Business Letter in English: Types, Structure, and Examples

My name is York Fern, and I’m an English teacher with international experience. Today, I’d like to share what I’ve learned about a topic that often seems daunting at first — how to write a business letter in English. Over the years, I’ve written dozens of formal letters to foreign schools, universities, and employers. At first, I found it intimidating — business communication felt overly complicated. But with time, I mastered the structure and even grew to enjoy the process.

In this article, I’ll explain the types of business letters, walk you through the structure of a business letter in English, and share tips for formatting. I’ll also include helpful phrases and personal examples. By the end, I hope you’ll feel confident when it’s your turn to write one. Let’s dive in! 🚀

Types of Business Letters in English

Business letters serve different purposes depending on the situation. Here are the most common types I’ve encountered:

• Commercial Offer — a letter offering goods or services to a potential partner. For example, a school may offer a collaboration or exchange program to another institution.
• Application Letter — a formal request, such as applying for a job or educational program. A specific type of this is the Cover Letter, where you introduce yourself and explain your qualifications for a job.
• Letter of Complaint — expresses dissatisfaction with a product, service, or situation. It’s important to stay polite and constructive, offering possible solutions.
• Letter of Apology — acknowledges a mistake or inconvenience. It shows responsibility and willingness to resolve the issue.
• Inquiry Letter — requests specific information, documents, or clarification. For example, a teacher might write to a publisher requesting textbook samples.
• Confirmation Letter — confirms receipt or agreement. For instance, acknowledging an invitation to a conference.
• Letter of Recommendation — written to recommend someone for a job or program. It outlines their strengths and achievements.
• Thank-You Letter — expresses gratitude, such as a teacher thanking a host school after an internship.

Of course, there are other types, but these are the most widely used. No matter the purpose, every business letter follows a standard structure — let’s explore it next.

Business Letter Structure in English

Understanding the correct structure of a business letter is essential for clear, professional communication. A well-organized letter shows respect for the recipient’s time and helps ensure your message is understood. Below is a breakdown of each section, along with formatting tips and examples to help you write confidently.

1. Sender’s Address

This section comes at the very top of the letter and identifies who is writing. It's especially important in printed letters where the envelope may get separated from the content. The address should include the sender’s full name, street address, city, postal code (ZIP code), and country (if writing internationally).

The address is typically aligned to the left or right margin, depending on regional formatting conventions. In British English, the sender's address is usually on the right; in American English, it’s often aligned to the left.

What to include:

• Full name (or company name)
• Street address and number
• City or town
• ZIP/postal code
• Country (if applicable)

Example (UK format, right-aligned):

 Jane Wilson 45 Baker Street London W1U 8EW United Kingdom 

Example (US format, left-aligned):

 Jane Wilson 45 Baker Street London, W1U 8EW United Kingdom 

For email letters: You usually don’t need to repeat the sender’s address at the top, as your contact information will be included in the signature at the bottom. However, for very formal emails or when required for documentation purposes, you can include your full address as part of your electronic signature.

Tips:

• Use professional formatting: no emojis, no fancy fonts — just clear and simple layout.
• If you’re writing on behalf of a company, use the company’s official letterhead when available.
• Check that your address is up-to-date, especially if you expect a reply by mail.

4. Greeting

The greeting — also called the salutation — is the line that directly addresses the recipient. It sets the tone for your entire message, so it’s important to get it right. In business correspondence, greetings should always be polite, professional, and aligned with the formality of the situation.

The most common way to begin a business letter in English is with “Dear”, followed by the recipient’s title and last name. This format is respectful, professional, and universally accepted across industries.

Standard Greeting Formats:

• Dear Mr. Smith, – Use when you know the recipient’s last name and they are male.
• Dear Ms. Johnson, – Use when you know the recipient’s last name and they are female. Ms. is a neutral title that doesn't indicate marital status and is safe to use if you're unsure whether the person is married or prefers Miss/Mrs.

If You Don’t Know the Recipient’s Name:

• Dear Sir or Madam, – A traditional and polite phrase to use when you do not know the recipient’s name or gender. Commonly used in formal inquiries, applications, or complaints.
• To Whom It May Concern: – This is used for very formal or general-purpose letters, especially when the letter might be read by multiple people or passed on internally. It’s often found in letters of recommendation, certificates, and formal attestations. Note: This phrase is always followed by a colon (:) instead of a comma.

Formatting Tips:

• Always capitalize the first word of the greeting and the title (e.g., Dear Mr. Smith).
• End the line with a comma (US style) or a colon (very formal style or British format).
• Leave one line space after the greeting before starting the body of the letter.

Common Mistakes to Avoid:

• Do not use the person’s first name only (e.g., Dear John) in formal business letters — that’s too casual.
• Avoid greetings like Hi or Hello unless you're in ongoing informal correspondence.
• Never forget the punctuation at the end of the greeting line.

Bonus Tip:

If you know the recipient’s title (like Dr., Prof., or Rev.), use it instead of Mr./Ms., for example: Dear Dr. Thomas,

5. Opening Paragraph

The opening paragraph of your business letter sets the stage for everything that follows. Its purpose is simple: state the reason why you are writing — clearly and concisely. Avoid overly long introductions or vague phrases. The recipient should immediately understand what the letter is about.

Common and Effective Opening Lines:

• I am writing to inquire about... — Use this when requesting specific information, such as course details, prices, or partnership terms.
• I am writing in regard to... — This phrase is useful when referencing an ongoing situation or prior communication.
• I am writing to apply for... — A formal and direct way to introduce a job or course application.
• Thank you for your letter of April 10th. — Ideal when replying to a previous message. This shows professionalism and attention to detail.

Example:

I am writing to apply for the English teaching position listed on your website. My name is Anna Ivanova, and I believe my international experience and TEFL/TESOL certification make me a strong candidate for your team.

Tip: Always tailor your first sentence to the context of your message. Avoid clichés or overused phrases that don’t provide value to the reader.

6. Main Body

This is the heart of your letter — the section where you present your case, explain your request, or provide the information the recipient needs. A strong main body follows a clear structure and stays focused.

Best Practices for the Main Body:

• One idea per paragraph: Keep your writing organized and easy to follow. Short paragraphs improve readability.
• Use a formal and respectful tone: Avoid slang, emojis, or overly casual language.
• Be specific: Include facts, dates, numbers, or references to previous correspondence when needed.
• Use numbered or bulleted lists: This helps if you're listing items, steps, requirements, or qualifications.
• Highlight key points with formatting: Use bold or italics for emphasis — but use sparingly and only when necessary.

Example:

I have over five years of experience teaching English to students of various levels, both in-person and online. My qualifications include a TEFL/TESOL certificate and a Bachelor’s degree in Linguistics. I specialize in exam preparation and business English.

In my previous position at Global English Academy, I developed customized lesson plans and helped students achieve an average IELTS score improvement of 1.5 bands within three months.

7. Closing Paragraph

The closing paragraph wraps up your letter and leaves a final impression. This is where you thank the reader, express hope for a response, or provide final instructions or contact details.

Common and Polite Closings:

• I look forward to hearing from you. — Polite and positive, this shows you're expecting a reply.
• Thank you for your time and consideration. — Always appreciated by hiring managers or decision-makers.
• Please let me know if you need any further information. — Encourages continued communication and clarifies your willingness to help.

Example:

I look forward to your response and the opportunity to further discuss my qualifications. Please don’t hesitate to contact me if you need any additional information or documents.

8. Closing and Signature

The final section of your letter consists of a respectful sign-off and your name. This is where formality matters. Choose your closing based on the tone and purpose of your letter:

Formal Closings:

• Sincerely, — The most common and universally accepted closing.
• Best regards, — Slightly less formal, appropriate for most business letters.
• Yours faithfully, — Typically used in UK English when you don’t know the recipient’s name.
• Regards, — Acceptable in emails or less formal communication.

After the closing: Leave a space and write your full name and title (if applicable). In printed letters, leave 3–4 blank lines for a handwritten signature above your typed name.

Example:

 Sincerely,
Jane Wilson
English Teacher

Optional additions: Below your name, you may include your contact information, links to your professional website, or notes such as “Encl.” for attachments.

Tips for Writing a Business Letter in English

• Use standard formatting: readable font (Times New Roman 12 or Arial 11), left-aligned, block style.
• Be concise: get to the point, remove fluff.
• Stay polite: even in complaints, use soft language (e.g., I would appreciate if...).
• Proofread: check grammar, spelling, and names. Ask a colleague to review if possible.
• Adapt tone: UK English is more formal, US English may be more casual. Avoid idioms and humour in international letters.
• Write a clear subject line: For emails, something like Job Application – English Teacher is ideal.
• Mention your qualifications: For example, I always highlight that I have a TEFL/TESOL certificate — it builds trust.

Example of a Business Letter in English

Examples of Business Letters in English

Below are sample business letters for various real-life situations. Each follows a standard professional format and includes useful phrases for teachers, students, and professionals alike.

1. Job Application Letter

Jane Wilson
45 Baker Street
London W1U 8EW
United Kingdom

June 17, 2025

Mr. John Doe
HR Manager
Global English Academy
1250 First Avenue
New York, NY 10001
USA

Dear Mr. Doe,

I am writing to apply for the English teaching position recently advertised on your website. With over five years of classroom and online teaching experience and a TEFL/TESOL certification, I believe I am well-equipped to contribute to your team.

In my previous role at Bridge Language School, I developed tailored lesson plans and successfully helped over 200 students improve their IELTS and TOEFL scores. I bring energy, adaptability, and a passion for student success to every lesson.

Thank you for considering my application. I would welcome the opportunity to discuss how I can support your learners and your school’s mission.

Sincerely,
Jane Wilson
English Teacher

2. Letter of Inquiry

Anna Ivanova
Flat 3A, 12 Victory Ave
Toronto, ON M6K 3T8
Canada

June 17, 2025

Admissions Office
International Language Institute
85 Wellington Street
Sydney NSW 2000
Australia

Dear Sir or Madam,

I am writing to inquire about the availability and enrollment process for your Advanced Business English course. I am particularly interested in any online or hybrid formats you may offer, as I am currently based in Canada.

Could you please provide details regarding course content, duration, cost, and certification? I would also appreciate any information about application deadlines.

Thank you in advance for your assistance. I look forward to your reply.

Best regards,
Anna Ivanova

3. Letter of Complaint

David Thompson
1724 Oak Drive
San Francisco, CA 94110
USA

June 17, 2025

Customer Service Department
EduOnline Support


Dear Customer Service,

I am writing to express my concern regarding ongoing technical issues with the EduOnline learning platform. Over the past two weeks, I have experienced repeated problems accessing video modules and submitting assignments.

Despite following all troubleshooting steps provided on your help page, the issue persists. This has significantly impacted my ability to complete coursework on time.

I would appreciate it if you could escalate this issue to the technical team and provide a timeline for resolution. Thank you for your attention to this matter.

Sincerely,
David Thompson

4. Letter of Recommendation

York Fern
ESL Program Director
Greenfield Language School


June 17, 2025

Admissions Committee
University of Melbourne
Parkville VIC 3010
Australia

To Whom It May Concern:

I am pleased to recommend my former student, Maria Lopez, for admission to your graduate linguistics program. Maria studied English in our intensive program for two years and consistently demonstrated exceptional analytical and communication skills.

She is a motivated learner, an active participant in class discussions, and someone who regularly seeks opportunities to improve. I believe she will thrive in a challenging academic environment such as yours.

Please do not hesitate to contact me for further details.

Yours faithfully,
York Fern
ESL Program Director

5. Thank-You Letter After Internship

Samuel Reed


June 17, 2025

Ms. Laura Chen
Academic Coordinator
Bright Future Academy


Dear Ms. Chen,

Thank you for the opportunity to complete my internship at Bright Future Academy. The experience was both enriching and inspiring. I appreciated the chance to observe experienced teachers, lead classroom activities, and receive valuable feedback.

Your mentorship helped me grow professionally, and I look forward to applying what I learned in future roles. Please extend my thanks to the entire team.

Warm regards,
Samuel Reed

Conclusion

Writing a business letter in English doesn’t have to be intimidating. With a clear structure, polite tone, and a bit of practice, you’ll be crafting professional letters with ease.

As teachers, this skill connects us with global colleagues, schools, and projects. It also empowers our students. If you feel your English needs improvement, consider enrolling in a TEFL/TESOL course. You’ll not only earn an international TEFL/TESOL certificate but also improve your writing skills.

Every time you click “Send” or drop a letter in the mailbox, you're opening doors to new opportunities. Make your letters count — write them well, and success will follow. Good luck! 😊