Learn How to Write a Letter Example in English, with Formats and Templates That Will Open Doors

Why mastering a letter example in English matters

In a globalized world, communicating clearly in English is not just an advantage: it is a necessity. A well-structured letter conveys professionalism, clarity, and confidence. Also, mastering letter formats helps you save time and enhance the impact of your message.

Practical example of a Business Letter

Below you will find a business letter template in English, explained and broken down. This is an example designed for you to adapt according to your needs: introduction, claim, request, or follow-up.

Template: Formal business letter (template)

Use: ideal for contacting companies, requesting information, or submitting proposals.
Recommended format (block):

• Sender’s address (your address): top left.
• Date (date): below the address or on the right depending on format.
• Recipient’s address (recipient’s address): left, below the date.
• Salutation (greeting): Dear Mr./Ms. + last name, or Dear Sir/Madam if you don’t know the name.
• Opening paragraph (introduction): direct and clear reason.
• Body (body): 1-3 paragraphs with details, evidence, and proposal.
• Closing (closing): thanks and next step.
• Signature (signature): name, position, and contact details.

Concrete example (ready-to-copy and adapt text):

 123 Business Road City, Country  March 10, 2025  Mr. John Smith Acme Corporation 456 Industry Ave City, Country  Dear Mr. Smith,  I am writing to introduce our services and propose a collaboration that could benefit both companies. We specialize in delivering tailored solutions that increase operational efficiency and customer satisfaction.  We would appreciate the opportunity to discuss how our approach could fit Acme Corporation’s needs. Please find attached a brief overview of our proposal and key case studies.  Thank you for your time and consideration. I look forward to the possibility of working together.  Sincerely,  María López Business Development Manager maria.lopez@example.com +34 600 000 000 

Breakdown and tips

Each element of the template has a purpose. Here I explain why and how to boost its effect:

• Address and date: show formality and temporal context.
• Personalized greeting: using the name generates connection and increases the likelihood of a response.
• Concise introduction: the reader decides in seconds whether to keep reading; be clear and useful.
• Benefit-focused body: instead of talking only about yourself, show how you solve a problem.
• Closing with a call to action: suggest a date, call, or next step to facilitate a reply.

Practical advice: adapt the tone to your interlocutor: more formal for traditional companies, more direct for startups.

The letter formats you should know

There is no single correct format; choosing the right one depends on your goal. Here are the most used and when to employ them.

1. Block format

All aligned to the left. It is the most professional format, recommended for formal communications and business letters.

2. Modified block

Similar to block, but the date and signature are placed on the right. Widely used in the United States.

3. Semi-block

Uses indentation on each paragraph; provides a closer touch without losing formality.

Letter templates by purpose

Below you will find letter templates for real situations: job application, follow-up letter, claim, and product introduction letter.

Job application (cover letter)

The cover letter should complement your CV: explain why you are the right person, do not repeat the CV word by word.

 Dear Hiring Manager,  I am excited to apply for the Marketing Specialist position at YourCompany. With five years of experience in campaign management and a proven record of increasing conversions by 30%, I believe I can contribute significantly to your team.  I welcome the chance to discuss how my skills align with your goals.  Sincerely,  [Your Name] 

Follow-up letter

Useful after an interview or a first contact. Courtesy and brief reminder of value.

Complaint or claim

Point out facts, provide evidence, and request a specific solution. Always keep a firm but polite tone.

Product or service presentation

Focus on benefits for the receiver and end with a clear call to action (e.g. request a demo).

Practical examples and useful variations

I give you real examples and variants you can adapt. Remember to use synonyms and small changes so the letter is unique and personal.

• Short version: ideal for cold contacts, 3-4 clear sentences.
• Long version: adds data, evidence, and concrete proposals.
• Social media-oriented version: more direct and friendly message, designed for LinkedIn or brief email.

Personalized example: Maria, a sales professional in Barcelona, used a short version to contact an international buyer. Within 48 hours she received a reply and closed a call that ended in collaboration. Such results are common when the message is clear and targeted.

Checklist before sending

1. Check names, positions, and addresses.
2. Make sure the purpose is understood in the first paragraph.
3. Avoid jargon and ambiguous expressions.
4. Include visible contact details.
5. Attach mentioned files and verify the format.

Little trick: wait an hour and re-read the letter; often you find improvements you didn’t see while writing.

Common mistakes and how to avoid them

Avoiding simple errors drastically improves the perception the receiver will have of you. Here are the most frequent:

• Being too long: managers receive many emails; prioritize language economy.
• Not personalizing: a generic greeting reduces the response rate.
• Lack of clarity in the expected action: if you don’t ask for a next step, it is less likely they reply.
• Grammar or format errors: review and, if in doubt, ask a trusted person to read it.

Tools and resources

Besides practicing, you can use templates and guides for inspiration. If you want to deepen grammar and verbs in practical contexts, I recommend reviewing specialized resources that explain uses like third person verbs in English which often appear in formal letters.

How to adapt a letter example in English for different cultures

Conventions vary: in some countries modesty is valued, in others direct clarity. Briefly research the company culture before sending the letter to adjust tone and formality.

Tone and formality

Adapt according to: industry, company size, and communication channel. An email to a multinational may require more formality than one to a creative startup.

Conclusion and practical next step

Mastering examples of letters in English gives you a competitive advantage. Practice with the templates, personalize them, and measure responses. If you want practical and personalized support to improve your writing, try resources and courses that help you polish vocabulary and structures.

Ready to try it? Start free

Quick summary: use appropriate formats, personalize, be clear, and always end with a call to action. With the templates and examples I offered you, you will have the essentials to write business letters, requests, and professional communications in English with confidence.