The subject line of a business letter is like a headline—it tells the reader what to expect before they even begin. Whether you’re writing to request a meeting, confirm a delivery, or follow up on a previous conversation, your subject line should be precise, clear, and professional. This guide will show you how to craft effective subject lines that get attention and respect.
What Is the Subject Line in a Business Letter?
The subject line in a business letter is a brief phrase or sentence that summarizes the main purpose of the letter.
It’s typically placed between the salutation (e.g., “Dear Mr. Smith”) and the body of the letter. It sets the stage for what the reader can expect and helps them prioritize your message.
Why the Subject Line Matters
Your subject line is the first thing a busy professional will notice—it helps them decide whether to read your letter now, later, or never.
In business communication, clarity and purpose are critical. A vague or missing subject line can confuse the reader or delay your request. On the other hand, a direct and well-written subject line shows professionalism and helps streamline communication.
Where to Place the Subject Line
In a formal business letter, place the subject line after the salutation and before the body text.
Here’s the basic format:
[Your Address] [Date] [Recipient's Name] [Recipient's Job Title] [Company Name] [Company Address] Dear [Recipient’s Name]: Subject: Request for Payment Confirmation [Body of the Letter]
How to Write an Effective Subject Line
A great subject line should be short, relevant, and action-oriented. It should answer: “Why are you writing this letter?”
Tips for Writing Strong Subject Lines
- Be specific: Avoid vague terms like “Important” or “Regarding our discussion.”
- Include key details: Mention invoice numbers, dates, or project names if needed.
- Use title case or uppercase: Most business letters use title case (capitalize major words).
- Don’t be too long: Keep it to one line (10 words max).
- Use bold formatting: To help it stand out in printed or digital formats.
Examples of Business Letter Subject Lines
Here are real-world subject line examples categorized by purpose:
1. Request or Inquiry
- Subject: Request for Updated Project Timeline
- Subject: Inquiry About Product Pricing and Availability
2. Complaint or Issue
- Subject: Delay in Order #5482 – Urgent Attention Needed
- Subject: Quality Concern Regarding Received Materials
3. Confirmation or Acknowledgment
- Subject: Confirmation of Meeting on August 12
- Subject: Acknowledgment of Payment for Invoice #774
4. Follow-Up
- Subject: Follow-Up on Proposal Submitted Last Week
- Subject: Reminder: Pending Approval for Marketing Budget
5. Job-Related Communication
- Subject: Application for Marketing Coordinator Position
- Subject: Reference Request for Former Employee
Formal vs. Informal Subject Lines
In business, stick to formal subject lines unless you have a casual relationship with the recipient.
| Formal | Informal |
|---|---|
| Subject: Request for Leave from October 1–5 | Leave Plans Next Month |
| Subject: Rescheduling of Project Kick-Off Meeting | Need to Move Our Meeting |
| Subject: Feedback Request on Draft Proposal | Thoughts on the Draft? |
Common Mistakes to Avoid
Even professionals make simple mistakes that can cost time and credibility. Avoid these:
- No subject line at all: It can make your letter feel incomplete or careless.
- Too generic: “Regarding our discussion” tells the reader nothing new.
- Too casual: Avoid slang or emojis—even in informal settings.
- Too long: If your subject takes up two lines, it’s too much.
Practice Exercise
Try writing subject lines for the following scenarios:
- You’re requesting a formal extension of a project deadline.
- You’re following up on a submitted job application.
- You’re confirming the receipt of a signed contract.
- You want to schedule a product demo for a potential client.
Compare your answers to the examples above and revise them for clarity and tone.
Students and Professionals: Let IvyPlug Help You Master Business Writing
Need help writing better business letters, emails, or academic documents? Don’t guess—get expert support from IvyPlug.
- Craft effective cover letters, resumes, and business letters
- Get help with personal statements, SOPs, and professional emails
- Polish your language and tone for any formal document
Visit IvyPlug.com today and unlock expert-level writing tailored for your success.
Conclusion
The subject line of a business letter isn’t a minor detail—it’s the gateway to your message. Whether you’re communicating with a client, professor, HR manager, or coworker, a sharp, specific subject line shows that you’re focused, organized, and professional.
Want to elevate your writing even more? IvyPlug is your ultimate resource for academic and professional writing support. Get expert guidance and make every word count.