A business letter is a written form of communication and is used to inform, persuade or instruct readers. While many business letters are formatted to appear on one page, people often need more space to convey their message. If you're writing a longer business letter, you may be wondering how it's done. In this article, we explain eight steps for writing a two-page business letter, show an example and offer tips for creating a letter that is visually appealing and easy to read.
What is a two-page business letter?
A two-page business letter is a formal letter from one person within a company, or a representative from a company to another company or individual. Just as with a one-page business letter, two-page business letters are designed to inform or instruct the reader.
A written business letter is a common form of communication and is regularly used to reinforce oral communication or to give people notice of required actions, status updates or score policy updates. People regularly use two-page business letters when the information they are sending is longer than that of a more standard one-page letter.
Related: The 7 Parts of a Business Letter
How to write a two-page business
Here are eight steps to follow when writing a two-page business letter:
1. Inform with an official letterhead
The first step in creating a two-page or multi-page business letter is to ensure that your first page includes a professional letterhead. The letterhead informs the reader of who the sender is and appears at the very top of the page and it may be centered, left-aligned or right-aligned.
When sending a two-page letter on your own behalf, your letterhead should include your name, email address, phone number and any other contact information you wish to include. When sending a multi-page letter on behalf of a company or organization, it's important to include the company's official logo as well as their physical address and phone number.
2. Organize with a header and footer
Headers and footers are distinct from the bulk of the text on your document. Headers appear at the very top of a page, and footers appear at the very bottom of the page. Using headers and footers help organize a multi-page business letter.
Add a header that includes the date and name of the addressee to both pages of your two-page letter. For example, you could use a header like Jennifer Roberts, April 12th, 2021.
Consider using a footer that displays the current page number and the total page count at the very bottom of each page of your letter to help the recipient keep track. For example, Page 2 of 2, is a common footer to include in a two-page business letter.
3. Include a heading
When writing a business letter, it's important to include a heading on the first page. You're heading differs from your page header and letterhead. A letter heading should include the date, the name of the addressee and their physical address.
Example letter heading:
April 12, 2021
Ms. Jennifer Roberts
4 Market St.
Princeton, NJ 08542
4. Choose a salutation
A salutation is a professional greeting. It's important to remember to include a greeting at the top of your page directly below your page heading. Remember to include two lines of blank space to ensure visual distinction. Here are greetings or salutations to consider using:
- ”Dear [Mr., Mx., Mrs., Ms. or Miss] [Surname],”
- ”Dear [Mr., Mx., Mrs., Ms. or Miss] [First name and surname],”
- ”[Mr., Mx., Mrs., Ms. or Miss] [First name and surname],”
- ”[Mr., Mx., Mrs., Ms. or Miss] [surname],”
”Greetings [First name],”
Related: When To Use Ms., Mrs. and Miss
5. Identify your purpose for contact
Your first paragraph, also referred to as an “introduction,” should clearly state your purpose. Your introduction should also include pleasantries and an overview of your relationship to the recipient. Here is an example of how to accomplish those elements within the first two sentences of your introduction paragraph:
Example: On behalf of your mortgage lender, Virgil and Brand, we would like to communicate the most recent update to your account and explain what these changes mean for you. Your mortgage has been transferred to Centigo Financial Group effective April 30, 2021.
6. Use body paragraphs
Your body paragraphs should directly follow your introductory paragraph. Each paragraph can be between two and eight sentences long and should be used to explain the details of your communication. Your body paragraphs should also elaborate on the direct information found in your introduction.
In a typical one-page business letter, there are often three to five body paragraphs. When your communication extends beyond five paragraphs, a second page is often needed. Make sure to focus each paragraph on one specific element of your message, and clearly state any actions that the reader may need to take.
7. Reiterate in your conclusion paragraph
Your final paragraph, also known as your “conclusion paragraph,” reiterates your reason for writing the letter. It should be clear, polite and should show gratitude for the reader's time and energy.
8. Choose a closing statement
Your closing statement, or “complimentary closing,” is a one- to three-word phrase that concludes your letter, and it's meant to convey professionalism and tact. The closing statement may appear left-aligned and should always match the alignment of the sender's name and signature. Here are closing statements to consider:
- “Be well,”
- ”With gratitude,”
- ”Warm regards,”
- ”All the best,”
- ”With kind regards,”
Related: How To Write an Outline
Tips for writing a two-page business letter
Here are five tips to consider for boosting appeal and readability writing a two-page business letter:
1. Consider full-block style
Full-block style is a common formatting type for business letters. Essentially, it requires that all components of the letter—including the greeting, introductory paragraphs, body paragraphs, closing paragraph and signature—are all aligned to the left. Using this standard format shows professionalism.
2. Avoid using multiple headers on the first page
Using a header section that includes the recipient's name and the date of the communication is important for helping the sender and the receiver stay organized. However, it's important to note that this header should only appear on the second page of a two-page letter.
The header section of the first page should include your official letterhead. Having both the letterhead and the recipient's name and date in the header section appears visually cluttered and may be confusing or distracting.
3. Include line breaks and white space
Including white space is a design tactic that helps documents appear more visually appealing. It's important to include line breaks between the header and heading sections, as well as a double-line break between the heading section and the salutation. Including a line break between each paragraph also helps to increase readability and aesthetic appeal.
4. Consider bold or underlined text
Two-page business letters are longer than their more standard one-page counterparts. For this reason, it's important to make directions or notices clear. One way to do this is to include bullet points, bold font or underlined text for important dates or actions that the recipient needs to take.
5. Try not to divide a paragraph between two pages
You also should avoid dividing a single paragraph between two pages. Keeping each paragraph intact on one page is important for readability and aesthetic appeal.
Sample two-page business letter
Here is an example of a two-page business letter sent from a business to a client:
Brain Builders Educational Resource Center
67 Tulane St., Mount Holly, NJ 08060
April 12, 2021
Dear Mrs. Area Park:
As the director of Brain Builders Educational Resource Center (BBERC), I am reaching out to you in regards to your request for your child's enrollment in the “Gifted and Talented Enrichment Program, Discovery Cove.”
The Brain Builders Educational Resource Center is happy to provide academic, social and emotional recourses for children grades K-12 of various levels of abilities. We also offer programs for families, counseling services, playgroups, child mentor programs and much more for families and children who demonstrate need or benefit from such programs.
Our after-school Gifted and Talented Enrichment program, “Discovery Cove,” features small class sizes for maximized interaction and attention. Each classroom has a maximum of eight students and is facilitated by a licensed Gifted and Talented teacher as well as two classroom assistants. Learning is encouraged through play, discovery and innovative problem solving, and all learning projects and assignments are designed by our dedicated curriculum writing team.
To start the enrollment process for your child to attend Discovery Cove, our after-school Gifted and Talented Enrichment Program, the following must be completed and submitted by May 15th, 2021:
- Student application form
- Letter of recommendation from child's teacher, coach or building administrator
- Copies of your child's most recent standardized test scores
*Refundable deposit of $250 to hold your child's place in the program*
Upon receipt of these items, our Discovery Cove Learning committee will review your application and reach out to you with a family interview date within 10 business days of the postmarked date. If you have any questions regarding this initial review, or if you have any preferences regarding your family interview date, please call Nancy Craig at 917.871.9803 EXT. 21.
At Brain Builders, we pride ourselves in providing care and access to all members of the county's learning community. We proudly serve and advocate for children and families in a variety of ways. Some of our most popular services include:
- Mommy-and-me gymnastics (ages 18 months to three years)
- Family Wellness and health habits (All ages)
- Social and emotional wellness (Ages five to nine)
- Who am I: social and emotional understanding (Ages 10 to 16)
- Autism advocacy (Ages three to 14)
- Speak up: personal advocacy (Ages 15 to 21)
- Discovery Cove: Gifted and Talented (Ages seven to 17)
- Family sign-it: ASL tutoring and community group: (All ages)
- American Sign Language Student Mentor (Ages five to 21)
- Calm, ready steady: group counseling services (Ages five to nine)
Achieve: academic readiness and college preparation program (Ages 13 to 21)
As you prepare your application and additional documents, feel free to search our website www.brainbuilders.erc.org for more information about these programs. You can read teacher and facilitator profiles, and listen to video testimonials from parents and students of the Brain Builders Educational Resource Center family.
We thank you for your interest in the Discovery Cove program at Brain Builders Educational Resource Center, and we look forward to receiving your child's application, letter of recommendation, copy of most recent standardized test score and refundable deposit of $250. We will reach out to you within 10 business days to schedule your family interview. If you have any questions about our facility or our program design, please do not hesitate to reach out to our facility manager, Adam King, or our family liaison, Nancy Craig.
Brain Builders Educational Resource Center
Telephone: 917.871.9803 EXT. 96