Business letter template word

Writing a good business letter can take time and effort. It is important to choose the correct wording and to include the right amount of detail. Just as vital is the format of your letter. Make sure you use a professional and proper business letter format, like the traditional block format. Check out our Free Sample Business Letter Template to help you get started. Keep reading after the download block for additional tips and links to other resources.

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Description

Use this template to help write almost any formal business letter, using the standard block format. Simply download it, fill in your name and address information, and write your letter. For examples of what to say in your letter, look through our various sample letters and consult some of the other websites that we’ve linked to.

«No installation, no macros — just a simple letter» — by and Brent Weight

Tips for Writing an Effective Business Letter

• Be concise and stay on topic
• Keep it professional – avoid being too familiar or relaxed
• Be specific in your statements and requests
• Make sure you include enough details to communicate effectively
• If using letterhead, no need to repeat the sender’s address – simply start with the date
• Provide proper contact information
• Use a colon «:» after the Salutation.

More Sample Business Letter Templates

• Sample Resignation Letter — vertex42.com
• Sample Letter of Termination — vertex42.com

References and Resources

• Help on Effective Business Letters and Formats at office.xerox.com — Xerox provides a great overview of a formal business letter format and some other tips and suggestions.
• Parts of a Business Letter at owl.purdue.edu — A very detailed description that can help you know exactly how to format a formal business letter.

Disclaimer: The content on this page is intended for educational use and not to be construed as legal or professional advice.

Customize a heartfelt letter with these templates

In this digital age, getting a handwritten letter in the mail is a rare but wonderful surprise. Although writing out a message takes more effort than just sending a text message, a letter will mean so much more to the recipient. And by writing your letter on custom-made paper, you can personalize your letter even more. Make your letter more graphically appealing in a flash using templates. To start, choose your favorite template on Microsoft Create. You can give your letter a simple look with a modern design, go back in time with a vintage template, or keep it playful with some fun illustrations. Once you’ve picked your template, you can customize your paper to make your letter special. Whether you’re writing a nice note to grandma or want to keep in touch with a pen pal, adding some graphics to your letter will make it so much more memorable. After completing your design, you can print it out, write your letter, and add it to an envelope. Don’t forget the stamp before heading to the post box! Letters are also great to send for special occasions such as weddings and holidays. Enhance any letter or invitation with a personalized celebration template.

You have enough business tasks to take care of, and creating letters from scratch does not have to be one of them. These business letter templates for Microsoft Word can help show you what to write and how to deliver your message professionally.

Let’s take a closer look at some commonly used business letter formats, and how you can format a business letter suited to your needs.

What Are the Common Types of Business Letter Formats?

There are many kinds of business letters written for a variety of purposes. Whether you are writing to a prospective employer requesting information regarding a job opening, or can’t come in to work due to illness, the content will highly depend on your audience and purpose. Let’s take a look at some of the professional business letter templates below:

1. Company/Business Letter of Introduction

A company letter of introduction may be the first communication your potential client, new customer, or business contact receives from your organization. With this in mind, your initial impression is key to the success of that relationship.

Template Lab provides you with templates that come with professional formatting and explains what should be included in the letter. Both of these can help you to start off that communication in the right direction.

Download: Template Lab (Free)

2. Letter of Intent

You can use a letter of intent, or letter of interest, in various business situations, including negotiations, acquisitions, contracts, and purchases. This type of communication can help to ensure that all parties are on the same page with a clear picture of your organization’s intent.

From Vertex42, this template allows you to enter contact information easily and also prompts you to include the necessary information for the letter.

Download: Vertex 42 (Free)

3. Letter of Apology

Be it a customer, your boss, or even a close friend, wording an apology can be a difficult task. You may need to apologize to a customer regarding an order mistake or to your boss for unprofessional behavior.

Template.net offers terrific templates for writing apology notes to a customer, boss, or friend, and you can, of course, edit the letter to suit your situation. This template combination is useful for getting you off to a great start with your I’m Sorry.

Download: Template.net (Free)

Use a Professional Letter Format for Drafting Thank-You Letters

Thank-you letters help you maintain a positive relationship with customers and clients, and help build your reputation. A well-written thank-you note can increase customer loyalty, improve brand perception, and generate more sales. Let’s take a closer look.

4. Donation Thank You

If you are in the business of fundraising or have just organized a single event, then you know that sending your appreciation to donors is a no-brainer. Whether you received a donation in the form of money, items, or time, a brief and sincere note of thanks is in order.

The template from Vertex42 is short and comes with a bonus donation receipt at the end. This is perfect for giving your donors what they need for their taxes while you are thanking them at the same time.

Download: Vertex 42 (Free)

5. Interview Thank You Letter

If you have been on the job hunt, then you know how hard the competition can be. So, if you are lucky enough to land yourself an interview, be sure to follow it up with a thank-you letter.

This template from Vertex 42 has the wording all ready, and you can adjust and personalize it as needed. Just add in the contact information, change it as you like, and send it off for a better chance with your potential employer.

Download: Vertex 42 (Free)

Job-related letters are written to inform, request and provide information. These letters are used in the corporate world and may be required by certain employers, such as HR departments, supervisors, or employees. Let’s take a closer look.

6. Letter of Resignation

When it is time to bid farewell to a current employer, it is almost always proper and often times required to submit a formal letter of resignation. The letter should include your job title and last date of service, at the very minimum.

Template Lab has samples that include language regarding the signing of a contract with your new employer, if needed. Or, you can simply remove this paragraph and complete the rest for a professional and official resignation.

Download: Template Lab (Free)

7. Letter of (Offer) Acceptance

Once you receive a job offer, a letter of acceptance is often necessary. This provides an official acceptance of the position and reiterates its details for a full understanding between parties.

Vertex42 has a template that explains exactly what you should include, and you are able to express your communication in your own words.

Download: Vertex 42 (Free)

8. Letter of (Offer) Rejection

If you have received a job offer that you do not wish to accept, then you will need a letter of rejection. Not only is it a formal way to reject the offer, but it lets you remain professional for a future connection with the interviewer and the company.

Also from Template Lab, this template allows you to express in your own words why you are rejecting the offer, but provides guidance at the same time. You can check out these templates to respond to job rejection emails.

Download: Template Lab (Free)

9. Letter of Termination

If you are currently in a position where terminating employees is part of your job, then having a letter of termination template is a wise idea. For most, this type of task is unpleasant enough, so a template will ease the job.

Another useful job-related template from Vertex42, the letter of termination, walks you through the items needed. With an official and specific date of termination, reasons, prior warnings, and details on company items and compensation, this template is ideal.

Download: Vertex 42 (Free)

10. Letter of Recommendation

An additional template to have handy if you are in a position of authority is a letter of reference. Like it or not, companies lose good employees all the time. And, if someone asks you to provide a reference letter, a template can certainly help you to say the right words.

From Microsoft Office, this template has a little more appeal than the other letter templates, but does not go overboard. The language is professional and to the point.

Download: Microsoft 365 (Free)

Microsoft Word Business Letter Templates

If you are a Microsoft Word user, then you may have already delved into the many templates available.

Simply go to File and then select New to open the template section. You can select Business below the search box and then Letters on the right. Or, just type in the words Business Letters in the search box for results to show up.

11. Bid Acceptance Letter

Most times, an official bid acceptance is required in writing. Keeping a letter template for this situation close at hand means you can rush the communication out and get the ball rolling.

Download: Word Excel Templates (Free)

12. Letter of Authorization

When it is time for the work to begin, you can use a letter of authorization for the official start. This can reiterate the terms and specifics for the job at hand. You can easily adjust it for professional situations.

Download: Word Excel Templates (Free)

13. Freelancer Business Proposal Template

The business proposal letter is used by a freelancer to promote his or her work and pitch the idea to potential clients. The letter should include information on why the client would benefit from hiring the freelancer and examples of previous work.

Download: Template.Net (Free)

Business Letter Templates Can Speed Up Your Workflow

Business letters are a good way to maintain a formal relationship and administrative communication with clients, and prospective and current employees. There are important things to keep in mind as you write business correspondence. Every letter type has its own style and format that helps the reader to understand your message.

Whether you compose business letters on a regular basis or occasionally, having a template can certainly save time and point you in the right direction as to what to write.

Google “business letter templates” and you’ll find either dry Microsoft Word clones or text templates you have to copy and paste and then format yourself. Venngage has brought together professionally-designed templates with wording based on proven examples. All of our templates can be customized. Click any template to get started.

Jump to a business letter template:

• Letter of recommendation
• Employee offer letter
• Termination letter
• Contract termination letter
• Employment verification letter
• Sales letter
• Memo
• Formal business letter

Letter of recommendation template

A former employee reaches out to you. It’s a request for another recommendation letter. As much as you’re looking forward to helping your former report, it’s just another task to add to your plate. Get a head start with a letter of recommendation template–it already has the right formatting, with wording you can make your own. The University of Missouri-Columbia has a short and sweet guide on what to include in your letter of recommendation, including:

• The relationship between yourself and the candidate
• Purpose of the letter
• Candidate’s top strengths (a strong network of contacts etc.)
• Candidate’s personal characteristics (creativity, dependability etc.)
• Candidate’s unique expertise or experiences (a specific project, education etc.)
• A clear endorsement that you are recommending the candidate for the opportunity in question

Try this CREATE THIS LETTERHEAD TEMPLATE in Venngage

Reference letter template

Recommendation letters are also called reference letters. Reference letters focus on an employee’s past work performance, as well as any experience or skills that you believe would qualify them for a new position. A reference letter should be more than two paragraphs, but no more than one page. Ask the applicant what the letter should include before you start writing. The Muse lists sample questions you should ask, such as:

• What should I know about the company or position you’re applying for?
• Should I feature any particular personal strength or project experience?
• Who should I address the letter to? Do I need to know anything about this person?
• Why did you ask me to write this letter (over other past bosses)?

Try this CREATE THIS LETTERHEAD TEMPLATE in Venngage

Employee offer letter template

You’re excited about your new hire. It’s time to draft the letter that officially welcomes them to your company. But wait–don’t dash off that employment offer letter. You want to make sure you’re not using language that makes it seem like the offer letter is an employment contract or agreement. Here’s how to avoid this, according to the SHRM:

• Employee compensation listed as hourly, weekly or per-pay-period (not annually).
• A statement that the employment is “at will,” meaning either party can terminate their relationship at any time, with or without cause.
• Avoid discussing job security, contracts or future employment prospects.
• Include a sentence that the offer letter is only for information and isn’t a binding contract.

Try this CREATE THIS OFFER LETTER TEMPLATE in Venngage

A job offer letter can be as short as two pages, depending on the complexity of the arrangement. We recommend saving a few basic job offer templates that you can reuse again and again to cover full-time, part-time and other situations. You save all of our templates as your own template. You can then make copies without changing the original text.

SHRM again has a no-nonsense guide to what exactly an offer letter should contain, with specific requirements for U.S. companies, such as:

• Exempt vs. nonexempt classification
• List any contingencies such as a reference check or background check clearance
• Enclose a confidentiality agreement
• A caveat that duties listed are not a complete list and are subject to change
• Specific state requirements, some of which Foley lists

Try this CREATE THIS OFFER LETTER TEMPLATE in Venngage

A termination letter can be incredibly difficult for managers to write–whether the reason is layoffs or poor performance. That said, a well-worded termination letter lets you be direct but fair. It will also help shield your company from future legal action. Please note: the termination letter should go hand-in-hand with a private meeting, with an HR rep present says Monster. Here’s what to include in a termination letter:

• Date of letter, date termination is effective
• Name of person being terminated, the company, the manager or HR rep handling the termination
• Why the employee is being terminated and whether it’s a layoff or for cause
• If it’s a termination for cause, include reasons why
• List company property that must be returned and when to return it
• When their final paycheck will arrive and any vacation they’ve accrued
• Benefit information such as health care rights under COBRA or how to roll over their 401(k)

Try this CREATE THIS LETTERHEAD TEMPLATE in Venngage

Termination letter due to COVID-19

Unfortunately, many businesses are being forced to layoff employees due to the current economic downturn caused by the COVID-19 pandemic. To ease the pain of termination, here are some points to include in your termination letter due to COVID-19:

• Explain the financial difficulties the company has encountered and any efforts to avoid layoffs
• Include the total number of positions to be eliminated
• Outline any separation benefits that HR will detail in person, such as an outplacement firm to assist with their job search
• Thank the employee for their contributions to the company

Try this CREATE THIS LETTERHEAD TEMPLATE in Venngage

Business contract termination letter

It’s never easy to terminate a contract, especially with a beloved supplier, contract employee etc. But, with the economic downturn, it’s become increasingly necessary. Just be aware that lack of business due to the COVID-19 pandemic may not be enough to get you (legally) out of a contract, according to Crowell & Moring LLP. Review your contract and when if/when it allows for termination–and get legal advice.

Try this CREATE THIS LETTERHEAD TEMPLATE in Venngage

Employment verification letter template

Always check for the reason for the employment verification letter first. A current employee may need one in order to get a mortgage, a new apartment, a loan for their child’s education etc. A former employee or one who’s departing is a different issue and there could be legal consequences, says Upcounsel, so run your letter by HR before you send it. The employee verification letter should include:

• Your company’s official letterhead
• Your contact information
• The recipient’s contact information
• Only the information requested, no more no less
• A sentence indicating you’re open to answering further questions
• A handwritten signature

Try this CREATE THIS LETTERHEAD TEMPLATE in Venngage

Sales letter template

It’s the eternal question: how do I write a sales letter that’s effective but doesn’t come off as cheesy or too “salesy.” Here’s the secret: answer the question “what’s in it for me,” says Entrepreneur. By focusing on the benefits you’ll provide the customer (not what your business is and what it does), it’s much more likely the customer will take advantage of your offer. Here are some other sales letter best practices:

• Include an introduction, body and conclusion
• The introduction should explain why you’re sending the letter
• The body should be your sales pitch i.e. why your offer will benefit the customer
• The conclusion should summarize your offer and include a call to action
• The call to action means you tell the customer what you want them to do
• Urge the reader to take action right away (a limited time deal etc.)
• The letter should be easy to read. This means using headlines, short paragraphs and short sentences.

Try this CREATE THIS LETTERHEAD TEMPLATE in Venngage

Business memo template

Want to write a memo that actually gets read? Use headings and lists to make your business memo as accessible as possible, says Purdue OWL. Headings should be short but descriptive–think “Team Meeting Moving From Monthly to Weekly” instead of “Team Meeting Update.” All important points should be in a list format; either bullet points or a numbered list. Here’s what should be included in an office memo:

• Heading: to, from, date, subject
• Opening: a short paragraph on what the memo will be about
• Background: the problem you’re solving or the general circumstances
• Task: what you’re doing to solve the problem or the action you were requested to do
• Details: any supporting details, facts or research
• Closing: request action from the reader

Try this CREATE THIS LETTERHEAD TEMPLATE in Venngage

Formal business letter template

While a formal business letter can have many uses, including those we’ve discussed above, typically the format is the same. The Purdue Writing Lab recommends you include the following sections, in this order:

• Sender’s address, unless already included in the letterhead
• Date the letter was written, in this format: January 1, 2020
• Recipient’s address, including their name and title (Ms., Mrs., Mr. or Dr.)
• Salutation, in this format: Dear Bronwyn Kienapple:
• Body: left justified, no indent in the first line, one space between paragraphs
• Closing, first word capitalized only with a comma after: Thank you,
• Enclosures. Write this word if there are documents attached to the letter.

Try this CREATE THIS LETTERHEAD TEMPLATE in Venngage

Official letters template

An official letter requires more than attention to structure, though. You need to know how to write to your audience and get your message across simply and clearly. This U.S. government agency has excellent tips on how to do just that:

• Put your main message at the top. Don’t bury bad news or you’ll confuse your reader.
• After the main message you can start your sentence with “This letter will…(explain why your application was denied, for example)” to explain the contents of the rest of the letter.
• In general, use present tense
• Use “must” to express an obligation and avoid use of the word “shall”
• Limit each paragraph to one topic

Try this CREATE THIS LETTERHEAD TEMPLATE in Venngage

Grant proposal cover letter template

A grant proposal cover letter is the perfect place to draw connections between your initiative and the reader’s mission. Be sure to also include the population you’ll serve and the need your project will meet. Engage the reader with past successes and by illustrating the depth of the need you will serve. According to Candid, your grant proposal cover letter should include:

• An introduction to your project
• The dollar amount requested
• Details on how your project will fulfill the foundation’s mandate
• Any previous communications with the funding organization
• A list of what the proposal contains
• Contact information to answer any questions
• The signature of your nonprofit’s executive director

Try this CREATE THIS LETTERHEAD TEMPLATE in Venngage

Business Letter Template FAQ

How do I get started with creating letterhead in Venngage?

You’ll need to create a free account first. Then, you can access free and paid letterhead templates. Customize them in our simple online editor. You’ll need to upgrade to our Premium or Business plan to download your letter as a PDF (and then print it, if you like). We offer monthly, quarterly or yearly subscriptions.

How can I create letterhead in Venngage?

You have two options:

1. Use one of our pre-made templates. You can customize all the colors, fonts, logos and other details.
2. Start fresh with a blank canvas and create your own design using our drag-and-drop online editor.

I already have letterhead in Microsoft Word. Can I use it in Venngage?

Yes, you can. Convert your letterhead Word file (just the header and/or footer) into a JPG or PNG file format. You can then import this file into a blank Venngage canvas, add a text box and write your letter.

Here’s how you upload an image from your hard drive to your Venngage letter or other project:

That said, you may want to consider using one of our letter templates or recreating your Microsoft Word letterhead in a blank canvas on Venngage. It’s easy to drop in your logo and add brand colors and fonts. You can copy and paste text from your existing letterhead into Venngage, too.

More information is in our How Do I Create From Blank? support article.

Can I download my Venngage letterhead and then use it in Microsoft Word later?

You can download your header as a PNG image file and add it to your Word documents, Google Docs or other programs to create letters. You can’t edit Venngage files in other programs such as Word.

Here’s our advice: it’s simpler to save your letterhead in Venngage, make a new copy, edit the new file in Venngage and then download it without fussing with other programs.

Here’s how you download in the Venngage editor:

Be sure to read our support article on Account Types and Download Options. Only paid plans like our popular Business Plan allow you to download your files from Venngage to your computer and then print it.

I need letterhead for X type of company. Where can I find it?

You can find all of our letterhead templates our templates library. We have templates for these industries:

• Law firms
• Tech companies
• Education
• Retail
• Consultants
• B2B companies
• Design industry
• Marketing agencies
• Communications firms
• Real estate and developers
• … and many more!

For a helpful letterhead design guide, check out this article: How to Make a Letterhead in 5 Steps [+ Templates & Examples]

Can you design a letterhead for me?

Sorry, we can’t offer specific design advice or make your letterhead for you. Still, you can access technical assistance anytime via our 24/7 customer support chat (see the button in the bottom right corner of this screen!). You should also read our guide to designing letterhead.

Our Business Plan does offer 1-on-1 consultations and live training workshops.

Use Venngage to create better business letters

Disclaimer: While our templates have good sample verbage, you should always have legal counsel review any document presented to employees. None of the information provided herein constitutes legal advice on behalf of Venngage.

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