A business letter is a formal mode of written communication between people who are professionals working together in the same company or between different companies itself. When a business letter is sent, be it to an employee, associate or superior, it gets recorded as an official communication between the parties which cannot be contested and can also form proof in the court of law, in case of any dispute. In the business one always needs to write a business letter, be it for informing employees about an important announcement or addressing one’s problem to the employer or thanking a customer for doing business with the company. Whatever the case may be, a written letter, or an official email from the company, are indispensable tools of formal business communication.
Whatever the case may be, a written letter, or an official email from the company, are indispensable tools of formal business communication. A well-written business letter can impress while one written badly has the potential to create miscommunication and distrust. Hence, it is very important to choose one’s words carefully when writing a business letter. One should follow the rules of writing a formal letter for a business letter too as it is written to employees, superiors or customers and not to friends and family.
Business Letter Writing Tips
- The tone as well as the content of the letter should be formal.
- You have to make sure that there should not be any punctuation mistakes in the letter.
- You should mention the reason for writing the letter.
- Last but not the least, you must thank the concerned person for considering your request and doing the needful.
Business Letter Template
It is very important that extreme care and caution be practiced when drafting business letters. The following template will help you write a business letter. Below is a template of Business introduction letter, with steps that you should follow to write a proper Business introduction letter. It is quite simple but still, requires some attention. Therefore, dedicate 5 minutes to review it.
From,
__________________
__________________
Date (Date on which letter is written)
To,
__________________
__________________
The letter shall start from brief introduction of the sender. Don’t make it long, just mention the name, the company you are presenting, the position you held within a company, the projects undertaken.
Then start to describe the company: the services/products you offer, the experience, main strengths of the Company.
The following you should do is mentioning the aim of this business introduction letter. Focus on your main offer, try to formulate it shortly.
It is good to mention that one of the representatives of your company will contact your potential partners to discuss the matter in details. They can always have some questions.
Thanking you,
Yours sincerely,
(_______________________)
Sample Letter
From,
Sudheer,
Sri Balaji Fiber Company,
Chennai.
Date: 10th March 2016
To,
Chakravarthi,
Glassware Company,
Chennai.
Subject: Business Promotion
Dear Chakravarthi,
I am Sudheer, and I recently established my Fiber Business in Adyar area. As I do not have prior knowledge of this Business, I made a mistake by only keeping fiber materials in the shop. I am losing many customers because they are asking for glassware materials also. So I thought It would be better If I collaborate with someone who is doing glassware business. When I enquired about this business, many people suggested me to consult you as you are a renowned person in the glassware business. You may also get customers asking for fiber material, and I think it is better if we collaborate and do business together.
The plan is that you supply me with glassware material and I supply you fiber material. As you have a garage in Anna Nagar, send the material from there as the distance between Anna Nagar and Adyar is less. I will provide you my material with 15% less cost on the company’s rate. You decide on how much percentage less you will give me your material. Thus, we both can get benefited and by the end of each year, we can make 10% more profit than we are making. I hope you will work with me. If you are having any doubts regarding this, you can feel free to call me on this number (9498652378). I will meet you in person if you need me to. Hoping to get a positive reply from you.
Thanking You,
Sudheer,
Sri Balaji Fiber Business.
Email Format
The following is the Email format that should be followed while writing a Business Promotion Letter.
To: name@email.com
From: name@email.com
Subject: Business Promotion Letter
Dear __________,
We are happy to announce the launch of our new product _________. It’s fair to say that with this new product, we have taken a revolutionary step in the field of digital arts. It has mind blowing features like ____________________ to choose from, free access to our tutorial videos conducted by renowned digital artist __________. We offer an amazing warranty period of __________ and free servicing for __________. This product comes in a variety of price ranges from _____ to _____ and we assure you that this product is worth the money!
Kindly give a call on our toll-free number __________ or visit our website ____________________, to know more about this product. You can also send an email to us at __________@email.com regarding any queries about this product.
Yours Truly,
________ (name)
________, (designation)
________ (company)
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