Business letters are written for specific purposes such as sending a request, confirmation, approval, proposal, rejection, etc. All business letters should follow a specified, standard format. There are different types of business letter. Business letters are meant not only for correspondence but are useful in creating good faith, establishing a human bond and a healthy relationship.
Right from salutation till expressing your thanks, the language used in the contents of the letter should be convincing and impressive. The sentences used must be formed without any spelling errors or grammatical mistakes.
The subject matter depends on the perspective and purpose of the letter, and it should be expressed accordingly. The letter must contain some basic details such as the date on which the letter was written, as well as the addresses of the sender and recipient as one would in a formal letter.
The contents of the letter should be brief, concise but contain enough detail to put across the message that is to be conveyed. It is also important to put in a personal touch to better acquaint yourself to the recipient by using a polite and courteous tone throughout the letter. Below mentioned is the sample, template, and tips to help you in writing.
Table of Contents
Business Letter Writing Tips
- As all business letters are formal, the content should be simple, clear and easy to understand.
- Words for the content of the letter should be carefully chosen.
- Be sure to keep the subject matter brief and concise.
- Once you are done writing the letter, please recheck the same for any grammatical errors.
Business Letter Template
Use our free How to write a business Letter to help you get started. If you need additional help or more examples check out some of the sample letters below.
From,
__________
__________
__________
__________
Date: __________ (date of writing the letter)
To,
__________
__________
__________
__________
Subject: __________
Dear Mr. /Ms._________ (name of the customer),
You are one of our most valuable customers and as one of our most frequent customers, we feel obligated to inform you of our newest promotions and products. We are introducing a new __________ (name of the product) in the market in the coming weeks. Taking into consideration the suggestions of customers such as yourself, we have taken the decision to sell the product as well. We genuinely hope you will appreciate our newest offering.
This __________ (name of the product ) has been tested by the __________ (name of concerned authority) and has been certified for commercial production.
We are sending a sample of this new product to you. Please use it and let us know your opinion on the product. It has been our constant endeavour to satisfy our customers. To sustain ourselves in the industry, it is very important to value customer suggestions. We firmly believe in this policy.
Please get back to us with your suggestions and complaints.
Yours Sincerely,
__________
(Your name and designation)
Sample Letter
From,
Ram Sharma,
XYZ Bank,
Bangalore.
26th August 2014
To,
Ravi Kumar,
55, Park Road,
Hebbal,
Bangalore.
Subject: Business letter
Dear Mr.Kumar,
You are one of our most valued customers, and we would like to bring to your notice that you have been very irregular in making the loan repayments for the past six months. Initially, you had paid the instalments regularly, but as of late, there has been inconsistency in the repayment.
If you are facing any financial problems, we request you to contact our legal adviser so that an amicable solution can be sought out. You can make the necessary arrangements to repay the loan within the stipulated time.
We look forward to meeting you at the earliest.
Yours Sincerely,
Ram Sharma.
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 Mr. /Ms._________ (name of the customer),
You are one of our most valuable customers and as one of our most frequent customers, we feel obligated to inform you of our newest promotions and products. We are introducing a new __________ (name of the product) in the market in the coming weeks. Taking into consideration the suggestions of customers such as yourself, we have taken the decision to sell the product as well. We genuinely hope you will appreciate our newest offering.
This __________ (name of the product ) has been tested by the __________ (name of concerned authority) and has been certified for commercial production.
We are sending a sample of this new product to you. Please use it and let us know your opinion on the product. It has been our constant endeavour to satisfy our customers. To sustain ourselves in the industry, it is very important to value customer suggestions. We firmly believe in this policy.
Please get back to us with your suggestions and complaints.
Yours Sincerely,
__________
(Your name and designation)
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