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3+ Business Letter Examples – PDF

Letter writing has been an important method of communication as early as the first recorded handwritten letter by Persian Queen Atossa in 500 BC. It has been used to communicate and pass information, but aside from these, people from the past used it to preserve their traditions and memories.

The stamped letter we have come to know today was made during the reign of Queen Victoria in 1840. During these times, letters have been the most prevalent way of send messages to relatives, friends, lovers, colleagues, etc. However, as technology continues to advance to this day, writing letters has also evolved. Letters have become digital in form, sending messages through mobile SMS and emails. Most people have lost touch with the art that is letter writing. You may also see formal letter examples and samples

However, when there is a need for formal communication, it is still required to craft a letter. It can be used to apply for a job or admission a dream university or even sending in complaints. And perhaps the one of the most commonly used type of letter for formal communication is the business letter. You may also check out application letter examples & samples

What is a Business Letter?

A business letter is a type of letter that uses formal and sometimes technical language. It is a formal type of communication mostly written by employees or managers or by one business organization to another, and it can also be written by its clients and prospective customers. You may also like complaint letter examples & samples

A business letter is usually encoded on a 8 1/2 by 11 inch white stationary paper with one inch margin in all sides. The overall style of the letter depends on the degree of relationship between the concerned parties. Like other types of letters, it must be targeted to a specific individual or group, must have a brief but clear purpose, and be convincing enough to agree on an objective in the end. You may also check out business reference letter examples

There can be a lot of reasons to write a business letter, it could be to request specific information or action from business organization, ordering supplies, apologizing or identifying a mistake or simply to convey good will. Even today, business letters are still given high regards as it produces a permanent record for specific transactions, its is formal and professional, and it is still delivers persuasive and well thought-out messages. You may also see formal email examples and samples

Business Letter Format Sample

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Purpose of a Business Letter

As mentioned earlier, there can be a lot of reasons why there is a need to write a business letter. To add to that, here some of the purposes of a business letter:

1. Sales Effort

One of the purpose of a business letter is to introduce new products to current clients and prospective costumers. It is often sent through direct mail as a form of advertising and which is now called a sales letter. It usually comes along with a brochure and an order form since its main goal is to encourage the receiver to purchase the new product. You may also like business proposal letter examples

The sales letter is made to highlight the main benefits and major advantages of the products to the costumers or business costumer. According to businessballs.com, a sales letter must follow the AIDA principle of advertising or the Attention, Interest, Desire, Action principle. It should be able to immediately capture the reader’s attention in order to spark interest to read through the letter and open the brochure; then, it should also be able to encourage the desire of the reader to purchase a new product and ultimately urge them to act upon the desire and purchase it. You may also see appointment letter examples & samples

2. Relationship Building

It is also one of the purposes of a business letter to give thanks or apprise business associates or clients. It can be in a form of a cover letter  informing business associates about the content of the attached report. The content of the letter are usually short with bullet points highlighting important topics mentioned in the report. It can also be a thank you letter sent by the company to thank costumers for a recent purchase. The goal of the thank you letter is to build a strong bond with the costumers and also to remind them of the other products and/or services of the company or website.

In addition, a business letter can also be used to order products. A purchase order is a legal document between the buyer and the seller. It includes the quantity and total amount of the specific purchase. In these ways, a business letter is used to establish decent and formal relationship between the seller (company) and the buyer or costumers. It conveys interest and appreciation for the transactions and trust between the two. You may also like aknowledgement letter examples & samples

3. Selling Incentive Sales

A business letter also provides sales incentives for clients and costumers. These selling incentive letters are used to offer rebates, discounts, coupon and special deals to long-term loyal costumers. These letters usually contain discount codes specifically for each costumer or offer discounted prices to costumers who have purchased from the company for a certain number of times. This letter is usually used by companies to promote existing products. You may also check out employee reference letter samples

4. Prevention/Solution

When there is a letter of complaint, it is important for businesses to acknowledge the complaint. A business letter is written by the company to address the issue of the complaint and assure the costumer that there has been steps taken to correct the error. The letter provides a solution to the addressed issue in order to prevent legal problems in the future. This letter is written and sent almost immediately after being received so that costumers will continue to trust the company and avoid potential legal problems.

5. Considerations

According to Austin Business Journal, a business letter can be written by the company to a “lost costumer” or a costumer who has not purchased from the company for awhile. Companies that use databases ca immediately identify these costumers so it is easier for them to send these letters. The company may write to these costumers and offer them a special deal to encourage them to purchase again. You may also see email cover letter examples

Different Business Letter Formats

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Parts of a Business Letter

Just like any letter, a business letter has different elements to keep in mind. In total, there are six parts of a business letter:

1. Heading

This is usually two or three lines long and contains the return address or the sender’s address with the date on the last line. Although oftentimes not necessary, include a line after the address and before the date for a phone number, fax number, E-mail address, or something similar. You may also like recommendation letter examples & samples

2. Inside Address

This pertains to the address you are sending the letter to.  It should contain the complete contact information of the receiver including his/her title. Skip a line after the heading before writing the inside address. It is important to remember that this is usually located on he left side of the paper. Should the letter be folded and put inside a standard 9 inch envelope, the inside address should appear on the window of the envelope. This will help with the routing of the letter to rightful receiver. You may also check out reference letter examples

3. Greeting

This is also called the salutation. Just like any letters, it is important to include salutation. The greeting should always be formal. It normally starts with “Dear” and the name of the receiver. Most people use the last name of the receiver including the title such as Mr., Ms., Dr., Engr., etc. If the sender is confused whether the receiver is male or female, it is acceptable to use the receiver’s first name. Also very important to remember that in a business letter, the greeting always ends with a colon ( : ) You may also see thank-you letter examples

4. Body

A business letter is never written, it a printed document from the sender to the receiver. The body is written in text and contains the purpose and important key points needed to be discussed. Depending on the style, some business letters permit the paragraphs to be intended. However, regardless of format always skip a line after each paragraph. And there should be space between the greeting and the body and the close. You may also like resignation letter examples

5. Complimentary Close

In opposite of the greeting, this is how to formally close the letter. This is usually short or a one-word polite closing. These are some of the commonly used closing: Sincerely, Respectfully, Respectfully Yours, Cordially, Regards, etc. The close is immediately followed by a comma. It is written on the left side of the paper aligning with the heading. You may also check out cover letter examples

6. Signature Line

Skip two lines after the complimentary close before typing out the name to be signed. It is not required to put the middle name of the signatory, it is in his/her discretion. It also acceptable to include a second line after the name to indicate the title or designation of the sender. Only use black or blue-inked pen when signing the letter. You may also see how to write a personal letter with examples

Business Letter Sample

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How to Write an Effective Business Letter

1. Select a professional letterhead design for your business

Your business letter communicates your business to your business associates and costumers, it should have a distinctive feature and should convey “high quality” to the readers. A letterhead will immediately plaster the information about your company. The letterhead can include a logo of the company, the company address and contact information. Using a contemporary letterhead and envelope design templates is a convenient and economical alternative to using traditional preprinted letterhead. You may also see official resignation letter examples

2. Use a standard business letter format and template

The block style is the most commonly used format in business letters. The entire text of the letter, from the heading to the signature is justified left. Except for the double pace between paragraphs, the texts are single spaced. There is a one inch margin in all four sides of the document. You may also like how to write an official letter

3. Use a professional tone

As it is a forma letter conveying important messages, it is apparent to use a formal and professional tone and language. In the printed business letter, the tone should be friendly but more professional; casual and chatty language are only acceptable for email. In the book Contemporary Business Communication by Scott Ober, it is suggested that “The business writer should strive for an overall tone that is confident, courteous, and sincere; that uses emphasis and subordination appropriately; that contains nondiscriminatory language; that stresses the “you” attitude; and that is written at an appropriate level of difficulty.” Although its is a formal letter, it should not come off as is you are distant or a machine has written the letter, be sure to sound like yourself regardless of using a professional tone.

4. Write clearly

Make sure to be direct and clear. State the point of your letter early on. Use straightforward language to avoid miscommunication. It also not advised to use very technical or industry jargon, use active words instead.

It is important to organize and arrange the thoughts and information logically. Group related information in the same paragraph t make it easier for your readers to understand. The information can also be organized into sections with subheads. You may also check out new hire welcome letter examples

5. Use color to emphasize words in text

This is another way of highlighting the key points of your letter. Using color to emphasize some words in your letter and it is important to choose light colors such as yellow, light blue, light green, etc. in your printed business letter.

6. Be persuasive

Establish a positive relationship with your reader right away. It is important to find  common ground and start your letter from there. You have to understand how your reader will react to the purpose of your letter and anticipate the reaction by tailoring your letter to it. You must be able to address his/her needs and wishes and provide proof of examples. The letter of your letter should have a call-to-action. You have to clearly communicate what you want your readers to do after reading the letter. You may also see writing a cover letter

7. Proofread the letter

Proofread, edit and polish your letter after writing. As it is a printed document, there should be no room for errors. Correct grammar mistakes, proper punctuation and misspellings to avoid miscommunication and misunderstanding.

Sample Business Letter

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Types of Business Letter

1. Letter of Complaint

This pertains to buyers or costumers complaint regarding a product by the company. Make the complaint brief, direct to the point and most importantly polite. This type of business letter conveys dismay or anger towards the company, however, it should always be written politely and professionally. You may also like what is a resignation letter?

2. Resume Cover Letter

This is the cover for a resume. A cover letter briefly introduces the applicants to the employer therefore it should be brief and direct to the point. The main goal of the cover letter is to persuade employer to read though your resume and qualify you for an interview. It is important to indicate the job title applied for and mention one or two strongest selling points. You may also check out examples of writing an acknowledgement of resignation letter

3. Letter of Recommendation

A letter of recommendation relays your high regards for the recommended individual or group. It allows you to use a few well-chosen words to best describe how you value the individual or group. This is usually needed when an individual or group wants to apply for a specific position after being under your supervision. It should be written in a straightforward  manner to allow you to easily get the point across. You may also see examples of writing a simple application letter

4. Resignation Letter

A letter of resignation is an official letter conveying your desire to end your employment with the company. It should always be brief and tactful. It should not relay any bad blood between you and the company. In fact, it should let you help ending a relationship in a positive note. In the letter, determine a valid reason for your resignation, avoid self-praise and being overemotional.

5. Job Application Rejection

In some cases, you might be required to write a business letter to inform an applicant that his/her application to the position has been rejected. Start with a brief sentence thanking him/her for his/her time, compliment his/her educational achievements and professional experience and kindly explain why his/her application was rejected. You may also like how do you address an email cover letter?

6. Declining Dinner Invitation

With relationships building because of business, it is important to tactfully decline a dinner invitation, if needed. If you disregard the importance of writing a business letter for this reason it may cause you social disadvantages. Start the letter by thanking the receiver for the dinner invitation and mention that you have already committed to another engagement prior to the invitation. However, there is no need to go into details with the reason. You may also check out examples of emotional farewell letters to colleagues

7. Reception of Gift

It is common courtesy and a polite gesture to send a formal letter acknowledging the gift given to you. Extend a personal thanks to let the person know that you are aware of the contents of the gift and it is quite a good idea to include a sentiment that you are already putting the gift into good use. You may also see termination letter examples & samples

8. Notification of Error

To notify the involved party of an error, it is always good to use a business letter. It also quite necessary to include a copy of the error that is in question.

9. Thanks for Job Recommendation

It is only right to formally thank the person that helped you get a job. A business letter thanking an individual for the job recommendation should always be professional and courteous. Do not go overboard in expressing gratitude and realize that you were given a letter of recommendation because of your skills.

10. Information Request

To request a certain information from an individual or any organization or agency, a business letter should be sent in. It needs to be specific and perfectly understandable. The specific information should be identified directly in order to avoid misunderstanding. As always, extend advance appreciation for the expected cooperation from the recipient. You may also like examples of writing a board resignation letters

In conclusion, a business letter serves different purposes. It is just a means of communication that helps convey messages in a direct and professional manner. Business letters, although indicated in its name, is not only used in business, it can also be used in the academe or even in research. Business letters unlike personal letters are formal and does not need unnecessary topics t be discussed because it is in fact straightforward and formal. You may also check out what is an application letter?

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