only be a page or two. If appropriate for the content, use effective document design features such as numbered or bulleted lists to improve readability (see §2.4.5 above). For instance, if your letter contains a series of questions, use a numbered list so that the reader can respond to each with a corresponding numbered list of his/her own.

Message body paragraphs should be proper three-part paragraphs. Like all other text blocks throughout (except for the return address above and signature block below in a modified-block letter), every line in the message body must be flush to the left margin, including the first. In other words, rather than indent a paragraph’s first line as novels do to mark where one paragraph ends and another begins, separate them with a blank line. Brevity in formal letters limits the number of paragraphs to what you can fit in a page or two.

The closing mirrors the opening with a sentence or two meant to wrap up the letter with something relevant to the topic at hand (see §3.1 on message closings). Because of their formality, letters almost always end with a goodwill statement, such as an expression of gratitude thanking readers for their attention or consideration. For instance, cover letters thank readers for their consideration, invite them to read the enclosed résumé, and express interest in meeting to discuss the applicant’s fit with the company in person, since getting an interview is the entire point of an application. A thank-you letter will thank the recipient again, and a recommendation letter will emphatically endorse the applicant. Even letters delivering bad news or addressing contentious situations should end with pleasant statements rather than hostile or passive-aggressive jabs.

A simple Sincerely or Cordially are standard business letter closing salutations that signal the formal end of the message, much like the opening salutation signaled the beginning of the message proper. A more personal letter sent to someone you know well may end with Yours truly (with the second word all lowercase), but don’t use this with someone you’ve never met or with anyone you want to maintain a strictly professional relationship with. Always place a “hanging comma” at the end of the line, as you can see in Table 4.3.10 below.

Your signature is a guarantee of authorship that carries legal weight. In a printed letter, leave enough space—usually about three single-spaced lines—to autograph your signature by hand. When sending a letter that you write and submit completely electronically, you have two options for an electronic signature, as explained in Table 4.3.10 below. Of the two, an image of your hand-written signature looks much more professional than a typed-out version using a simulated handwriting font. The hand-written image gives the impression that you are adept at technology.

Table 4.3.10: How to Make Signatures for Electronically Written and Sent Letters

Don’t cut corners when assembling an image of your handwritten signature. For instance, taking a smartphone photo of your signature rather than scanning it will look amateurish because the background will probably be greyish or another off-white shade that will clash with the pure white of your page background. Also, drawing your signature with your computer’s mouse or touchpad will look shaky like it was signed by a seven year-old. The inserted signature image must be seamlessly integrated and smoothly drawn for it to look professionally done.

Besides giving the impression that you’re adept at technology, making an image file of your handwritten signature for electronic letters also sets you up for using it repeatedly to sign contracts and other documents electronically. If current labour trends take us to a predominant gig economy (Nazareth, 2017) , having a shortcut for signing emailed contracts will save you time. Unless you’re sent a contract via DocuSign or an equivalent technology solution to legally sign documents in a secure manner, a PDF contract sent to you would otherwise require printing it out, signing it, scanning it, and emailing it back. With a signature image, you can just drag and drop your signature into the document after downloading it, re-save it as a PDF, and email it back to the employer in a minute or two.

Though the simulated signature is certainly easier to put together, it carries with it several problems: it looks lazy and even tacky, carries no legal authority, and may not appear as a simulated signature font when it’s opened by the recipient on another computer. If it’s opened on, say, a Mac computer when you wrote it on a Windows-based PC, the signature might be converted into 25-pt. Arial font, making the recipient wonder why you chose a font that looks nothing like handwriting for your signature. The reason is that the recipient’s computer didn’t have the signature font you chose, or something was lost in translation and your signature was rendered into a different font. For these reasons, using an image of your actual signature is better.

The signature block clarifies the sender’s name in full, since handwritten signatures are rarely legible enough. The sender’s professional role follows the full name either on the same line (with a comma in between), if both the name and role are short enough, or on the second line if they are too long together. On the line below the sender’s name and role can appear the name of the company, followed on the next line by the sender’s work email address. All these lines are single-spaced. If you are writing independently, putting your email address and phone number on the line(s) after your printed name depends on whether or not you used a simple modified-block style address at the top. If you did, you should add your contact info to the signature block. If you used a personal letterhead, perhaps for a job application cover letter, then you need not include anything more than your full printed name in your signature block.

Sometimes letters are written on someone else’s behalf, perhaps by an administrative assistant. In such cases, the signature and typed-out name of the person responsible for the letter is given at the bottom, then the initials of the person who typed it appear after a line of space below the last line of the signature block.

Just as emails can include attachments, letters are often sent along with other documents. Cover letters introduce résumés, for instance, and letters of transmittal introduce reports to their intended recipients. In such cases, an enclosure notice on the very last line of the page (above the footer margin) tells the reader that another document or other documents are included with the letter. This would look like the following:

Enclosures (2): Résumé, Portfolio

For other documents included with the letter, simple, brief titles such as Brochure or Thank-you Card would suffice. Separate each with a comma if you have more than one.

4.3.13: Before Sending Your Letter

Given the importance of the letter you’re writing, especially if it has to do with employment, editing is crucial to your career success. Even a single writing error in a cover letter, for instance, is enough to prompt the reader to dump it in the shredder without even glancing at the enclosed résumé, making the applicant’s efforts useless. Apply revising and proofreading techniques to ensure that the letter fulfills its purpose and represents you well through its flawlessness.

Ensure also that your letter meets all expectations for standard business letter format. In North America, the page must be 8.5″ x 11″ (21.6 x 27.9cm) with one-inch (2.5cm) or 3cm margins all around. Though letterhead and graphic elements may go in the header and footer for company branding purposes, the side margins must remain blank. Make the font 12-point Times New Roman or a similar serif font, or alternatively a sans-serif font such as Arial, but definitely not something exotic like Papyrus (see §2.4.3 on font). Single-space the text by ensuring that the line spacing is 1.0 in your word processor, which may be different from your word processor’s default (the MS Word default is 1.08). Adjusting the default setting that adds additional line spaces every time you hit the Enter or Return key is essential to avoiding the effect of the line spacing looking like it’s double even when you indeed set it to single (see §2.4.4 for more on line spacing).

Though letters sent electronically can be attached in emails or uploaded to a website, hard-copy letters must be printed out and signed. Those mailed on their own or perhaps with one or two enclosed pages can be folded twice to make three horizontal panels of equal height so that the letter fits in a standard 4 1/8″ x 9 1/2″ envelope. When a hard-copy letter covers extremely important documents (e.g., a mailed job application or report), consider sending them pristinely unfolded in a 9″ x 11.5″ envelope.

Finally, ensure that you leave enough time for your letter to arrive at its destination if punctuality is a factor. Though letters sent to a destination within your city may take only a couple of days to get there, those sent across the country may take a week or longer depending on weekend and holiday slow-downs (e.g., letters sent during the Christmas holiday season take longer to arrive). Email has largely replaced hard-copy letters because it ensures that a message gets to its destination the instant you press Send , so send letters when urgency isn’t an issue.

Additional Resources 

For more perspectives on business letters, including slight format variations, see the following resources:

• How to Format a Business Letter (Doyle, 2018)
• Writing the Basic Business Letter (Purdue OWL, n.d.)

Key Takeaway

• Using the company letterhead template you designed for Exercise #1, write a letter that you would send to everyone in your customer contact database advertising a new product or service that you would offer in the career you’re training for.
• If you did the email assignment at the end of §4.1.11 , revise it in the form of a personal modified-block-style letter (invent details as necessary, including Dr. Emily Conway’s company name and address for the recipient address block). Ensure that it is perfectly written in a formal style.

Connormah. (2009, August 28). Galileo signature. Wikimedia Commons . https://commons.wikimedia.org/wiki/File:Galileo_Signature.svg

Doyle, A. (2018, April 6). How to format a business letter. The Balance Careers . https://www.thebalancecareers.com/how-to-format-a-business-letter-2062540

Leuca, A. (2008, March 13). Modified block business letter. http://www.savvy-business-correspondence.com/ModifiedBlockBizLetter.html

Microsoft Office. (2021, April 27). Letters. Office Templates . https://templates.office.com/en-us/Letters

Microsoft Support. (2017, April 26). Use Snipping Tool to capture screenshots. https://support.microsoft.com/en-ca/help/13776/windows-use-snipping-tool-to-capture-screenshots

Nazareth, L. (2017, October 17). The gig economy is here – and we aren’t ready. The Globe and Mail . https://www.theglobeandmail.com/report-on-business/rob-commentary/the-gig-economy-is-here-and-we-arent-ready/article36678505/

Purdue OWL. (n.d.). Writing the basic business letter. https://owl.english.purdue.edu/owl/resource/653/01/

4.3: Writing Business Letters Copyright © 2021 by Melissa Ashman; Arley Cruthers; eCampusOntario; Ontario Business Faculty; and University of Minnesota is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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Business Communication  - How to Write a Formal Business Letter

Business communication  -, how to write a formal business letter, business communication how to write a formal business letter.

Business Communication: How to Write a Formal Business Letter

Lesson 7: how to write a formal business letter.

/en/business-communication/business-writing-essentials/content/

How to write a formal business letter

Whenever you need to communicate with another company or share important news, business letters can present your message in a classic, polished style. Unlike internal memos, business letters are usually written from one company to another, which is why they’re so formal and structured . However, letters are also quite versatile, as they can be used for official requests, announcements, cover letters, and much more.

Despite the formality, letters can still have a friendly tone , especially because they include brief introductions before getting to the main point. Regardless of the tone you use in your letter, your writing should remain concise, clear, and easy to read.

Watch the video below to learn about formal business letters.

This lesson focuses on American business letters. Letters written in other parts of the world may have minor differences in formatting.

The structure of a business letter

The business letter’s precise structure is crucial to its look and readability. As you write your letter, you can follow the structure below to create an effective document.

• Opening : Include your mailing address, the full date (for example, July 30, 2017), and the recipient’s name, company, and address. Skip one line between your address, the date, and your recipient’s information. Don’t add your address if you’re using letterhead that already contains it.
• Salutation : Address the recipient using “Dear,” along with their title and last name, such as “Dear Mr. Collins” or “Dear Director Kinkade.” If you don’t know the recipient’s gender, use their full name, such as “Dear Taylor Dean.” Finally, be sure to add a colon to the end of the salutation.
• Body : In the first paragraph, introduce yourself and the main point of your letter. Following paragraphs should go into the details of your main point, while your final paragraph should restate the letter’s purpose and provide a call to action, if necessary.
• Closing : Recommended formal closings include “Sincerely” or “Yours truly.” For a more personal closing, consider using “Cordially” or “Best regards.” Regardless of what you choose, add a comma to the end of it.
• Signature : Skip four lines after the closing and type your name. Skip another line and type your job title and company name. If you’re submitting a hard copy, sign your name in the empty space using blue or black ink.
• Enclosures : If you’re including documents with this letter, list them here.

Another important part of the structure is the layout , which determines how the text is formatted. The most common layout for a business letter is known as block format , which keeps all text left-justified and single spaced, except for double spaces between the paragraphs. This layout keeps the letter looking clean and easy to read.

As stated in Business Writing Essentials , revision is a crucial part of writing. Review your letter to keep it concise, and proofread it for spelling and grammar errors. Once you’re finished writing, ask someone to read your letter and give you feedback , as they can spot errors you may have missed. Also make sure any enclosures are attached to your document and that any hard copies are signed.

After revising the content, consider the appearance of your letter. If you’re printing a hard copy, be sure to use quality paper. Also try using letterhead to give your document a more official look.

Example of a business letter

To see this lesson in action, let’s take a look at a polished business letter by reviewing the example below.

This letter looks great! The structure is perfect, and the text is left-justified and single spaced. The body is formal, friendly, and concise, while the salutation and closing look good. It also contains a handwritten signature, which means it’s ready to be submitted as a hard copy.

Knowing how to write a business letter will serve you well throughout your career. Keep practicing and studying it, and you’ll be able to communicate in a classic style.

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• Letter Writing

Writing a Business Letter: A Step-By-Step Formatting Guide

Last Updated: April 12, 2023 Fact Checked

Sample Business Letter

Starting the letter, writing the body of the letter, closing the letter.

This article was co-authored by Shannon O'Brien, MA, EdM and by wikiHow staff writer, Aly Rusciano . Shannon O'Brien is the Founder and Principal Advisor of Whole U. (a career and life strategy consultancy based in Boston, MA). Through advising, workshops and e-learning Whole U. empowers people to pursue their life's work and live a balanced, purposeful life. Shannon has been ranked as the #1 Career Coach and #1 Life Coach in Boston, MA by Yelp reviewers. She has been featured on Boston.com, Boldfacers, and the UR Business Network. She received a Master's of Technology, Innovation, & Education from Harvard University. There are 9 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 4,807,146 times.

Need to write a polished, professional letter? Whether you’re following up on a job interview or sending in a sales pitch, knowing how to format a business letter is a great skill to have. Most business letters follow an established, easy-to-follow format you can adapt for any situation. In this comprehensive guide, we’ll take you through the process of writing a business letter in full-block format, so you can easily put your professional thoughts on the page and excel in all your business endeavors.

Things You Should Know

• Include your company’s name and address, the date, and the recipient’s name and address at the top of the page before your salutation.
• Use a polite and professional tone to clearly explain what you’re trying to say or what action you’d like the recipient to take. Use as few words as possible.
• Finish the letter with a professional closing like “Sincerely,” followed by your signature, typed name, and address. Proofread before sending.

• Keep your font black throughout your letter, even if you’re composing a business email .

• In modified block formats, the heading, close, and signature are right aligned.
• In semi-block formats, each paragraph is indented.

• Hit “Enter” twice between the first, second, and third body paragraphs, as well as the complimentary close and signature.

• If your company has a pre-designed letterhead, use that instead of typing out your own.

• For example, rather than writing “10/15/12,” write the full date as “October 15, 2012” or “15 October 2012.”
• Putting the date before the month is standard in European countries.
• If you are writing your letter over several days, date it with the day when it was finished.

• Address the letter to a specific individual rather than a full company, so it gets to the right person.
• If you don’t know the name of the person you’re sending the letter to, contact the company to see who you should reach out to for your specific demands.

• If you don’t know the recipient well, "Dear Sir/Madam" is a safe choice.
• The recipient's title and last name can also be used: "Dear Dr. Smith."
• If you know the recipient well and have an informal relationship with them, you may consider a first-name address, like "Dear Susan."
• If you’re unsure of the recipient's gender, type their full name: "Dear Kris Smith."
• Use "To Whom It May Concern" only if you don't know whom, specifically, you're addressing.
• Don't forget a comma after a salutation or a colon after “To Whom It May Concern.”

• The first paragraph is your introduction and states the main purpose or subject of the letter. Avoid going into too much detail, and stick to vague points of interest that’ll keep the recipient reading.
• The second paragraph details specific information about your purpose or subject. Put statistics, data, or first-hand accounts in this paragraph. Your second paragraph could consist of more than one small paragraph, as long as it stays on a single page.
• The third paragraph is your conclusion and restates your purpose or subject. Explain your “main idea” or reason for writing again while giving the recipient an incentive to get back to you.

• Don't concern yourself with flowery transitions, big words, or lengthy, meandering sentences. Your intent should be to communicate what needs to be said as quickly, clearly, and cleanly as possible.
• Be persuasive in your letter and state your needs or wants in a way that makes the recipient want to help you.

• Be aware if you’re writing the letter on an organization’s behalf. If you’re stating the company’s perspective, you should use “we” so the reader knows that the company stands behind your statement.

• Passive: The sunglasses are not designed or manufactured with attention to their durability.
• Active: Your company designs and manufactures sunglasses without attention to their durability.

• Use your best judgment when determining how much personality to reveal. Sometimes adding a little humor is helpful in a business setting, but err on the side of caution before making a joke or telling a story.

• Your call to action could be as simple as, "Please read the attached document and send your feedback," or as detailed as, “Let’s work together to fight climate change by integrating eco-friendly transportation and shipping into our company.”

• "Yours sincerely," "Cordially," "Respectfully," "Regards," and "Yours Truly" are also acceptable and respectable.
• "All the best,” “Best wishes," "Warm regards," and "Thank you" are slightly less formal but still professional.

• Avoid using a colored pen when signing a business letter or professional document. Always opt for black or blue ink.
• If you’re signing the letter on someone’s behalf, write “pp:” before your signature. This stands for “per procurationem,” which means “by agency” or “on behalf of.” [15] X Research source

• For example, you may write, "Enclosures (2): resume, brochure."
• “Enclosures” can also be abbreviated as “Encl.” or “Enc.”

• For example, write: “cc: Mary Smith, Vice President of Marketing.”
• If you’re adding more than one name, list the names in alphabetical order and align the second name underneath the first without the “cc:”

• Ask yourself whether the letter is clear and concise. Are any paragraphs more than 3 or 4 sentences long? If so, determine if you can eliminate any unnecessary statements.

Community Q&A

• Print your letter on 8.5” by 11” or “letter size” paper. Thanks Helpful 0 Not Helpful 0
• Consider printing the letter on your company’s letterhead for an extra professional touch. Thanks Helpful 0 Not Helpful 1
• Business letters are typically 1 page long, but if you go over, repeat the letterhead on the next page with the recipient’s name, the date, and the page number. Thanks Helpful 0 Not Helpful 1

You Might Also Like

• ↑ http://techoutreach.extension.msstate.edu/sites/techoutreach.extension.msstate.edu/files/technology-tips/block-format.pdf
• ↑ https://www.hunter.cuny.edu/rwc/repository/files/business-and-professional-writing/business_letter_handout-major-rev.pdf
• ↑ https://www.dummies.com/article/business-careers-money/business/business-communication/how-to-format-a-business-letter-197799/
• ↑ https://www.btb.termiumplus.gc.ca/tpv2guides/guides/wrtps/index-eng.html?lang=eng&lettr=indx_catlog_b&page=9eT0Xdf-62WM.html
• ↑ https://writingcenter.unc.edu/tips-and-tools/business-letters/
• ↑ https://www.plainlanguage.gov/resources/content-types/writing-effective-letters/
• ↑ http://writingcenter.unc.edu/handouts/business-letters/
• ↑ https://thelawdictionary.org/article/signing-a-letter-on-someone-elses-behalf/
• ↑ https://sba.thehartford.com/business-management/marketing/business-letter-enclosure-notation/

About This Article

To write a business letter, start by putting your company's name and address on the top left-hand side of the page. Then, put the date below that, followed by the recipient's name, job title, and address. At the bottom of the business letter, include your name, job title, and contact information so the recipient can get back to you. Also, make sure you're using a professional font like Arial or Times New Roman to write your letter. For more tips, like what you should include in the body of your business letter, read the article! Did this summary help you? Yes No

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Planning a Business Letter

A business letter is not a place for chit-chat. Unlike business conversations where a certain amount of small talk is used to break the ice, a business letter should be clear and concise. By taking time to plan your letter, you will save time in the writing and proofreading stages. During the planning stage, ask yourself a few simple questions. Jot down your answers to create an outline before you start writing.

Who am I writing this letter to?

Identifying your audience always comes first. Are you writing to more than one person, to someone you don't know, or to someone you have known for a long time? This will help you determine how formal the letter needs to be. You may need to introduce yourself briefly in the letter if the recipient does not know you. You may also need to find out the updated address and title of the recipient. This is a good time to confirm the correct spelling of first and last names.

Why am I writing this letter?

The main reason for the letter should be understood from the subject line and first few sentences. You may cover more than one thing in one business letter, but there will almost always be a general reason for the letter. Identify your main goal and what you hope to accomplish. Review some example reasons why people write business letters on the introductory page of this lesson.

Are there specific details I need to include?

Gather any dates, addresses, names, prices, times or other information that you may need to include before you write your letter. Double check details rather than relying on your memory.

Do I require a response?

Many types of business letter require a response. Others are written in response to a letter that has been received. Before you start writing, determine whether or not you require an action or response from the recipient. Your request or requirement should be very clear. In some cases you may even need to provide a deadline for a response. If you do require a response, how should the recipient contact you? Indicate this information clearly as well. You may want to provide more than one option, such as an email address and a phone number.

How can I organize my points logically?

Think about how you would organize your thoughts if you were speaking rather than writing to the recipient. First you would introduce yourself. Second you would state your concern or reason for writing. After the main content of your letter you would include information on how you can be contacted. The end of the letter is also a place to express gratitude, wish good-luck, or offer sympathy. Here is an example outline:

• Karen Jacobson
• Acquaintance (met twice before, briefly)
• Title: President, The Flying Club
• Address: 44 Windermere Drive, Waterloo, Ontario L1B 2C5
• To invite a board member to remain on the board for a second term.
• Other members suggested that she has enjoyed this position and has been thinking about staying on.
• No other volunteers have come forward to take over at the end of September.
• If she decides to stay on she will need to be available for the national meeting on 5 November.
• Board members who stay for two terms are sometimes asked to take on extra duties, such as taking minutes or hosting social events.
• She will need to respond by 1 September.
• She can contact me by email or phone.
• Return address of our institution
• Karen Jacobson's title and address
• Salutation: Dear Ms. Jacobson
• First paragraph: Introduce myself briefly--remind Karen where we met before. Provide my reason for writing: "I have heard from a number of board members that you may be interested in staying on for a second term. We would be very pleased to have you stay on for another year."
• Second paragraph: Explain what type of commitment this position will involve this year (once a month meetings, national meeting, plus possible extra duties)
• Third Paragraph: Provide deadline for response and how to contact me.
• Closing: Express thanks to Karen for volunteering her time this year

How to Write a Business Plan: Step-by-Step Guide + Examples

Noah Parsons

24 min. read

Updated May 7, 2024

Writing a business plan doesn’t have to be complicated. 

In this step-by-step guide, you’ll learn how to write a business plan that’s detailed enough to impress bankers and potential investors, while giving you the tools to start, run, and grow a successful business.

• The basics of business planning

If you’re reading this guide, then you already know why you need a business plan . 

You understand that planning helps you: 

• Raise money
• Grow strategically
• Keep your business on the right track 

As you start to write your plan, it’s useful to zoom out and remember what a business plan is .

At its core, a business plan is an overview of the products and services you sell, and the customers that you sell to. It explains your business strategy: how you’re going to build and grow your business, what your marketing strategy is, and who your competitors are.

Most business plans also include financial forecasts for the future. These set sales goals, budget for expenses, and predict profits and cash flow. 

A good business plan is much more than just a document that you write once and forget about. It’s also a guide that helps you outline and achieve your goals. 

After completing your plan, you can use it as a management tool to track your progress toward your goals. Updating and adjusting your forecasts and budgets as you go is one of the most important steps you can take to run a healthier, smarter business. 

We’ll dive into how to use your plan later in this article.

There are many different types of plans , but we’ll go over the most common type here, which includes everything you need for an investor-ready plan. However, if you’re just starting out and are looking for something simpler—I recommend starting with a one-page business plan . It’s faster and easier to create. 

It’s also the perfect place to start if you’re just figuring out your idea, or need a simple strategic plan to use inside your business.

Dig deeper : How to write a one-page business plan

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• What to include in your business plan

Executive summary

The executive summary is an overview of your business and your plans. It comes first in your plan and is ideally just one to two pages. Most people write it last because it’s a summary of the complete business plan.

Ideally, the executive summary can act as a stand-alone document that covers the highlights of your detailed plan. 

In fact, it’s common for investors to ask only for the executive summary when evaluating your business. If they like what they see in the executive summary, they’ll often follow up with a request for a complete plan, a pitch presentation , or more in-depth financial forecasts .

Your executive summary should include:

• A summary of the problem you are solving
• A description of your product or service
• An overview of your target market
• A brief description of your team
• A summary of your financials
• Your funding requirements (if you are raising money)

Dig Deeper: How to write an effective executive summary

Products and services description

This is where you describe exactly what you’re selling, and how it solves a problem for your target market. The best way to organize this part of your plan is to start by describing the problem that exists for your customers. After that, you can describe how you plan to solve that problem with your product or service. 

This is usually called a problem and solution statement .

To truly showcase the value of your products and services, you need to craft a compelling narrative around your offerings. How will your product or service transform your customers’ lives or jobs? A strong narrative will draw in your readers.

This is also the part of the business plan to discuss any competitive advantages you may have, like specific intellectual property or patents that protect your product. If you have any initial sales, contracts, or other evidence that your product or service is likely to sell, include that information as well. It will show that your idea has traction , which can help convince readers that your plan has a high chance of success.

Market analysis

Your target market is a description of the type of people that you plan to sell to. You might even have multiple target markets, depending on your business. 

A market analysis is the part of your plan where you bring together all of the information you know about your target market. Basically, it’s a thorough description of who your customers are and why they need what you’re selling. You’ll also include information about the growth of your market and your industry .

Try to be as specific as possible when you describe your market. 

Include information such as age, income level, and location—these are what’s called “demographics.” If you can, also describe your market’s interests and habits as they relate to your business—these are “psychographics.” 

Related: Target market examples

Essentially, you want to include any knowledge you have about your customers that is relevant to how your product or service is right for them. With a solid target market, it will be easier to create a sales and marketing plan that will reach your customers. That’s because you know who they are, what they like to do, and the best ways to reach them.

Next, provide any additional information you have about your market. 

What is the size of your market ? Is the market growing or shrinking? Ideally, you’ll want to demonstrate that your market is growing over time, and also explain how your business is positioned to take advantage of any expected changes in your industry.

Dig Deeper: Learn how to write a market analysis

Competitive analysis

Part of defining your business opportunity is determining what your competitive advantage is. To do this effectively, you need to know as much about your competitors as your target customers. 

Every business has some form of competition. If you don’t think you have competitors, then explore what alternatives there are in the market for your product or service. 

For example: In the early years of cars, their main competition was horses. For social media, the early competition was reading books, watching TV, and talking on the phone.

A good competitive analysis fully lays out the competitive landscape and then explains how your business is different. Maybe your products are better made, or cheaper, or your customer service is superior. Maybe your competitive advantage is your location – a wide variety of factors can ultimately give you an advantage.

Dig Deeper: How to write a competitive analysis for your business plan

Marketing and sales plan

The marketing and sales plan covers how you will position your product or service in the market, the marketing channels and messaging you will use, and your sales tactics. 

The best place to start with a marketing plan is with a positioning statement . 

This explains how your business fits into the overall market, and how you will explain the advantages of your product or service to customers. You’ll use the information from your competitive analysis to help you with your positioning. 

For example: You might position your company as the premium, most expensive but the highest quality option in the market. Or your positioning might focus on being locally owned and that shoppers support the local economy by buying your products.

Once you understand your positioning, you’ll bring this together with the information about your target market to create your marketing strategy . 

This is how you plan to communicate your message to potential customers. Depending on who your customers are and how they purchase products like yours, you might use many different strategies, from social media advertising to creating a podcast. Your marketing plan is all about how your customers discover who you are and why they should consider your products and services. 

While your marketing plan is about reaching your customers—your sales plan will describe the actual sales process once a customer has decided that they’re interested in what you have to offer. 

If your business requires salespeople and a long sales process, describe that in this section. If your customers can “self-serve” and just make purchases quickly on your website, describe that process. 

A good sales plan picks up where your marketing plan leaves off. The marketing plan brings customers in the door and the sales plan is how you close the deal.

Together, these specific plans paint a picture of how you will connect with your target audience, and how you will turn them into paying customers.

Dig deeper: What to include in your sales and marketing plan

Business operations

The operations section describes the necessary requirements for your business to run smoothly. It’s where you talk about how your business works and what day-to-day operations look like. 

Depending on how your business is structured, your operations plan may include elements of the business like:

• Supply chain management
• Manufacturing processes
• Equipment and technology
• Distribution

Some businesses distribute their products and reach their customers through large retailers like Amazon.com, Walmart, Target, and grocery store chains. 

These businesses should review how this part of their business works. The plan should discuss the logistics and costs of getting products onto store shelves and any potential hurdles the business may have to overcome.

If your business is much simpler than this, that’s OK. This section of your business plan can be either extremely short or more detailed, depending on the type of business you are building.

For businesses selling services, such as physical therapy or online software, you can use this section to describe the technology you’ll leverage, what goes into your service, and who you will partner with to deliver your services.

Dig Deeper: Learn how to write the operations chapter of your plan

Key milestones and metrics

Although it’s not required to complete your business plan, mapping out key business milestones and the metrics can be incredibly useful for measuring your success.

Good milestones clearly lay out the parameters of the task and set expectations for their execution. You’ll want to include:

• A description of each task
• The proposed due date
• Who is responsible for each task

If you have a budget, you can include projected costs to hit each milestone. You don’t need extensive project planning in this section—just list key milestones you want to hit and when you plan to hit them. This is your overall business roadmap. 

Possible milestones might be:

• Website launch date
• Store or office opening date
• First significant sales
• Break even date
• Business licenses and approvals

You should also discuss the key numbers you will track to determine your success. Some common metrics worth tracking include:

• Conversion rates
• Customer acquisition costs
• Profit per customer
• Repeat purchases

It’s perfectly fine to start with just a few metrics and grow the number you are tracking over time. You also may find that some metrics simply aren’t relevant to your business and can narrow down what you’re tracking.

Dig Deeper: How to use milestones in your business plan

Organization and management team

Investors don’t just look for great ideas—they want to find great teams. Use this chapter to describe your current team and who you need to hire . You should also provide a quick overview of your location and history if you’re already up and running.

Briefly highlight the relevant experiences of each key team member in the company. It’s important to make the case for why yours is the right team to turn an idea into a reality. 

Do they have the right industry experience and background? Have members of the team had entrepreneurial successes before? 

If you still need to hire key team members, that’s OK. Just note those gaps in this section.

Your company overview should also include a summary of your company’s current business structure . The most common business structures include:

• Sole proprietor
• Partnership

Be sure to provide an overview of how the business is owned as well. Does each business partner own an equal portion of the business? How is ownership divided? 

Potential lenders and investors will want to know the structure of the business before they will consider a loan or investment.

Dig Deeper: How to write about your company structure and team

Financial plan

Last, but certainly not least, is your financial plan chapter. 

Entrepreneurs often find this section the most daunting. But, business financials for most startups are less complicated than you think, and a business degree is certainly not required to build a solid financial forecast. 

A typical financial forecast in a business plan includes the following:

• Sales forecast : An estimate of the sales expected over a given period. You’ll break down your forecast into the key revenue streams that you expect to have.
• Expense budget : Your planned spending such as personnel costs , marketing expenses, and taxes.
• Profit & Loss : Brings together your sales and expenses and helps you calculate planned profits.
• Cash Flow : Shows how cash moves into and out of your business. It can predict how much cash you’ll have on hand at any given point in the future.
• Balance Sheet : A list of the assets, liabilities, and equity in your company. In short, it provides an overview of the financial health of your business. 

A strong business plan will include a description of assumptions about the future, and potential risks that could impact the financial plan. Including those will be especially important if you’re writing a business plan to pursue a loan or other investment.

Dig Deeper: How to create financial forecasts and budgets

This is the place for additional data, charts, or other information that supports your plan.

Including an appendix can significantly enhance the credibility of your plan by showing readers that you’ve thoroughly considered the details of your business idea, and are backing your ideas up with solid data.

Just remember that the information in the appendix is meant to be supplementary. Your business plan should stand on its own, even if the reader skips this section.

Dig Deeper : What to include in your business plan appendix

Optional: Business plan cover page

Adding a business plan cover page can make your plan, and by extension your business, seem more professional in the eyes of potential investors, lenders, and partners. It serves as the introduction to your document and provides necessary contact information for stakeholders to reference.

Your cover page should be simple and include:

• Company logo
• Business name
• Value proposition (optional)
• Business plan title
• Completion and/or update date
• Address and contact information
• Confidentiality statement

Just remember, the cover page is optional. If you decide to include it, keep it very simple and only spend a short amount of time putting it together.

Dig Deeper: How to create a business plan cover page

How to use AI to help write your business plan

Generative AI tools such as ChatGPT can speed up the business plan writing process and help you think through concepts like market segmentation and competition. These tools are especially useful for taking ideas that you provide and converting them into polished text for your business plan.

The best way to use AI for your business plan is to leverage it as a collaborator , not a replacement for human creative thinking and ingenuity. 

AI can come up with lots of ideas and act as a brainstorming partner. It’s up to you to filter through those ideas and figure out which ones are realistic enough to resonate with your customers. 

There are pros and cons of using AI to help with your business plan . So, spend some time understanding how it can be most helpful before just outsourcing the job to AI.

Learn more: 10 AI prompts you need to write a business plan

• Writing tips and strategies

To help streamline the business plan writing process, here are a few tips and key questions to answer to make sure you get the most out of your plan and avoid common mistakes .  

Determine why you are writing a business plan

Knowing why you are writing a business plan will determine your approach to your planning project. 

For example: If you are writing a business plan for yourself, or just to use inside your own business , you can probably skip the section about your team and organizational structure. 

If you’re raising money, you’ll want to spend more time explaining why you’re looking to raise the funds and exactly how you will use them.

Regardless of how you intend to use your business plan , think about why you are writing and what you’re trying to get out of the process before you begin.

Keep things concise

Probably the most important tip is to keep your business plan short and simple. There are no prizes for long business plans . The longer your plan is, the less likely people are to read it. 

So focus on trimming things down to the essentials your readers need to know. Skip the extended, wordy descriptions and instead focus on creating a plan that is easy to read —using bullets and short sentences whenever possible.

Have someone review your business plan

Writing a business plan in a vacuum is never a good idea. Sometimes it’s helpful to zoom out and check if your plan makes sense to someone else. You also want to make sure that it’s easy to read and understand.

Don’t wait until your plan is “done” to get a second look. Start sharing your plan early, and find out from readers what questions your plan leaves unanswered. This early review cycle will help you spot shortcomings in your plan and address them quickly, rather than finding out about them right before you present your plan to a lender or investor.

If you need a more detailed review, you may want to explore hiring a professional plan writer to thoroughly examine it.

Use a free business plan template and business plan examples to get started

Knowing what information to include in a business plan is sometimes not quite enough. If you’re struggling to get started or need additional guidance, it may be worth using a business plan template. 

There are plenty of great options available (we’ve rounded up our 8 favorites to streamline your search).

But, if you’re looking for a free downloadable business plan template , you can get one right now; download the template used by more than 1 million businesses. 

Or, if you just want to see what a completed business plan looks like, check out our library of over 550 free business plan examples . 

We even have a growing list of industry business planning guides with tips for what to focus on depending on your business type.

Common pitfalls and how to avoid them

It’s easy to make mistakes when you’re writing your business plan. Some entrepreneurs get sucked into the writing and research process, and don’t focus enough on actually getting their business started. 

Here are a few common mistakes and how to avoid them:

Not talking to your customers : This is one of the most common mistakes. It’s easy to assume that your product or service is something that people want. Before you invest too much in your business and too much in the planning process, make sure you talk to your prospective customers and have a good understanding of their needs.

• Overly optimistic sales and profit forecasts: By nature, entrepreneurs are optimistic about the future. But it’s good to temper that optimism a little when you’re planning, and make sure your forecasts are grounded in reality. 
• Spending too much time planning: Yes, planning is crucial. But you also need to get out and talk to customers, build prototypes of your product and figure out if there’s a market for your idea. Make sure to balance planning with building.
• Not revising the plan: Planning is useful, but nothing ever goes exactly as planned. As you learn more about what’s working and what’s not—revise your plan, your budgets, and your revenue forecast. Doing so will provide a more realistic picture of where your business is going, and what your financial needs will be moving forward.
• Not using the plan to manage your business: A good business plan is a management tool. Don’t just write it and put it on the shelf to collect dust – use it to track your progress and help you reach your goals.
• Presenting your business plan

The planning process forces you to think through every aspect of your business and answer questions that you may not have thought of. That’s the real benefit of writing a business plan – the knowledge you gain about your business that you may not have been able to discover otherwise.

With all of this knowledge, you’re well prepared to convert your business plan into a pitch presentation to present your ideas. 

A pitch presentation is a summary of your plan, just hitting the highlights and key points. It’s the best way to present your business plan to investors and team members.

Dig Deeper: Learn what key slides should be included in your pitch deck

Use your business plan to manage your business

One of the biggest benefits of planning is that it gives you a tool to manage your business better. With a revenue forecast, expense budget, and projected cash flow, you know your targets and where you are headed.

And yet, nothing ever goes exactly as planned – it’s the nature of business.

That’s where using your plan as a management tool comes in. The key to leveraging it for your business is to review it periodically and compare your forecasts and projections to your actual results.

Start by setting up a regular time to review the plan – a monthly review is a good starting point. During this review, answer questions like:

• Did you meet your sales goals?
• Is spending following your budget?
• Has anything gone differently than what you expected?

Now that you see whether you’re meeting your goals or are off track, you can make adjustments and set new targets. 

Maybe you’re exceeding your sales goals and should set new, more aggressive goals. In that case, maybe you should also explore more spending or hiring more employees. 

Or maybe expenses are rising faster than you projected. If that’s the case, you would need to look at where you can cut costs.

A plan, and a method for comparing your plan to your actual results , is the tool you need to steer your business toward success.

Learn More: How to run a regular plan review

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How to write a business plan FAQ

What is a business plan?

A document that describes your business , the products and services you sell, and the customers that you sell to. It explains your business strategy, how you’re going to build and grow your business, what your marketing strategy is, and who your competitors are.

What are the benefits of a business plan?

A business plan helps you understand where you want to go with your business and what it will take to get there. It reduces your overall risk, helps you uncover your business’s potential, attracts investors, and identifies areas for growth.

Having a business plan ultimately makes you more confident as a business owner and more likely to succeed for a longer period of time.

What are the 7 steps of a business plan?

The seven steps to writing a business plan include:

• Write a brief executive summary
• Describe your products and services.
• Conduct market research and compile data into a cohesive market analysis.
• Describe your marketing and sales strategy.
• Outline your organizational structure and management team.
• Develop financial projections for sales, revenue, and cash flow.
• Add any additional documents to your appendix.

What are the 5 most common business plan mistakes?

There are plenty of mistakes that can be made when writing a business plan. However, these are the 5 most common that you should do your best to avoid:

• 1. Not taking the planning process seriously.
• Having unrealistic financial projections or incomplete financial information.
• Inconsistent information or simple mistakes.
• Failing to establish a sound business model.
• Not having a defined purpose for your business plan.

What questions should be answered in a business plan?

Writing a business plan is all about asking yourself questions about your business and being able to answer them through the planning process. You’ll likely be asking dozens and dozens of questions for each section of your plan.

However, these are the key questions you should ask and answer with your business plan:

• How will your business make money?
• Is there a need for your product or service?
• Who are your customers?
• How are you different from the competition?
• How will you reach your customers?
• How will you measure success?

How long should a business plan be?

The length of your business plan fully depends on what you intend to do with it. From the SBA and traditional lender point of view, a business plan needs to be whatever length necessary to fully explain your business. This means that you prove the viability of your business, show that you understand the market, and have a detailed strategy in place.

If you intend to use your business plan for internal management purposes, you don’t necessarily need a full 25-50 page business plan. Instead, you can start with a one-page plan to get all of the necessary information in place.

What are the different types of business plans?

While all business plans cover similar categories, the style and function fully depend on how you intend to use your plan. Here are a few common business plan types worth considering.

Traditional business plan: The tried-and-true traditional business plan is a formal document meant to be used when applying for funding or pitching to investors. This type of business plan follows the outline above and can be anywhere from 10-50 pages depending on the amount of detail included, the complexity of your business, and what you include in your appendix.

Business model canvas: The business model canvas is a one-page template designed to demystify the business planning process. It removes the need for a traditional, copy-heavy business plan, in favor of a single-page outline that can help you and outside parties better explore your business idea.

One-page business plan: This format is a simplified version of the traditional plan that focuses on the core aspects of your business. You’ll typically stick with bullet points and single sentences. It’s most useful for those exploring ideas, needing to validate their business model, or who need an internal plan to help them run and manage their business.

Lean Plan: The Lean Plan is less of a specific document type and more of a methodology. It takes the simplicity and styling of the one-page business plan and turns it into a process for you to continuously plan, test, review, refine, and take action based on performance. It’s faster, keeps your plan concise, and ensures that your plan is always up-to-date.

What’s the difference between a business plan and a strategic plan?

A business plan covers the “who” and “what” of your business. It explains what your business is doing right now and how it functions. The strategic plan explores long-term goals and explains “how” the business will get there. It encourages you to look more intently toward the future and how you will achieve your vision.

However, when approached correctly, your business plan can actually function as a strategic plan as well. If kept lean, you can define your business, outline strategic steps, and track ongoing operations all with a single plan.

See why 1.2 million entrepreneurs have written their business plans with LivePlan

Noah is the COO at Palo Alto Software, makers of the online business plan app LivePlan. He started his career at Yahoo! and then helped start the user review site Epinions.com. From there he started a software distribution business in the UK before coming to Palo Alto Software to run the marketing and product teams.

Table of Contents

• Use AI to help write your plan
• Common planning mistakes
• Manage with your business plan
• Templates and examples

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How to Write a Business Plan Cover Letter That Wins Investors

Business Plan Cover Pages

Ayush Jalan

• December 12, 2023

Writing a business plan cover letter is an important part of presenting your business plan to potential lenders and investors when seeking investment. It’s the first thing an interested investor will read, and it’s your chance to make a good first impression.

In this article, we’ll see an overview of what a business plan cover letter is, why it’s important, and how to write it. We’ll also share a template, some examples, and useful tips you can use to write a formal cover letter for your own business plan and make it stand out.

What is a business plan cover letter?

A business plan cover letter is a formal document that accompanies your business plan and serves the purpose of introducing you and your business venture to potential investors or lenders. In other words, it’s a way for you to sell your business idea and show why you believe in it.

In the same way that a job seeker presents a cover letter alongside their resume to an employer in order to get hired, you need a cover letter to go alongside your business plan in order to secure funding or a business loan.

Why is a business plan cover letter important?

Through a cover letter, you show the investor why you are a good fit, what value your business can bring to them, and why they should invest in your company instead of your competitor.

To increase your chances of getting funding, it’s wise to tailor your cover letter based on the investor reading it. This means researching the companies the investor has previously invested in, their risk tolerance, and the values they look for in a business partner.

Although your business plans already details all crucial data, the cover letter should provide a glimpse into the current financial position of your company, including its profitability, debt, projections, and more.

The idea here is to let the investor know what they are getting into and reduce uncertainties. If they like your cover letter, they will be more interested to go through the whole business plan and ask questions before investing .

How to write a business plan cover letter?

Before you start writing a cover letter, make sure you’re done preparing a business plan and that there are no errors in it. A well-written cover letter isn’t going to get you very far if the business plan itself is not properly made.

Once your business plan is ready, follow these steps to write a cover letter:

Step 1. Create a header

The header of your business plan cover letter should include your name, the name of your business, your address, and your contact information. Next, write the date. And finally, write the name of the investor, the institution they are affiliated with, and their address.

If you’re sending the document via email, there’s no need to write a header, and you can jump to addressing the recipient with a formal greeting.

Step 2. Address the recipient

Unless you don’t know the name of the recipient, don’t make the mistake of addressing them as “Dear Investor” as that may give the impression that you haven’t researched the person you’re sending your business plan to.

Addressing the name of the recipient such as “Dear Mr. Green” or “Dear Ms. Jones” sets a good tone and is preferred over a generic greeting.

Step 3. Write a strong opening

The first paragraph of your letter should immediately grab the reader’s attention. This means stating the intent of the letter, the reason you want to work with this investor, and how you will use their money to scale the business.

Explain why you think your business is a good investment opportunity, and mention details such as the type of ownership, legal formation, the structure of the business , its history, and any notable achievements.

Step 4. Support your statements

Claims made without evidence don’t mean much, so you’re going to need to provide some form of data or facts to prove that you’re worth the risk.

This is admittedly hard to do if you’re a startup, since most startups fail. That’s why it’s a good idea to track these key startup metrics to assess your financial position and the overall viability of your business idea.

Step 5. Close with an acknowledgment

The last paragraph of a cover letter should emphasize three things: your interest in working with the investor, the value of this opportunity, and the timeline of how you’re expecting things to happen.

Once done, thank the reader for their time, express your eagerness to see their response, and request a meeting to discuss things further. End the letter with a formal sign-off.

Tips for writing a business plan cover letter

Here are some tips for writing a business plan cover letter:

• Keep the letter short and descriptive, no more than one or two pages.
• Use a formal, conversational tone, and avoid using slang, jargon, and contractions. The easier it is to read your letter, the better.
• Address the reader by name, and avoid using “To Whom It May Concern.”
• Mention your professional background, the competency of the management team, and how it all benefits the business.
• If you’ve acquired funding in the past, highlight the individuals, institutions, or banks that have invested in your company.

Business plan cover letter template

[Your Name] [Your Company’s Name] [Your Address] [Your Contact Information] [Date]

[Investor’s Name] [Investor’s Company Name] [Investor’s Address] Dear [Name of Investor],

I am writing to request your investment in [Your Business Name]. We are [ brief overview of your business ] and we believe that [Your Business Name] has great potential to be a valuable addition to your portfolio.

[Provide a brief description of your current financial situation and how the funds will be used]

[Mention your unique selling proposition]

Please find attached a copy of our business plan which provides more information on our company and product offerings. We would appreciate it if you could take the time to review our plan and offer your feedback. We look forward to working with you.

Thank you for your time and consideration.

Sincerely, [Your Name].

Business plan cover letter example

William Cutler Cutler and Colors Co. 132, My Street, Kingston New York 12401 [email protected] February 17, 2023

James F. Miller Miller Industries Pvt. Ltd. 1234 NW Bobcat Lane, St. Robert, Missouri Dear Mr. Miller,

Cutler and Colors is an emerging fashion retailer in New York City specializing in men’s garments, and we’re looking to expand to six more cities in the U.S. by the end of 2023. With your financial support, we project to double our production and strengthen our supply chain efficiency.

We believe Cutler and Colors will be a valuable addition to your portfolio. We currently have $220,000 of our own funds invested in the business and are looking to raise an additional $500,000. The money will be used to hire more staff, set up new stores, purchase new equipment, and advertise online.

By streamlining our supply chain, we intend to undercut our competitors and offer high-quality garments at an affordable price.

Please find attached a copy of our business plan which provides more information on our company and product offerings. We would appreciate it if you could take the time to review our plan and provide us with your feedback. We look forward to working with you.

Sincerely, William Cutler

Lure investors with a great first impression

Writing a good cover letter is key when presenting your business plan to potential lenders and investors. Your cover letter should be well-written, professional-looking, and tailored to the interests of the investor reading your business plan.

Be mindful of the length of your cover letter; it should be short enough to retain the reader’s interest and long enough to cover the subject. If you’re sending the cover letter over email, it’s a good idea to follow up after some time in case you don’t get a response.

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Frequently Asked Questions

How long should a business plan cover letter be.

Ideally, your cover letter should not exceed one page; if there’s more to add, a maximum of two pages is considered permissible. That said, it’s usually better to write a shorter cover letter than a longer one.

Can I include statistics in a business plan cover letter?

Yes, you can mention data in your cover letter to support your claims, but don’t overdo it since your business plan already highlights your financials and future projections in great detail.

Can I skip writing a business plan cover letter?

If you’re sending a physical copy of your business plan to an investor or lender, it’s absolutely crucial that you attach a cover letter with it. However, a cover letter is not that necessary if you’re sending it via email as you can simply write a note in the body of the email.

About the Author

Ayush is a writer with an academic background in business and marketing. Being a tech-enthusiast, he likes to keep a sharp eye on the latest tech gadgets and innovations. When he's not working, you can find him writing poetry, gaming, playing the ukulele, catching up with friends, and indulging in creative philosophies.

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Popular Templates

Describe the four point plan for structuring business communication?

Four Point Plan For Structuring Messages

Many communications are short and routine. You can write or dictate them without any special thinking or preparation. However, documents that are not so routine need more thought and careful planning. This 4 point plan provides a useful but simple framework for structuring all written communications:

• Why are you writing?
• Set the scene.
• Maybe refer to a previous letter,
• contact or document.
• Give information/instructions.
• Ask for information.
• Provide all relevant details.
• Separate into paragraphs.
• Ensure logical flow.
• Action the reader should take.
• Action you will take.
• Give a deadline if necessary.
• Sometimes all that is needed is a simple one-line closing sentence.

Here is an example of the 4 point plan in this e-mail message.

Best wishes

abc xyz Marketing Manager ST Electronics www.xyz.com

Add your answer:

Four point plan for structuring business communication?

Four Point Plan For Structuring MessagesMany communications are short and routine. You can write or dictate them without any special thinking or preparation. However, documents that are not so routine need more thought and careful planning. This 4 point plan provides a useful but simple framework for structuring all written communications:1. INTRODUCTION (Background and Basics)Why are you writing?Set the scene.Maybe refer to a previous letter,contact or document.2. DETAILS (Facts and Figures)Give information/instructions.Ask for information.Provide all relevant details.Separate into paragraphs.Ensure logical flow.3. RESPONSE or ACTION (Conclusion)Action the reader should take.Action you will take.Give a deadline if necessary.4. CLOSE (A simple one-liner)Sometimes all that is needed is a simple one-line closing sentence.

Describe the principles of effective communication?

The principle of effective communication is to get the point across. Ultimately one idea needs to be transferred from one person to another so that both people understand.

When is it approriate to use actonyms and emoticons in business communication?

Emoticons, never. The only time you may use acronyms in business communication is when they are business related. For example, "POS" is an acronym that means "point of sale" and refers to the cash register--retail management may use that acronym in business communication. Each type of business has its own jargon. Acronyms like LOL and BTW are never to be used. ++++ The above answer suggests that an actonym is the same as an acronym, which is not always so.

What is the quality of a business letter?

A good business letter should be brief and straight to the point. Business letters are important because they provide a source of professional communication between business owners and clients. A successful business, law firm, medical practice, or any other professional outlet understands the advantage of using business letter templates as a useful form of communication. One of the advantages of using a business letter is that it will provide the sender with a proof of communication. Business letters record all types of correspondence that can be referenced for many years and at a person's convenience. We all understand that modern-day technology is changing the landscape of the way that businesses operate. However, business letters continue to be a popular medium that all can understand. Business letters have an advantage over emails because an email requires the opening of the email account. With the increase of maintaining proper records regarding communication between business owners and clients, a business letter is still the best choice. Many businesses today continue to use business letters and therefore require an easy way to produce these letters.

Why is there is specific pattern in letter writing?

The specific pattern of a business letter is directed toward conveying the information necessary to the attention of the recipient and to the result you expect from the communication. A business letter should contain sufficient information to accomplish the goal of the letter by being concise and to the point.

What is the you view point in business communication?

Business communication is communication that promotes a product, service, marketing, or organization; relays information within a business; or functions as an official statement from a company, check sellrest.com for sample. A business demands effective communication, and you can hone your skills and gain valuable new knowledge.

Is point of sale hyphenated?

Point of sale is a business term used to describe when the retail transaction is complete. The phrase "point of sale" is not hyphenated.

Describe why effective communication isn't synonymous with agreement between the communicating parties?

Effective communication simply means you get your point across, it does not mean that the party agree to what is understood.

What is report?

By Business Communication's point of view:- There are basically two types of reports 1. letter 2. Memorandum or Memo Letter is used for inner communication i.e. with in same organization. Memo is used for inter communication outside the organization.

What are the Principles to a good business communication?

Language in business communication should be non verbose, in other words get your point across clearly without being too wordy. Use business terms as much as possible and make your communication suit your audience. For business letters you need to have an introduction to what the letter is about followed by the body of the letter then the conclusion. Summary: # Clear concise language # Consider your audience - who they are and what they represent - their level of understanding # Be reasonably brief - stay within the time frame

What has the author Karen Berg written?

Karen Berg has written: 'God Wears Lipstick' 'How the Heavens Heal' 'The Final Millenium' 'Dios usa lapiz labial' 'Simple light' 'Loud & Clear' -- subject(s): Business, Business communication, Interpersonal communication, Nonfiction, Oral communication, OverDrive, Public speaking 'Get to the point' -- subject(s): Public speaking

What are the applications of fsk?

point to point military communication

What is the definition of point in math?

describe a point

What is the point of MySpace?

communication, connection

Top Categories

Politics latest: Keir Starmer accused of 'rank hypocrisy' by Rishi Sunak after setting out what he'll do to tackle small boat crossings

Labour leader Sir Keir Starmer lays out his party's plans to try and tackle small boat crossings if it wins power. Listen to the latest episode of the Electoral Dysfunction podcast as you scroll.

Friday 10 May 2024 18:30, UK

• Starmer says small boat crossings 'one of the greatest challenges we face'
• Explained: What's in Labour's plan to try and tackle problem
• Darren McCaffrey: Will Labour's plan cut it with voters?
• Starmer says no flights to Rwanda will take off under Labour
• Sunak accuses Starmer of 'rank hypocrisy'
• Electoral Dysfunction:  Jess Phillips says Elphicke defection like 'being punched in gut'
• UK exits recession | Economy 'returning to full health'
• Faultlines:   Can British farming survive?
• Live reporting by Tim Baker

Across the UK, anger is brewing amongst some farmers.  

Protests have already been held in London, Dover and Cardiff, with more planned - mirroring similar tensions seen across Europe in the last six months.     

They say they’re annoyed about cheap foreign imports and changes to subsidies forcing them to give up land in favour of environmental schemes.    

But what does this mean for the food on our table - and does British produce risk becoming a luxury product for the wealthy only?    

On the Sky News Daily , Niall Paterson is joined by West of England and Wales correspondent Dan Whitehead to find out why farmers are so concerned, and speaks to Liz Webster, the founder of Save British Farming, about why she believes eating British isn't just good for our farmers - it's good for the nation's health, too.   

In response to our report, Farming Minister Mark Spencer, said: "We firmly back our farmers. British farming is at the heart of British trade, and we put agriculture at the forefront of any deals we negotiate, prioritising new export opportunities, protecting UK food standards and removing market access barriers. 

"We've maintained the £2.4bn annual farming budget and recently set out the biggest ever package of grants which supports farmers to produce food profitably and sustainably."

The Welsh government said: "A successful future for Welsh farming should combine the best of our traditional farming alongside cutting-edge innovation and diversification. 

"It will produce the very best of Welsh food to the highest standards, while safeguarding our precious environment and addressing the urgent call of the climate and nature emergencies."

👉  Listen above then tap here to follow the Sky News Daily wherever you get your podcasts   👈

Following the defection of the Dover and Deal MP Natalie Elphicke to Labour, Beth, Ruth and Jess discuss the surprise move and whether it could have been handled differently by Sir Keir Starmer.

They also talk about Beth's interview with the former immigration minister Robert Jenrick and his warnings about Reform UK.

Plus, how significant was the defeat of former Conservative mayor of the West Midlands Andy Street? Beth and Jess were both there to tell the story.

And they answer a question on Labour and the Muslim vote, and what the party can do to restore confidence and trust.

Email Beth, Jess, and Ruth at [email protected] , post on X to @BethRigby, or send a WhatsApp voice note on 07934 200 444.     

👉 Listen above then tap here to follow Electoral Dysfunction wherever you get your podcasts 👈

In January 2023, Rishi Sunak made five promises.

Since then, he and his ministers have rarely missed an opportunity to list them. In case you haven't heard, he promised to:

• Halve inflation • Grow the economy • Reduce debt • Cut NHS waiting lists and times • Stop the boats

See below how he is doing on these goals:

The Sky News live poll tracker - collated and updated by our Data and Forensics team - aggregates various surveys to indicate how voters feel about the different political parties.

With the local elections complete, Labour is still sitting comfortably ahead, with the Tories trailing behind.

See the latest update below - and you can read more about the methodology behind the tracker  here .

Speaking to Sky political editor  Beth Rigby , Sir Keir Starmer has defended his decision to allow Tory MP Natalie Elphicke into Labour.

Ms Elphicke was on the right of the Conservative spectrum, and previously defended her sex-offender ex-husband, comments which she apologised for this week following her defection.

Addressing Tory voters, Sir Keir says he wants Labour to be a "place where they who have ambitions about their families, their communities, their country, can join and be part of what we are trying to build for their country".

Asked by Beth if he was ruthless, Sir Keir said: "Yes, I'm ruthless in trying to ensure we have a Labour government that can change this country for the better.

"Not ruthless for my own ambition, not ruthlessness particularly for the Labour Party - I'm ruthless for the country. 

"The only way we'll bring about a change in this country is if we're ruthless about winning that general election and putting in place a government of public service, that’ll be a major change.

"Politics, I believe, should be about public service, that's what I've been about all my life."

More now from political editor Beth Rigby's interview with Labour leader Sir Keir Starmer.

She reminded him that he previously ruled out doing a deal with the SNP - but has not done so for the Liberal Democrats.

Sir Keir again ruled out a coalition with the SNP - adding that he is aiming for a "majority Labour government".

He says Labour needs "to keep working hard, keep disciplined and getting our message across, which is something fundamental to me".

Pushed on his lack of ruling out a possible agreement with the Lib Dems, Sir Keir says: "I'm going for a majority.

"That's the answer I gave you a year ago. It's the same answer I'm giving you now."

Sir Keir Starmer was earlier today pushed on whether Rwanda deportation flights will take off if he was prime minister - although it was not clear if he would cancel flights which had already been organised.

Sky News understood that previously booked deportation flights to Rwanda would still go ahead if Sir Keir entered Number 10. 

But the Labour leader has now gone further.

Speaking to political editor Beth Rigby , Sir Keir has ruled out any flights taking off.

"There will be no flights scheduled or taking off after general election if Labour wins that general election," he says.

He says: "Every flight that takes off carries with it a cheque to the Rwanda government. 

"So I want to scrap the scheme - so that means the flights won't be going."

Sir Keir says he would rather spend the money on his own measures to counter small boats.

"No flights, no Rwanda scheme. It's a gimmick," he says.

By Alix Culbertson , political reporter

Scotland's new first minister has told Sky News that the controversial gender recognition reforms "cannot be implemented."

John Swinney,  who became first minister this week , has faced questions over his stance on gender recognition after MSPs voted in 2022 to pass a bill to make it simpler for people to change their gender without having to obtain a medical diagnosis.

The UK government blocked the bill from being made into law and the Supreme Court rejected a request by the Scottish government for a judicial review.

Asked if he would be fighting to push the bill through, Mr Swinney told Sky News: "The reality of the situation we face is that the Supreme Court has said that we can't legislate in that area. We can't take forward that legislation."

The UK economy is no longer in recession, according to official figures.

Gross domestic product (GDP) grew by a better-than-expected 0.6% between January and March, the Office for National Statistics (ONS) said.

Economists had predicted the figure would be 0.4%.

Prime Minister Rishi Sunak said it showed the economy had "turned a corner".

He told Sky News's Ed Conway: "I am pleased that while there's more work to do, today's figures show that the economy now has real momentum, and I'm confident that with time, people will start to feel the benefits of that.

"We've had multiple months now where wages are rising, energy bills have fallen, mortgage rates are down and taxes are being cut... I'm pleased with the progress that we're making."

Mr Sunak added: "I am confident the economy is getting healthier every week."

You can read more here:

Rishi Sunak has criticised Sir Keir Starmer's position on Rwanda as "rank hypocrisy".

Speaking to broadcasters, the prime minister says the Labour leader has announced things the government is "already doing".

He gives the example of "punching through the backlog, having more law enforcement officers do more, that's all happening already".

"We've announced all of that more than a year ago," the prime minister adds.

"The question for Keir Starmer if he cares so much about that, why did he vote against the new laws that we passed to give our law enforcement officers new powers? 

"They've now used those to arrest almost 8,000 people connected with illegal migration, sentenced them to hundreds of years in prison.

"And if it was up to him, all those people would be out on our streets, so I think it's rank hypocrisy property of his position."

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• May 10, 2024   •   27:42 Stormy Daniels Takes the Stand
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Stormy Daniels Takes the Stand

The porn star testified for eight hours at donald trump’s hush-money trial. this is how it went..

Hosted by Michael Barbaro

Featuring Jonah E. Bromwich

Produced by Olivia Natt and Michael Simon Johnson

Edited by Lexie Diao

With Paige Cowett

Original music by Will Reid and Marion Lozano

Engineered by Alyssa Moxley

Listen and follow The Daily Apple Podcasts | Spotify | Amazon Music | YouTube

This episode contains descriptions of an alleged sexual liaison.

What happened when Stormy Daniels took the stand for eight hours in the first criminal trial of former President Donald J. Trump?

Jonah Bromwich, one of the lead reporters covering the trial for The Times, was in the room.

On today’s episode

Jonah E. Bromwich , who covers criminal justice in New York for The New York Times.

Background reading

In a second day of cross-examination, Stormy Daniels resisted the implication she had tried to shake down Donald J. Trump by selling her story of a sexual liaison.

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Jonah E. Bromwich covers criminal justice in New York, with a focus on the Manhattan district attorney’s office and state criminal courts in Manhattan. More about Jonah E. Bromwich

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