Skip Nav

Writing a Business Letter

Proofread Proofread Proofread (3 Times!)

❶Enclosed Documents Having given whatever information is required: It is unprofessional to write long sentences, or to take a long time to get to the point.

How to Write a Business Letter




Some lengthy contracts may be printed on 8. If you're printing the letter to send, consider printing the letter on company letterhead. This lends it a more professional air and provides your company's logo and contact information. Include information about your company. List your company name and the company address, with each part of the address written on a different line.

If you're self-employed or an independent contractor, add your name either in place of the company name or above it. If your company has pre-designed letterhead, you can use this instead of typing out your company and address. If you're typing out the address, it should appear either right or left justified at the top of the page, depending on you and your company's preference.

Writing out the full date is the most professional choice. For example, write either "April 1, " or "1 April If you wrote your letter over several days, use the date that you finished the letter. Add the recipient's information. Write out the recipient's full name, title if applicable , company name, and address in that order, with each piece of information on a separate line.

If necessary, include a reference number. The recipient's information should be left justified a few lines below the date. It is best to address the letter to a specific person. This way, an actual person will be able to respond to your letter. The salutation is an important indicator of respect, and which one you use will depend on whether you know the person to whom you're writing, how well you know them and the level of formality in your relationship. You may also use the recipient's title and last name, e.

Part 1 Quiz In a best case scenario, who should you address your business letter to? To the company at large. To a specific person. Strike the right tone. Time is money, as the saying goes, and most business people hate to waste time. The tone of your letter, therefore, should be brief and professional. Make your letter a quick read by diving straight into the matter and keeping your comments brief in the first paragraph.

For instance, you can always start with "I am writing you regarding Don't concern yourself with flowery transitions, big words, or lengthy, meandering sentences - your intent should be to communicate what needs to be said as quickly and cleanly as possible. Be persuasive in your letter.

Most likely the purpose of your letter is to persuade your reader to do something: Write clearly and concisely. Let your reader know exactly what you are trying to say. Your reader will only respond quickly if your meaning is crystal clear. In particular, if there is some result or action you want taken because of your letter, state what it is. Explain your position in as few words as possible. Use the active voice. When describing a situation or making a request, make sure to choose the active voice, rather than the passive voice.

The passive voice can make your writing ambiguous or impersonal. In addition, the active voice is more streamlined and straight to the point. The sunglasses are not designed or manufactured with attention to their durability.

Your company designs and manufactures sunglasses without attention to their durability. Be conversational when appropriate. Letters are written by people to people. Avoid form letters if possible. You cannot build a relationship with canned impersonal letters.

However, stay away from colloquial language or slang such as "you know," "I mean," or "wanna. If you know the recipient well, it's fine to include a friendly line sending good wishes. Use your judgement when determining how much personality to reveal. Sometimes adding a little humor is actually helpful in a business setting, but err on the side of caution before making a joke. Even if you are writing with a complaint or concern, you can be courteous. Consider the recipient's position and offer to do whatever you can, within reason, to be accommodating and helpful.

For example, a discourteous complaint might read: Most business letters should be concise enough to be one page in length only. But if you have something lengthier, such as a contract or legal findings, you may need additional pages. Include the page number on the second and subsequent pages, at the top of the page. In the last paragraph, summarize your points and clearly outline either your planned course of action or what you expect from the recipient.

Part 2 Quiz Why should you avoid writing your letter in passive voice? It is not formal enough. So you can use personal pronouns. To make your writing sound more personal. Passive voice is rude.

The closing, like the salutation, is an indicator of respect and formality. Leave about four lines empty for your signature. Sign the letter after you've printed it, or, if you're sending it via email, scan an image of your signature and affix it to this part of the letter.

Blue or black ink is preferred. Include your typed name and contact information. Beneath your signature, type your name, title, phone number, email address and any other applicable means of contact. Give each piece of information its own line. Then it is clear who worked on this letter.

Some styles add a slash between the two sets of initials: Make note of enclosures. If you've enclosed additional documents for the recipient to review, note this a few lines beneath your contact info by noting the number and type of documents. If you are sending a copy of the letter to another person, you should include this on the letter.

The letter is signed on a company's behalf. Those are the typist's initials. They are 1 of the writers. They are cc'd in the correspondence. Presentation is a key element of being professional. Make sure that the recipient will easily be able to see you as capable and in charge by editing your letter for errors. Run spell check on your word processor, but also give the letter a thorough read before you send it.

Ask yourself whether the letter is clear and concise. Are any paragraphs more than three or four sentences long? If so, determine whether you can eliminate unnecessary statements.

If the letter is extremely important, you might want to have a friend or colleague look it over. Sometimes a second pair of eyes can help you catch errors or awkward wording you may not have noticed. If you have multiple pages, staples are generally avoided.

If you want to ensure that the papers stay in order, then use a paperclip at the top left corner. If you're sending the letter via post, use a business envelope.

If available, use one with the company logo printed on it. Neatly print your return address and the recipient's address. Fold the letter into third parts, such that the recipient will first unfold the top flap, then the bottom flap.

Make sure you affix sufficient postage, and send it off. If you feel like your handwriting is messy and doesn't match your professional persona, type the addresses in your word processor and run the envelope through your printer.

It is better, however, to send the physical letter. Part 4 Quiz True or False: It is better to send your letter in PDF form via email. Thank the person for their feedback it will make him or her feel important and apologize for the service. Promise that it won't happen again, and that you will strive to do better. If possible, offer to fix the person's issue, or ask what sort of resolution he or she is looking for. Not Helpful 13 Helpful How do I actually type a business letter from the start -- do I have to format it?

The best way to do it would be to use Microsoft Word or another word processor with built-in templates. You can then select the business template and customize it to fit the business. Not Helpful 20 Helpful Microsoft Word or Publisher have templates, or you can go online and look at images and use a similar layout.

Not Helpful 1 Helpful 6. Your signature Your title if any Your contact information if any Enclosure if any: Not Helpful 21 Helpful Write it as a review with feedback or questions and look out for the perfect format for the letter. I would like to appeal the termination based on the fact that my performance for Q1 and Q2 was affected by personal issue I had explained to my then direct manager, Mr John Bells.

I would like to schedule a meeting with you to have more discussion about this. A business inquiry letter is a letter written to a business organization asking for more specific information about products, services or a job.

They are mostly written to seek further clarification in response to an advertisement. Two main types of business inquiry letter are: The letter should be short, precise and specific on the required information. My name is Dr [your name] and I am head of Surgery in [hospitals name].

I picked a brochure detailing one of your new antibiotic, [product name] , during the Surgeons Conference last week at [venue of conference]. Since this is a new antibiotic, I would like to learn more about it. I would greatly appreciate if you could send me the full antibiotic prescribing information on [product name]. I would also like to request whether you can come and make a product presentation in the department of Surgery during our monthly breakfast meeting on [date].

My name is David Grey, sales manager with 7 years experience. I would like to enquire whether you have a job opportunity that matches my qualifications. I am a team leader with excellent communications skills. Given an opportunity, I am willing to discuss my capabilities in an interview to explain how I can lead a winning sales team. Please find enclosed my resume. A job appointment letter serves two main purposes: Formally informing a candidate of their acceptance to fill a vacant position and also welcoming them into a company or organization.

It should contain a congratulatory message, the position, reasons for their selection and reporting date among others. You were selected on account of your outstanding academic qualifications and previous work experience. We are confident in your skills and abilities to help propel our company to the next level.

You are to report to work in our headquarters at Newyork on Monday 2nd September at 8. On arrival, please check in with the secretary who will direct you to your assigned office. Furthermore, you shall be allocated a car and a personal chauffeur who will be at your disposal. You will be responsible for overseeing all our projects as per the site we shall be working on. This shall include planning, scheduling, the hiring of staff, and supervision of construction works.

Again, welcome to our company, we are happy to have you on board. Further information with regards to the terms and conditions of your contract shall be conveyed once you formally accept this position in writing. Looking forward to working with you. We are pleased to inform you of your success in the interview. Once you formally accept this position through an official letter we shall make an announcement to the entire company and introduce you.

We are thrilled to have you join our team and look forward to your contribution. In case of any inquiries, you can get in touch with me. A job application letter is usually sent together with the resume to highlight on key skills and qualifications in relation to the job being applied for.

It should clearly outline why the applicant is the ideal candidate for the position. Application letter should be formatted properly and should not have errors. Errors can be a simple reason for outright disqualification. The body should have specific information of the company and the position being applied for. It should also emphasize why the applicant is the ideal candidate for the role. The letter should be short — not more than 4 paragraphs-with simple font such as Arial or Times New Roman.

It should be single spaced with a space between each paragraph and between contact information. I would like to apply for the position of [position] that was advertised in Daily Mail on [date of advertisement].

Considering my education, experience and skill set, I believe I am a suitable candidate for this position. I am a self-driven professional with great passion to develop my career in [your field of expertise]. I have a degree in [qualification], with further specialization in [specialization] which enhances my commitment to take this position. I have 6 years experience where I have worked with 3 different companies. This has enabled me to apply my skills in diverse working environment thereby gaining extensive insight in the field of [your field of expertise].

Specifically, my key competencies include [list the key competencies in your area of expertise]. I am very interested in this position because it will offer me an opportunity to work in a challenging but rewarding environment. Your consideration will be highly appreciated. I would like to apply for position of dairy farm manager, in reference to an advertisement on your website last week. I have 11 years of experience in farm management; 7 years as a junior manager in charge of animal production department and 4 years as overall farm manager.

I have extensive experience in leading initiatives in animal health, on-farm practices and production systems. My expertise in dairy science and overall knowledge in the dairy industry will enable me to successfully manage Dewmark Dairy, Inc to the best productivity level. Please find enclosed my resume which give more details about my qualifications and experience in dairy farm management. I am looking forward for an opportunity to further discuss my suitability for this position in an interview.

A resignation letter should be spot on. You should not fumble through many words; keeping it simple, clear and straight to the point is the way to go. Kindly accept this letter as a formal communication of my resignation as an office assistant with Bridge ways Limited. My last reporting day will be on 6th October Thank you for entrusting me with this position for the past 8 years.

I have tremendously grown in experience and I am sure what I have learned will prove invaluable in my future career path. Between now and my last day I will ensure to finish all my work and if necessary, train the person who will take over this position. I am also open to performing any other task that will ascertain a soft landing for you and the company. It has been a pleasure working with you, for the organization. I have enjoyed my time here and have gathered vital skills and knowledge which will prove indispensable in my future career path.

I will use the remaining time to finish my work and also handle any other task that you will assign to ensure a smooth running of activities when I am gone. A recommendation letter is a professional note written about someone to a prospective employer, college or scholarship sponsor.

It helps you vouch for that person to get whatever it is they intend to; hence should only give off a positive vibe. I am delighted to personally recommend Mr. Bernard as a great asset to any company. He has worked with us as a customer care assistant for over 2 years. During this time he has been nothing short of a smart, hardworking and committed employee.

He first began to work with us a call center agent where we quickly noticed his diligence at work. This led to him being promoted to a supervisor. The acquired position entailed being in charge of mentoring new employees, supervision of customer care agents and ensuring customer satisfaction. He always presented his work and reports accurately and exactly as required. He is an excellent team player which prompted me to propose his name for another promotion during our just concluded annual reviews.

Bernard has been of great value to our company and though we are sad to let him go, we wish him the best in his future endeavors. You made a great first impression with your interviewer or potential business partner, what next? There are two options involved, you can either choose to sit and wait for a response or write a follow-up letter, of which the latter is a much better choice. However, you should be careful not to come out as irritating or desperate.

I attended an interview last week for the position of an IT Specialist. I have not yet received any response from your end. I would like to know of your decision and where I stand in the selection process. I was very much impressed by what you told me about your company and would like to work with you. I strongly believe my skills and abilities in web hosting; cloud hosting and configuration are a great fit for this position.

In addition, my attention to detail will prove invaluable to your company. I wanted to thank you again for your consideration. If there is anything else you may require from me, do not hesitate to contact me. Looking forward to hearing from you soon. An adjustment letter is written by a business in response to a complaint from the customer.

It is essential for a business to develop a plan that will ensure that the client complains are dealt with for an increased market share. The adjustment letter is used by the seller confirms a mistake and make rectification. Adjustment letters are used to resolve disputes between the buyer and seller in the market. The letter is supposed to provide detailed information to the client regarding the material claim from the business. I have received your letter dated August 17, , about the damaged goods which you had bought from our company.

Splendid Enterprises is focused on ensuring that there is proper service delivery to the consumers. We regret that the products shipped were damaged in the delivery process. The purchasing manager will send an inspector to evaluate the damage and it will be paid by our company.

We apologize for the inconveniences caused by the damaged products and we will ensure that the inspection process is fast. However, we will send an inspector to evaluate the damages further. Please accept our apologies for the damaged products that you purchased from our company. Splendid Enterprises is consumer oriented and will focus to eliminate such problems in the future. I am writing this letter to place an order for goods or our continuing project.

Last month I ordered few goods and I thought they would be enough but it seems they are less. Find the attached list on everything we require. We need the goods as soon as possible so that the project can continue smoothly. I will make all the payments on delivery. I am writing this letter to place an order for the things we need to complete our on-going project. Few weeks we ordered enough goods but the quantity seems to be less. Therefore, we require more goods. A complaint letter is a formal letter to a business describing a negative experience you had and seeking reedier action.

This letter should be clear, short, and to the point, and should be relatively formal. Although complaint letters are negative in tone, they should not be overly emotional or aggressive. I am writing to file a formal complaint against [insert name here]. I hired them to [insert service provided here], and I did not receive the professional service I was expecting. I would reasonably expect that you [insert action here] to resolve the problem.

I am writing to formally complain about your employee, Mr. I hired them to fix my washing machine a few weeks ago, on the 10th of August, and I received very poor service. Brown did not show up on time, and once he did finally arrive, he took a very long time to fix the machine and made a huge mess in my house. He was also very unprofessional in his personal appearance and conduct. Once he left, I realized that my washing machine was still not draining properly.

This has been very frustrating for me and my family, because not only can we still not wash our clothes, but I had to take time out of my day to attend to him while he was here, and I had to clean up the mess he made. In my opinion, you should offer a refund for this service and reconsider your employment of Mr. I am eagerly waiting for your reply and will wait one month before taking further action. The sample business letter format ideas that are found here are meant to inspire and guide you in your letter writing.


Main Topics

Privacy Policy

Ah, business letter format-there are block formats, and indented formats, and modified block formats and who knows what others. To simplify matters, we're demonstrating the block format on this page, one of the two most common formats.

Privacy FAQs

Knowing how to write business letters is an essential skill so here are several more articles for you: Start with the basics on how to write a business letter using a general format and review various business letter templates.

About Our Ads

What this handout is about This handout will help you write business letters required in many different situations, from applying for a job to requesting or delivering information. While the examples that are discussed specifically are the application letter . Business letter and email message examples for a variety of work and business-related correspondence, and tips for writing effective professional letters.

Cookie Info

People write business letters and emails for a variety of reasons--to request information, to conduct transactions, to secure employment, and so on. Effective business correspondence should be clear and concise, respectful in tone, and formatted properly. By breaking down a business letter into its. Need help writing an effective business letter? Visit our Small Business Information for resources and sample business letters to get you started.