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How To Address A Business Letter – Sample & Example

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Address a Business Letter: The way you address somebody reflects the amount of respect endowed on them. Usually, we are in the habit of addressing everybody casually by beginning the letters with ‘dear’. But once you enter the professional arena, it takes no time to realize that not everybody is dear to us. A certain amount of formality has to be maintained while addressing colleagues or while dealing with other companies in the corporate world. Here, the dilemma arises on how to address the business letters which turn out to be the easiest way of communicating.

Tips for Addressing a Business Letter

Salutations intend to confuse the writer. At times, in a formal letter, it becomes really difficult to decide how to address the recipient. Here are some of the tips which if followed carefully will never let you be in a state of confusion ever again:

  • If you have no idea about the contact details of the person being addressed, write, ‘to whom it may concern’. For instance, when you are not referring particularly to one person and the letter is meant for all who are part of the organization, it is wiser to use this term. Remember putting a colon after writing it.
  • If the letter is being addressed to a female, write Ms, irrespective of her marital status. Don’t get confused in choosing Ms or Mrs, and Ms works for all whether married or not.
  • If the letter is for a male candidate, mention Mr.
  • If the gender of the recipient is not clear, skip the title and directly write the name. For instance, dear Ujjawal Smith.
  • In cases, where no information is available about the recipient, make use of the salutations Sir or Ma’am. Example – Dear Sir/ Ma’am.
  • When you are aware of the job title, but not so clear about the name of the person, avoid confusion by writing the position of the person in the company. For example-  Dear Consultant or Dear Recruiter.

These tips will surely fit at any of the situations. If you are still stuck, a little googling will be your savior.

To make things clearer, let’s understand through a few samples.

1. Consider that you read about a vacant post for sales manager in a multinational company about whose name you are not aware of.

From,
Lillith Daniel
546-6565 Neque. St.
Centennial Delaware 48432
lillithdaniel87@gmail.com
13 April 2019
To,
Noelle Adams
6351 Fringilla Avenue
Gardena Colorado 37547

Dear Noelle Adams,
This is concerning the advertisement number – XXXX dated 05-April-2019 which appeared in The Times of India for the vacant post of a sales manager.
I have enclosed my resume and photocopy of mark sheets for your perusal and favorable consideration. Kindly find the same.

Sincerely,

(Signature)
Lillith Daniel

2. Consider Writing a Letter to Initiate a Business Partnership

Mark Wilson
Global enterprises
Garden Liberty Rd. Texas
+1065465666
globalenterprises@yahoo.co.in
13 April 2019
Ms. Alice Lowe
The managing director
Authoritarian publishers
Nebraska, US

Dear Alice,
I am writing this with the hope of establishing a new business relationship between our organizations to grab the prime opportunities in the publishing industry. Global enterprises have performed well in the market in the last decade by publishing works of more than 100 writers, and thousands of copies have been sold.
As the editor-in-chief of Global enterprises, I owe the responsibility of making this institution a game player in the global market. I have thoroughly researched the success history of Authoritarian Publishers and request you to do the same for our company. With this new alliance, we will be able to establish a new network of clients and publish new inspiring works of upcoming authors.
Looking forward to a meeting with you to discuss further details. Please call at 97XXXXXX98 or drop a mail at globalenterprises@yahoo.co.in.

Sincerely,
(Signature)
Mark Wilson
Global enterprises
globalenterprises@yahoo.co.in

Conclusion

Properly addressing the recipient is a skill you will gradually acquire in your professional career as you indulge with more and more people. Mentioning correct salutation for the person addressed is very important while writing a business letter since people admire the way they are being addressed by their colleagues or other players in the market.

Address a Business Letter in PDF and Word (Doc.) Format

how to address a business letter

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Business Letter Format | How to Write Business Letter

Business Letter Format: Communication is a critical aspect for any business to get their points across at multiple levels. Whether it is to share company information with the shareholders, communicating policies or decisions within the organisation or being the point of contact for external stakeholders interested in the organisation, for example – candidates willing to join the company, communication is the bridge that connects all these diverse entities. Most organisations communicate through Business letters for specific purposes, and these letters are tailored to the particular communication they are carrying.

Business Letter Format

With Business letters being the primary medium for any kind of information sharing, within and outside the organisation, it is imperative that the correct format for writing a business letter is properly understood and carefully taken into consideration while drafting the same. A very important point to be kept in mind while preparing a business letter is that it should be clear and concise, yet it should not be impolite. Since the primary purpose of any business letter is for the stakeholders to get quickly to the point, lengthy letters with flowery language may defeat the purpose.

There can be multiple forms of writing a business letter, in any language, with different tonalities and structures. For example, a legal document is written in an extremely formal language with careful detailing of every point being raised. An email or text message conversation, on the other hand, can be extremely casual with most of the information missing and being understood by the recipient from the context. Business letters, however, fall between these two extreme forms of writing.

Since a business letter is written, either for an organisation with some authority or to an executive having a certain authority within the organisation, its language cannot be completely informal. A strictly formal letter, however, may make the reader lose interest, thereby missing the important communication, for which the letter is being written. Hence, finding the right balance is the key here. Equally important is to have a logical sequence in the points being mentioned in the letter.

How to write Business Letter

While writing a business letter, the writer must be careful of the following aspects

  • Starting and closing the business letter
  • Addressing the business letter
  • The format is used to draft the business letter.

How to start a Business Letter

The time when a reader starts reading your letter is the time that they have the maximum attention towards the content. Hence, it is beneficial to get important information across in as brief a manner as possible. A good practice is to start with the sender’s details (Name, Designation, Organization) followed by a Subject Line. This helps to set the tone and can convey who the letter is from and what is it about, with just a glance.

How to Address a Business Letter

Once you have captured your reader’s attention to the reasons for your letter, it is very important to use an appropriate salutation. A wrong address or salutation may make the reader feel disrespected and lose interest instantly. Although formal writing requires the recipient to be addressed as Sir or Madam, while writing a business letter, they can be addressed by their last names as “Dear Mr Watson.” or “Dear Ms Bell”. This verbiage is not strictly formal yet not informal in any way. However, if you are unaware of the recipient’s name (corresponding with the organisation as a whole), it is better to stick to the formal version or go for a generic statement.

How to Format a Business Letter

Since a business letter is usually short and precise, it is important to format it properly, so that the maximum information is conveyed in as less number of words as possible. There are two generally accepted format styles for most business communications

  • Block Style – In this style, all paragraphs are aligned to the left of the page, with no indentation. This is the style used in most of the modern-day business communications.
  • Modified Block Style – This is a slightly modified version of the above style. Even here, the paragraphs are aligned to the left of the page. However, the first word of every new paragraph is indented.

Whichever style is selected by you to format the letter, it is important to convey as much information as possible, generally in a single page. This is done keeping in mind the demands on the recipient’s time and show the respect from the sender to the recipient by keeping the letter as brief as possible, without losing the essence of what one wants to communicate.

How to End a Business Letter

Just like a good beginning is required, to set a proper tone for the business letter, it is equally important to maintain the same tone and close on a definitive note. A good closing helps to summarise the content for the recipient’s benefit and also state clearly what actions are expected from them. In case a follow, up is required for the communication, clearly outline when and how you plan to carry out the same. This helps keep the communication open and transparent – essentials of good business communication.

How to Write Business Letter

Writing a business letter may appear to be quite a daunting task for a newbie. However, it need not be so. If a few important points are kept in mind by the writer, it is one of the easiest tasks one may carry out in the course of duty. Here is a checklist for quick reference, before diving right into writing that memo or internal communication

    • Make a list of all the points, and you intend your business letter to communicate. Missing out a point here may mean that much of a gap in the communication. Thus, this exercise is really helpful.
    • Understand the audience for which this letter is meant. Are you writing a general memo for the entire team, an email about the upcoming presentation to an individual, response to a job seeker’s query or answering a customer’s complaint? The language, tone, address and the length of the business letter will depend on all of these.
    • Logically arrange your points from the list in the order they should appear in your communication.
    • If you are addressing queries or concerns, do you have sufficient information and authority to respond to the same? If your answer is no, it is better to obtain the requisite information as well as authority before proceeding with writing the business letter

Once you have gone through the checklist thoroughly, only then proceed to write the actual letter, and you will be known as a great communicator within the organisation, pretty soon.

Business Letter Heading

There are two possible ways of adding a heading to a business letter

  • Company Letterhead – An extremely professional and quick method of adding a heading is to write the letter on pre-formatted company letterhead. This helps in bringing uniformity and authority across the multiple simultaneous communications happening from an organisation. This also removes the need of every sender to find out and mention the correct official address of the organisation.
  • Writing the company Address – If your organisation doesn’t have a pre-designed and approved company letterhead, you should write the sender’s name, company address, website URL (if any) and contact number at the beginning of the letter.

Business Letter Format Spacing

Since brevity is of the essence in writing a business letter, it is important to ensure that as much space as possible is utilised. Hence, a lot of white spaces on the page must be avoided. However, this does not mean that the text in the letter should be cluttered and illegible.

A good thumb rule and the accepted standard are to use 1-1.5-inch margins around the page, with one line space left a blank between every paragraph. However, if your company has a predefined template or letterhead, it is important to factor in the space in that design, while considering your letter spacing.

With all the electronic media availability, handwritten letters are a thing of the past. However, keeping in mind the formal nature and official tone of the business letters, it is important to choose a simple and formal looking font for your letter. As a rule, avoid any font having serifs or cursive letters. Another important parameter is the sizing of the letters. They should neither be too big to cover a lot of space, nor so small that they do not remain legible.

Business Letter Layout

A typical business letter has the same layout, however different the content may be. This is because the information being communicated by a business letter can be arranged under standard headings. What is important is to take care of the actual content of the letter. As for the layout, most companies have their predefined templates. Below is an indicative layout for a standard business letter

Sender’s Information
Date
Subject
Recipient’s address
Salutation
Content
Closing
Business letter salutation

When writing a business letter, it is very important to ensure that the recipient is addressed in a manner that is neither over friendly nor extra formal. More often than not, a business letter is written on behalf of an organization. Hence, it becomes even more important, to ensure that the salutations are proper since you are addressing someone on behalf of the whole organization.

It is still considered a good practice to address someone by their title (e.g. Dr., Engg., Major, Cpt., etc.). However, if the title is not known, one can always be addressed by their names prefixed by Dear. Hence, “Dear Mr. Campbell” is acceptable. Ensure always to prefix the “Dear”, as such a salutation is considered formal enough for a business letter.

Avoiding informal salutations in a business letter is important. For example, it is considered inappropriate to begin a business communication with “Hello”, “Hi” or even a normal greeting like “Good Morning”. Such addresses should be reserved for informal communications.

When the recipients are unknown, it is good practice to have a generic statement like “To Whoever it may concern”.

Parts of a Business Letter

As is clear by now, writing a business letter is as much an art as writing any other Standard English construct. Hence, on similar lines, there is a clear identification of components that must be a part of a well-written business letter. In this section, we take a brief look at these components and their importance.

  • Sender’s Information – This is a quick and easy way to help the recipient scan as well as get a context of the communication. If they are expecting communication from your organisation or you as an individual, this section immediately helps them pick out your letter and take action on it. Also, it is considered polite and good manners to introduce oneself before getting to the point. The sender’s information section on top can achieve this by using very little space and time.
  • Date – An extremely critical component of any business communication, this is one information that must be a part of every business letter. This one small information saves a lot of trouble by simply keeping the communication in sequential order. Also, the content of the letter can have a reference to a previous letter based on its date, making it easier for the recipient to track the conversation and follow up on the actions.
  • Subject – This information is omitted from some business letters these days. However, this is a piece of important and helpful information. This helps the recipient in rapid scanning and deciding on the priority of the received communication. This can also help the recipient to relate to the contents of the letter before going through the actual detailed content.
  • Receiver’s Information – This information is relevant and helps to state the context upfront about who is the intended recipient of the information. This also comes in helpful when the communication is from a sender in an official capacity to the recipient in their official capacity.
  • Salutation – A very important part of the entire communication, proper salutation can make the conversation by setting the correct tone. An improper salutation, on the other hand, can break off the conversation due to the inappropriate tone setting. Hence, one should be very careful while selecting the salutation, especially in a business letter.
  • Content / Body – This is the heart of the business letter, conveying the actual message for which the letter is being written. Therefore, this part of the business letter should be properly thought out, clearly worded and grammatically correct. Correct grammar, firm yet the gentle tone and clear language make a business letter stand out. Any misunderstanding arising out of the language of the content can have serious implications in a business setting. So, it is advised to take sufficient time, for working out the information that needs to be captured and conveyed through the letter.
  • Closing – This is another critical component of any business letter. Since these letters are official and are generally written where an action is expected, the closing should draw out the expectations. Open-ended closings are not considered good practice. Also, a business letter should end with due respect to the reader who has taken out time to go through the letter.
  • Enclosures – Although not a mandatory component of every business letter, these are really helpful and must be provided wherever relevant. These save everyone’s time by having all the information together at one place, avoiding any to and fro of letters and searching archives for previous communications. Enclosures can also be utilised to provide supporting documentary evidence for any kind of claims being made in the letter.

Business Letter Structure

Business letters are pretty much like any other written document as far as the structure is concerned. Every letter must have a proper opening, with the sender introducing themselves and the context of the letter. This should be followed by the actual content of the letter in a logical sequence. Finally, the letter should be wrapped up by summarising the content, the expectation from the recipient and follow-ups to be done (if any). Following a structure also makes the letter readable and easy to comprehend for the recipient.

Business Letter Style      

Business letters are more about function than a display of language skills. The writing style must be simple, clear, unambiguous and direct. It is advisable to avoid the use of passive voice in the business letters, as it makes the language ambiguous. However, there are exceptions to this thumb rule. For example, when negative information needs to be conveyed, it is better to use passive voice rather than put the information bluntly and in a harsh manner. The tone of a business letter should be gentle but not over friendly and informal.

Business Letter Closings

A good and proper closing is as important for business communication as a proper start. The closing sentences must be in line with the overall tone and objective of the entire letter. A thoroughly planned and properly worded closing can achieve the following aims

  • Concisely explain the recipient, what is expected from them
  • Outline the next steps to be taken after this communication and the people responsible for taking them
  • Set the tone for future communications and improving business objectives

This is also the place in the letter where the sender can reiterate the respect shown to the recipient initially. It is always a good idea to thank the recipient for taking time out to read the letter. Some of the most commonly used and widely accepted closing remarks are “Yours Sincerely”, “Yours Truly”, “Warm Regards”, “ Thanks and Regards”, etc.

The closing greetings must be followed by the sender’s signature and position of authority. Any enclosures to be affixed with the letter must be added after the signature.

Business Letter Format Sample with Example

Best Letter Template has covered few Examples

Sample 1- Company Letterhead not Available

Tony Wilson [Sender’s Name]
984-656 Liberty Rd.
Texas, USA [Sender’s Organization name and address]
(989) 324-6546 (Contact Information)
Date: Month DD, Year
To,
Rony Freza (Receiver's Name)
Ap-989 St. Terresa Rd. Texas, USA
Subject: A one-line subject indicating the purpose of the letter  

[Recipient’s Organization name and address]

Dear Mr. Rony Freza [Recipient’s Name],

[Content paragraph 1]: This opening paragraph must be utilized to introduce the sender as well as set the context for why this letter is being written.
[Content paragraph 2]: The actual content of the letter should ideally go here with information about the points being discussed, observations and the reasons for each observation. If required, expected action points for each of the observations can be mentioned here.
[Content paragraph 3]: This should ideally be the closing paragraph, summarising the letter, outlining what is the expected action, how can the recipient help and whether or not any follow-ups would be required for the action points.

Warm Regards,
Tony Wilson [Signature of the Sender],
[Designation of the Sender]
Enclosures (if any):        Enclosure 1: Details of the Enclosure                                       

                                       Enclosure 2: Details of the Enclosure

Sample 2- Company Letterhead is Available

Tamara Howe [Sender’s Name] Organization Name and address already covered in the cover letter, hence need not be repeated here. Only the name of the sender is sufficient.
Ap 9656 Lobortis. Avenue
Rocky Mount WA 48580
(687) 001-0001 

Date: DD-MM-YYYY

LHDH Inc. [Recipient’s Organization Name]
515 Egestas. Rd.
Manitowoc TN 07528 [Recipient’s Organization Address]

Subject: (-----------------------)

[Salutations]

[Content para 1]: This is the space that should be used by the sender to set the context. For example, if the letter is being written in response to a candidate’s query seeking a job, the sender should mention their profile (recruitment officer) and why they are writing this letter (responding to the query by the job seeker). This is where the recipient gets a fair idea of what the letter is about.

[Content para 2]: Here the sender expands on their previous para and explains further, which is the core content and purpose of the letter. To continue the previous example, the recruitment officer can thank the candidate for their interest in the organization, inform that a suitable position is currently not available, or if the position is available, they can go on to explain what the profile is, what are the expectations and what will the recruitment process be.

[Content para 3]: This should ideally be the concluding paragraph, where the sender summarises the information for the recipient and outlines the expected future actions. For example, the recruitment officer can inform the candidate that the hiring may resume after three months and they will reach out to the candidate. Or in case, the hiring is still taking place, and they can inform the candidate about the expected next steps (filling up of candidate registration form) and the timelines expected (1 week).

[Closing] Best Wishes,

[Keaton Underwood]
[Sender’s Designation]

Enclosures / Attachments:  Enclosure 1: Candidate Registration Form

Business Email Format    

With the advancement in the field of technology, the use of physical letters is decreasing day by day. They are generally used in legal matters these days. Almost all other communication happens over electronic mail (E-mail) and other digital media. Hence, even though the format and purpose of business letters haven’t changed much, it has adapted to be compatible with the email method. Business emails are quite different from the informal emails shared between friends. They are closer to the business letters that have been discussed so far. In the below sections, we will take a look at the components and structures of business email formats and a few samples of the same.

How to write Business Email

A business email can be sent for a variety of reasons and to a plethora of stakeholders. For example, in a single day’s work, you may send business emails to your boss, your colleagues, your vendors, your clients and another team within the organisation. The tone and structure of each of these emails will be slightly different from the other. However, as with business letters, the primary components of a business email do not change. It is the content under these components is what makes the difference.

Let us take a look at the components of a typical business email.

  • Subject Line – The first difference between a business letter and a business email is that the email starts with the subject line. The sender’s and the recipient’s names as well as their organisational emails are implicitly part of the email address and need not be explicitly mentioned. The subject line is the one line placeholder to mention the context of the email. It is considered a good practice to appropriately mention the subject line.

Modern email services allow the recipient to filter the emails by the subject line. This is an extremely fast method to track all the communication that has taken place on the subject under discussion.

  • Content – This is the heart of the communication, just like the business letter. The guidelines for writing the content for a business email remain the same as that of the business letter. However, it is also advised to keep the email content as short as possible. Longer emails generally get an unfavourable response from the recipient.

Also, the tone of the email should be as per the company’s work environment. Typically, when addressing a senior, a different department or external stakeholders, it is recommended to use a formal language. However, with your peers, you may use slightly informal language if the same is encouraged in your organisation.

It is always a good idea to thank the intended recipient for their previous communication if they have reached out to seek certain information or bring a point to your notice, before starting to write the actual content of the email.

The font of the email should be carefully selected, and again serif based or handwriting based fonts should be avoided. Also, writing in full capitals is considered the digital equivalent and must be avoided at all costs, while writing a business email.

  • Attachments – This is the digital equivalent of enclosures. You can attach as many reference documents as you want. The number is restricted only by the size of files allowed to be exchanged by your official email exchange servers. Make sure you have attached all the relevant documents or URLs for the ongoing subject of discussion. This helps save a lot of time and avoid confusion in the case of multiple email exchanges.
  • Signature – This is the digital stamp of the recipient and can be saved as a template for future use in most of the email services. The signature should be included
  1. Closing salutations
  2. Sender’s name
  3. Sender’s contact number
  4. Sender’s email ID
  5. Sender’s organisation name / URL

Business Email Format Sample

Sample 1- Formal Email to a Prospective Client

Pascale Patton (Sender's Name)
399 4275 Amet Street (Address and Organization's Name)
West Allis NC 36734
(676) 334-2174 (Contact)

19-06-2019

Nasim Strong (Receiver's Name)
Ap #630-3889 Nulla. Street (Address)
Watervliet Oklahoma 70863

Subject: (----------------------------)

Dear Sir/Ma'am
[Subject Line]: In response to your query about our Product XYZ

[Content]:

Dear Mr. Wright,
We at ABC International would like to thank you for your interest in our product line.
I am Shane, the sales representative of the Western Region for Product XYZ. Let me take this opportunity to introduce you to some of the salient features of XYZ.

  1. Salient Feature 1
  2. Salient Feature 2
  3. Salient Feature 3

I am attaching herewith a few customer testimonials on XYZ for your ready reference. We would like to take this discussion forward and give you a full demonstration of the capabilities of XYZ. Do let us know a convenient time as per your schedule and we can plan for the same.

Looking forward to your response.

[Sender's Signature]:
Shane W.
Sales Representative, Western Region,
ABC International
Ph – xxxxxxxxx

[Attachments]: Attachment 1: Customer Testimonials

Sample 2- Informal Email to a Team Member

From,
Name of the Sender
Address of the Sender
(Contact Details)
Date: DD-MM-YYYY
To,
Name of the Receiver
Address of the Receiver

[Subject Line]: Updates on the Lemonstone Project

[Content]:

Dear John,

This is concerning our last team meeting for the Lemonstone Project. We had decided that you will be updating the technical specification documents in consultation with the architecture team and submit by today. Kindly let us know on the progress so that we can update the same for this week’s project status report.

Thanks in advance for your support.

[Signature]:
Terry V,
Project Management Office,
Email – terry.v@abc.com
Ph – xxxxxxxxx

Business Letter Template in PDF and Word Format

Business Letter Format

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Business Letter Format

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Business Letter Format

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Business Letter Format

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Business Letter Template in PDF Format

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Business Letter Template in Word (.Doc) Format

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10+ Free Business Letter Template in PDF, Word [Doc]

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Business Letter Template: Every type of business communication done is through business letter and thus a business letter should be written with extreme caution. For drafting business letters, a certain set of skills and mindset is required for efficient results. Here, we have provided you some guides to writing business letters through a list of business letter template.

Sample 1: Business Offer Letter Template

From,
Lee Arker
98/32 Taylor Street
Canada 57654
(345) 985-3545

Date: 05-04-2000

To,
Willie Aames
87/72 Parker Park,
Lynchburg 64564

Subject: (________________)

Dear Willie Aames,

Thank you for preferring [name of your organization] for your house lighting systems. Be rest assured because you won’t be repenting this decision.
I have attached herein the copy of our agreement for the arrangement of house lighting systems. Have a thorough study of this and the products offered through this. If you find the agreement adhering to your requirements you can sign it and send us so that we can carry forward with the process.
You can also reach out to me for any queries or clarifications required or any other relevant information needed.

Sincerely,
(Your Signature)
Lee Arker

Sample 2: Business Complaint Letter Template

From,
Quinton Aaron
98/987 Aliquot Street
Minot AZ 95302
(837) 196-3274

Date: 01-01-2001

To,
Wallace Ross
313 Pellentesque Ave
Villa Park Hawaii 43526

Subject: (________________)

Dear Wallace Ross,

I wanted to express my displeasure through this letter regarding a product that I have received from you today. I have purchased a range of AI-inspired computer systems from [reader’s company] and I am not really convinced with the quality of the product received.
Since this is the very first time I am facing an issue from your company, I believe this doesn’t define the quality of your organization. So, I expect that this issue will be mitigated quickly and efficiently. I found issues with the buttons and the CPU of these PCs. There were some issues found while operating the systems initially.
Because of this, I really expect you to value our relationship and come up with a solution to this problem at the earliest. Please feel free to contact me at …… or email me at …… so that we can proceed with resolving this problem. Awaiting your response soon.

Sincerely,
Chester Bennett

Sample 3: Business Letter Template of Intent

From,
Bruce Lee
98/654 In Part 2
Canada CA 8768
(324) 234-2342

Date: 01-01-2001

To,
Bud Abbott
89/98 Sit Avenue
Massachusetts 54654

Subject: (________________)

Dear Bud Abbott,

I am writing this letter of intent to specify my organization’s enthusiasm towards renting an area in [the reader’s company] for commercial purpose.
We are engaged in selling various makeup and cosmetics items from various brands. For setting up space, we require [include the space details, location, equipment]. Moreover, I believe we have common business interests shared between [your organization] and the [reader’s organization] specific to this field.
It would be happily acknowledged by us if you connect with me via [phone number] or through my [email address] from 10 a.m. to 6 p.m. from Monday to Saturday. We can then discuss the terms and come to a formal business agreement. Hoping to hear from you soon.

Sincerely,
(Your Signature)
Bruce Lee

Sample 4: Business Reference Letter Template

From,
Christopher Abbot
98/98  Vel Av.
Rhode 8798
(344) 345-3453

Date: 09-12-2011

To,
Philips Abbott
965/8 Gravida Street
Washington 35444

Subject: (________________)

Dear Philips Abbott,

I am penning down this reference letter for the [products or services] of [reference business name]. I have been consistently using their [products or services] and I must agree that I have always been a happy and contented customer.
Not only do they offer quality services but also their rates and deals are always satisfactory. I have also been using several other [products or services] like [mention some other products or services of the business] which upon using didn’t disappoint me. Their staff is always ready to help and offer quality services.
In case of any other explanation or feedback required for [reference business name], you can connect with me through [your contact details] or via [your email address].

Sincerely,
(Your Signature)
Christopher Abbot

Sample 5: Business Thank You Letter Template

From,
Jack Abel
98/98 Tincidunt Street
Indiana 13546
(866) 564-566

Date: 15-08-1999

To,
Walter Abel
65/989 Arch Park
Georgia 75478

Subject: (________________)

Dear Walter Abel,

Our company, [name of your organization] is willing to take this opportunity to thank you for closely working with us in our technical department. The insights and the innovative methods incorporated by your team were really appreciated as these will surely be resourceful for our organization in the future.
Mention about certain details of your organization and the company you recently worked with. The [mention about some activities] performed during this collaboration were specifically informative and helpful.
We are looking ahead for a fruitful relationship between both of our companies. We can also discuss various business opportunities that can be helpful for both of our organizations. It has really been a pleasure conducting business with your company.

Sincerely,
(Your Signature)
Jack Abel

Sample 6: Business Contract Termination Letter

From,
Jon Abraham
98/654 Sit Ave
Liberal Vermont 23135
(234) 430-1323

Date: 09-08-2014

To,
Narendra Modi
BZ-879 Chandni Chowk.
Old Delhi FL 7987

Subject: (________________)

Dear Narendra Modi,

I am writing this letter to inform you about the termination of your business contract with our organization. This agreement of our partnership shall be officially terminated effective from [date of closing of the business contract]. In case of any re-negotiations, you can contact me according to your convenience.
If you accept the terms stated in this business contract and are complying to the negation of our business collaboration, please have a careful look at the earlier agreements and the non-disclosure clauses that are effective and actionable in the court of law. You can find the copies of these documents attached herein. According to the business contract agreement terms, you are expected to be covert about the termination benefits such as [list scope or various limitations mentioned in the contract].
In case of any queries or explanations, feel free to connect with me through [phone number] or [email address]. We have loved working with you and our organization, [Name of the Company] wishes you good luck for your future plans.

Sincerely,
(Your Signature)
Jon Abraham

Sample 7: Business Letter of Invitation Template

From,
Omid Abtahi
354/87 Sit Street
New York 6576
(544) 565-3453

Date: 16-10-1998

To,
John Cena
987/79 Canada Apartment
Monica FL 89798

Subject: (________________)

Dear John Cena,

I am writing this letter representing [name of your organization] so as to invite you to a business meeting between your organization and ours with an aim to discuss the terms and conditions applicable to the upcoming business deal.
This meeting is going to be held on 23rd April 2019 at our premises at 10 a.m. It is recommended that you carry all the important documents crucial to this meeting. All the necessary clauses and conditions relevant to our business partnerships for the project will be discussed in this meeting which will continue for about 3 hours.
In case of any modifications or clarifications, please feel free to reach me out on [your phone number] or [your email address].

Sincerely,
(Your Signature)
Omid Abtahi

Sample 8: Business Letter of Apology Template

From,
Rodolfo Decosta
687 D-Park
Vermont 56422
(121) 122-3333

Date: 14-11-1998

To,
Dr. CJ Adams
78/07 Etawah City
Monica FL 4654

Subject: (________________)

Dear Dr. CJ Adams,

I, Rodolfo Decosta from [name of your organization] am writing this letter to apologize you for the delay caused in delivering the products you ordered with us. We constantly work towards ensuring uninterrupted services within the deadlines or earlier. However, we have defaulted in this case and we expect that you acknowledge our sincere apologies and offer us another opportunity to provide you our services.
[Name of your organization] has time and again proved its fame in offering quality clothing and electronics products and services to its customers. We believe due to mismanagement between our organization and the service providers, such an issue has come up. I am sure this inconvenience must have caused a lot of problems for you.
We are extremely apologetic for this mistake on our part and assure you to not repeat this again. As an acceptable gesture, we are interested to offer you one month of free delivery and some coupons for your purchase for one month. Please find attached coupons herein.

Sincerely,
(Your Signature)
Rodolfo Decosta

Sample 9: Business Letter of Request Template

From,
Don Adams
32/98 Suspendisse Road
Weirton IN 32455
(8788) 88-8888

Date: 03-12-2021

To,
Nick Adams
414-7533 Non-Rd.
Miami Beach North Dakota 58563

Subject: (________________)

Dear Nick Adams,

I am writing this letter to request a [business loan/commercial space/particular product]. Our company, [name of your organization] has been in the [sector] for more than two decades and is well-renowned in this field.
[Fashion industry or other sectors] has been constantly flourishing over the years and has an expansion rate of [your sector’s growth rate]. With the emerging creative ideas and technologies, [fashion industry or other sectors] has the capability of transforming by leaps and bounds. This [business loan/commercial space/particular product] will assist us in conforming to our necessities and effectuating the necessary changes to achieve our goals. You can find attached herein the [plans and reports] essential to our project in the near future.
Kindly go through these [plans and reports] and provide us the [business loan/commercial space/particular product] as requested. Awaiting your response soon.

Sincerely,
(Your Signature)
Don Adams

Sample 10: Business Letter of Introduction Template

From,
Lillith Daniel
935-1670 Neque. St.
Centennial Delaware 48432
(387) 142-9434

Date: 01-01-2001

To,
Noelle Adams
6351 Fringilla Avenue
Gardena Colorado 37547

Subject: (________________)

Dear Noelle Adams,

I am writing this letter to introduce [your company] that has been engaged in offering [your products or services] for the last 8 years.
We have been conducted various events over the years varying from official meetings to private gatherings and have received accolades from our customers for good work. We not only offer quality services but also ensure that the rates are appropriate.
We are really interested in providing [your products or services] to your company, [name of the reader’s organization]. Our marketing executive will soon connect with your over phone or mail for further proceedings. In case of any clarifications, you can ask our marketing executive or connect with me via [your phone number] or [your email address].

Sincerely,
(Your Signature)
Lillith Daniel

Business Letter Template in PDF & Word [Doc.] Format

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Business Reference Letter

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Business Thank You Letter

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Business Letter Template in PDF Format

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Business Letter Template in Word [Doc.] Format

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10+ Free Business Letter Sample & Example (FAQ)

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The best way to communicate with other businesses and professionals is a formal business letter Sample. Regardless of you writing about new hiring, or informing your boss about some developments, or connecting with your clients, business letters are the perfect way to convey the information.

Business Letter Sample With Example

Before moving on to look at some of the business letter samples, let us first understand some tips and methods to write an outstanding business letter.

  • Since you are writing a business letter, it is important that you use the proper format. Usually, a standard font of Arial or Times New Roman is used for writing business letters. Indentation or block paragraphs should be strictly avoided.
  • Mention details about your organisation such as the name of the organisation and its address on separate lines. These details should appear on the top left corner of the letter.
  • For a proper business outlook, you should mention the full date that makes you look quite professional. The date should be written below the sender’s address on the left side of the letter.
  • Next, provide details about the recipient like the recipient’s name, organisation name, and address of the company in different lines. This information about the recipient should be provided below the line where the particular date is mentioned.
  • Making use of an appropriate salutation is also pertinent because this way you show your respect towards the recipient. You can do salutation in the form of “Dear Sir/Madam” or “To whom it may concern” in case of being unsure about the particular individual you are writing this letter to.
  • When you start writing the body of the business letter, it is important that you make use of the appropriate tone and keep the letter short and professional. Talk straight about the matter in the first paragraph and try to keep the details as brief as possible.
  • Make use of pronouns like “I”, “You”, and “We”. The one writing the business letter, i.e. the author refers to own-self with “I” whereas the recipient of this letter is referred to as “You”. However, it is crucial to remember that in situations where you are referring to the company’s outlook or thinking, you should mention “We”.
  • Be transparent about the purpose behind writing this business letter and provide a brief explanation of the issue and actions to be taken that you are asking for in this letter.
  • While providing details about an incident, make sure that write the information in active voice and not in a passive voice. Since active voice represents your thought and purpose in a more direct manner, it is the perfect form of writing the business letter.
  • You can also question or maintain a friendly relationship with the author while not hampering the professional approach to the business letter.
  • In case of any objection or issue, it is wise to choose to be courteous instead of arrogant. This helps you maintain a business-like approach while conveying your problem or specific point.
  • In the final paragraph, be specific about the points you have mentioned and the expected actions against the issues raised. You should also thank the recipient for taking the time to go through this mail and provide your contact information for any future clarifications.
  • Choose a proper salutation at the end of the letter such as “Sincerely” at the end of the business letter.
  • Provide your signature at the end below the salutation. Also, include your name, phone number, and the email address for future correspondence from the recipient.  

Business Letter Example for a Company

From,
Zephaniah Sanders
3714 Nascetur St.
Hawthorne Louisiana 10626
(539) 567-3573

Date: 01-05-2011

To,
Calista Merritt
Ap #938-5470 Posuere Ave
Chickasha LA 58520

Subject: (************************)

Dear Calista Merritt,

I am writing this letter to inform you about the Liberal Arts department workshop which is going to be held on April 19th, 2019. With this workshop, the employees under the Liberal Arts department will have the opportunity to interact with important business leaders in our locality.
This workshop will be conducted at the Plaza Student Center at Delhi University. This event will start from 10 a.m. and will last for 3-4 hours. A table can be reserved for the interested employees before the workshop upon doing the registration.
Thank you for your time and hoping to hear from you sooner.

Sincerely,
(Your Signature)
Zephaniah Sanders

Business Letter Example for Students

From,
Seth Farley
6216 Aenean Avenue
Seattle Utah 81202
(888) 106-8550

Date: 01-05-2011

To,
Judith Floyd
361-7936 Feugiat St.
Williston Nevada 58521

Subject: (************************)

Dear Judith Floyd,

I was going through an article posted by your Computer Applications department about a new bi-algorithm expert at one of their center in New York. I am interested in applying for an initial level bi-algorithm programmer at this center.
It is well-known that bi-algorithm programming can generate tremendous development in the inner as well as the outer circle of the organization. It is also efficient in generating customer-centric activities and enhancements. I have recently graduated from ESHED Technical School in California with a major in Computer Sciences. I have also been engaged in technical content writing as mentioned in the enclosed resume with this mail. I have also taken up several courses and worked part-time as a Computer trainer at my University. You can also refer to the resume that I have enclosed herein for further details about the courses undertaken.
I will be really glad to meet you according to your ease and exhibit my education and experience details to you. You can contact me at 4589340178 or aura.alumni.in. I will also be available at my home address.

Sincerely,
(Your Signature)
Seth Farley

Sample of Business Letter for complaint

From,
Willow Hunt
Ap #784-1887 Lobortis Ave
Cudahy Ohio 31522
(492) 467-3131

Date: 01-05-2011

To,
Daniel Bernard
P.O. Box 567 1561 Duis Rd.
Pomona TN 08609

Subject: (************************)

Dear Daniel Bernard,

I am writing this letter to express my concern regarding the problem created by your organization. I have brought up this issue with your management section. However, I would also like to put up a formal complaint about the supply of conference tables to our company on this Wednesday.
I have favored your business for more than three years, and our organizations share a valuable relationship. But on 13th April 2019, I discovered some defects in the batch of conference tables delivered to us that day. The probable reason might be due to mismanagement by your staff members.
I have attached the receipt number of my payment for this. I trust that you will find a solution and help me get my payment refunded or the item replaced at the earliest. You can connect with me via my phone number or email as per your convenience.

Sincerely,
(Signature)
Willow Hunt

Sample of Business Letter of Invitation Example

From,
Chaney Bennett
P.O. Box 721 902 Dolor Rd.
Fremont AK 19408
(187) 582-9707

Date: 01-05-2011

To,
Anne Beasley
987-4223 Urna St.
Savannah Illinois 85794

Subject: (************************)

Dear Daniel Bernard,

I am earnestly inviting to our event where we are launching our recent mobile series. This event is going to be held on 20th April 2019 at 6 pm.
After the opening ceremony, we will be having dinner at the Taj Hotel. Our CEO will also provide you with insights about our centers and the innovative design included in our new range of mobiles.
I expect your presence at this event. Please inform us about your confirmation by …

Sincerely,
Chaney Bennett

Business Letter Sample for Apology Example

From,
Griffith Daniels
6818 Eget St.
Tacoma AL 92508
(425) 288-2332

Date: 01-05-2011

To,
Madeline Gregory
977-4841 Ut Ave
Walla Walla Michigan 82776

Subject: (************************)

Dear Madeline Gregory,

I request you to accept my apology because of my absence in the Adobe presentation which was conducted on 15th April 2019. I realise the value of this meeting for our organization, and it was extremely unprofessional of me not to attend this presentation without any prior notice.
I understand that my absence is embarrassing for our company. The meeting must have seemed amateurish in front of so many customers. Not only this made the meeting seem worthless but also there has been a setback in the finalization of the deal.
I am taking the whole responsibility of my inability to turn up at the meeting. Due to some family reasons, I had to travel to another city suddenly. However, this is my problem, and I am extremely regretful about this situation. I assure you that this won't be a problem in the upcoming days and I will take necessary measures to ensure this doesn't happen again.
I have sent an apology letter to our Chairman, CEO, and my manager and talked with ETC Ltd to reschedule the meeting today after tomorrow. I will be glad to fix anything else that is required of me. Please let me know.

Sincerely,
(Your Signature)
Griffith Daniels

Sample Business Letter of Recommendation Example

From,
Xyla Cash
969-1762 Tincidunt Rd.
Boise CT 35282
(121) 347-0086

Date: 01-05-2011

To,
David Mathews
1011 Malesuada Road
Moscow Kentucky 77382

Subject: (************************)

Dear David Mathews,

I show great pleasure and confidence to recommend Ravi Sharma for the role of Technical Manager at Stratified Ltd. I have closely worked with Ravi for five years as her Deputy Manager at Curtis Ltd. Where she consistently exhibited outstanding technical knowledge, persistence, and an innovative mindset. These traits helped her exhibit excellent results as a Senior Assistant in our organization. This makes me quite confident that Ravi's thorough technical knowledge, professional know-how, and personal attributes will make her a huge asset at Stratified Ltd.
As a Senior Assistant, Ravi showed excellent focus, hard work, proper knowledge about technical aspects, and other relevant experiences crucial to her genre of work. Particularly, his efforts towards developing sustainable energy resources using Ethanol as a fuel has produced remarkable results. Additionally, he along with his team members built a small-scale turbojet engine that gave us unexplored fields of propulsion and IC engine.
Moreover, his leadership and teamwork capabilities are worth praising. His ability to deal with complicated activities, delegate tasks, and make the most out of each of his team members in generating significant results makes him stand out from the rest. During the Go-Kart project organized by our organization, he showcased his excellent technical and management abilities that produced amazing results.
Ravi indeed has a huge recommendation for the particular position offered by your company. Undoubtedly, he will be a substantial boost to your team. You can connect with me in case of any other query about her excellence and past activities according to your convenience.

Sincerely,
(Your Signature)
Xyla Cash

Sample Business Letter of Request Example

From,
Hedley Ingram
737-2580 At Street
Independence Texas 87535
(993) 554-0563

Date: 01-05-2011

To,
Raymond Levy
Ap #643-7006 Risus St.
Beaumont New Mexico 73585

Subject: (************************)

Dear David Mathews,

I am writing this letter to ask for information regarding your company's range of customized office drawers. My company is engaged in supplying some intricately designed and personalized office drawers and in search of innovative designs we are looking for new suppliers. This has made me quite keen on exploring how your organizations customized office drawers may adhere to our needs.
It will be helpful if you provide me with some details about the products mentioned here and any other necessary particulars that you want to provide insights about. I am specifically looking for 50 sets of office drawers that are priced in between 15,000-20,000 INR and are made up of Italian style. You can explore more about GrabOn at www.grabon.com. To provide the information, you can drop us an email specifying all the necessary details.
Feel free to connect with me for any particular information required from me. You may discuss with me between 10 a.m. and 6 p.m. IST at 9843562715 or through email at stacy@grabon.in. You are looking forward to hearing from you soon.

Sincerely,
(Your Signature)
Hedley Ingram

Sample Business Letter of Introduction Example

From,
Hedley Ingram
737-2580 At Street
Independence Texas 87535
(993) 554-0563

Date: 01-05-2011

To,
Raymond Levy
Ap #643-7006 Risus St.
Beaumont New Mexico 73585

Subject: (************************)

Dear David Mathews,

I would like to make use of this opportunity to present our organization, Buddy services Ltd. We are engaged in event management activities for the past five years.
We are quite experienced in conducting various office meetings, private parties, seminar events, book events, and more. We have always received appreciation from customers as they take great satisfaction in our services. This positive feedback has boosted our confidence and made us proud of our services.
We are capable of providing high-quality services at very reasonable prices and are thus, willing to interested in offering our event management services to your organization. You will soon receive a call from our Marketing Executive to give you all the details and address all the queries regarding our services.

Sincerely,
(Your Signature)
Hedley Ingram

Example of Business Inquiry Letter Sample

From,
Malcolm Long
9291 Proin Road
Lake Charles Maine 11292
(176) 805-4108

Date: 01-05-2011

To,
Harrison Mcguire
574-8633 Arcu Street
San Fernando ID 77373

Subject: (************************)

Dear David Mathews,

Recently, we have opened up our new branch in Lake View, and we are therefore interested in buying a set of office furniture tables, chairs, and dashboards in particular. We are willing to look at your company's catalog so that we can decide upon some products that adhere to our requirements.
To let you know about the specifications, we have mentioned that we are particularly looking for modern and rugged office furniture. Real-time production of furniture or even customized ones within a specific deadline will be appreciated. If we select some of your designs, we would like to put up an order and deal with you in person about the pricing. Our representative might visit your company for the selection of evaluation of products and the discussion of pricing details.

You can connect with me anytime at……

Sincerely,
(Your Signature)
Malcolm Long

Business Letter FAQ

A) How to Format a Business Letter

Format of business letter:

  • Person’s contact information like name, job title, company, address, and date
  • Recipient’s contact information, name, title, address of company 
  • Salutation
  • Basics of formatting like margin, font size and spacing 
  • Proper tone of the letter
  • Closing of business letter with compliments

B) How to Fold a Business Letter

Folding of a business letter:

  • Writing on the envelope
  • Placing letter face up on table
  • Folding bottom part of letter up
  • Checking the edges to be lined up
  • Folding the top part downwards
  • Creasing the top fold of letter
  • Inserting letter inside envelope

C) How to Send a Business Email

Sending a business email:

  • Subject line should contain specific and concise matter
  • If possible, recipient’s name should be addressed 
  • Body of the email should contain the main message
  • Formal closing of the email should be followed with signature 
  • The email should not be closed informally

D) how to create a business email

Creating a business email comprises:

  • Creating business email vital for growth of business
  • Writing mail to the point without deviation 
  • Email should be started with a greeting
  • Informing the recipient about himself/herself 
  • Explaining the purpose of the email
  • It should contain the email signature

E) How to Write a Business Proposal Letter

Steps for writing a business proposal letter are:

  • Information must be found out thoroughly
  • Project scope and objectives must be defined
  • Making estimate of labour and costs cautiously
  • Drafting business proposal clearly
  • Business proposal must be edited carefully
  • Forwarding business proposal and following it

F) How to Use c/o in a Business Letter

Word c/o means “Care Of”: 

  • Writing name of person or company first
  • c/o can be written followed by a colon
  • Writing name and mailing address of person or company for transferring letter 
  • Sticking appropriate postage on upper right hand side of envelope
  • Writing return address

G) How to Write a Business Letter

Essential points for writing business letter include:

  • Writing letter in polished and professional manner
  • Following easy to learn format 
  • Indicating date, information about sender and recipient
  • Few paragraphs in the body of the letter
  • It should be framed to fit the standards of the company

H) How to Start a Business Letter

Ways of starting business letter:

  • Two methods used for starting business letter
  • First, making reference to earlier contact
  • Mentioning phone conversation, meeting, correspondence through mail
  • Second, mentioning about contact for the first time 
  • Writing, to whom it may concern, only when name is not known

I) How to End a Business Letter

The following are considered as the best closings for ending a business letter:

  • Best Regards
  • Regards
  • Faithfully
  • Respectfully
  • Appreciatively
  • Thanks again
  • Sincerely
  • Yours truly
  • These are the most useful letter closings that can be used in a formal type business setting

J) What are the parts of a business letter

There are six vital parts of a business letter:

  • Heading indicates return address with date 
  • Address to whom the letter is to be sent should be written 
  • Greeting also known as salutation
  • Body of the letter
  • Complimentary closing of letter
  • Line that has signature  

K) What is the business letter

Business letter refers to a formal document sent from one company to another:

  • They are sent to clients of the company, stakeholders, and employees
  • They are also used for corresponding professionally between individuals
  • Printed out business letters are used for important types of correspondences, and employment verification 

L) What is the Importance of Business Letter

Business letter is considered as important tool of communication in business setting:

  • Used for product selling
  • For making enquiry about prices of goods or customers
  • For seeking information and advice
  • To maintain good public relations
  • To increase goodwill and perform various other functions of business

Business Letter Template in PDF and Word (doc.) Format:

Business Letter for Students

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Business Letter for complaint

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Business Letter for Apology

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Business Letter for a Company

PDF | WORD

How to Start A Business Letter & Email With An Example

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It has been rightly said that the first impression is the last impression. And so is the case with business letters as well. The way you start a business letter creates a long-lasting impact on the person to which it is addressed. Business letters are the most frequent means of communication if you are in the corporate world. They reflect your ability to deal well with other organizations, clients, colleagues, investors and many other such people who are directly or indirectly connected to you.

Tips to start a business letter

It is of primary importance to give a good start to the business letter and keep in mind the format of the letter. Here are some of the tips to start a business letter:

The business letter usually begins with the letterhead of the organization. Letterheads, which may include the logo of the organization authenticate your identity. If you are not using the letterhead, give a start to the business letter in the following manner:

  • Mention contact information on the left-hand side of the page if writing in ‘block format’ and on the right side if writing in ‘modified block format’. The contact information will contain the proper address of the company along with state and pin code. This has to be followed by an email address or phone number of the company.
  • Nextly, mention the date on which letter has to be departed on the left margin of the page.
  • Thirdly, write the address of the recipient. Mention the name followed by their position in the organization.
  • Give a proper salutation to the person, i.e. Mr/Mrs/Miss/Dr. It is being addressed. The salutation should be written properly in the politest manner possible.   

The above information can be manifested through this sample of a business letter:

How To Start A Business Letter

From,
862, Business center
Bloomfield Road, M.O 32106
+91 98XXXXX985
gloriuspublishers@hotmail.com

April 13, 2019

To,
Geroin Bakers
Managing head
Global enterprises
Hudson Lane, Macaw

Dear Gerwin,

I write to Global enterprises with the aim of establishing a dynamic business relationship between us.

                                        (Body of the letter)

I look forward to a meeting to discuss further details regarding future partnership. Feel free to contact or mail at the above-mentioned details. Thanks Sincerely,

(signature)

Tips To Start A Business Email

The structuring of a business email is a little bit different from the business letter. It is more straightforward and addresses the issue directly. Here are the tips for writing a business email:

  • In the TO section of the email, mention the email address of the company to which mail has to be sent. In the SUBJECT section, write the issue for which mail is being written. It should be crisp and precise so that the reader is instantly informed about the purpose of writing. For instance, Business interview or Call for an internship.
  • Begin the body of mail with a respectable salutation followed by relevant information.
  • End it with a proper email signature which will inform the receiver about the details of the sender.

The following sample of a business email will give an idea about the format to be followed.

How To Start A Business Email

TO: heromotocorp@gmail.com

SUBJECT: business expansion

This mail is regarding the business summit being organized by Hero Cycles corporation in order to announce its new business partners and discuss the further possibilities of dealing with them.

Please join us with all the innovative heads of your organization. We would be welcoming new ideas so that the company gets recognized on an international platform. New strategies and terms for the partnership will be announced. 

All the relevant information regarding the summit has been enclosed in the mail. For any questions and queries, feel free to contact the undersigned. Kindly acknowledge the mail to confirm your presence.

Regards

Allen Grover

Managing Director

Hero Cycles Corporation

Business Letter Template in PDF & Word Format

how to start a business letter

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Conclusion

Businesses flourish with good communication between the partner, and one aspect of that is the manner of conveying messages between the two organizations. A business letter or email, whatever way you choose should be in a proper format, correctly addressed. Proofread the content before dispatching it. Grammatical errors often leave a poor impression of your efficiency.