How to Write a Formal Business Letter (Block Format) — Free Template

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A formal business letter lives or dies on its layout — get the block format wrong and it reads as amateur before a word is read. The free business letter generator handles the structure for you and exports a clean, selectable-text PDF, with no signup and no paywall.

The standard block format

Block format is the professional default. Everything is left-aligned, with a blank line between blocks:

Your name and contact details
The date
The recipient's name, title, company, and address
A subject line ("Re: …")
The salutation ("Dear …,")
The body
A closing ("Sincerely,") and your name

The generator places every block correctly, so you only write the message.

How to write the body

Lead with the purpose in the first line, use the body for the detail or request, and close with a clear next step. A subject line tells the reader the topic at a glance — always include one.

Situations it covers

Letter of inquiry — request information about a product, service, or opportunity
Business introduction — introduce yourself, your company, or a service to a new contact
Formal request or notice — a request, authorisation, or notice with a clear deadline
General formal correspondence — anything that needs to look professional

How to write it

Open the free business letter generator
Enter the sender, recipient, and a subject line
List the key points the letter needs to make
Leave the body blank for an auto-draft, or let the optional AI write it
Download a clean, block-format PDF — selectable text, ready to send

Details are saved in your browser and nothing is uploaded.

Keep it concise

A formal letter respects the reader's time. One clear purpose, the necessary detail, and a defined next step — the generator's professional and formal tones keep it tight.