Business Letter Template Google Docs (Formal Format)

Here’s a fast truth: most “formal letter” mistakes aren’t about what you say—they’re about format. If your margins, alignment, salutation, and signature block are off, the letter reads unprofessional even when the message is perfect. This guide shows you exactly how to build a formal business letter in Google Docs, using the correct block or modified block format, with a reusable template so you never start from scratch again.

By the end, you’ll know how to: select the right format, set margins and fonts, add a clean letterhead, use Google’s Template Gallery (or build your own), and finish with the correct enclosure and cc lines. You’ll also get two copy-ready examples you can paste into a new Doc.

Why Use Google Docs for Formal Business Letters

Speed, consistency, collaboration. Google Docs makes it easy to keep your letter format consistent across a team, comment on drafts, and store a single “master” template everyone can copy. If you prefer not to hunt for templates every time, you can save a Doc as your internal standard and create a quick “make a copy” link that prevents accidental overwriting.

What “formal” means in business letter formatting

“Formal” focuses on structure: correct placement of address blocks and dates, aligned paragraphs, conventional salutations and closings, and predictable spacing. In professional correspondence, readers expect a familiar layout at a glance. When your layout is clean, your message gets read—without friction.

When to use a template vs. start from scratch

• Use a template when multiple letters share layout, branding, or sections (sales follow-ups, notices, vendor letters). Templates eliminate micro-decisions.
• Start from scratch when you need a unique structure or you’re building the master template itself.

The Formal Formats You’ll Use (Block, Modified Block, Semi-Block)

Business letters are commonly formatted in block, modified block, or semi-block. Choose one style and stay consistent.

Block format—when and why it’s standard

All elements are left-aligned. Paragraphs are not indented. This is the most widely accepted and easiest to set up in Docs. Great default choice for most organizations and for letters on official letterhead.

Modified block—what moves and why it matters

Sender address, date, complimentary close, and signature block shift right (or to the center tab). Everything else stays left-aligned. Modified block looks traditional and can feel more formal in some industries.

Semi-block—indentations and when it’s acceptable

Like block, but first lines of paragraphs are indented. It’s less common today, but still accepted in conservative or region-specific contexts. If your organization specifies semi-block, follow it; otherwise, stick to block or modified block.

Set Up Your Google Doc Correctly (Once, Then Reuse)

Page setup: margins, page size, line spacing, fonts

1. File > Page setup: Use standard letter size (8.5" × 11"). Set margins to 1 inch on all sides unless your brand guidelines say otherwise.
2. Line spacing: Single spacing in paragraphs; add a blank line between sections (addresses, salutation, body paragraphs, closing).
3. Fonts: Use a clean, readable typeface (e.g., Arial, Calibri, Times New Roman) at 11–12 pt. Avoid novelty fonts.

Turn on Ruler & set Tabs for clean alignment

Enable the Ruler (View > Show ruler). Set a center tab or right tab where you want the date and closing to align in modified block. This tiny step prevents “eyeballing” spaces that shift around later.

Header/Footer for professional letterhead (logo, address)

1. Insert your logo in the Header (Insert > Headers & footers). Keep it small; the letter body should still start near the top.
2. Add company address, phone, email in either the header or footer. Use a smaller font (10–11 pt) and subtle weight so it doesn’t overpower the letter.
3. If printing, test-print once: verify margins, alignment, and that the logo doesn’t push the body text too far down.

Option A — Use Google’s Template Gallery (Fastest)

Where to find it and what to pick

1. Open Google Docs and click Template gallery.
2. Choose a letter or simple document layout that aligns with your branding.
3. Replace placeholders (name, address, date) and apply consistent Styles for headings and body text.

Tip: If your gallery lacks a “Letter” category, pick a simple professional document template and adapt it—letter formats are just text + alignment rules.

Swapping placeholders, Styles, and keeping consistency

Use Format > Paragraph styles to define your normal text and any sub-headings (e.g., a subject line). Styles keep spacing and font consistent, especially across teams.

Newer templates & what to expect (and what to avoid)

Google periodically expands template options. Explore new designs, but avoid overly decorative layouts for formal letters. Keep it clean so your content and signature block remain the focus.

Option B — Build a Reusable Letter Template (Pro Workflow)

Save a “master” template + the make-a-copy URL trick

1. Create your perfect letter layout (with or without letterhead) and name it clearly, e.g., Company-Letter-Template-Block.
2. Share it as Viewer to your team so nobody edits the master.
3. Create a “Make a copy” link: copy the Doc URL and replace /edit with /copy. When teammates visit, Docs forces a new copy—no overwrites.

Using Building Blocks and Version history for updates

• Building Blocks: Save common letter paragraphs (e.g., approval language, payment terms) as reusable snippets you can insert with “@”.
• Version history: Record changes to headers/footers and signatures. If branding updates, roll the template forward without losing older versions.

Foldering/naming so teams don’t overwrite masters

Store the master template in a shared drive folder called /_Templates. Prefix with READ-ONLY and include a short “How to copy” note at the top.

Write the Letter: Every Required Part (With Copy Prompts)

Below is the standard content order. Copy the prompts into your Doc and replace the brackets.

Sender address & date line

• [Your Company Name]
• [Street Address] · [City, State ZIP]
• [Phone] · [Email]

Date: [Month Day, Year]

Inside address

• [Recipient Name]
• [Title]
• [Company]
• [Street Address]
• [City, State ZIP]

Salutation (US vs UK punctuation)

• US formal: Dear Ms. Adeyemi:
• UK common: Dear Ms Adeyemi,

Subject line (when using simplified style)

SUBJECT: [ALL CAPS SUMMARY OF PURPOSE]

Body paragraphs (structure, tone, length)

1. Opening: State purpose in one sentence.
2. Context: Add essential specifics (dates, references, amounts).
3. Action: Request, deadline, or next step; make it easy to say “yes.”
4. Closing: Thank the reader; reiterate contact details.

Complimentary close, signature block, title

Use Sincerely, Regards, or Respectfully. Leave 3–4 lines for a handwritten signature if printing.

• Sincerely,
• 
  
• [Your Name]
• [Your Title]

Enclosures (Encl.) and cc lines

• Encl.: [1] Contract (signed), [2] Statement of Work
• cc: [Name], [Name]

Two Complete Examples You Can Copy (Block & Modified Block)

Example 1: Full Block business letter (with letterhead)

[Company letterhead in header]

Date: August 14, 2025

Inside Address
Ms. Tolu Adeyemi
Procurement Director
GreenBridge Logistics Ltd.
18 Marina Road
Lagos 100001

Salutation
Dear Ms. Adeyemi:

Body
Thank you for meeting with our operations team on August 5 regarding your Q4 distribution targets. As discussed, we can allocate two additional vehicles to your Mainland route beginning September 2, subject to the attached route amendment and revised service levels.

To finalize the September start date, please review and sign the enclosed amendment by August 22. Once received, we will schedule driver orientation and load planning with your warehouse supervisor.

If you have any questions about the revised drop windows or tracking reports, I’m available at 0800-000-000 or logistics@yourco.com. We appreciate the opportunity to support your expansion.

Closing
Sincerely,

Ogunlana Akinola Okikiola
Account Manager

Encl.: Route Amendment v2, Service Levels Addendum
cc: B. Okafor (GreenBridge), S. Bello (YourCo)

Example 2: Modified Block business letter (no letterhead)

August 14, 2025

Inside Address
Mr. Samuel Eze
Head of Finance
Arilon Technologies
Plot 12, Innovation Drive
Abuja 900108

Dear Mr. Eze:

Following your vendor onboarding request, please find the compliance statement and W-9 equivalent attached. Our ACH details are included on the second page. Upon confirmation, we will activate invoicing under PO-3247 with NET-30 terms.

Should you require references or SOC-2 documentation, reply to this letter or call directly. We aim to complete onboarding by August 28 to meet your quarter-end schedule.

Regards,

[Your Name]
[Your Title]

Encl.: Compliance Statement, Banking Details
cc: Vendor Management

Advanced Tips for Teams & Branding

Maintain letterhead across multiple docs (centralized assets)

• Keep a single, approved PNG/SVG of your logo in a shared folder. Link or insert from that folder so future updates are simple.
• Use a header height that keeps the letter body near the top third of the page—big banners look nice on screen but push content down when printed.

Accessibility & readability (fonts, contrast, alt text for logos)

• Choose high-contrast text (dark text on white background).
• Use descriptive file names for logos and add alt text where appropriate in docs you export to the web.
• Left alignment improves readability for paragraphs; avoid wide letterspacing.

International note (DIN 5008 & region-specific norms)

If you correspond with EU counterparts, you may encounter DIN 5008 letter standards (spacing, placement specifics). Align your internal template to one format (block or modified block) and maintain a second variant if your clients require region-specific positioning.

Frequently Asked Questions

Q: Is there a business letter template in Google Docs?

A: Yes. Open Docs, click Template gallery, and choose a simple letter layout. If none fit, adapt a minimal template and save your own master for future copies.

Q: What margins and font size should I use?

A: Use 1-inch margins on all sides and 11–12 pt, professional fonts (Arial, Calibri, Times New Roman). Single-space paragraphs; add a blank line between sections.

Q: Block vs. modified block—how do I pick?

A: Choose block for simplicity and universal acceptance. Use modified block if your organization prefers the date and signature aligned to the right or center tab.

Q: How do I add a logo or letterhead?

A: Insert your logo into the Header, then add address/contact details in header or footer. Keep the logo small so the body text starts high on the page.

Q: Can I save my own template so teammates don’t overwrite it?

A: Yes. Create a master Doc, share as Viewer, and generate a make-a-copy link by replacing /edit with /copy in the URL. Share that link.

Q: What punctuation should follow the salutation?

A: In the US, formal letters typically use a colon (e.g., “Dear Ms. Adeyemi:”). In the UK, a comma is common (“Dear Ms Adeyemi,”). Follow your audience’s norm.

Q: Where do Enclosures and cc go?

A: Place Encl. and cc at the end, below the signature block. For printed letters, each enclosure should be clearly named.

Conclusion

A credible business letter is 80% structure and 20% copy. With a clean Google Docs setup, an approved format (block or modified block), and a reusable template workflow, you’ll send formal letters that look right every time—without fiddling with spacing. Build your master today, share a make-a-copy link with your team, and never wrestle with formatting again.