How do I write a professional letter?


What is a professional letter?

Professional letters are often used to communicate with a group outside an organization such as clients, customers, or other companies. 

What are the steps to take before writing a professional letter?

  1. Research the facts
    • ​​It is important for you to plan what you want to talk about before writing the letter
    • Jot down some key facts you want to include in your letter
  2. Know your audience
    • ​​To whom are you writing?  
    • Why are you writing the letter?
  3. Determine your objectives
    • ​​What do you want to accomplish by writing the letter?
    • How do you want the reader to react?

What are the components of a professional letter?

  • Your return address
  • The recipient's address
  • A greeting
  • The Body (the content of the letter)
  • A closing (such as "sincerely")
  • Both your handwritten signature and your name typed

What should I keep in mind while writing a professional letter?

  • Be sure to use clear, concise language
  • Be direct
  • Do not use too technical terms - write in language the reader will understand
  • Be mindful of tone 
  • Direct the focus of the letter on the reader
  • Keep letters short and to the point
  • Be sure to use proper grammar, punctuation, and spelling

Do you have any examples of professional letters?

Here are two examples of professional letters:

To access information about writing letters in our eBook databases, search for "business letter", "letter writing", "professional letter", or a specific type of letter (i.e. "cover letter"), in the following databases:

Some examples include (click on the cover to read/view):

book cover for Everyday Letters for Busy People     book cover for Encyclopedia of Business Letters, Faxes, and e-Mail    book cover for The AMA Handbook of Business Writing   book cover Brilliant Cover Letters    



Seglin, J. & Coleman, E. (2012). The AMA handbook of business letters (4th ed.) Retrieved from

  • Last Updated Feb 22, 2022
  • Views 5003
  • Answered By Kristie Keuntjes, Learning Services Coordinator

FAQ Actions

Was this helpful? 22 8