Business Letter Format Canada

10 Elements to Add to Your Business Letter Format Canada

Making your letter look formal and elegant should be your topmost priority. Avoid using random templates that do not match your brand tone.

Your messages represent your company and dictate your future business associations.

The standard business letter format in Canada enables you to grab your readers’ attention and persuade them to take the conversation ahead.

• Letterhead With Your Contact Information

Your company letterhead features several details, including

• Your business name
• Full address
• Brand logo
• Phone number
• Website link
• Fax address

The correct business formal letter format Canada requires you to print all official letters on your letterhead. It adds value to your message and makes people pay attention.

The address on your letterhead helps recipients write back to you. But, avoid writing it using abbreviations, like ST for ‘street’ or RD for ‘road,’ to match the tone of the standard business letter format in Canada.

Try aligning all the information on the letterhead toward the centre. It makes the letter more appealing and easily visible.

Refrain from using an unofficial business letter format to make your message look casual while drafting the letter on behalf of an employee. Remember that it does not matter who is writing it because recipients perceive the letter as a message from your company (not a person).

If you want to use the business letter format Canada for more than one page, it is non-mandatory to use the letterhead for all sheets. However, try attaching the sheets well and inserting them into a sturdy envelope for accurate and hassle-free shipping.

• Date

A formal letter format Canada uses the most commonly used style of writing a date. It spells out the month followed by the date, a comma, and the year (December 30, 2024).

You may insert the date line on the top of your letter and below the letterhead. The business letter format Canada suggests the date should appear above the recipient’s address.

You can format the data line differently from your company letterhead. But follow the same font and style for the rest of the letter.

• Recipient’s Delivery Address

The recipient’s delivery address is one of the most critical elements of your business format letter or message.

Your recipients might have more than one address. So be sure to determine their delivery address and insert it into your business letter format address Canada to improve accuracy.

For example, a customer’s billing address may have some errors, or the location could be vacant.

Luckily, PostGrid’s address verification API allows you to confirm your mailing details against the Canada Post SERP database.

Being SERP-certified, PostGrid ensures you ship your letters using proper business letter format in Canada and delivery address.

Companies should use the Canada Post-prescribed address format to speed up their mail deliveries. The Post Office uses automated sorting equipment that reads the delivery addresses according to the official layout.

It makes using the standard business letter format Canada for mailing details more essential.

Below, we have mentioned an example:

Richard Baker

1482 45th AVE

GIBBONS AB T0A 1N0

• Always use the state abbreviation to let the postal equipment process your envelopes. Otherwise, the Canada Post workers must hand-sort your mail, delaying deliveries.
• The business formal letter format Canada needs companies to place the recipient’s full name on the first line.
• Include the entire postal code to improve deliverability.
• You can mention the company and department below the recipient’s name.
• Use PostGrid’s address verification solutions to autocomplete, standardize, and validate your addresses.

• Subject Line

Adding a subject line to your letters makes them formal and authoritative. If you follow the block-style, formal letter format Canada, add this line below the recipient’s address.

You may leave one or two lines between these elements to make your letter more skimmable.

Subject lines for direct mail letters differ from what you use to send emails.

Email subject lines decide your open and click-through rates. They must be catchy and memorable. There is no need to follow the standard business letter format in Canada to place these lines in the right spot.

The subject lines you use for snail mail letters work differently. It should summarize your letter’s purpose in one sentence and need not be catchy.

Follow the correct business letter format and mark your subject lines in bold. It makes this line the centre of attraction, helping readers get clarity about your message.

• Salutation

A salutation helps you greet the recipient before starting your letter. The business letter format Canada needs the author to place it below the subject line after leaving one line’s space.

Some people insert the salutation first and then add the subject line. But, it does not create a visually appealing layout, so it’s best to avoid this structure.

The word ‘Dear’ followed by the title, full name, and comma make the salutation. If you follow the proper business letter format in Canada carefully, you can notice various variations in this line.

You can omit the first name or the title, not both. Avoid mentioning the title when you are unsure of its accuracy.

For example, it is best not to use a title when your recipient’s name is unisex, like Ashley, Taylor, or Daniel. Go ahead with a salutation, like- ‘Dear Ashley Saldanha.’

The official business letter format is flexible with the formatting of the salutation. You can use a comma or colon at the end according to your preferences.

It is acceptable to use the recipient’s first name in the business format letter only in the salutation when you know the person well.

It depends on whether your relationship is friendly and how you have interacted with the recipient in the past! For example, Dear James.

Try to avoid using the phrase ‘To whomsoever it may concern’ unless it fits the context of your letter.

For instance, you can use these words in the business format letter salutation while writing a recommendation letter for an employee.

Examples:

• Dear Serge
• Dear Mr. Alfie
• Dear Ms. Morrison
• Dear Mr. Tristan John

• Introductory Paragraph

You can begin your letter using a direct or indirect approach! A direct-approach letter with the standard business letter format in Canada allows you to get to the point without beating around the bush.

It can be a statement, statistic, or request. For example- ‘Your overdue invoice amount is $2,500, and we are yet to get a reply from you.’

Other examples include

• Our recent fundraising campaign helped 500 children to get admitted to a school!
• MLT Group has reached a milestone of serving 5,000 loyal customers.
• We write this letter to request you join us on our 10th anniversary!

The indirect approach of writing a business format letter is apt for situations where you cannot jump on a request or statement instantly. For example, if you want to deliver bad news or a sales pitch.

The introduction acts as a buffer paragraph to help you speak of some positive or general things before coming to your actual message.

Either way, keep your introduction short according to the proper business letter format in Canada, say two to four sentences.

• Business Format Letter Body

Your business letter’s second paragraph must support your introduction, irrespective of whether you use the direct or indirect approach. Make your message concise and produce enough information to help you fulfil the objective of sending this message.

According to the business formal letter format Canada, use one to three paragraphs for the body. Your letter design may feature bulleted or numbered lists to enhance readability.

For instance, if you want to enlist some points or ask questions, a numbered list can help readers respond to the relevant ones effortlessly.

Highlight the primary subjects in your letter body. Follow the same standard business letter format Canada and tone throughout to keep your readers hooked. Be polite and professional, yet firm, depending on the message you want to convey.

You can include your contact information and prompt the reader to connect with a concerned person. Or you can ask them to refer to your letterhead to get in touch.

The enclosures come at the end of the business format letter, but you can mention you have attached a file in the body.

• Closing Statement

The business letter format Canada requires you to include a closing statement toward the end of your message. These letters are highly formal, making it essential to end them with a goodwill comment.

You can express gratitude to the reader for dedicating their time and attention to your message. Ask them to consider your request or reply by including a relevant, straightforward CTA.

PostGrid’s direct mail API allows you to print custom QR codes and pURLs to your business format letter to garner higher responses.

You can request your readers to scan the code or visit the link to respond to your message in the closing statement.

Add a few lines to reinforce your primary message, and sign off on a good note. Avoid using passive-aggressive or hostile language, irrespective of your letter’s motive.

If you use the standard business letter format Canada, ensure your closing statement doesn’t exceed two sentences.

• Signature

End your business format letter with a closing salutation, like

• Warm regards
• Cordially
• Sincerely
• Yours faithfully, etc.

The business letter format Canada recommends companies end the closing salutation with a comma. If you use two words, the second one should be in lowercase.

Add your signature on the following line. You can sign the document by hand or print it with the letter. Mention your name, designation, and individual contact information.

•  Enclosure Notice

You can include file attachments with your business letters as enclosures. For example, you may attach an invoice with your payment-due notice or an RSVP form with an invitation letter!

Use the standard business letter format Canada and insert the enclosure declaration on the last line of your letter—above the bottom margin.

Example:

Enclosures (2): Invoice #208, Reminder notice #2.