Business letters are the most common means of formal communication in the corporate world. Whether it is between employees of the same department, to heads of different companies, letters are often used as the primary means of communication when face to face conversations aren’t possible. They are written for a variety of purposes ranging from notifications about office events, requests to promotion announcements, etc. When it comes to correspondence or communication, letters are the most convenient method to follow-up on a conversation that occurred in the near past.
Business Letters are often written as a follow-up to correspondence between employees of different companies to discuss or notify the other of new development. When a company chooses to hire another for a certain purpose, the person who is in charge of overseeing such tasks often has to write a letter to notify the other company of the decision. This letter is usually written to the head of the company notifying them of the developments and asking them to move forward with the process.
Such a letter must be polite, giving respect to the other company. It should also contain all the relevant details regarding the deal and instructions on how to move forward. Below mentioned are the template, sample, and pdf format to help you write.
Table of Contents
Business Letter Template Writing Tips
- As any business letter is formal, the words chosen must be simple and easy to understand.
- The contents of the letter must have a polite tone.
- The letter must concisely contain all the relevant details.
- Once you are done writing the letter, please recheck the same for any errors.
Business Letter Template Template
Use our free Business Letter Template to help you get started. If you need additional help or more examples check out some of the sample letters below.
To,
__________
__________
__________
__________
Date __________ (date of writing letter)
From:
__________
__________
__________
__________
Subject: __________
Dear Mr/Ms __________ (name of the concerned person),
I am glad to inform you that our company has decided to opt for your __________ (name of product/service). We have gone through your quotations and are satisfied with the packages and prices.
Your company has maintained a good reputation in the industry, and we have relied on the feedback we received from our other clients. We need an uninterrupted supply of __________ (mention name of product/service) as we are dependent on it for our services towards our clients. Also, please ensure that the quality of said product remains consistent.
We hope that there will not be any scope for complaints while we remain in business with you and that your customer care service is responsible should any irregularities occur.
If you can send your company’s representatives, we can discuss further details and choose the package that best suits our company’s requirements.
Looking forward to hearing from you,
Yours Sincerely,
__________ (Your name)
Sample Letter
To,
Diana Wayne
Starworks Solutions.
New York
Date DD/MM/YYYY
From:
Clark Gordon
Daily & Hewitt
New York
Subject: Business Letter
Dear Ms Wayne,
I am pleased to write this letter as a follow-up to our conversation last week. Our Management has agreed to your proposal to delegate all future logistics operations to your company.
The decision wasn’t difficult given your exceptional track record in the market, and we look forward to working with you. Your company will look after the transport and delivery of confidential documents from our office to various clients around the country. Please let us know when our delegates can arrive to discuss the finer points of this venture.
We hope that this association reaps the rewards to both our companies and neither party has any reason to complain during the duration of this association.
Yours Sincerely,
Clark Gordon
Managing Partner
Email Format
The following is the Email format to be followed for a Business Letter.
To: name@email.com
From: name@email.com
Subject: Business Letter
Dear Ms. Cherian,
This letter is a follow-up to our recent discussion over the face time call. I am pleased to inform you that our firm has agreed to hire your company for its accounting related affairs.
With the stellar record that your accounting company has maintained during the past decade, our managerial wing believes delegating all accounts related activities to your company would be the ideal course of action for us.
Please let us know at the earliest, the date and timing when we can discuss the finer details regarding this association.
Yours Sincerely,
Jacob Black
Ironheart & Co.
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