A business letter is a letter that is written by a company to another, or it can be anyone such as customers, suppliers, clients, etc. The way in which a business letter is written depends on the relationship between the sender and the recipient, but it is certainly not like the informal letter. The context of the formal business letter can be anything including ordering supplies from a supplier, request for promotion to the employer, termination letter, merger letter, appreciation letter, etc.
Writing a business letter proves to be very useful because it keeps a track record of details shared and also the recipient takes it more seriously when compared to the other modes of communication. Business letters are useful and convey the information to the reader. In the opening sentence itself, the main reason for writing the letter should be mentioned. Also, make certain that the letter is neither too long nor too short because the professionals do not have the time to read a long letter. On the other hand, a short letter with missing information is not appreciated. Take a look at the example of a simple business letter below:
Sample Business Letter Writing Tips:
- The language used should be simple, clear and easy to understand.
- As it is a formal letter, words should be chosen carefully.
- It should be accurate and precise.
- Business relations should be outlined carefully.
Sample Business Letter Template
__________ (employee’s name)
__________ (employee’s address)
Date __________ (date of writing letter)
Dear Mr. /Ms__________ (name of the employee),
We are happy to inform you that on________(date of the meeting) in the board of directors meeting, we have selected your proposal regarding…………….(mention details). We have gone through all the details and are satisfied with them.
We shall send our company representative to complete the paper work and offer you a token amount of __________ (mention the amount).
The rest of the payment will be released soon after in installments via a mode mutually agreed upon.
We rely on your company services as you have a name in the industry. We hope you will not disappoint us with your services. We would like to have a a cordial relationship between both the companies. Please get back to us in case you have any issues or doubts.
___________ (Your name and designation)
Sample Business Letter Sample, Email, and Example/Format
Block 7, La Salette,
18th September 2013
We are pleased to inform you that in the meeting of the board of directors on 5th September, we have chosen your proposal to provide internet services to our company in the coming financial year. We are satisfied with all the details mention in the proposal, and we would like to offer the contract for one year.
We would be sending our company representative to your office for completing the paperwork and giving you the token amount. As you have mentioned, we shall stick to the offer price specified in the proposal. We shall pay you the entire amount in three installments, first, one will be given on the date of the contract, remaining two in a gap of two months.
We rely on your services as your company is known for its quality services. We hope to have a cordial relationship between the two companies.
Given below is the email format of a Business Letter.
Dear Mr. Mitchell,
We are very happy to inform you that the board of directors has selected your proposal during the general meeting held on 12th September 2010. We are satisfied with all the aspects mentioned therein and would like to give you the contract for the 50 slab casting machines.
We would send our representative to your office for the remaining paperwork and the token amount. All these machines should be completed within 18months as per your proposal latter. The payment for the same will be done in three installments first on the date of the contract, second on the date of completion on 25 machines and tired on the date of completion of the contract. Your organization is known organization for the production of the slab casting machines hence we would love to have a cordial relationship between two companies.
Hayden K. Stephens.