To Whom It May Concern… How to Write a Professional Business Letter

There are about 17.2 million working professionals in the United States. Working professionals work across many industries such as management, legal, education, healthcare, and more.

If you’re starting out in the professional world, chances are you need to communicate with others. To do so effectively, you need to do it in a professional way. 

In this article, we’ll walk you through how to write a professional letter worth sending. 

Contact Information

At the top of your business letter, you want to start by putting down your contact information. Most of this information should be included in the company letterhead already. 

If you’re not using a company letterhead, try to fill in the following information:

  • Name
  • Job title
  • Company name
  • Company or professional address
  • City, State, and Zip Code

After you’ve entered all of your contact information, you can add the date and then proceed to enter the recipient contact information. 

Make sure you have the correct information for the person you’re writing to. If you’re unsure, conduct a little research to make sure you get the correct information and include the following:

  • Their Name
  • Title
  • Company
  • Company address
  • City, State, and Zip Code

Once, you’ve entered this information, you’re ready to work on the content of the letter.


In the salutation, make sure you use the same name you used for the recipient contact information. 

Keep in mind, the salutation depends on the type of relationship you had with the person. If you know them well, you can address them by name for example, “Dear Anna.”

Otherwise, you want to address them by last name: “Dear Ms. Smith.” If you are unsure of their gender, you can always use the full name: “Dear Chris Smith.”


Before you get started on the body, make sure you learn the proper formatting so you don’t have to make a lot of changes. You should write business letters using single-spaced lines and add a space in between the paragraphs.

You want to start the body by stating the purpose of your letter. In the paragraphs that follow, you should justify the reason for your letter by providing relevant support. For example, if you’re trying to convince them why you’re the right person for the job, explain why.

If you have trouble remembering all of these details, you can also try templates for business letters


In the closing paragraph, you should summarize the reason for your letter in a couple of sentences. 

After the brief summary, you should add the complimentary close. These can include one of the following:

  • Yours Sincerely,
  • Best Regards,
  • Respectfully Yours,
  • All the Best,
  • Thank You

After the complimentary close, you need to add your signature. Follow this format:

Handwritten Signature

Your Full Name (Typed)

Your Company Title

Lastly, if you’re going to include enclosures or attachments, make sure you indicate it. Don’t forget to proofread it.  

How to Write a Professional Letter: The Bottom Line

Now that you know how to write a professional letter, it’s time to put those skills to the test. Make sure you add the correct contact information, salutation, body, and closing to your letter. 

If you enjoyed these tips, we have more where this came from. Check out our business section