Write your name and business address in the top right of the letter. Include additional contact information such as your business phone number and email address, if you have them.
Indicate the date at which you composed the letter below your contact information, but on the left side of the letter.
Write the name and business address of the individual to whom the letter is addressed. You do not need to include any contact information beyond a mailing address. If you do not know the individual to whom the letter is being sent, simply indicate the name of the company or department within that company.
Use the standard business address "Dear Mr./s Smith:" to open your letter. Write "To Whom It May Concern:" if you do not know the name of the individual to whom the letter will be directed.
Identify yourself and your reason for writing the letter in the opening lines. For example, in a letter outlining janitorial responsibilities, you might right, "My name is Wylie Somerville, head of custodial services at Carmen Mall. I am writing to identify and list the janitorial responsibilities accompanying a station in the Carmen Food Court."
Identify the janitorial responsibilities in a bulleted list. Start each bullet with an actionable verb. An example is, "Clean up after patron spills."
End the body of your letter by thanking the reader for his time and consideration.
Close your letter with the formal closing "Sincerely," or "Respectfully," before signing your name. Because you identified yourself in the opening line, it is optional to print your name under your signature.