What is a Business Letter?

(Definition)
A business letter is a professional, formal letter that is sent by one company
to another. These letters can be used for professional correspondence
between business clients, employees, stakeholders as well as individuals.

Whether you need to tell a potential client about your product, collaborate
with another company, convince someone to attend your event, or give a
thank you note – a well-written business letter can stand out.Business
letters demonstrate a level of professionalism and class, however, writing
them becomes a tedious task when you are unfamiliar with the concept.

What information should you include, and how formal does it have to be?

Is there a limit to the number of paragraphs you can write?

How to address someone and how to close your note?

If you don’t have the answers to these questions, you are in the right place.

We have put together a guide so that you can master the art of writing
business letters.

But, before that, let’s have a quick look at different types of business letters
you might need to write at some point in your life.

Types of Business Letters

1. Cover Letters

First up, a cover letter is a one-page document that candidates submit along
with their resumes. It takes the employer on a guided journey of their
greatest career & life achievements.
No matter if you’re a student or an experienced professional, a cover letter is
an important document to show your skills, experience, and why you’re fit for
the position you are applying for.

Tips:

 Don’t try to fit your whole career in your cover letter. It should have a
carefully curated collection of stories.
 Don’t state a skill that you don’t actually have. You’ll definitely regret it
when you’re asked to use that skill in the interview.
 Keep it concise and to the point. The employer does not have time to
sit down and read an entire memoir.

2. Business Invites

These letters are a formal way to reach out to a company or an individual

and invite them to attend an event hosted by your company.

As business events tend to be formal, an invitation letter is most likely to be

formal as well. But, if you are organizing a casual event, it should be reflected
in your invite and tone.

Tips:

 Write the letter in such a way that it builds anticipation about the
event.
 Clearly mention the date, time, and venue.
 Set a friendly follow-up to remind them of the event.

3. Complaint Letter

This letter is a way to formally express your disappointment formally. You

can report a bad experience, poor customer service, or let a company know
that their products didn’t meet your expectations.
The key to this letter is that it shouldn’t sound like you are nagging, but also
shouldn’t lose its importance if you want to be taken seriously.

Tips:

 Don’t get too emotional or over-the-top angry. Just state the facts.
 Be cordial and professional. Let them know the entire story and how’d
you like them to rectify their mistakes.

4. Letter of Resignation

A letter of resignation is a document that notifies your employer that you’re

leaving your job. Whether you work at a coffee shop or a big-shot company,
it’s proper protocol to submit a letter of resignation before you leave.

Also, if you have an urge to send an incendiary letter of resignation, don’t

give in! You might cross paths with these people again.

Tips:

 Keep it simple, stick to the facts, and don’t start complaining.

Resignation letters are not the right place for complaints & critiques.
 Thank your boss and/or the company for the opportunities and
describe some of the key things you learned on the job.
 If you’re in a high-profile position, consider your words super carefully
because your letter would likely be made public.

5. Order Letters

Also known as “purchase orders”, these letters are used to order things or
buy material. They act as a legal record, documenting the transaction
between the buyer and seller.

These letters are generally written by one business to another business to

make an order or to modify it.
Tips:

 Be concise and clear to avoid any misunderstanding or confusion.

 Include everything the seller would need to deliver the order and get
the payment.
 Provide contact information for future conversations or follow-up.

6. Letter of Recommendation

These letters intend to recommend someone for an internship, job,

fellowship, or other such opportunities.

Before hiring an employee, many employers ask for such kinds of letters. It
tells why the person the letter is about is a good person to hire and describes
their strengths & abilities.

Tips:

 Be honest and don’t agree to write a letter to someone you don’t know.
 Use specific examples to highlight the person’s strengths, skills, and
abilities.
 Include why you believe the candidate would excel in the role.

Many times, people overlook the importance of writing persuasive business

letters because the concept just doesn’t interest them. As a result of which,
people don’t know how to write a business letter.

Well, if you’re in the same boat, we’ve got your back.

Writing a clear and concise business letter isn’t a big deal, as long as you
follow the established rules for layout and language.

Let’s learn how to craft a polished, professional business letter because we know
that you don’t want to get the format wrong and look sloppy & unprofessional!

 
How to Write a Business Letter in 9 Simple Steps? (Format
or Structure)
Step 1: Sender’s Information

If you want a reply, you need to understand how to address a business letter
properly.

In this section, you’ve to write your address, contact number, and email
address.

Many people include their full name at the top too. However, others think
that it’s unnecessary because you are going to sign the letter with your name
anyway.

Want to save some time?

Well, if your company has a letterhead, you can use that instead of typing out
all the information.

Step 2: Date

Rather than abbreviating with numbers, write the entire date.

When you’re writing to American companies, use the American date format
i.e, put the month before the day.

Example: October 20, 2016

Write the date before the month if you’re sending a letter in the U.K. or
Australia.

Example: 20 October 2016

Step 3: Recipient’s Address 

This is the address where your letter will be delivered.

Write the recipient’s name, their title (Ms./Mrs./Mr./Dr), and their address.
Make sure you’re as specific as possible so that it reaches the right
destination.

If you don’t know the person’s name, a little research won’t harm you! Call
the company or speak to the employees of the company to find out the
name.

Example: 

Mr. Mike Brown

Executive Director

XYZ, Inc.

602 Melrose Avenue

Los Angeles, California 90038

Tips:

 In case you’re unsure about a woman’s preference in being addressed,

use ‘Ms’.
 If you think that your recipient uses ‘Dr’ or has some other title, use
that. (Usually, people don’t mind being addressed by a higher title than
they actually possess, but they don’t wanna be addressed by a lower
one.)

Step 4: The Salutation

A salutation isn’t just a simple greeting, it’s an indicator of respect. You can
choose the salutation based on how well you know the person and the
context of your letter.

If you know the person you’re sending the letter to, and you mostly address
them with their first name, it’s okay to use their first name in the salutation.
(For example, Dear Mike)
However, there are exceptions to this case too.

Let’s take an example.

The dean at XYZ college might be your uncle, but if you’re writing to him
regarding an official matter, it would be best if you use the salutation “Dean
(Last Name)” or “Dr. (Last Name)” because there’s a chance that other people
handle his letters and emails.

If you don’t know someone, always use the personal title and their last name.

If you are not sure of someone’s gender, you can use their full name. (For
example, Dear Taylor Brown)

If you don’t know specifically whom you’re sending the letter to, use “to
whom it may concern.”

Whatever the situation is, make sure that you end the salutation with a colon.
(Not a comma!)

Step 5: The Body

This is the most important part of your letter. The body should contain a few
(mostly three) concise paragraphs, each with a clear purpose.

If you want your reader to get the best possible impression, keep your
message crystal-clear.

In the opening paragraph, introduce yourself and clarify the point of your
letter. You can also mention mutual connections here, in case the recipient
doesn’t know who you are.

Not sure how to start?

You can write “I am writing to you regarding…” as the opening line.

In the next paragraph, go into the details of your main point.

In the closing paragraph, briefly summarize your points, restate the letter’s
purpose and tell your planned course of action.

Tip: Try to avoid lengthy, meandering sentences and just get straight to the
point.

Step 6: Closing

Here, you’ll mention that the recipient can contact you or your team if he has
any concerns or questions. You can also thank him or her for reading the
letter.

Make sure that the closing isn’t more than two sentences long!

For instance, you can write:

 Kindly email me at (your email) to schedule a meeting. Thank you!

 If you have any queries, don’t hesitate to call me at (your contact number).

Step 7: Complimentary Closing

This is a short remark that marks the end of your letter. You’ve got a lot of
options here but choose the one that reflects the formality of your
relationship.

Recommended formal closings include “Yours Truly” or “Respectfully” or

“Sincerely”.

If your letter is less formal, you can write “All the best” or “Thank you” or
“Regards” or “Best”.

Regardless of what you choose, add a comma to the end of it.

Step 8: Signature
Below the complimentary close, sign the letter.

Make sure that you skip at least four lines so that there’s enough room for
your signature. After that, type out the name that has to be signed.

You can include your job title below your full name too.

Here’s the format:

Your signature

Typed full name

Title

Step 9: Enclosures (If applicable)

If you plan to send anything along with your business letter, you can indicate
this simply by writing Enclosures  after the signature.

Consider it the print version of “please find attached” for emails.

If you have included many documents, make a list that tells the recipient
what he needs to look for in the envelope.

For example:

Enclosures (5): 2 Brochures & 3 Flyers

When it comes to a business letter, using the right justification and accurate
structure isn’t good enough.

You need to strike the right tone.

You need to ensure that your recipient understands your letter’s intent.

Let’s uncover the secrets of  writing a business letter that stands out!

 
Letter of transmittal example

This example will help you write your first letter of transmittal:

Jen Henderson
Digital Drive Inc.
123 Fall Avenue
Madison, WI 53716

Hannah Richardson
Owner
Richardson Organic Farm
456 Summer Lane
Lodi, WI 53555

Dear Mrs. Richardson,

Within the attached R.O.F. Marketing Report, you will find information on the feasibility of
marketing your organic products through the Organic Nature website and our recommendations
for a specific plan of action.

Our analysis included researching the organic market in Wisconsin and the success of similar
businesses marketing their products online. We have spoken directly with the team at Organic
Nature to gather data and insights into how their website will increase your market visibility and
online sales. Based on our research, we concluded the online market will be a beneficial space
for your business. We have provided an outline for a marketing plan in the attached report for
your review.

Thank you for trusting us to complete this market research for you. We appreciate your business
and look forward to working with you. Please review the official report and respond with your
thoughts.

If you have any additional questions, feel free to contact me anytime at

[email protected] or (608) 123-4567. I look forward to speaking with you further
on this project.

Sincerely,

[Signature]

Jen Henderson
Complaint Letter Sample 2 – Damaged Product Received
5/652, SNV Street
VKL Colony
Hyderabad – 500025
November 26, 2021
 
The Manager
Customer Service Department
Taurus Shop
New Delhi – 110023
 
Subject: Complaint about a damaged product received
 
Sir/Ma’am,
I had purchased a black top from your online store. I received the product today, and I tried filing
a return request as the size is smaller than the one I had ordered, and the cloth is torn on the left
side. For some reason, the return request is not being filed. The page is either getting redirected
or stuck. I have tried multiple times, and I could not go through with it. Can you please check
and let me know if the return request has been filed for the order no. 3049. If not, kindly let me
know what I should do to return the product.
I am attaching herewith photographs of the damaged portion of the top and the opening video for
your reference.
Thank you
Yours sincerely,
Signature
Name of the person

Business Inquiry Letter

Sample Template
This inquiry letter is written by a local business firm to a newly established business firm to
inquire the range of the product and for the price list. They request a visit by a company
representative to discuss collaboration in the future.

USE COMPANY LETTERHEAD

 Date: ________

To,

Designation

Organization´s Name

Address _____________

____________________

Subject: Business Inquiry about Organic Products

 

Dear Mr. / Mrs.

Firstly, we would like to congratulate on the opening of your new business venture. We are sure
that you will discover long periods of achievement and will establish your firm with plenty of
organic specialties.

Further, many of my clients are now asking organically grown produce be used in the dishes we
prepare in our restaurant.  To fulfill the need of my customer, we would like to inquire about
your range of organic products that you produced with a price list to understand it thoroughly
before making an order.

We hope that we will develop a good working relationship in the future.  We would appreciate
having a visit from your company Executive to our office to discuss this all.  Let me know about
the visit prior, so that we can see our engagement and make sure you are warmly welcomed and
showed around our premises by our highly trained staff.

Looking forward to hearing from you at the earliest.

Name Designation
Organization Name
 
Letter outline:

 Start the letter by announcing the good news to the recipients.

 Highlight the benefit of the news. For example, if your business experienced an increase in
sales, you could give all of your employees a big bonus.

 Thank the stakeholders for their contribution. Thank your employees for their efforts and your
customers for their loyalty.

Let us look at an example for each situation

Good news letter to employees

Dear All,

We are very happy to inform you that our November sales reached two million USD, 30% more
than the forecasted figure. This marks a huge improvement from last year and a sign that the
business is growing in the right direction.

We would like to thank you all for your contribution and dedication. This would have not been
possible without the combined effort of all of our staff.

In recognition of this remarkable achievement, the management has decided to award everyone
$500 bonus.
Keep up the good work.

Regards

Bad News Business Letter Example #2

Dear Ms. Hodges,

Thank you for ordering our professional Chinese wok set. You will find that wok-cooked
foods are both delicious and quick to fix.

We have sent you an added bonus: 2 extra inches of cooking area, thanks to our supplier’s
generosity. This 16-inch wok is more efficient than the advertised 14-inch wok. Now you can
create Chinese meals with a professional flair with this package that includes cooking racks,
chopsticks, a rice paddle, and a steel turner, in addition to a wok base and lid. To complete
your collection, the skewers and cookbook will arrive by April 22.

Remember that Figby’s offers specialized items for all your cooking needs. Please stop by on
May 10 for a free demonstration on preparing Japanese sushi. You may also want to take
advantage of our special prices on Japanese cookware, which will only be available that week.

Sincerely,

Harry Figby

This bad newsletter covers the fact that the wok Ms. Hodges ordered is not available by
upgrading it to a better, bigger wok. As well, it is so positive in tone that the reader might not
realize that the entire set she ordered hasn’t arrived on time, as two pieces of it will arrive later.
This bad newsletter did not focus at all on the negative but delivered its message in a positive
way. Harry Figby also extended an opportunity for a future relationship by informing Ms.
Hodges of upcoming sales and events.