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Business Letter

What is a Business Letter?

Formal communication via business letter is the method that is followed by many organizations. This type of letter is exchanged between:

  • Two companies
  • Company and their customers
  • Company and their clients
  • Company and other external parties, etc.

You can adopt a particular business letter style, depending on the relationship with the concerned party.

Who Writes a Business Letters?

The business letters are generally written by the people who are into some or the other kind of occupation. The numbers may differ, but the business letter is written by the majority of the business people. Some may have to send such a letter on a daily basis. The person or a group who writes a letter is called as a sender. The person or a group to whom sender writes a letter is called as a recipient. Below are the few examples of sender and recipient.

  • Sender – A business person, Recipient – A business person
  • Sender – A business person, Recipient – A consumer
  • Sender – A citizen, Recipient – A government official
  • Sender – A job applicant, Recipient – A company
  • Sender – A staff member, Recipient – A staff member
  • Sender – An employer, Recipient – An employee

Reasons to Write a Business Letter

There can be many reasons to write a business letter, depending on the sender and the recipient. Here are the few reasons for which a business letter is written:

  • It can be written to encourage the reader
  • It can be written to provide information to the reader
  • It can be written to place any kind of request
  • It can be written to show your gratitude
  • It can be written to send a reminder
  • It can be written to give some recommendations
  • It can be written to apologize on a certain issue
  • It can be written to congratulate another party
  • It can be written to take any kind of formal decision
  • It can be written to make any kind of announcement
  • It can be written for the sake of providing any kind of invitation
  • It can be written to introduce a policy or a person
  • It can be written to offer or reject a proposal

Format of a Business Letter

The format of a business letter includes things like date, salutation, body of the letter, closing statement, signature, list of enclosures etc. Let’s discuss this format in detail:

First is date

In a business letter, you are strictly not allowed to write a date in the form of abbreviation. The date should be written in a form like, 31st March 2016. Always place the date two or three lines above the recipient’s address.

Name and address of a recipient

  • First, add the name of a recipient
  • Now add title, if known
  • After this place their address details

Salutation

Do you know the person to whom you are writing a business letter? Depending on the answer to this question, you can choose your salutation. When it comes to maintaining the business relation, it becomes important to take care of the level of formality. Understand one thing that salutation is the kind of greeting that acts as an indicator of respect. Here are few examples of salutation:

  • Dear sir or madam
  • Recipient title and last name
  • Recipient first name
  • Whole name of a recipient

You can write recipient first name only when you have informal relation with the recipient.

Body of the letter

In the body of a business letter, it is advisable to include some concise paragraphs. The paragraphs that you include should convey your message clearly and successfully. While conveying your message it is important to make use of right kind of tone and also avoid lengthy sentences. Write a letter straight to the point. Your motive of writing a business letter should be crystal clear if you want to create a good impression in front of a reader.

If possible, the business communication should always be friendly and helpful. In the last paragraph of the body, you need to summarize your points and mention your expectations. You can also write details about the planned course of action. Be thankful to the recipient for giving attention to your letter and reading it patiently.

Respectful closing

The closing of a business letter should be respectful, just like the salutation. It should reflect your formal relations with the reader. Closing can be like:

  • Sincerely
  • Yours Sincerely
  • Respectfully
  • Yours Truly
  • Regards
  • Cordially, etc.

Add your signature

Leave 3 to 4 lines after closing for signature and then add your name, title, telephone number and email address. The signature should always be done in a blue or black ink.

Enclosures

Do you want to enclose anything with your business letter? If yes, then write “Enclosures”, followed by a colon. Prepare a note that informs the recipient about things to look for in an envelope. Few lines below the contact information, you can add this enclosures information.

Business Letter FAQ’s

Some of the business letter related FAQs that you need to know:

What is Attachment?

It is added image or a document.

What is block format?

It is common business letter format that is single spaced and in this format all paragraphs begin at the left margin.

What is the certified mail receipt?

In a letter with this feature, the sender pays extra postage in order to receive a notice of the receipt.

What do confidential means?

It means that letter is very personal and it should be kept private.

What is double space format?

It means that leaving one blank line between the line of texts.

What is an informal business letter?

It means that the letter which is written in a casual tone.

What is inside address?

Inside address means, the recipient’s mailing information.

What is letterhead?

It means a special paper that possesses a company logo or its printed name.

What is spacing?

The spacing means, blank area between lines of text and words.

What is tone?

Tone means to understand the feeling of language. It can be serious or enthusiastic.

Objectives of Business Letter

The main objective of writing a business letter is to:

  • Build goodwill
  • Maintain records and references
  • To exchange business information
  • To have an authoritative proof
  • To widen areas of business operation

Business Letter with Enclosure

Last Updated On September 6, 2018 By Letter Writing

Business Letters are letters that are drafted solely for business purposes. In some cases, some documents may have to be enclosed with the letter. These documents may be of high importance and need the attention of the recipient. So while writing such business letters, you have to clearly mention about the documents enclosed. Listing the […]

Filed Under: Business Letter Tagged With: New Letters

Business Appeal Letter

Last Updated On September 10, 2018 By Letter Writing

A Business Appeal Letter is used by business firms to make an appeal about any matter. The appeal could be regarding any concessions or any related subject. It could be used for a variety of purposes that needs convincing someone about your business. Its often necessary while doing business to convince the authorities about your […]

Filed Under: Business Letter Tagged With: New Letters

Business Complaint Letter

Last Updated On May 29, 2018 By Letter Writing

A Business Complaint letter is a letter written by an individual (i.e a customer) or business to business customers. This letter mainly depicts the complaint stated by the customer or a client about the bad product or poor service offered by the retailer or the company. Through this letter, the customer or client can explain […]

Filed Under: Business Letter Tagged With: New Letters

Business Letter Of Intent

Last Updated On September 6, 2018 By Letter Writing

A company or a business partner write a business letter of intent to his business partner regarding the intent to collaborate or merge with some other company or partner for the further developments of his company. This letter is sent to another company to inform about the deals or settlements that the firm wants to […]

Filed Under: Business Letter Tagged With: New Letters

Business Friendship Letters

Last Updated On September 10, 2018 By Letter Writing

In the world of entrepreneurs and startups, it is very important to create and maintain professional relationships. You can’t start a business with friends alone. You need business partners, investors, and customers. Of course, we all need friendly relationships in our private lives, and some of these may evolve from or lead to business relationships. […]

Filed Under: Business Letter, Friendship Letter Tagged With: New Letters

Business Donation Request Letter

Last Updated On September 6, 2018 By Letter Writing

A Business Donation Request Letter is a letter that is written by an organisation to a business while requesting funds for a specific cause. Such letters are usually written by organisations that are dedicated to social cause of any kind. The sender of the letter has to make sure that the reader becomes aware of the […]

Filed Under: Business Letter Tagged With: New Letters

Business Hardship Letter

Last Updated On May 29, 2018 By Letter Writing

One of the challenges faced by faced by start-ups is fning money to fund the company and also run their homes.  If you are facing financial challenges with your business, be aware that most entrepreneurs out there are faced with exactly the same issues as you are. At first, most businesses do not make money. In […]

Filed Under: Business Letter Tagged With: New Letters

Business Proposal Letter

Last Updated On September 6, 2018 By Letter Writing

Each business begins with an idea, and that needs to nurtured as well as executed. A business proposal letter template is written keeping in mind the idea and its execution to the partners. The letter aims at convincing the readers for the business proposal. When writing such a letter, one needs to point out their expectation […]

Filed Under: Business Letter Tagged With: New Letters

Announce a Business Anniversary

Last Updated On September 17, 2018 By Letter Writing

This type of letter is a formal company letter. Writing a formal letter when addressing someone you only know in a professional capacity. This includes letters written to all staff members, i.e., employers and employees, as well as clients. A good way to send such a letter is to have it typed and then printed. […]

Filed Under: Business Letter Tagged With: New Letters

Business Announcement Letter

Last Updated On September 18, 2018 By Letter Writing

The profession of business is based on communication. The better the communication between the businessman/businesswoman and his or her customers/clients/investors, the better the chances are of the productivity and growth of the business. Similarly, the more the contacts company personnel has, the more are the opportunities for him/her pitching the business idea and gaining customers/clients/investors. […]

Filed Under: Announcement Letter, Business Letter, Introduction Letter Tagged With: Business Introduction Letter Example, Business Introduction Letter Format, Business Introduction Letter Template, How to Write a Business Introduction Letter, New Letters

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