Business Letter Template Generator
Write a professional business letter free online. Fill in sender, recipient, subject and body to get a correctly formatted full-block business letter you can copy or print.
Updated 2026-06-14 · Free · No sign-up · Runs privately in your browser
About this format
This uses the full-block format: every line is left-aligned, with a blank line between blocks. It is the most common and most professional layout for business correspondence.
How the Business Letter Template Works
This tool builds a correctly formatted business letter from a few fields. Enter your name and title, the recipient’s name and company, the date, an optional subject, and the body of your message, then pick a closing. The generator arranges everything in the professional full-block format and lets you copy or print the result.
The Standard Structure
A full-block business letter is assembled in this order, each block separated by a blank line:
Sender name & title → Date → Recipient name & company → Subject (Re:) → Salutation → Body → Closing → Signature block
Every line is left-aligned, which is why this layout is called “block.”
Worked Example
Writing to Ms. Dana Cole at Cole & Associates about a maintenance proposal, the tool produces:
- A heading with your name and title, then the date.
- The recipient block, followed by Re: Proposal for Q3 maintenance contract.
- The salutation Dear Ms. Cole, above your body paragraphs.
- A Sincerely, closing with your name and title beneath it.
Salutation and Closing Pairings
| Opening | Recommended closing |
|---|---|
| Dear Ms. Cole, | Sincerely, / Best regards, |
| Dear Sir or Madam, | Yours faithfully, |
| Dear Hiring Manager, | Respectfully, |
Tips for a Strong Business Letter
- State your purpose in the first sentence so a busy reader knows why you wrote.
- Keep paragraphs short and focused on one idea each.
- Proofread names and titles — a misspelled recipient name undercuts your professionalism.
When the letter reads well, copy it into your email or word processor, or use Print to PDF to save a clean copy.
Frequently asked questions
What is the correct format for a business letter?+
The most common is the full-block format, where every line is left-aligned and a blank line separates each section. The order is: sender details, date, recipient details, an optional subject line, the salutation, the body, the closing, and the sender's name and title. This generator produces that layout for you.
How do I start a business letter?+
Open with a formal salutation such as Dear Ms. Cole, followed by a comma. If you do not know the recipient's name, use Dear Hiring Manager or Dear Sir or Madam. Then state your purpose clearly in the first sentence of the body so the reader knows why you are writing.
How should I end a business letter?+
Close with a professional sign-off such as Sincerely, Best regards or Yours faithfully, followed by a comma, then leave space for a signature and type your name and title. Sincerely works for most letters; use Yours faithfully when you opened with Dear Sir or Madam.
Should a business letter have a subject line?+
A subject line, often written as Re: followed by the topic, is optional but helpful. It tells the reader the purpose at a glance and makes the letter easier to file and reference later. This tool adds one automatically when you fill in the subject field.
What is full-block format?+
Full-block, or just block, format means every line of the letter starts at the left margin with no indentation, and blank lines separate the blocks. It is the cleanest and most widely accepted business letter style, especially for printed and emailed correspondence.