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How to write a business letter: Formatting guide + template

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There may be no more comically vague term in the entire business world than the word "business." It means so many things that it really means nothing, and yet you're reading this right now because you probably have a specific business-related need.

You might argue that any letter composed in a business setting could be considered a business letter—and you'd be more or less correct. But with such an impossibly wide and unspecific range of applications, how are you supposed to do business lettering right?

Whatever purpose you have for engaging in this epistolary practice, there are certain rules, expectations, and formatting specs you need to know. Here's how to write a business letter of just about any type in a way that gets the job done.

What is a business letter?

Types of business letters.

There are a lot of different types of business letters because a lot of business things happen at businesses. That's just business facts.

But there are a handful of typical business letter purposes and structures for use cases, ranging from sales to hiring to procurement. Here are some of the most common ones. 

Sales letter: Sales teams use these to pitch a product or service to potential customers.

Business inquiry: This letter is a formal way to ask a company for more information about their products, services, or job openings.

Request for information: Called an RFI for short, this is used to gather detailed information about potential vendors' products or services.

Cover letter: This general introduction letter summarizes an attached document like a resume or job application.

Offer letter: A hiring company sends this to successful job applicants to formalize the hire and outline the details of the position.

Letter of recommendation: A more senior professional who knows you sends this with your job application to get the hiring committee hyped to hire you.

Acknowledgment letter: You can use this boilerplate letter to let someone know you've received something from them.

Letter of resignation: A more formal way to say "I'm quitting," this gives HR dated documentation of your timeline and possibly rationale for leaving.

Parts of a business letter

While the details will vary pretty widely depending on what you're writing it for, there are four essential parts of a business letter that will almost always be there: heading, salutation, body, and sign-off. Here's what goes into each.

writing business letters for various purposes

These basic details should open any business letter. They'll generally be left-justified at the top of the document, listing:

Your return address

Your contact information

The date the letter was/will be sent

Recipient's address (optional)

In some cases—particularly if you're sending a physical letter to a company—it can be helpful to include the recipient's address in the heading as well. In the digital age, it's not as important since you'll likely send this as an email or attachment. When in doubt, it doesn't hurt to include it, as it can also show you've done your homework. 

Letters don't usually have big title headers labeling them as something generic like "Business inquiry" or "Business letter." But if you're writing one for a well-defined purpose for documentation, like a letter of resignation or offer letter, you could consider it.

2. Salutation

Below your header, you can't just jump right into requesting a quote or quitting a job—you've got to greet the reader. This will go on its own line, equidistant from the heading to the body.

In a business context, you want to be formal but not stilted. "Hey!" won't be taken seriously, while "Greetings, Sir" comes across like an alien trying to act like a human. 

"Dear _____," is always a safe choice. Fill in the recipient's full name or replace their first name with a title like "Dr." or "Professor." Always use a name if you can find one. If you can't, use a generalized stand-in like "Dear [company name/department] hiring committee" or "Dear [company name] board of directors."

When in doubt, you could do worse than "To whom it may concern," but it's a little on the impersonal side and should be avoided if possible.

If the heading is the table and the salutation is the plate, the body of the business letter is the big steaming scoop of casserole. This is where you make your case, ask your question, or shoot your shot. This usually takes up the largest portion of the letter, which kind of muddies my analogy.

Body sections can be as short as one sentence—something like "We have received your request and will respond within two business days." But in most cases, they'll be upwards of a few paragraphs. Again, there are no rules for the number of paragraphs. But for longer messages, it can help to map out three:

Paragraph 1: Greet the reader, introduce yourself, and state the purpose of your letter.

Paragraph 2: Follow up with the details of your message. Any background info they need to know or extra context can go here as you make your point.

Paragraph 3: Wrap it up with a quick summary of your main point, let them know what they can do next or what you'll do next, thank them, and close out.

Here are a few pro tips for writing this section:

Focus paragraphs. Each paragraph after the introduction should have one specific focus. Bonus points if you can convey what each paragraph is about in the first sentence.

Be concise. Most professionals have a lot on their plates (to bring the analogy back). Stick to the point, and only include details that are absolutely necessary in the context of the letter.

Adapt the voice. Business communication should be formal and polite but not stilted or effusive. However, if the company you're writing to has a very clear voice and you're writing for a personal matter (e.g., applying for a job), consider adapting your voice to match theirs.

Close it out. Wrap up the body with a conclusion paragraph that succinctly summarizes everything you just said in a couple of sentences.

Next steps. Make sure your recipient knows what to do once they've finished reading. Include actions ("See attached…"), requests ("Please let me know…"), expectations ("I look forward to your response"), or suggestions ("Please consider…").

4. Sign-off

Once you've made your point, all that's left is to stick the landing and get out of there. Every business letter should have a closing section that shows you're finished and gives the recipient clarity on next steps.

Sign-off: Like "Dear" in the salutation, "Sincerely" is a safe sign-off to follow the body with. Depending on the context and familiarity, alternatives like "Best" or "Gratefully" can also work, but this isn't somewhere you want to take risks.

Typed name: Since most people's signatures are borderline unreadable, type up your name below the signature. This leaves no question as to who you are and how to spell your name.

Enclosures: Lastly, if you have any enclosed documents accompanying the letter, don't forget to include them.

How to write a business letter

So you know what a business letter is, what goes into it, and how to structure it. Now it's time to write it. Here's how to write a business letter for just about any occasion in six steps.

1. Identify your purpose

Once you have a defined purpose, translate it into words you can inject into your first body paragraph. Your purpose should encompass your needs, who you need to communicate those needs to, and why that person is relevant to those needs.

2. Find a contact

Every letter needs a recipient. While you can employ the generic "To whom it may concern," that lack of specificity also signals to the recipient that you're not invested enough to know who you're talking to.

3. Follow a consistent format

Business letter formatting should be like underwear: foundational but unnoticed. If the reader is thinking about your formatting, you've probably done something wrong.

The key to formatting is consistency. Maintain the same font, size, spacing, and margins throughout the document. When in doubt, left-justify all the text, but you can also consider these professional letter format options:

Block: Everything is left-justified with no additional indents to the first lines of paragraphs. Instead, you'll have an extra space between paragraphs. To avoid huge white spaces, you'll want to maintain 1"-1.5" paragraph spacing—ideally 1" or 1.15". This is a can't-miss standard option.

Modified block: A variation on block formatting, this one's a bit more dynamic. Start with block formatting, but add a twist: move non-paragraph elements like the heading, sign-off, and signature to the right margin. It's a small difference but a more visually engaging one.

Semi-block: Like block formatting, everything is left-justified in this format. The difference is that new paragraphs have indented first lines, generally 0.5". Since this visually differentiates new paragraphs, you should cut out any additional spaces between paragraphs. Keep this one at 1.5"-2" paragraph spacing, ideally double, to promote readability. This is a more formal option.

writing business letters for various purposes

4. Write with intention

You'll spend most of your time in the body section, and that's where you'll really drive your point home. Every paragraph should contribute to the purpose you identified from the outset, and every word should advance your goal. 

As you write your body paragraphs, it's crucial to maintain a consistent, professional tone. Keep it in the second person—since you're writing to an individual, address them as "you" when you need to refer to them.

Writing an effective introduction

Turning your rough ideas into full letter bodies

Giving you new phrasing options

Rephrasing your own words into a different tone

Adding humor or other personal touches

Giving you suggestions for improvement

5. Keep it short

This goes for your paragraphs and your letter as a whole. No one wants to sift through huge blocks of text to get to the point of a letter they know has an actionable intention.

There's no hard-and-fast rule here—it's really more of a feel. But generally try to limit paragraphs to four to six lines. If possible, keep the entire letter to one side of one page. 

6. Copy edit

Do I believe that meaning is fluid and grammar is a subjective construct? Yes and yes. Do I believe business letters should be as grammatically sound as possible? Also yes.

Business letter format example

By now, you may be wondering what a business letter looks like in practice. More specifically, you may be wondering what an AI-generated RFI about Guy Fieri's free Food Network cooking classes looks like. Incredibly, that's exactly what I've got for you in this very section.

For reference, I used standard block formatting.

writing business letters for various purposes

Business letter template

This simple business letter template should give you the foundation you need for just about any use case. Just replace the text with your information, delete the sections you don't need, copy edit, and you're ready to go.

Here are a few additional tips for customizing it:

Font: We opted for a Zapier-style font, which can suit more casual digital business messaging. But for an even more formal look, opt for the traditional Times New Roman.

Date: This should be the date sent, not necessarily the date you start the draft.

Recipient contact information: Exclude this if it's not available or relevant.

Enclosures: Exclude this if you're not enclosing any additional documents.

writing business letters for various purposes

How to write a business letter with automation

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Business letter FAQ

How do you write a simple business letter.

Here's how to write a simple business letter:

Put your name and address in the top-left corner.

Below that, type the full date.

Follow that with the recipient's contact information.

Start the message with a salutation like "Dear [name]."

Open the message body by introducing yourself and the purpose of your letter.

Write as many paragraphs as you need, but try to keep it to one page.

Below the body, write a sign-off like "Sincerely," followed by your signature and then your typed name.

If enclosing documents, list enclosures below that.

What is the correct format for a business letter?

Most business letters have a block format. This has 1" margins on all sides, standard 12-point font, single or 1.15" spacing, a space between paragraphs with no first-line indentations, and left justification for all text.

How do you start a professional letter?

A professional letter should start with "Dear" followed by the recipient's full name. If the recipient has a title like "Dr.", include that as well. If you don't have a specific recipient, use "To whom it may concern." 

Related reading:

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Bryce Emley

Currently based in Albuquerque, NM, Bryce Emley holds an MFA in Creative Writing from NC State and nearly a decade of writing and editing experience. His work has been published in magazines including The Atlantic, Boston Review, Salon, and Modern Farmer and has received a regional Emmy and awards from venues including Narrative, Wesleyan University, the Edward F. Albee Foundation, and the Pablo Neruda Prize. When he isn’t writing content, poetry, or creative nonfiction, he enjoys traveling, baking, playing music, reliving his barista days in his own kitchen, camping, and being bad at carpentry.

  • Small business

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The complete guide to writing a business letter (2023 updated guide).

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Are you struggling to structure an effective business letter? Few people realize that every detail in a business letter, from format to punctuation can make a lasting impact.

This guide aims to simplify the process for you, offering step-by-step instructions on crafting professional and meaningful correspondence.

Key Takeaways

  • Understand the purpose and format of a business letter, including font styles and alignment, to effectively convey your message.
  • Include accurate contact information, date, recipient’s details, salutations, body paragraphs, and closing/signature for a well-rounded business letter.
  • Be clear and concise in your writing using a professional tone while avoiding grammatical or spelling errors.
  • Personalize your business letter by addressing the recipient personally and considering their needs, preferences, and relationship with you.

Understanding the Basics of a Business Letter

The basics of a business letter include understanding its purpose, format, font, and layout.

Purpose and Format

A business letter serves various purposes from formal introductions to official requests. The format plays a crucial role in delivering the message effectively. Typically, it starts with sender’s contact information followed by date and recipient’s details.

Font styles such as Times New Roman or Arial and a font size of 12 is generally used for professional appeal. Aligning all text to the left margin, also known as block style, ensures readability and neatness.

A well-thought-out purpose paired with an appropriate format can make any business letter stand out.

Font and Layout

Professional correspondence like a business letter requires careful attention to the font and layout. Using standard, easy-to-read fonts such as Times New Roman or Arial in size 10-12 helps ensure your message is clear and legible.

The structure of a business letter should have evenly spaced lines with a clean margin on all sides, typically one inch. Font consistency adds to readability while maintaining a formal feel throughout the document.

An ideal layout involves aligning all text to the left side of the page following block format rules for official communication. This format allows your recipient to follow through each paragraph easily, enhancing understanding and engagement in your professional writing skills .

Parts of a Business Letter

The parts of a business letter include the contact information, date, recipient’s information, salutations, body, and closing and signature.

Contact Information

Your business letter starts with your contact information. This should be clearly stated at the top of the letter, preferably in the top-right corner. Include your full name, job title if applicable, address, phone number, and email address.

Each piece of information should be on a separate line for easy reading. Your contact details provide an essential point of reference for recipients who may wish to respond or inquire further about your communication’s content.

Including the date on a business letter is essential for providing a reference point and ensuring timeliness. It is important to place the date at the top of your letter, just below your contact information.

The standard format for writing the date in American English is month, day, and year. For example, “June 15, 2022.” By including the date in your business letter, you demonstrate professionalism and help establish clear communication between you and the recipient.

Recipient’s Information

The recipient’s information is a crucial part of a business letter, as it ensures that the letter reaches the right person. It typically includes their name, job title or position, company name and address.

The accuracy and completeness of this information is essential for effective communication . When writing a business letter, it is important to take the time to research and verify the correct recipient’s information to avoid any misunderstandings or delays in communication.

By addressing the letter directly to the intended recipient, you demonstrate professionalism and respect for their time and role in your correspondence.

Including accurate recipient’s information also helps establish a personal connection between sender and receiver. Additionally, by tailoring your message specifically to the individual or company you are addressing, you show that you have taken the time to understand their needs or preferences.


Salutations are an essential part of a business letter, as they set the tone and build rapport with the recipient. It is important to use an appropriate salutation based on your relationship with the recipient.

For formal letters addressed to someone you have not met before or hold a professional relationship with, use “Dear” followed by their title and last name (e.g., Dear Mr. Smith). If you have a closer relationship or know them well, you can use their first name instead (e.g., Dear John).

However, it’s crucial to always maintain professionalism in your salutation. By choosing the right salutations, you start off on the right foot and show respect for the person receiving your letter.

The body of a business letter is where you communicate the main message or purpose of your correspondence. It should be clear, concise, and organized to ensure that your intended message is effectively conveyed.

Use short and direct sentences to maintain readability and keep paragraphs focused on one idea. Avoid using jargon or technical terms that might confuse the reader.

When writing the body of a business letter, it’s important to consider the recipient’s needs and preferences. Customize your message based on their background, interests, and relationship with you.

By doing so, you can create a more personalized experience for the reader.

Remember that in a business letter, professionalism is key. Maintain a respectful tone throughout your writing and use formal language appropriate for professional communication. Double-check for any grammatical or spelling errors before finalizing your letter as these mistakes can undermine your credibility.

Closing and Signature

The closing and signature are important elements of a business letter as they help create a professional impression. The closing should be brief but polite, such as “Sincerely” or “Best regards.” After the closing, leave space for your handwritten signature if sending a printed letter.

If sending an email or digital letter, use a typed version of your name followed by your contact information, such as your full name, job title, phone number, and email address. Remember to proofread the entire letter before adding the closing and signature to ensure accuracy and professionalism throughout the document.

Tips for Writing a Professional and Effective Business Letter

To ensure your business letter is professional and effective, it is important to be clear and concise in your writing. Use a professional tone throughout the letter and avoid any grammatical or spelling errors.

Personalize the letter as much as possible to make it more impactful.

Be Clear and Concise

When writing a business letter, it is crucial to be clear and concise in your communication. Use simple language that is easy to understand and get straight to the point without unnecessary details.

This will help ensure that your message is understood quickly and efficiently. Avoid using long sentences or complex words that may confuse the reader. By being clear and concise, you can convey your message effectively and make a positive impression on the recipient of your letter.

Use a Professional Tone

A professional tone is essential when writing a business letter. It conveys a sense of credibility and reliability to the reader. Using clear and concise language, avoiding slang or casual expressions, and maintaining a polite and respectful tone are key elements of professional communication.

By using a professional tone in your business letters, you will make a positive impression on the recipient and enhance your professional reputation. Remember to consider the context of the letter as well as the relationship between you and the recipient when determining how formal or informal your tone should be.

Avoid Grammatical and Spelling Errors

To write a professional and effective business letter, it is crucial to avoid grammatical and spelling errors. These mistakes can give the impression of carelessness or lack of attention to detail, which can negatively impact how your message is received.

Proofread your letter carefully before sending it out, using spell-check tools and AI grammar checker as necessary. Taking the time to ensure accuracy in your writing will demonstrate professionalism and enhance your credibility with the recipient.

Personalize the Letter

Personalizing the letter is an important step in writing a business letter. By tailoring the content to the recipient, you can create a more meaningful and effective communication.

Consider their needs, preferences, and relationship to you or your business. Use their name instead of generic terms like “Dear Sir/Madam.” Researching about their background, interests, and professional achievements can be helpful in personalizing the letter further.

You might also want to reference any previous interactions or mutual connections to establish a connection and make the correspondence feel more genuine. Personalization shows that you value the recipient’s time and helps create a positive impression right from the start.

It is worth noting that personalization goes beyond just addressing someone by name; it extends to understanding their context and using language appropriate for them. This includes using industry-specific terminology if relevant or adjusting your tone based on whether you have an existing professional relationship with them or are reaching out for the first time.

The goal is to make sure that your message resonates with them personally so they will be more inclined to engage with it. A personalized business letter demonstrates attention to detail and conveys that you have taken the time to understand who they are as an individual or organization.

Examples of Business Letter Formats

There are two common formats for business letters : block form and indented form. In block form, all the elements of the letter are aligned to the left margin without indentation. Indented form, on the other hand, uses a slight indent at the beginning of each paragraph.

Both formats can be used depending on personal preference and company guidelines.

In block form, the entire letter is aligned at the left margin. This means that all parts of the business letter, including the sender’s information, date, recipient’s information, salutations, body paragraphs, closing remarks, and signature are aligned on the left side of the page.

Block form gives a clean and professional appearance to your business letter. It is important to use proper formatting techniques in order to create an effective document that will make a good impression on your reader.

Familiarizing yourself with block form will help you create well-organized and visually appealing business letters.

Indented Form

In the Indented Form of a business letter, the paragraphs are indented instead of being aligned to the left. This format creates a more formal and traditional look. The sender’s address, date, recipient’s information, salutations, body paragraphs, closing remarks, and signature are all still included in this format.

By using the Indented Form for your business letters, you can add a touch of professionalism and ensure that your message is conveyed effectively.

Types of Business Letters and Their Purposes

There are various types of business letters , each serving a specific purpose. Cover letters are used to introduce yourself and your qualifications for a job. Letters of recommendation showcase someone’s skills and character.

Interview follow-up letters express gratitude and reiterate interest in a position. Sales letters aim to promote products or services. Complaint letters address issues or concerns with a company’s products or services.

Thank you letters show appreciation for someone’s help or support. These are just a few examples of the different types of business letters and their purposes in professional communication.

Cover Letters

A cover letter is an essential part of the job application process. It introduces you to potential employers and highlights your qualifications and experiences that make you a strong candidate for the position.

A well-written cover letter can set you apart from other applicants and grab the attention of hiring managers. It should be tailored specifically to each job opportunity, showcasing your enthusiasm for the role and explaining why you are a good fit.

By addressing key points in your cover letter, such as expressing interest in the company, highlighting relevant skills, and demonstrating knowledge about the industry, you can greatly increase your chances of getting noticed by potential employers.

Letters of Recommendation

Letters of Recommendation play a crucial role in various professional situations. Whether you’re applying for a job, seeking admission to a college or graduate school, or even pursuing an internship opportunity, having strong letters of recommendation can greatly enhance your chances of success.

These letters provide an objective perspective on your skills, abilities, and character from individuals who have worked closely with you in the past. They serve as endorsements that highlight your strengths and qualifications for the specific opportunity you are pursuing.

A well-written letter of recommendation can make a significant impact and leave a lasting impression on prospective employers or admissions committees. So, it’s important to carefully choose recommenders who know you well and can speak positively about your capabilities.

Interview Follow-up Letters

After an interview, it is crucial to send a follow-up letter to express your gratitude and reiterate your interest in the position. This letter serves as another opportunity to showcase your professionalism and leave a positive impression on the hiring manager.

Remember to mention specific points from the interview that resonated with you and highlight any relevant qualifications that were not discussed during the interview. Sending a thoughtful follow-up letter can help you stand out among other candidates and increase your chances of securing the job.

Sales Letters

Sales letters are an essential tool for businesses to promote their products or services. These letters aim to persuade potential customers to make a purchase or take some other desired action.

A well-written sales letter should grab the reader’s attention, highlight the benefits of the product or service, and create a sense of urgency. By presenting compelling information and using persuasive language, sales letters can effectively communicate with customers and generate leads.

Businesses can customize sales letters based on their target audience and specific goals to maximize their impact.

Sales letters play a crucial role in marketing strategies as they allow businesses to directly connect with potential customers. They provide an opportunity to showcase the unique selling points of a product or service and convince readers why it is worth investing in.

By focusing on customer needs and addressing any objections they may have, sales letters can effectively influence purchasing decisions. Moreover, by including testimonials from satisfied customers or offering special promotions, businesses can further enhance the effectiveness of their sales letters in driving conversions.

Complaint Letters

Complaint letters are an essential form of business communication used to express dissatisfaction and seek resolution for a problem or issue. When writing a complaint letter, it is important to be clear and concise about the problem at hand, providing detailed information and any supporting evidence.

Using a professional tone throughout the letter is crucial in order to maintain credibility and increase the chances of getting a positive response. Remember that addressing the recipient respectfully can help facilitate cooperation.

By following these guidelines, you can effectively communicate your concerns and work towards finding a solution.

Thank You Letters

Thank you letters are an important form of business communication that allows you to express your gratitude and appreciation. These letters can be sent after a job interview, business meeting, or when someone has done something kind for you.

By sending a thank you letter, you show professionalism and strengthen your relationship with the recipient. It is crucial to personalize the letter by mentioning specific details about what you are thankful for.

Remember to keep it concise and use a professional tone throughout the letter. A well-written thank you letter will leave a lasting impression on the recipient and help maintain positive connections in your professional network.

There are various types of business letters that serve different purposes. For example, cover letters are used when applying for a job, while letters of recommendation help endorse someone’s skills or qualifications.

Interview follow-up letters can be sent after an interview to express gratitude and reiterate interest in a position. Sales letters are designed to promote products or services, while complaint letters voice concerns or dissatisfaction with a company.

Thank you letters are sent to show appreciation. Understanding these different types of business letters and their purposes can help you write the appropriate letter for any situation – allowing you to effectively communicate your message and achieve your desired outcome.

Mastering the art of writing a business letter is essential for effective communication in professional settings. By understanding the basics, structure, and tips provided in this guide, you can confidently craft well-formatted and impactful letters.

Whether you’re applying for a job, requesting information, or expressing gratitude, following these guidelines will help you create professional correspondence that leaves a lasting impression.

Take advantage of the examples and resources available to refine your skills and elevate your business writing to new heights.

1. What is the purpose of a business letter?

The purpose of a business letter is to communicate important information, make requests, or address issues in a professional manner.

2. How should I format a business letter?

A typical business letter should include your contact information at the top, followed by the date and recipient’s address. It should have a formal greeting and closing, with clear and concise paragraphs in between.

3. What are some common mistakes to avoid when writing a business letter?

Some common mistakes to avoid when writing a business letter include using informal language, making grammatical errors, or failing to proofread for clarity and accuracy.

4. How do I address someone in a business letter if their gender is unknown?

If you’re unsure about someone’s gender in a business context, it’s best to use neutral titles like “Dear Sir/Madam” or “To Whom It May Concern.”

5. Can I use abbreviations or acronyms in my business letters?

While abbreviations and acronyms can be used sparingly in certain circumstances where they are widely understood, it’s generally recommended to spell out terms fully for clarity unless they are commonly known within your industry or organization.

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Anisha Jain

Anisha Jain, a dynamic professional in the sports SaaS industry, transitioned from economics to digital marketing, driven by her passion for content writing. Her tenure at TBC Consulting culminated in her role as CEO, where she honed her skills in digital strategy, branding, copywriting, and team management. Anisha's expertise encompasses various aspects of digital marketing, including 360-degree marketing, digital growth consulting, client communication, and business development, making her a versatile asset in the SaaS domain.

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How To Write A Business Letter

How To Write A Business Letter

Table of Contents


A business letter is a formal written exchange between two entities, typically organizations or individuals, with the primary objective of professionally conveying information, making requests, or engaging in correspondence. This article explores the essence of business letters, explaining their purposes and providing illustrative examples.

Let’s get started with what we mean by a business letter!

What are Business Letters?

Business letters are formal written documents for professional communication between individuals, organizations, or entities. They serve as a structured and official means of exchanging information, making inquiries, placing orders, conveying decisions, and engaging in various other business-related interactions.

Typically formatted with specific components such as a salutation, body, and closing, business letters adhere to established conventions to ensure clarity and professionalism.

These letters are crucial in corporate environments, legal matters, and other professional settings, facilitating clear and documented communication while maintaining a level of formality and respect.

Purposes of Business Letters

A business letter, characterized by its formal language, serves various essential purposes. These include:

  • Requesting information or action from another party.
  • Placing orders for supplies.
  • Identifying and addressing mistakes.
  • Responding to requests.
  • Offering apologies for errors.
  • Conveying goodwill professionally.
  • Seeking collaboration or partnership.
  • Confirming details of a business arrangement or transaction.
  • Notifying clients or stakeholders about updates.
  • Extending invitations to business events or meetings.
  • Acknowledging receipt of documents or payments.
  • Expressing appreciation for a business opportunity.
  • Discussing terms and conditions of a contract.
  • Formal resignation or termination of a business relationship.

Structure of a Business Letter

The structure of a business letter typically follows a formal and standardized format, including the following components:

  • Positioned at the top of the letter.
  • Includes the sender’s name, title, company name, and address.
  • Placed below the sender’s address.
  • Indicates the date when the letter was written.
  • Following the date.
  • Includes the recipient’s name, title, company name, and address.
  • The greeting or salutation, such as “Dear [Recipient’s Name],”.
  • Placed below the recipient’s address.
  • The main content of the letter.
  • Organized into paragraphs to convey information, make requests, or address specific topics.
  • A formal closing phrase, such as “Sincerely,” or “Best Regards,” followed by a comma.
  • Positioned below the body of the letter.
  • The sender’s signature and printed name.
  • Located below the closing.
  • If there are additional documents included with the letter, they are mentioned here.
  • Placed below the signature block, if applicable.

Business Letters Formats

Business letters can be written in various formats, and the choice of format often depends on the specific context and the preferences of the organization. The most common formats for business letters include:

  • All elements (sender’s address, date, recipient’s address, salutation, body, closing, and signature) are aligned to the left margin.
  • This is a straightforward and widely used format.
  • Similar to block format, but the date, closing, and signature block are aligned to the right.
  • The sender’s address, date, and closing are usually placed in the center.
  • Similar to block format, but the paragraphs are indented.
  • Similar to block format, but without indents.
  • All elements are aligned to the left margin, providing a clean and formal appearance.
  • The paragraphs are indented, and the rest of the elements are aligned to the left.
  • This format is less common but may be used for a more stylized or modern look.
  • Similar to the modified block format, but with indented paragraphs.

Regardless of the format chosen, it’s essential to maintain consistency and professionalism throughout the letter. The selected format should align with the organization’s guidelines and industry standards.

Business Letter Rules

Writing effective business letters requires adherence to certain rules to ensure clarity, professionalism, and proper communication. Here are some key rules for writing business letters:

  • Follow a standard format throughout the letter. This includes the placement of addresses, date, salutation, body, closing, and signature block.
  • Maintain a formal and professional tone. Avoid slang, jargon, or overly casual language.
  • Be clear and concise in your communication. Get straight to the point without unnecessary details.
  • Clearly state the purpose of the letter and provide specific details. Avoid ambiguity.
  • Use a proper salutation based on the recipient’s name and title. If unsure, a generic salutation like “To Whom It May Concern:” can be used.
  • Organize the body of the letter into paragraphs, each covering a specific point or topic. Use a logical flow.
  • Ensure proper grammar and spelling throughout the letter. Proofread carefully before sending.
  • End the letter with a formal closing phrase, such as “Sincerely,” “Best Regards,” or “Yours Truly,” followed by a comma.
  • Include your signature and typed name. If representing a company, include your title or position below your name.
  • If including additional documents, mention them in the letter and use an “Enclosure:” notation below the signature block.
  • Tailor the language and level of formality to suit the audience and purpose of the letter.
  • Refrain from using negative or confrontational language. Maintain a positive and constructive tone.
  • If sending a physical letter, ensure the recipient’s address is correctly formatted on the envelope.
  • Send the letter in a timely manner, especially if it involves time-sensitive information.

How to write a business letter?

To write an effective business letter, consider the following steps based on the provided ideas:

  • Adhere to established conventions for business letters, including proper placement of addresses, date, salutation, body, closing, and signature block.
  • Select an appropriate format based on your organization’s guidelines or industry standards. Common formats include block, modified block, semi-block, and others.
  • Maintain a formal tone throughout the letter. Use professional language and avoid casual or informal expressions.
  • Clearly identify the purpose of the letter. Whether it’s to request information, place an order, express appreciation, or address an issue, the purpose should be evident to the reader.
  • Organize the content logically. Start with a concise introduction, followed by the main body containing the necessary details, and conclude with a respectful closing.
  • Use a proper salutation addressing the recipient by name and title whenever possible. If the name is unknown, use a generic salutation such as “To Whom It May Concern:”.
  • Present the information in a clear and organized manner. Each paragraph should cover a specific point or topic related to the purpose of the letter.
  • Keep the letter concise and focused. Avoid unnecessary details that may distract from the main message.
  • Ensure clarity in your communication. Use straightforward language and avoid ambiguity to prevent any misinterpretation.
  • Include your handwritten or digital signature above your typed name. If representing a company, include your title or position below your name.

Punctuation in Business Letters

Proper punctuation plays a crucial role in maintaining the formality and clarity of business letters. Understanding the conventions of salutations and valedictions is essential for effective communication. In both British and American English, the placement of commas and colons differs.

Here are the main differences:

  • In both British and American English, a comma is generally used after the salutation or greeting. For example: “Dear John,” or “To whom it may concern,”
  • In American English, a colon (:) is often preferred after the closing or valediction. For example: “Sincerely:” or “Best Regards:”

However, in British English, it’s more common to use a comma after the closing. For example: “Yours sincerely,” or “Kind regards,”

So, the use of a colon or comma after the valediction depends on the style guide or preference of the English variant being followed. In a formal American context, a colon is frequently used, while in a formal British context, a comma is more common.

Examples of Business Letters

Here are three examples of business letters for different purposes:

1. Business Inquiry Letter:

[Your Name] [Your Title] [Your Company] [Your Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date]

[Recipient’s Name] [Recipient’s Title] [Company Name] [Company Address] [City, State, ZIP Code]

Dear [Recipient’s Name],

I hope this letter finds you well. My name is [Your Name], and I am writing on behalf of [Your Company], a [brief description of your company’s nature]. I recently came across your company’s

7 Idioms about Money in English

7 Idioms about Money in English

I would like to inquire about [specific information or request]. Could you please provide details on [questions or information sought]? Additionally, I am interested in obtaining a quote for [specific products or services].

Thank you for your time and consideration. I look forward to hearing from you soon.

Sincerely, [Your Name] [Your Title] [Your Company]

2. Job Application Cover Letter

[Your Name] [Your Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date]

[Hiring Manager’s Name] [Company Name] [Company Address] [City, State, ZIP Code]

Dear [Hiring Manager’s Name],

I am writing to express my interest in the [Job Title] position advertised on your company’s website. With a strong background in [relevant skills/experience], I am confident in my ability to contribute to your team and bring value to [Company Name].

In my previous role at [Previous Company], I successfully [mention an achievement or responsibility]. My skills in [key skills] align well with the requirements of the [Job Title] position, and I am excited about the opportunity to contribute to [Company Name]’s success.

Enclosed is my resume for your review. I would welcome the chance to discuss how my skills and experiences make me a strong fit for your team. Thank you for considering my application.

Sincerely, [Your Name]

3. Business Appreciation Letter

I am writing to express my sincere appreciation for the outstanding service we have received from [Company Name]. Your team’s dedication and professionalism have significantly contributed to the success of our recent [project/event/transaction].

From the initial stages to the final delivery, your attention to detail and commitment to excellence were evident. We particularly appreciate [specific aspects of the service provided].

Please extend our gratitude to your entire team. We look forward to continued collaboration and success in future endeavors.

Thank you once again for your exceptional service.

In conclusion, business letters are indispensable tools for professional communication, serving diverse purposes in the corporate world. They come in different formats, such as block, modified block, and semi-block, each chosen based on organizational preferences or industry standards. Regardless of the format, business letters must adhere to specific conventions to ensure clarity, consistency, and a polished presentation. The language employed in a business letter is always formal, reflecting the seriousness and professionalism required in professional correspondence. Mastery of these elements is crucial for crafting effective business letters that leave a lasting and positive impression on recipients.

More about business Letters here .

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Business Communication  - How to Write a Formal Business Letter

Business communication  -, how to write a formal business letter, business communication how to write a formal business letter.

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Business Communication: How to Write a Formal Business Letter

Lesson 7: how to write a formal business letter.


How to write a formal business letter

writing business letters for various purposes

Whenever you need to communicate with another company or share important news, business letters can present your message in a classic, polished style. Unlike internal memos, business letters are usually written from one company to another, which is why they’re so formal and structured . However, letters are also quite versatile, as they can be used for official requests, announcements, cover letters, and much more.

Despite the formality, letters can still have a friendly tone , especially because they include brief introductions before getting to the main point. Regardless of the tone you use in your letter, your writing should remain concise, clear, and easy to read.

Watch the video below to learn about formal business letters.

This lesson focuses on American business letters. Letters written in other parts of the world may have minor differences in formatting.

The structure of a business letter

The business letter’s precise structure is crucial to its look and readability. As you write your letter, you can follow the structure below to create an effective document.

  • Opening : Include your mailing address, the full date (for example, July 30, 2017), and the recipient’s name, company, and address. Skip one line between your address, the date, and your recipient’s information. Don’t add your address if you’re using letterhead that already contains it.
  • Salutation : Address the recipient using “Dear,” along with their title and last name, such as “Dear Mr. Collins” or “Dear Director Kinkade.” If you don’t know the recipient’s gender, use their full name, such as “Dear Taylor Dean.” Finally, be sure to add a colon to the end of the salutation.
  • Body : In the first paragraph, introduce yourself and the main point of your letter. Following paragraphs should go into the details of your main point, while your final paragraph should restate the letter’s purpose and provide a call to action, if necessary.
  • Closing : Recommended formal closings include “Sincerely” or “Yours truly.” For a more personal closing, consider using “Cordially” or “Best regards.” Regardless of what you choose, add a comma to the end of it.
  • Signature : Skip four lines after the closing and type your name. Skip another line and type your job title and company name. If you’re submitting a hard copy, sign your name in the empty space using blue or black ink.
  • Enclosures : If you’re including documents with this letter, list them here.

Another important part of the structure is the layout , which determines how the text is formatted. The most common layout for a business letter is known as block format , which keeps all text left-justified and single spaced, except for double spaces between the paragraphs. This layout keeps the letter looking clean and easy to read.

As stated in Business Writing Essentials , revision is a crucial part of writing. Review your letter to keep it concise, and proofread it for spelling and grammar errors. Once you’re finished writing, ask someone to read your letter and give you feedback , as they can spot errors you may have missed. Also make sure any enclosures are attached to your document and that any hard copies are signed.

After revising the content, consider the appearance of your letter. If you’re printing a hard copy, be sure to use quality paper. Also try using letterhead to give your document a more official look.

Example of a business letter

To see this lesson in action, let’s take a look at a polished business letter by reviewing the example below.

writing business letters for various purposes

This letter looks great! The structure is perfect, and the text is left-justified and single spaced. The body is formal, friendly, and concise, while the salutation and closing look good. It also contains a handwritten signature, which means it’s ready to be submitted as a hard copy.

Knowing how to write a business letter will serve you well throughout your career. Keep practicing and studying it, and you’ll be able to communicate in a classic style.



The Purposes of Business Letters

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The Objectives of a Sales Letter

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Business letters can be written to employees or managers, as well as clients and prospective customers. The business letter is a formal type of communication that is usually typed on 8 1/2 by 11-inch white stationery paper. Business letters must be targeted to a specific individual or group, have a clear and concise purpose, be convincing and end with a specific objective, like a meeting date.

Importance of Letter Writing for Sales

The purpose of a business letter can include introducing customers to new products. In direct mail, a form of advertising, these letters are called sales letters. The sales letter is usually mailed with a brochure and order form. While the color brochure often features a company's products, the sales letter is designed to highlight the key benefits of the products for the consumer or business customer.

All introductory or sales letters will generally follow the AIDA (Attention, Interest, Desire, Action) principle, reports Business Balls . The heading or letter should grab the reader's attention, interest them enough to read it, increase their desire to own the product, and prompt them to purchase it.

Relationship Building

Purposes of business letters also include apprising or thanking business associates or customers. For example, a cover letter sent with a report can apprise business associates about the contents of the report. These letters are often very short, with bullet points highlighting key topics discussed in the report. Thank you letters can be used by companies to thank customers for a recent order. The objective of the thank you letter is to build rapport with the customer, and remind them of the company's products or website.

Another purpose of a business letter is to order products. This type of letter usually takes the form of a purchase order. The purchase order is a legal document between the buyer and seller that states the quantity and dollar amount of a specific order.

Selling Incentive Sales

The purposes of business letters can include providing sales incentives for customers. Selling incentive sales letters are used to offer rebates, coupons or special deals to long-term customers. For example, a small printing company may offer a 20 percent discount to customers who have used their services for six months or longer. An alternative would be to offer the discount to customers who spend a certain dollar amount with the printer. Companies typically use selling incentive sales letters to promote existing products.

Prevention/Solution Types of Letters

Sometimes, a business must write a letter to acknowledge a complaint. This complaint could involve a customer service issue, damaged product or even an inaccurate shipment. Consequently, the company must write a letter to the customer that informs them what is being done to correct the error. Complaints can lead to potential legal problems. Therefore, it is important for companies to address customer complaints immediately.

Lost Customer Letter Format

Finally, a company may write a business to a "lost customer" or someone who has not purchased products for a while, according to the brand-building website, Authority Alchemy . Internet, mail order, retail and e-commerce companies that use databases often have the ability to pinpoint these customers. Subsequently, they may write to these customers and offer them a special deal. For example, a small cell phone company may send letters to customers who have cancelled their service introducing a new monthly rate that is lower than their competition.

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Importance and Purpose of Professional Business Letters

Table of Contents

The purpose of a business letter  is vast, even in today’s digital age. It can be used to express gratitude, send greetings, persuade, make inquiries, and so on. And the importance of these letters cannot be understated.

The ability to communicate effectively in writing is essential in business. A well-written business letter can make a big difference in how others perceive your company. It can also help you to build relationships with clients, suppliers, and other businesses.

In this article, we’re going to look at the importance of a business letter and its many uses. We have a lot of great things to discuss, so let’s get into it!

What is The Purpose of a Business Letter?

First, let’s get to the root of the real purpose of a business letter. The primary purpose of a business letter is to establish and maintain communication between businesses .

It provides information about what is expected or desired from one business to the other. A business can ask for documents, necessary forms, shipments, quotations, and receipts through letters.

Other purposes of business letters are:

  • To inquire about a current or prospective order 
  • To settle transactions
  • Establish business relationships 
  • Persuade clients and customers to make a sale 
  • To keep records of business transactions
  • To thank or recognize an individual’s achievement, and so on.
  • Acknowledge payments or confirm delivery

writing business letters for various purposes

Why Business Letters are Important

Business letters are essential for several reasons. They’re great for establishing relationships, informing people about deadlines and new initiatives, and communicating important news to many people at once. They are also crucial for paperwork and recordkeeping, especially in casework, where they may be used as a form of record.

Other reasons why these letters are so important are:

Exchanging business information:  Letters are one of the most economical and convenient ways to exchange information. Through letters, executives can easily exchange data with customers, suppliers, investors, government offices, and regulatory authorities.

Establishes strong business relationships : A business letter plays a key role in establishing and maintaining relationships with various parties. A business letter reduces the distance between its customers, suppliers, creditors, and other public groups.

Creation of markets : Business letters can also create new markets for goods and services. They can contain information about the product’s features, utility, and usefulness and encourage the customer to purchase them.

Maintaining secrecy : The use of letters can significantly help maintain the secrecy of information. They are not susceptible to hacking in contrast to emails.

Increasing goodwill:  Letters such as an inquiry letter, circular letter, order acknowledgment letter, and so on help increase business trust.

Different Types of Business Letters

There are plenty of business letter types serving different purposes. Here are just some of them:

  • Cover letters.  Cover letters describe what is enclosed with a package, report, or other items. They also describe what the receiver should do with it.
  • Complaint letters.  A key theme of these types of letters is demonstrating that you are displeased without being overly angry. You can provide suggestions about how the recipient might correct the situation.
  • Adjustment letters.  Adjustment letters are usually a response to a complaint. It is critical to be humble in responding and offering potential solutions in these letters.
  • Letter of request.  Request letters can be written to ask for information, donations, or other assistance. They must be polite and made appropriately clear.
  • Sales letters. This type of letter starts with a strong call to action to keep the recipient reading and discovering the benefits of your offer. You must provide information so that they can respond quickly.
  • Resignation letters. Resignation letters act as a notice of your departure from the job, providing a last day of employment. It also explains the reason why you’re leaving.

Final Words

Business letters are highly-valuable communications that serve as the foundation for successful relationships with clients, colleagues, and suppliers .

The tone and format of your letter will depend on  the purpose of a business letter . But they must generally be well-worded, purposeful and adequately formatted.

Importance and Purpose of Professional Business Letters

Abir Ghenaiet

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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Business Letters

Business letters are written messages to a person or group within a professional setting. Business letters are used when the writer would like to be formal and professional. Letters may vary in length depending on the writer’s objective, purpose, and message of the letter. The letter can address anyone including, but not limited to: clients and customers, managers, agencies, suppliers, and other business personnel or organizations. It is important to remember that any business letter is a legal document between the interested parties. These documents can be held for up to seven years, so it is important that all information is honest and legitimate.

The Difference Between a Business letter and other letters

The main thing that differentiates a business letter from other letters is that a business letter is a legal document. The writer can be held liable for anything written in the letter. For example, if it is stated that a project will be completed by a certain date in a business letter, the project legally must be completed by that date. However, if the project can’t be completed by that date, another letter can be written stating that the project is behind schedule and why. For this reason, business letters must be written differently than letters used for personal use.

A business letter is used primarily to request or provide information, to relate a deal, to bring or continue conversation, and/or to discuss prior negotiations. A business letter can be classified as private, however, it is typically not circulated to others, but rather meant for the eyes of the participants involved. Therefore, a business letter needs to be clear, focused, and to the point. When writing a business letter, the author should avoid interjecting personal stories.

A business letter needs to be concise and clear. Being too wordy is the biggest downfall in this form of writing. Keep sentences short and precise. Avoid over using adjectives and adverbs that distract from the focus of the message. Organize the letter from most important subjects to least. The content of the letter should be persuasive and usable. The tone of the letter should be formal and professional.

Also, in a business letter, it is preferable to use personal singular pronouns like “I” and “you”. Avoid using plural pronouns like “we” since it can mislead the audience to assume that the company supports the message of the letter. In addition, personal pronouns are easier to understand, because it directly refers to the parties involved.

Formatting Your Business Letter

  • Use single spacing. NEVER use double spaces within the business letter.
  • Use a simple format with font that is easy to read.
  • For block, and modified block formats use single spaces.
  • Leave a blank line between each paragraph. This makes it easier to follow the changes of topics within the letter.

The Introduction

  • This paragraph should introduce why you are writing the letter and sum up the key points in the following paragraphs.
  • Include a statement that shows you are knowledgeable of the audience to which your letter is directed.
  • Provide background or history regarding the purpose of the letter.
  • Talk about key points you are making.
  • Include a justification of the importance of the main points.
  • List any important dates, discussions, and conversations that are relevant.
  • Ask questions, if necessary.
  • Summarize the main points of the letter.
  • Restate the problem and resolution if pertinent.
  • Include deadlines.
  • Provide contact information (Email, Phone Number, Fax, Etc…).

Closing Salutation

It is important to take into account your audience when ending any business document. Being both respectful and professional are two important elements of your ending salutation. You must remember that each employer, boss, or co-worker may have different expectations as to what is acceptable as a proper salutation. A few general ending salutations deemed professional include:

  • Respectfully yours,
  • Yours truly,

These should be used with individuals whom you do not have a relationship with, new co-workers, potential clients, or a large email to a wide variety of individuals. When you are sending a business document to an individual to whom you are accustomed, your salutation should change. Consider a professional salutation, which is not too formal. Examples include:

  • Kind regards,
  • Best regards,
  • Many thanks,
  • With appreciation,
  • Best wishes,

When in doubt about which type of salutation should be used, a simple “Thanks” or Thank you” is always appropriate.

“Signature Block”

Always close a letter. ‘Sincerely’ would be the safest way to close out a business letter. On a typed business letter, following the closing, you should leave a space to sign your name with a pen. This will allow for a more personal touch on an otherwise bland letter. This is the only handwriting on the paper so make sure the signature is clear. Below this personal signature should be your typed first and last name to allow for easy reading. After this you can include anything else that the reader may need to know. This could include anything from job title, identification, a notation that there are copies attached at the bottom of the document, or other contact information, such as e-mail address or business phone number.

Tips on Writing Business Letters

  • Address the reader formally (Mr., Miss, or Mrs.) unless otherwise directed.
  • Address the letter to a specific person whenever possible, and not the company so it does not get discarded.
  • Use a colon after the salutation if using the reader’s last name and a comma if using their first name.
  • Use company letterhead to make the document more professional, if the document is related to company affairs.
  • Use a subject line to inform the reader quickly of the documents content.
  • Sign your name in ink neatly at the bottom, between the closing and the Electronic Signature of the document.
  • If a letter does not fill an entire page, put be sure the content of the letter is in the middle of is the page and the document is balanced.
  • Be sure to list the people on the letter that you are sending copies to so a certain individual is not left out.
  • It is okay to use specific pronouns, such as “I” and “You”, but be careful when using “We”. This is simply because it can commit your company to what you have written.
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Business Letters | Types, Purpose and Structure

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In the context of businesses and companies, the occurrence of some events needs to be informed through formal letters. Business Letters are formally framed letters written to convey pieces of information and to resolve issues. These letters are written with clarity and in a professional tone to leave a good impression and in the hope of getting a resolution better and more quickly.

What are Business Letters?

Business Letters are described as letters used in the corporate world to address any issue, to pass on some information, and for many other purposes. Business letters are written professionally in a formal format and with a formal tone, in order to leave a good impression. Some business letters are Cover Letters, Offer Letters, Letters of Recommendation, Request Letters, Complaint Letters, Interview Follow-up Letters, etc. Each business letter has its features, advantages, and purposes.


Key takeaways from Business Letters-

  • The purpose of a business letter is to maintain documentation of all the important activities happening in an organisation.
  • Business letters follow a clear and polite tone along with a formal format to demonstrate professionalism.
  • Business letters fulfil various purposes like addressing a complaint, informing the termination or resignation, making an apology, making an announcement, etc.

Table of Content

1. Cover Letters

2. offer letters, 3. letters of recommendation, 4. sales letters, 5. letters of commendation, 6. apology letters, 7. thank you letters, 8. welcome letters, 9. letters of resignation, 10. interview follow-up letters, 11. termination letters, 12. complaint letters, 13. office memorandum, 14. announcement letters, 15. request letters, structure of business letters.

A cover letter is a letter that is sent to the company with the resume of a potential interviewee. A cover letter acts as an application mentioning the interest of the interviewee in the job. A cover letter may include educational qualifications, work experience, contact information, skills, etc. The cover letter consists of a formal tone and depicts the interest of the interviewee in the company and the post offered against some set of qualifications that the interviewee possesses.

Features of Cover Letter

  • Personalised Introduction: It allows interviewees to address the hiring manager personally, showcasing their interest in the company.
  • Complementary to Resume: It complements the resume by providing context and explanation regarding why that interviewee is a suitable candidate.
  • Professional Tone: They maintain a professional tone and are typically of one page.

Purpose of Cover Letter

  • Introduction: It introduces the interviewee to the employer and provides context to the interviewee’s application.
  • Depiction of Enthusiasm: It demonstrates the interviewee’s enthusiasm for the job and the company.
  • Highlights Qualification: It showcases the interviewee’s qualifications and how they match the job requirements.

Advantages of Cover Letter

  • Impression: It is the interviewee’s first opportunity to make a first impression on the employer.
  • Showcasing Fit: Interviewee can explain why he/she is a good fit for the specific role and company’s culture.
  • Highlighting Soft Skills: It allows the interviewee to highlight soft skills and qualities that might not be evident from a resume.

Offer Letters are written on behalf of the company to potential new joiners, stating that the company wishes to hire them. An offer Letter is issued after the successful completion of interviews by the individual who wishes to join the company and who the company wishes to hire. The offer Letter may contain the name of the employee and designation, date of joining, terms of employment, stipend/salary/CTC, etc.

Features of Offer Letter

  • Formal Communication: It is an official and written communication from the employer to the candidate.
  • Legally Binding: Once accepted by the candidate, it becomes a legally binding agreement outlining the terms and conditions of employment.
  • Specific Details: It provides specific information about the job position. compensation, benefits, and other employment terms.

Purpose of Offer Letter

  • Formal Offer: The primary purpose is to extend a formal offer of employment to a selected candidate.
  • Clarification: It clarifies the terms and conditions of employment, ensuring that both parties have a common understanding.
  • Starting Point: It serves as a starting point for the onboarding process, helping candidates prepare for the new job.

Advantages of Offer Letter

  • Clarity: Offer letters provide clear and detailed information about the job, reducing misunderstandings and disputes.
  • Formal Commitment: They create a formal commitment between the employer and the candidate.
  • Professionalism: Issuing an offer letter demonstrates professionalism and a structured hiring process.

Letter of Recommendation, often referred to as a reference letter, is a written document in which an individual provides a positive assessment of another person’s qualifications. These letters are typically used in various contexts, such as job applications, college admissions, scholarship applications, and professional applications, etc. A letter of recommendation can include the name of the recipient, the recommendation against skills and qualifications, etc.

Features of Letter of Recommendation

  • Personal Endorsement: It provides a personal endorsement of the individual skills, qualities, and accomplishments.
  • Specificity: Effective recommendation letters are specific, highlighting particular strengths and experiences of the individual.
  • Authorship: This letter is written by someone familiar with the individual’s work, character, or achievements, like a superior, professor, or colleague.

Purposes of Letter of Recommendation

  • Job Applications: Letters of recommendation are often included with job applications to demonstrate that the individual is well-qualified for the position.
  • Academic Admissions: They are commonly required for college or graduate school applications to vouch for the applicant’s academic abilities, character, and potential.

Advantages of Letter of Recommendation

  • Credibility: Letters of recommendation carry credibility because they come from individuals who have direct knowledge of the person being recommended.
  • Differentiation: A string letter of recommendation can differentiate the individual from other applicants by showcasing their unique qualities.

Sales Letters are mainly written by the businesses to their potential and existing customers regarding the products/services the business offers, newly launched products, any change in the existing products, etc. Sales letters have the motive of keeping customers updated regarding the offerings of the business. This ensures a long-term relationship with customers. Sales letters may include the concerned products/services, changes made, information about newly launched products, any other necessary information, etc.

Features of Sales Letters

  • Direct Communication: Sales letters are a direct form of communication from the seller to the potential customer.
  • Promotional Content: They are highly promotional and focused on selling a product or service.
  • Call to Action: They include a clear and compelling call to action, encouraging the recipient to take specific steps, such as making a purchase or requesting more information.

Purposes of Sales Letters

  • Sales Generation: The primary purpose of a sales letter is to generate sales by convincing recipients to buy the product or service.
  • Product Introduction: Sales letters introduce new products or services to the market and educate potential customers about their benefits.
  • Relationship Building: While focused on sales, sales letters can help build and maintain relationships with customers.

Advantages of Sales Letters

  • Cost-Effective: Sales letters are a cost-effective method of marketing, especially when compared to other forms of advertising.
  • Target Marketing: They can be tailored to a specific audience or demographic, increasing the chances of reaching interesting prospects.
  • Educational: They provide an opportunity to educate customers about the features and benefits of a product or service.

Letter of Commendation is written by the employers to their employees with a motive to show gratitude towards the exceptional performance of the concerned employee. A commendation letter can be for the appreciation of an employee for his/her exceptional performance, congratulating the team for the successful accomplishment of any project. Employee appreciation can motivate employees. A commendation letter can include the concerned team/person, the reason for the letter, a congratulatory note, etc.

Features of Letters of Commendation

  • Recognition: The letter acknowledges and celebrates outstanding accomplishments or contributions.
  • Specific Praise: It includes specific details about what the recipient did well and why they are being commended.
  • Appreciation: This letter expresses gratitude for the recipient’s dedication and impact.

Purposes of Letters of Commendation

  • Motivation: It serves as a motivational tool, encouraging the recipient to continue performing at a high level.
  • Boosting Morale: Commendation letters can boost the morale and self-esteem of the recipient and the wider team or organisation.

Advantages of Letters of Commendation

  • Employee Engagement: They can boost employee engagement and job satisfaction, making individuals feel valued and appreciated.
  • Positive Culture: This letter fosters a positive and supportive workplace culture where accomplishments are celebrated.
  • Retention: This letter recognises employee contribution which leads to employee retention, as they are more likely to stay in an organisation where their efforts are appreciated.

Apology Letters are the formal apology that one individual writes to another one in case of any mistake made the behalf of the former. Apology letters seek forgiveness from the recipient. These letters record the formal apology in an attempt to make up for any mistake that happens at the workplace and give assurance for the no-happening of such events/mistakes in the future. An apology letter can include the name of the concerned person, the reason for writing the letter, the apology, etc.

Features of Apology Letters

  • Apology: The central feature is the sincere expression of regret, acknowledging the mistake or wrongdoing.
  • Explanation: It may include an explanation of the situation, but without justifying or making excuses for the actions.
  • Acknowledgement: The letter acknowledges the impact of the actions on the recipient, showing empathy.

Purposes of Apology Letters

  • Reconciliation: The primary purpose is to reconcile and repair damaged relationships, whether personal or professional.
  • Acknowledgement: It acknowledges the mistake or offence, validating the feelings of the affected party.
  • Maintaining Reputation: Apology letters can help maintain a positive personal or professional reputation by showing integrity and responsibility.

Advantages of Apology Letters

  • Rebuilding Trust: Apology letters can help rebuild trust in damaged relationships or situations.
  • Conflict Resolution: They facilitate conflict resolution by opening lines of communication and addressing issues directly.
  • Preventing Escalation: Apology letters can prevent a situation from escalating into a larger problem.

Thank you letters are generally written to show a feeling of gratefulness towards any other person/group of people/company. In the case of businesses, a business can write thank you letters to customers/consumers, vendors, employees, etc. to show that their efforts are valuable to the business. An appreciation through a thank you letter can provide the recipient with a sense of being valued. Thank you letters may include the name of the recipient, reason for writing, gratitude note, etc.

Features of Thank You Letters

  • Expressing Gratitude: Thank you letters are written to express appreciation and gratitude to someone for their kindness, help, or support.
  • Personalisation: They can be personalised to address specific actions or gifts, making the recipient feel valued.
  • Sentimental Value: They often contain heartfelt sentiments and convey emotions.

Purposes of Thank You Letters

  • Acknowledgment You : Thank you letters acknowledge acts of kindness, generosity, or assistance.
  • Building Relationships: They help strengthen personal and professional relationships by showing appreciation.
  • Business Growth: Thankyou letters can lead to repeat business and customer loyalty in business settings.

Advantages of Thank You Letters

  • Gratitude: They show appreciation and create a sense of goodwill between the sender and recipient.
  • Lasting Impression: Thank you letters leave a positive, memorable impression on the recipient.
  • Strengthening Bonds: They enhance personal and professional relationships.

Welcome Letters are written to introduce something/someone to someone/something. For instance, a newly appointed employee will get a welcome letter from the end of the company to make the employee’s initial days at work easy, any customer receives the welcome letter on the behalf of company in case the customer signs up for something new at any company, etc. Welcome letters include information like greetings, company/product overview, personalised notes, etc.

Features of Welcome Letters

  • Warm Greetings: They typically start with a warm and inviting greeting to make the recipient feel welcome.
  • Introduction: Welcome letters often introduce the sender or organisation and provide context for the letter.
  • Personalisation: Welcome letters can be personalised to address the recipient by name and provide a personal touch.

Purposes of Welcome Letters

  • Onboarding: In the business context, they serve as part of the onboarding process for new employees.
  • Orientation: Welcome letters are used to introduce newcomers to an organisation, school, or community and help them become acclimated.
  • Invitation: They can invite recipients to events, gatherings, or programs, such as seminars, workshops, or memberships.

Advantages of Welcome Letters

  • First Impression: Welcome letters create positive first impressions, setting a friendly tone.
  • Engagement: Welcome letters engage recipients and make them feel valued, increasing their commitment.
  • Personal Touch: Personalising the letter shows that the sender cares about the recipient.

Letter of Resignation is written by the employees to their employers to inform the latter that the former wants to leave the company. Resignation can be verbally or written, as preferred by the company. It is always better to have the resignation in written form to maintain documents and information. Letter of resignation can include the employee’s name and designation, date of resignation, reason of resignation, etc.

Features of Letters of Resignation

  • Formal Format: Resignation letters follow a formal business letter format with a professional tone.
  • Statement of Intent: Resignation letters clearly state the sender’s intention to resign from their position.
  • Effective Date: They include the last working date/day, providing notice as per the company policy.

Purposes of Letters of Resignation

  • Formal Notice: Resignation letters serve as formal notice to an employer, indicating the employee’s decision to leave the company.
  • Professionalism: They maintain professionalism during the resignation, leaving a positive impression.
  • Legal Record: Resignation letters create legal records

Advantages of Letters of Resignation

  • Documentation: Resignation Letters serve as written proof of the resignation, protecting both the employee and the employer.
  • Positive Closure: Well-crafted letters of resignation can leave a positive final impression on the employer and colleagues.
  • Reference: A professionally written resignation letter can be used as a reference for future employment.

Interview follow-up letters are written by the interviewees to the interviewers to thank the latter for their time. The interview follow-up letter shows that the interviewee is grateful for the time of the interviewer. An interview follow-up letter may include a thank note, details about the interview to show how actively the interviewee was listening, a request for feedback, etc.

Features of Interview Follow-up Letters

  • Professional Tone: They are typically written in a professional and polite tone.
  • Address: Follow-up letters are addressed to the interviewer of the interview panel.
  • Gratitude: They express gratitude for the opportunity to get interviewed.

Purposes of Interview Follow-up Letters

  • Gratitude: Interview follow-up letter express thanks for the opportunity to get interviewed, showing appreciation for the time and consideration.
  • Showcase Skills: Interview follow-up letters emphasise the qualifications and skills that make a good fit for the role.

Advantages of Interview Follow-up Letters

  • Professionalism: It demonstrates professionalism, courtesy, and eagerness to be a part of the organisation.
  • Clarification: An individual can express any concern or doubts raised during the interview.
  • Negotiation: They provide an opportunity to discuss any potential negotiations or additional information that may affect the hiring decision.

Employers or the Human resources departments write termination letters for the employees in case of their termination from the job. The termination Letter documents every important detail related to the termination of the respective employees. Details like the employee’s name and position, tenure completed in the company, reason for termination, date of termination, follow-ups, additional details, etc., are included in the termination letter.

Features of Termination Letters

  • Formal Format: Termination letters follow a formal business letter format.
  • Reason: They include the reason for termination, which can be for cause (misconduct) or without cause (reconstructing or downsizing).

Purposes of Termination Letters

  • Formal Notice: Termination letters serve as an official notice to an employee regarding the end of their employment with the company.
  • Legal Record: They create a written record of the termination decision and the terms of separation.
  • Professionalism: They maintain professionalism during the termination, leaving a positive impression.

Advantages of Termination Letters

  • Legal Protection: Termination letters protect the employer by providing a written record of the termination, which can be crucial in case of legal disputes.
  • Clarity: They provide clarity to the employee by explaining the reason for termination, the effective date, or any other important information.

Complaints Letters are generally sent by the customers/consumers to the business in case of non-satisfaction with the company’s products and services. Businesses, in this competitive market, must be comfortable with facing criticism too to make their services better. Sometimes businesses also need to write complaint letters to vendors in case of non-satisfaction with the supplies. Complaint letters can include the concerned products/services, expectations at the time of purchase, expectations for the resolution of the issue, etc.

Features of Complaint Letters

  • Clarity: They use clear and concise language to explain the nature of the complaint.
  • Formal Format: Complaint letters follow a formal business letter format with a professional tone.
  • Address: Complaint letters are addressed to the relevant authority or individual responsible for addressing the complaint.

Purposes of Complaint Letters

  • Express Dissatisfaction: Complaint letters serve the primary purpose of expressing dissatisfaction with a product, service, or situation.
  • Documentation: Complaint letters create a written record of the issue, which can be useful for reference or legal purposes.
  • Feedback: They provide feedback to the organisation or individual, allowing them to improve their products or services.

Advantages of Complaint Letters

  • Record: They create a record of the complaint, which can be useful if legal actions are needed or if the problem persists.
  • Accountability: Complaint letters hold the responsible party accountable for addressing the issue.
  • Professionalism: Writing a complaint letter respectfully demonstrates professionalism and can lead to a more positive response.

Office Memorandum, often called Memo, is a brief written document commonly used in business and other professional settings to convey information, make announcements, provide instructions, or communicate within an organisation. It serves as a convenient and formal means of internal communication. Memos are typically short to the point, addressing a specific topic or issue. They can be distributed electronically or as printed documents within the office or organisation.

Features of Office Memorandum

  • Header: Memos typically include a header with information about the sender, recipient, date, and subject.
  • Communication Communication : Memos are primarily used for communication inside the organisation.
  • Standard Format: They follow a standardised format with a clear structure, including headings, body texts, and any attachments.

Purposes of Office Memorandum

  • Decision Records: Memos can serve as records of decisions made during meetings or discussions.
  • Request for Action: They may request action, response, or follow-up from the recipient.

Advantages of Office Memorandum

  • Accountability: They create a written record of information or decisions, which can be useful for accountability and reference.
  • Internal Communication: Memos are primarily used for communication inside the organisation.
  • Documentation: The demonstratesOffice Memorandum creates a written record of the information, which can be useful for reference purposes.

Announcement Letters are written on behalf of the company to its employees, vendors, customers, and other related parties to inform the concerned people about any change in the company. Changes like employee change, policy change, any information about mergers, acquisitions, expansion, product releases or events, etc., are informed through announcement letters. These letters generally follow a formal format and tone. Announcement letters include the main subject for writing the letter, necessary information about the event, concerned parties, the effect of the event on concerned parties, etc.

Features of Announcement Letters

  • Formal Format: Announcement letters follow a formal business letter format with a professional tone.
  • Clear Subject: They have a clear and concise subject line that indicates the purpose of the announcements.
  • Clarity: They provide clear, detailed information regarding the announcement.

Purposes of Announcement Letters

  • Communication: Announcement Letters are primarily used for communication inside the organisation.
  • Acknowledgement: They can be used to acknowledge achievements, milestones, promotions, or new hires.
  • Notification: Announcement letters may notify recipients of upcoming events, policy changes, or other important matters.

Advantages of Announcement Letters

  • Professionalism: Writing an announcement letter respectfully demonstrates professionalism and can lead to a more positive response.
  • Documentation: Announcement letters create a written record of the information, which can be useful for reference purposes.
  • Clarity: They use clear and concise language to explain the nature of the announcement.

Request Letters are generally written to request something on the office premises. Mainly employees write these letters to management and human resources when they want something new or extra in the office. These requirements can be any course, training class, arrangement of any special meeting, etc. Request letters include an explanation regarding the needs, supporting documents, any deadline expectations, etc.

Features of Request Letters

  • Formal Format: Request letters follow a formal business letter format with a professional tone.
  • Address: Request letters are addressed to the individuals or organisations from whom the request is being made.
  • Conciseness: Request letters are usually concise and to the point.

Purposes of Request Letters

  • Seeking assistance: They are used to ask for help, support, or assistance in various matters.
  • Formal Requests: They serve as a formal means of making requests, such as requesting information, financial support, or documents.
  • Proposals: Request letters can be used to propose ideas, collaborations, or partnerships.

Advantages of Request Letters

  • Documentation: Request letters create a written record of the information, which can be useful for reference purposes.
  • Clarity: They use clear and concise language to explain the nature of the request.
  • Professionalism: Writing a request letter respectfully demonstrates professionalism and can lead to a more positive response.

All business letters generally follow the same structure, except for their body content. The general structure of business letters is as follows:

1. Heading: Heading includes basic information about the person who writes the letter, his/her name, contact information, address, email, etc.

2. Date: The date on which the letter is written.

3. Reference: The reference section includes the reference regarding the product/service/person/facility, regarding which the letter is being written.

4. Recipient Address: Recipient address includes the name, contact information, address, email, etc. of the recipient.

5. Subject: The subject includes the main reason for writing the letter.

6. Salutation: Salutation describes a formal greeting done towards the recipient.

7. Body: The body includes the explanation and relevant information regarding the issue.

8. Closing: The closing paragraph involves the idea and explanation of what is expected from the recipient.

9. Signatures: In the end, the letter must have either a handwritten or typed signature.

10. Enclosures: Enclosure needs the contact information of the person, who is writing the letter.

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Home » Business Communication » Business Letter – Meaning, Purpose and Components

Business Letter – Meaning, Purpose and Components

A letter is price of conversation by post. It is the most important means of written communication . Every organization has to maintain contacts with its customers, suppliers, Government Department and so on. The organization has also to exchange information with various parties. Placing orders, soliciting enquires, executing orders etc. require communication. For such type of communication the media used by the organization is a letter. This letter is known as business letter.

  • In the words of H. A. Murphy and others, “The medium used most often for written messages to persons outside your organization is the business letter.”
  • W. J. Weston said, “Business letter is the process of accomplishing business transaction in written form.”

The Purposes of a Business Letter

Business people have to communicate with the suppliers, debtors, creditors, customers and with other concerned parties to exchange information. Business letters are basically used to communicate with the above parties.

According to Ricks and Gow, “The primary purposes of business letters are to inform, instruct, request, inquire, remit, order, advice, correct and to question.”

The main purposes of Business Letter are;

  • Convey Information: The basic purpose of any business letter is to convey information regarding business activities. Information can be transmitted through business letter to customers, suppliers, debtors, government authorities, financial institutions, bank and insurance companies and to any other parties related with the business.
  • Conclude Transaction: This is one of the specific purposes of business letter. To conclude in completed transactions business letters are frequently used.
  • Creation of Demand: Business letters especially circular letters used to create demand for new products. Circular letters can communicate many people in the same time.
  • Creation of Goodwill: In this electronic era messages can be sent within few seconds through electronic media but a well decorated business letter has its own importance in creation positive image of the company.
  • Expansion of Business: Through goodwill messages and through circular letters existing market can be expanded.
  • Establishment of Relationship: Another important purpose of business letter is, it helps to establish mutual relationship with the customers, suppliers and with the other interested parties.
  • Evidence: Business letters are also used to maintain documentary evidence. Letters can be preserved for future reference.
  • To Inquire: A business concern not only sends messages but also receive information from the outside. To run the business any firm need different types of information from outside. Through business letters firms can inquire regarding necessary matters.
  • Placing Order: It is a very common purpose for using business letter. Both trading and manufacturing concerns need to place orders for finished goods or raw-materials to run the business.
  • Problem Solving: In the course of business, disputes and misunderstanding may arise. Business letters play vital role in solving such misunderstandings.

Essentials for a Good Business Letter

Business letters are an important part of any business or profession. They are written to different persons with different motives. Letter writing is basically an art. The writer can cultivate a good style of writing various business letters by a constant and regular practice. Below are mentioned some of the important features which should be closely followed by a letter writer:

  • Clarity: A letter must have clarity. The purpose of communication should be made clear. Whether it is to inform, invite, reiterate, emphasize, remind, announce, seek participation or clarity and correct the earlier message, the purpose should clearly be stated. Lack of clarity affects the intended purpose of the letter.
  • Impact: The letter should create the necessary impact. Behind every letter there is an objective and the letter should have a clear purpose. The purpose of writing a letter is not just to reach out to the customer. Every letter has an intended impact which must be felt.
  • To create the desired impact: It is often necessary to lay emphasis. Emphasis can be laid in many ways. It can be done by proper positioning—placing them in an important position. It can be done by repetition.
  • Relevant Information: The letter should provide the relevant details forming part of the message. Facts, figures, illustrations and other such information, which are accurate and reliable, as well as relevant to the context of the communication, should be incorporated in the letter.
  • Brevity: Any good communication—oral or written—should necessarily incorporate this essential feature. Brevity is a very important attribute for any business letter. For everyone connected with business, time is of essence.
  • Concise: The time that one can allot for reading business letters is certainly limited. The receiver does not have unlimited time to spare towards reading and re-reading the letter and drawing out the message in its entirety.
  • Simplicity: Simplicity is the hallmark of any good communication . Simplicity refers to the ease of understanding. Simple writing is the opposite of complex and involved writing. The art of simple writing is mastered through conscious effort and practice. A letter written in a simple, easy, informal style using easily understood words catches the attention, and makes an impact.
  • Timeliness: Business letters, to be effective, should have proper timing. Letters should be written and dispatched on time. Some messages have a sense of urgency. They call for action, which is ‘immediate’ or ‘urgent’, or within a given time frame. Letters which carry such messages should reflect the associated urgency.
  • Language: Language is an extremely important facet of business communication. First and foremost, it is necessary to ensure that the language used is appropriate, i.e., the language with which the reader is at ease. Apart from English and Hindi, various regional languages are in common use in businesses in different parts of the country. Public sector organizations such as banks follow the three-language formula.
  • Appeal: A good letter should appeal to the reader’s sensibilities. It should go beyond the message it conveys and make a good impression. It should have elegance, which means taste, beauty and decency.
  • Style: Style refers to the manner of writing. It constitutes the collective characteristics of the writing or impression or way of presenting things. Each person has an individual style. The writing style, to create an impact, again needs conscious effort, on an ongoing basis.
  • Positive Approach: A good business letter, in the ultimate analysis, is that which has a positive approach. It creates a friendly atmosphere. It avoids negative feelings. One must be in a proper frame of mind to write a really good letter.

Components of a Business Letter

The components of a letter constitute the different parts of a letter. The following parts usually constitute the structure of a business letter.

  • Heading: The heading which is also known as „head address‟ or “letter head” contains information relating to the name of the organization and its address. It is usually given at the top centre or top right side of the paper. Following information’s are provided in the heading. The firm’s name, address, trade mark, telephone number, telexes number, Ethics-mail address etc.
  • Reference Number: The number which the receiver refers in all future correspondence is called reference number. It is usually printed below the date line or on the same line where the date is written to the right margin. The purpose of reference number is to enable replies to be linked with the previous correspondence and to send replies to these letters to the proper official or department.
  • Date: The date consists of day, month and year. The date finds its place either at the starting of left margin or at the closing of the right margin as the style adopted. Date enables quick references in future and helps in prompt action and orderly filing.
  • Inside address: The inside address contains the name and address of the organization or the individual to whom the letter is written. It is written below the reference time starting from the left margin. The inside address makes a record on the copy which helps in identification for filling purpose.
  • Attention line: Attention line is placed below the attention time and above the salutations and is underlined. It indicates the name of those for whom the letter is meant.
  • Salutation: Salutation means to greet the addressee. It is the complementary greeting with which the writer begins his letter. it is written below the inside address or attention line leaving some space. It starts from the left side margin. It may or may not end with comma depending upon the style of the letter.
  • Subject line: Subject line tells what the correspondence is about. It is placed just below the salutation line. It usually begins at the left margin and may also begin from the center. It may contain apart from the subject any specific identification material i.e. date of previous letter, invoice number etc.
  • The first (or the opening paragraph) begins the letter and builds up a relationship with the reader.
  • The second paragraph contains the proper subject matter. It is the main paragraph of the letter.
  • The third paragraph is an extension of the second paragraph.
  • The fourth (or the closing paragraph) brings the letter to an end. It must be natural and logical must be final and complete.
  • Closing with an important statement, a question, an offer or a request leaves the door open for further communication.
  • Formal Close: It is also known as subscription. It is merely a polite way of ending a letter. It is written below the last paragraph of the body of the letter, either at the left side or at the right side, depending on the style of letter. The subscription should be corresponding to the salutation.
  • Signature block/slot: Signature is the assent of the writer to the subject matter of the letter and is a practical necessity. It is usually hand written and contains the writers name, status, department, firm etc. Signature is put just below the complementary close.
  • Enclosures: Sometimes some documents like price list catalogue etc are attached with the letter. Enclosure mentions the documents which are enclosed or attached with the letter. The enclosures usually find their place at the bottom left margin.
  • Postscript: It is commonly known as is something written after the letter is closed. It is usually done when the writer forgets to put in some information or message in the main part. It should be very precise and to the point.
  • ‘CC’ or Carbon Copy notation: When copies of the letter are meant to be sent to more than one person it is mentioned under “CC” or carbon copy notation.
  • Reference initial: When typed initials are put it refers to reference initials. These are useful for office checking. They are typed adjacent to the left margin.

Differences between Business Letter and other Letters

  • Nature: Business letter or commercial letter it is impersonal and universal in nature. But other letters may be fully or partly personal in nature.
  • Purpose: Business letter is exchanging various business related issues and information. But other letters are mainly exchanging personal or family related affairs and information.
  • Scope: Business letter scope is wide and contains various types of business information. But Scope of other letters is limited and contains only personal information.
  • Structure: Business letter follow officially recognized structure. But other letters may or may not follow any recognized structure.
  • Formality: Business letter it maintains formal rules and procedure. But other letters may be informal.
  • Size: Business letter generally it is concise in size and avoids irrelevant matter. But other letters may be concise or large in size.
  • Types: Business letter it can be categorized differently. But other letters generally cannot be categorized.
  • Language: Business letter language should be easy and simple. But other letter’s language may easy, poetic, emotional etc.
  • Copy: Business letter copy of business letter is preserved. But Copy of other letters may or may not be preserved.
  • Method: Business letter it uses direct and persuasive method. But other letters may use only direct method.

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    Purposes of Business Letters. A business letter, characterized by its formal language, serves various essential purposes. These include: Requesting information or action from another party. Placing orders for supplies. Identifying and addressing mistakes. Responding to requests. Offering apologies for errors. Conveying goodwill professionally.

  5. Business Letter Format With Free Template

    But, if you want to use an indented format, right-align your address, date, closing salutation and signature. The rest of the elements will be left-aligned. Font. Use a professional font such as ...

  6. The Writing Center

    Inside Address: Leave two blank lines after the date. Then type the address of the person or company to whom you are writing. Salutation: Type Dear, followed by the person's name. End the line with a colon. If you don't know the name of the person, use a title instead (i.e., Dear Editor, Dear Madam). Body: Align your message on the left margin.

  7. 30 Business Letter Templates & Examples for Various Purposes [2024]

    Sender's name and address: Add your name, address and any other information at the top of the page. To create a visual hierarchy in the letter, use one-fifth of the letter for the letterhead. 2. Date: Include the date you wrote and sent the business letter. Indicate the date, month and year in the upper right corner.

  8. Business Communication: How to Write a Formal Business Letter

    Body: In the first paragraph, introduce yourself and the main point of your letter. Following paragraphs should go into the details of your main point, while your final paragraph should restate the letter's purpose and provide a call to action, if necessary. Closing: Recommended formal closings include "Sincerely" or "Yours truly.".

  9. Business Writing

    Business writing refers to professional communication including genres such as policy recommendations, advertisements, press releases, application letters, emails, and memos. Because business writing can take many forms, business writers often consider their purpose, audience, and relationship dynamics to help them make effective stylistic choices.

  10. Business Letters

    In general, business letters contain the following three elements: Opening: Your reason for writing, whether it's delivering important news or requesting an interview, should be in the first paragraph. Body: The body of the letter develops the information presented in the opening. It may be one paragraph or several and may include evidence ...

  11. How to write a business letter with format & examples

    3. Pick a format. Choose a format for your letter based on the purpose and recipient of the letter. Block format is suitable for formal business letters like cover letters, thank-you letters, and letters of recommendation. Modified block format works for less formal letters like internal memos or letters to colleagues.

  12. PDF Business Letters

    This handout will help you write business letters required in many different situations, from applying for a job to requesting or delivering information. While the examples that are discussed specifically are the application letter and cover letter, this handout also highlights strategies for effective business writing in general.

  13. 15 Types of Business Letters (With Purposes and Components)

    Invitation to purchase or try a product. 6. Letters of commendation. Employers write letters of commendation to express pride and gratitude for exceptional performance. These show employee appreciation, and managers might send them out to the entire staff to congratulate an employee for successfully completing a project.

  14. The Purposes of Business Letters

    Business write many types of letters, some formal and others less formal, as part of daily operations. Business letters have multiple purposes, from nurturing leads and making sales, to building ...

  15. Importance and Purpose of Professional Business Letters

    Establishes strong business relationships: A business letter plays a key role in establishing and maintaining relationships with various parties. A business letter reduces the distance between its customers, suppliers, creditors, and other public groups. Creation of markets: Business letters can also create new markets for goods and services.

  16. Business Letters

    A business letter can be classified as private, however, it is typically not circulated to others, but rather meant for the eyes of the participants involved. Therefore, a business letter needs to be clear, focused, and to the point. When writing a business letter, the author should avoid interjecting personal stories. A business letter needs ...

  17. The Purpose of Writing a Business Letter

    Business letters come in five main types, all with different purposes in mind: responding to someone, asking permission for a project, petitioning something, acting as a cover letter, or applying for a job. Knowing the different reasons to write a business letter can help bring success to individuals and companies in business.

  18. Business Letters

    Business letters fulfil various purposes like addressing a complaint, informing the termination or resignation, making an apology, making an announcement, etc. ... In the case of businesses, a business can write thank you letters to customers/consumers, vendors, employees, etc. to show that their efforts are valuable to the business. ...

  19. Business Letter

    The writer can cultivate a good style of writing various business letters by a constant and regular practice. Below are mentioned some of the important features which should be closely followed by a letter writer: ... Purpose: Business letter is exchanging various business related issues and information. But other letters are mainly exchanging ...

  20. How To Write a Company Purpose Statement (Plus Examples)

    Purpose statements are the core beliefs guiding the organization's decision-making and culture. It is a powerful tool for attracting and retaining talent. Candidates are drawn to companies that stand for something bigger than themselves. A strong purpose statement resonates with potential employees, which helps in creating a robust workforce.

  21. Spring Commencement 2024

    Join us for this afternoon's commencement exercises for our graduating class of 2024. #ForeverToThee24