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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

Announce a Business Anniversary

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

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

Solicitation Letter for Business

By Letter Writing

Soliciting business means seeking the business of potential customers. The term usually refers to directly asking potential customers to purchase goods or services, rather than using advertisements. Solicitors often approach potential customers in a public place or their homes. Freelance contractors and other independent business owners often engage in the solicitation to seek new customers. […]

Filed Under: Business Letter Tagged With: New Letters

Business Agreement Letter

By Letter Writing

A Business Agreement Letter is a letter which has the purpose of conveying one’s idea to another business person or organization. As the name itself indicates, it is an Agreement letter between two persons or two organizations. This letter will establish mutual understanding and co-operation between them.  When a business/ person is interested in collaborating with […]

Filed Under: Business Letter Tagged With: New Letters

Thank You to a Doctor Letter

By Letter Writing

Often when we are sick, doctors endure a lot of strain and take sacrifices to get us back in health. It is because of their priceless service and affection that many patients having even severe cases survive and gets back into health. Many times we see that doctors are not well appreciated nor given credit for […]

Filed Under: Business Letter Tagged With: New Letters

Business to Business Introduction Letter

By Letter Writing

A Business to Business letter is a letter which gives a brief knowledge of the Business you are doing to a client or to the members of the city or town where you live in. It provides information about the company and who owns it and what are the unique features of the company. In case […]

Filed Under: Business Letter Tagged With: New Letters

Business Opportunity Letter

By Letter Writing

Business Opportunity Letter has become a very important part of doing business today. Whatever business we do we always tend to expand it and business opportunity letter helps in providing new business opportunities and ventures in the world of business. It plays a very important role in placing forth your business idea and taking your […]

Filed Under: Business Letter Tagged With: New Letters

Business Promotion Letters

By Letter Writing

Companies often release new products and services and to market them efficiently, suitable promotion methods have to be followed. It’s a good approach to write to your clients about the new products or services that are available. A Business Promotion letter is used by a company to let its clients and potential customers know about its […]

Filed Under: Business Letter Tagged With: New Letters

Reimbursement for Business Trip

By Letter Writing

Reimbursement for a business trip letter is written by an employee to his employer to demand reimbursement of the expenses incurred by him on a business related trip. Often the employee has to travel to different places for business purpose. It might be either for finalizing a deal or for any sort of project that the […]

Filed Under: Business Letter Tagged With: New Letters

Reject or Terminate a Business Relationship

By Letter Writing

Business relationships are generally formed to do a business deal or project together. It is helpful for the business houses that come together for it as then there are an increased number of resources which both can utilize for doing their business effectively and efficiently. However, at times, due to arising from conflict or some […]

Filed Under: Business Letter Tagged With: New Letters

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