Business letters: Body of the letter

On this page

• Content of the body
  • Introductory paragraph
  • Middle paragraph(s)
  • Concluding paragraph
• Questions related to formatting
  • Margins
  • Line spacing
  • Font
  • Multiple pages
• Additional information

Content of the body

The body of the letter contains the message. It begins on the second line below the salutation. (See Business letters: Model letter in recommended format.)

The message should be clear and concise, and should be adapted to the needs of the intended reader. Avoid using difficult and outdated administrative jargon (for example: “Please be advised that …”; “Enclosed herewith please find …”).

The body of the letter will contain at least three paragraphs (introduction, middle and conclusion). But it may contain more; in each case, the number of paragraphs will depend on the nature of the message and the amount of information you need to include.

The content below gives an overview of the correct way to organize a routine business message, which uses the direct approach. (For a detailed explanation of the two methods of organizing a message, see our articles Business messages: Direct approach and Business messages: Indirect approach.)

Introductory paragraph

In routine business letters, the topic is introduced in the first paragraph. This paragraph should come straight to the point and should be brief; ideally, it will be no more than one or two sentences in length.

The list below shows some typical ways to open the first paragraph:

• I am writing to request.…
• I am pleased to inform you that.… [not Please be advised that.…]
• We are delighted to announce.…
• In reply to your letter of.…
• As a follow-up to our phone conversation / meeting on …
• Thank you for your letter.…
• We have received your letter….
• I have enclosed…. OR You will find enclosed…. [not Enclosed herewith please find….]

Middle paragraph(s)

In the middle paragraph or paragraphs of the letter, provide any details the receiver needs to know, being sure to answer any relevant questions (who, what, when, where, why, how).

If more than one idea is discussed, use a new paragraph for each new idea. Link your ideas with connecting words or phrases that help the receiver move from one idea to the next (for example: in addition, also, however, in contrast, on the other hand, therefore, for that reason).

For more information, see the articles Clear communication: Polish your paragraphs and Clear communication: Transition words.

Concluding paragraph

The concluding paragraph is usually only one or two sentences in length. It may be a simple goodwill close, like one of the following:

• We look forward to doing business with you again.
• Best wishes for success with….
• Thank you for your interest in our….

It may also ask the receiver to take some action regarding the information in the message. This request for action is then followed by a goodwill close:

• Please respond by…. We look forward to seeing you at the awards presentation.
• For more information, feel free to contact me at…. I would be happy to answer any further questions you may have.

Questions related to formatting

Ideally, the letter should be centred on the page. If the letter is too long or not long enough, a more balanced layout can be achieved through adjustments to the margins, the line spacing or the font size.

Margins

The standard setting for margins is 2.5 cm (1 inch). But as noted above, margins can be made wider (if the letter is short) or slightly narrower (if the letter is just a little too long for the page). Side margins should be equal, and the right margin should be ragged (unjustified).

The top margin may be larger if the letter is being printed on letterhead paper or is being sent in a window envelope.

Line Spacing

The body is normally single-spaced, with one blank line between paragraphs. If a letter is very short, the body may be double-spaced.

When double spacing is used, two blank lines should be left between paragraphs. (As an alternative, if the letter is in modified block style, the first line of each paragraph may be indented.)

Font

A letter should use the same font throughout. Popular choices are Times New Roman and Arial, in 12-point type. However, the font size can be adjusted if you need to make the letter fit the page.

Multiple pages

The second page of a business letter (and any subsequent pages) must begin with a continuation page heading, indicating the name of the receiver, the page number and the date.

For details, see our article Business letters: Continuation page heading.

Note: When using a second page, make sure to carry over at least two lines of the last body paragraph onto the second page. Also, avoid dividing the last word on the first page.

Additional information

• Correspondence and addresses – Guidelines and resources
• Business letters: Model letter in recommended format
• Business messages: Direct approach
• Business messages: Indirect approach
• Clear communication: Polish your paragraphs
• Clear communication: Transition words
• Business letters: Continuation page heading