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Top 10 Business Letter Templates with Samples and Examples

Hanisha Kapoor

When a heartbroken Claire Smith wrote letters to Shakespeare’s tragic heroine Juliet about his long-lost lover in the movie ‘Letters to Juliet’, the moving letters helped him reunite with his love. For centuries, letters have been used to express love and concern for those we hold dear. Business letters are the perfect medium to create the desired impact on the reader, and stir positive, mountain-moving emotions. This personal touch that makes the reader feel special and touches a chord with his/her unique sensibilities is one of the reasons companies still use business letters as their prime form of communication.

If you wish to find that perfect cover letter to introduce your proposal, here’s our comprehensive collection of cover letter PowerPoint Templates .

A world-renowned example of a business letter as a powerful tool for communication is the annual letter that investment guru and business magnate, Warren Buffet, writes to shareholders in his company, Berkshire Hathaway. The 91-year-old business legend has been sending/publishing the letter for six decades now; the last was sent in February this year. Buffet’s piece of communication (publicly available now) is a fabulous example of a business letter resonating with genuine concern for his shareholders, and radiating awe-inspiring honesty. Buffet is among the world’s richest and can afford any technology in the world, yet he has found it fit to convey his thoughts through the evergreen medium of a business letter.

On more mundane terms, business letters are usually written to suppliers, debtors, creditors, customers, clients, or any other party concerned to convey information, conclude transactions, enquire about prices or features, place an order, etc. Business letters are so popular as these have specific formats designed to convey your message with clarity; in fact, clear communication is the key goal of a business letter in the first place. Misunderstanding cannot creep in at any cost.

Business Letters to Communicate the Message on the Record

It is vital that business owners write effective, impactful letters to create the right persona for their company, reflecting their values and professionalism. Information contained in business letters is recorded and preserved for the ages. Mistakes in the letter can damage your reputation and stay on record, in perpetuity.

Writing a persuasive business letter is not exactly rocket science, but it can be tricky. Looking for a cost-effective way to communicate with your clients? Grab this exclusive blog replete with business newsletters PPT Templates to showcase your newly added products, deals, services, etc.

SlideTeam offers a repository of ready-made business letter templates to ease your workload. Deploy these customizable and content-ready PowerPoint Slides to post (email in the modern world) well-formatted business letters that convey the desired message with flair and conviction; at the cost of repetition, please remember there is no scope for misunderstanding, or someone loses his/her job.

Use these actionable business letters to create the right impression on readers and compel them to write back.

Browse our collection of well-crafted business letters PPT Slides and download these to meet your requirement.

Let’s dig in!

Template 1: Writing a Business Letter Steps PPT Template

This predesigned PowerPoint Template will help you craft a professional business letter. This slide showcases the format that needs to be followed for writing a neat and crisp company letter. Follow the instructions on the slide and give your business letter a proper outline. Deploy this easy-to-use PowerPoint Diagram to pen down a compelling business letter. Download now!

Grab this template

Template 2: Cover Letter for Business Proposal PowerPoint Slide

Use this ready-made PowerPoint Template and kick-start your presentation with an amazing cover letter. Walk your client through your business proposal and engage them in your presentation using this cover letter PPT Slide. Help them understand your company and processes. Grab this PPT graphic and persuade your clients to get onboard with you. Download now!

Download this template

Template 3: Cover Letter for Business Presentation PPT Diagram

Want to leave the first right impression on your audience? Incorporate this PowerPoint Template and give your presentation a fantastic start. Use this ready-made PPT slide to exhibit the purpose of your organization, its functions, processes, past work, and more. Give a brief overview of your experience in the field using this content-ready presentation template. Get yourself a deal and create a phenomenal impact on your business with the use of cover letter in this striking PPT layout.

Download this slide

Template 4: Cover Letter for Business Plan Services PowerPoint Layout

Here is another predesigned PowerPoint Template to attract your audience to your services. Deploy this PPT slide and write a convincing cover letter to start your presentation. This content-ready PowerPoint diagram is well-formatted and written as pro. You can personalize it by adding your company’s name and services. Incorporate this ready-to-use presentation template and craft a compelling business proposal to get hold of your clients. Download now!

Template 5: Cover Letter for Business Transformation Proposal PowerPoint Slide

Are you facing a hard time crafting a professional business letter? Grab this ready-to-use PowerPoint Template and outline a professional and engaging cover letter for your clients and stakeholders. Use this actionable PowerPoint Diagram to follow the proper format and add correct salutations in the business letter. Deploy this predesigned PPT slide and personalize it by adding your content to it to meet your business requirement. Grab this presentation template now!

Template 6: Cover Letter for Business Services Proposal PPT Diagram

This is a well-structured PowerPoint Slide to help you craft a business letter. This PPT Layout is special for its visual-appeal and easy recall. Use this PowerPoint layout to present your services, processes, team, etc., to the client. Incorporate this actionable PowerPoint Diagram and showcase how you are unique with this engaging cover letter. Download now!

Template 7: Business Letter PowerPoint Template

Incorporate this beautifully designed business letter PPT template in portrait orientation. Use this PowerPoint Diagram to structure your cover letter to introduce yourself and your company. This PPT slide comes with ready-made content to ease your workload. Personalize the template by adding your name, contact details, and company logo and communicate in a stress-free manner with your clients. Download now!

Template 8: One-page Business Letter PPT Slide

Wish to craft a compelling business letter for your client? Look no further! Deploy this actionable PowerPoint Slide and write a business letter that makes an impact on your audience. This well-structured PPT Template will walk your stakeholders and clients through your job profile, company history, services, products, etc. Outline your cover letter and customize it with your brand logo and name using this PowerPoint Design. Download now!

Grab this slide

Template 9: Company Letter PowerPoint Diagram

Here is another well-designed PowerPoint template to help you draft a fantastic introductory business letter to onboard new clients. Use this actionable PPT slide as a base to format and structure your business letter. Deploy this PowerPoint diagram and showcase your work experience, skills, business processes, and more to present your proposal. Outline a comprehensive company letter with this ready-made PPT graphic. Download now!

Template 10: Business Advisory Cover Letter PowerPoint Template

The business advisory cover letter PPT Slide is a top-notch choice to help you craft a business letter that takes care of pain-points of the business owner (your client) in terms of conveying the value he/she offers to clients. Incorporate this content-ready PPT Slide and use it to outline your cover letter that meets all requirements. Customize and personalize the template by showcasing your company name and logo. Craft an engaging business letter and impress your stakeholders by highlighting your services and business in a professional and concise manner. Download now!

Establishing a business relationship with clients, stakeholders, and customers requires a robust operational plan, workforce, services, and a well-crafted business letter to seal the deal. Ensure your products, proposal, and processes are communicated to your clients with well-written, tastefully-designed business letters. Incorporate SlideTeam’s ready-made business letter PPT Templates to exchange confidential or any other information with ease. You can download these customizable presentation templates from our monthly, semi-annual, annual, annual + custom design subscriptions here .

PS : Looking for company letterhead ideas? Read this exclusive guide featuring beautifully designed PPT templates for professional communication.

FAQs on Business Letters

What are the three major hallmarks of an excellent business letter.

1 . APPROPRIATE LENGTH A business letter needs to be long enough to cover all that the the sender needs to say, and match what the receiver needs to know. Before putting pen to paper, or the finger on the keyboard, DECIDE the information you need to put in the business letter. Too much will make it long, in which case it will not be read fully; too little information will render it useless and not convey, fully, what you wanted to say.

2. SIMPLE LANGUAGE AND STYLE Business letters can sometimes lull the writer into assuming a pompous tone, peppered with old-style English as the writer is a little shy of stating the mistake of a customer, a vendor or a supplier. This, in fact, makes things difficult for the all stakeholders as no one is sure of the what the communication means. AVOID VAGUE LANGUAGE AT ALL COST. For instance, ‘Winning A Deal’ can mean many things. Translate into concrete, simple language by saying: We will now be supplying to XXX corporation, which will give us higher margins.

3. PLANNING Plan before you write, with the critical question of what the purpose of the letter is at the back of you mind. Note everything you want to say in the business letter and ensure you have all relevant points. Finally, just these sets of information in the right order. The result: A memorable business letter, and more business orders! Believe us, this happens.

What are types of business letters?

Composing business letters is vital for organizations. Whether you want to introduce yourself to a client or encourage someone to read a report, a well-structured and formatted business letter can help engage your audience. You must construct and write a professional business letter to make the right impression on your clients. Business letters are categorized into types, some of which are listed below:

Cover letters

Thank You letters

Adjustment letters

Acknowledgement letters

Bad News letters

Congratulatory letters

What is the purpose of a business letter?

Every company needs to create and maintain relationships with its clients, stakeholders, and customers. Exchanging information, placing orders, executing processes, etc., requires written communication. Business letters help execute transactions in the written form. According to accomplished experts and business writers Ricks and Gow, the top use of business letters is to ‘inform, instruct, request, enquire, order, advice, correct, and to question’.

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A Guide to the Proper Business Letter Format with Examples

This article covers the following areas –

What is a business letter, key elements of a business letter, formatting a business letter, practical tips for effective business letters, examples of business letters, final thoughts.

Navigating the world of professional correspondence can be daunting. As an SEO writer and digital marketer, I’ve learned the importance of effective communication, especially in the form of a well-crafted business letter. Here, I’ll share insights and practical tips on the proper format for business letters, going beyond the basics to help you make your letters stand out.

A proper business letter format includes a sender’s address, date, recipient’s address, salutation, body, and closing with a signature. It should maintain a formal tone, using clear, concise language, and adhere to standard margins and alignment.

Continue reading for comprehensive insights into crafting effective business letters, including detailed examples and practical tips to enhance your professional communication skills.

A business letter is a formal document used in the professional world to communicate between individuals or organizations. Despite the rise of emails and instant messaging, business letters have maintained their importance. They are especially used for situations where a permanent record or a formal tone is necessary.

Business letters are more than just a means of communication; they represent your professionalism and attention to detail. A well-written letter can open doors to new opportunities, while a poorly formatted one can close them just as quickly.

Here’s how your business letter might look:

Note: The subject line in a business letter is not strictly mandatory, but it is highly recommended, especially in formal or professional correspondence.

Crafting a business letter requires attention to various elements that together make your communication clear, professional, and effective. Each part of a business letter has a specific function, contributing to the overall impact of your message. Understanding and implementing these elements correctly can greatly enhance the quality of your business communication.

1. Heading and Sender’s Address

The heading of your business letter should include your full name, address, contact number, and email address. This provides the recipient with your contact information and sets a professional tone for the letter. If you are representing a company, it’s standard to use the company’s letterhead, which usually includes this information along with its logo and other contact details.

The Purdue University Online Writing Lab offers comprehensive guidelines on formatting business letters, which can be a useful reference.

Here’s a sample of how the heading and sender’s address part of a business letter would typically look:

Jordan Smith Marketing Manager Smith & Associates Marketing Solutions 123 Business Ave, Suite 456 Newtown, NY 12345 Email: [email protected] Phone: (123) 456-7890

In this sample:

• Jordan Smith is the sender’s name.
• Marketing Manager is the position/title of the sender.
• Smith & Associates Marketing Solutions is the name of the company or organization the sender is representing.
• 123 Business Ave, Suite 456, Newtown, NY 12345 is the physical address of the company.
• Email: [email protected] and Phone: (123) 456-7890 provide additional contact information.

If this were written on a company’s letterhead, it would typically include its logo and possibly other company details, such as a website URL. Using a letterhead adds to the professionalism and brand identity of the correspondence.

Directly below the sender’s address, leave a line space and then write the date. It’s important to use the full date format (e.g., January 26, 2024) to ensure clarity and avoid any confusion. The date on the letter is crucial as it indicates when the communication was sent, which can be important for record-keeping and follow-ups.

Here’s how it would look in the context of a business letter:

January 26, 2024

In this example, the date “January 26, 2024” is written in a full format, providing clear and unambiguous information about when the letter was composed. This standard format is universally understood and helps maintain a formal tone in the correspondence. The date is positioned a line space below the sender’s address, maintaining a clean and organized layout.

3. Recipient’s Address

Next, include the recipient’s name, title, company name, and address. This not only ensures that the letter reaches the correct person but also shows that you have taken the time to personalize your communication. Accuracy in the spelling of the recipient’s name and their title is essential for a professional approach.

Here’s an example:

Alex Taylor Senior Purchasing Manager Global Tech Innovations 456 Industry Road Tech City, CA 98765

In this example:

• Alex Taylor is the recipient’s name.
• Senior Purchasing Manager is the recipient’s title.
• Global Tech Innovations is the name of the recipient’s company.
• 456 Industry Road, Tech City, CA 98765 is the company’s address.

This format not only ensures that the letter is directed to the correct person and place but also demonstrates professionalism and attention to detail. Personalizing the letter in this way helps establish a respectful and formal tone for the communication.

4. Salutation

Begin the body of your letter with a formal salutation. Address the recipient with “Dear Mr./Ms. [Last Name].” If the recipient’s name and gender are unknown, “Dear Sir/Madam” is a respectful alternative. The salutation sets the tone of respect and formality in the letter.

Here’s how it would look in a business letter:

Dear Mr. Taylor,

In this example, the salutation “Dear Mr. Taylor,” is used to formally address the recipient, Alex Taylor. It is a respectful and professional way to begin the letter, ensuring that the tone is appropriate for a business setting. If the gender of the recipient is unknown or if the sender prefers a gender-neutral approach, “Dear Alex Taylor” or a general salutation like “Dear Sir/Madam” can be used.

5. The Body of the Letter

Crafting the body of a business letter is akin to telling a well-structured story. It must have a clear beginning, a detailed middle, and a conclusive end. Each part plays a crucial role in conveying your message effectively and ensuring the recipient understands and responds to your communication as intended. Your message truly takes shape in the body of the letter, and your words must be clear, concise, and purposeful.

Opening Paragraph

The opening of your business letter should immediately clarify the purpose of your correspondence. This part is crucial as it sets the tone and context for everything that follows. A well-crafted opening paragraph not only grabs the recipient’s attention but also gives them a clear understanding of what the letter is about.

For example:

“Dear Mr. Taylor,

I am writing to propose a collaboration between Smith & Associates Marketing Solutions and Global Tech Innovations on your upcoming digital marketing campaign.”

Middle Paragraph(s)

The middle paragraphs are the core of your letter, where you elaborate on the subject introduced in the opening. This is your chance to provide detailed information, explanations, and justifications. It’s important to be as specific as possible while still being concise. The goal is to convey your message clearly and persuasively without overwhelming the reader with unnecessary information.

For instance:

“Our team has specialized expertise in digital marketing strategies that align closely with the goals of Global Tech Innovations. We have successfully executed similar campaigns for other tech companies, resulting in increased online visibility and customer engagement.”

Closing Paragraph

The closing paragraph of your business letter should summarize the main points and include a call to action or suggest the next steps. It’s your opportunity to wrap up the letter neatly and prompt the recipient to respond or take specific action.

“I am confident that a partnership between our companies would be mutually beneficial. I would welcome the opportunity to discuss this proposal in more detail and explore how we can tailor our services to meet your needs. Please let me know a convenient time for a meeting.”

The body of your business letter is where you make your case, present your argument, or offer your services. It’s essential to maintain a professional tone throughout and ensure your letter is informative and engaging. By following this structure, you can write effective business letters that achieve your communication objectives.

6. Closing and Signature

End your letter with a formal closing phrase such as “Sincerely” or “Best regards.” After leaving a space for the signature, type your full name and your title if relevant. Signing the letter by hand, if sending a hard copy, adds a personal touch to your communication.

Remember, a well-structured business letter reflects your professionalism and can significantly impact your business relationships. Ensure that your business letters are not only well-received but also respected for their clarity and professionalism.

Here’s how this part of a business letter would typically look:

Closing of the Letter:

“I am looking forward to your response and am eager to discuss how we can collaborate for mutual success. Thank you for considering my proposal, and I hope to hear from you soon.”

[Handwritten Signature (if sending a hard copy)]

Jordan Smith Marketing Manager Smith & Associates Marketing Solutions

• “Sincerely,” is used as the formal closing phrase. It’s polite and universally appropriate for business correspondence.
• A space is left for the handwritten signature, which personalizes the letter and adds a touch of authenticity (this is applicable for printed letters).
• The typed name “Jordan Smith” ensures the recipient knows who the letter is from, even if they can’t read the handwritten signature.
• The title “Marketing Manager” and the company name “Smith & Associates Marketing Solutions” reiterate the sender’s professional identity.

This format not only concludes the letter respectfully but also reinforces the sender’s identity and professionalism, making it an effective closing for a business letter.

7. Subject Line: Not Mandatory

The subject line in a business letter is not strictly mandatory, but it is highly recommended, especially in formal or professional correspondence. The subject line serves a practical purpose: it provides a clear and concise summary of the letter’s main point or purpose. This helps the recipient understand the letter’s context at a glance and can be particularly useful in prioritizing and organizing correspondence.

How to Write the Subject Line of a Business Letter

Including a subject line can also increase the efficiency of communication, as it directly informs the recipient of the letter’s content, reducing the time needed to discern the purpose of the letter. In busy professional settings, where recipients may receive a large volume of mail, a well-defined subject line can ensure that your letter is given appropriate attention.

In summary, while not a strict requirement, the inclusion of a subject line in a business letter is a best practice that can enhance the effectiveness and clarity of your communication.

The presentation of your business letter is just as important as its content. Proper formatting not only makes your letter more readable but also conveys a sense of professionalism. The framework holds your content in a neat, accessible structure, ensuring that your message is communicated effectively. Let’s delve into the key aspects of formatting a business letter.

Importance of Margins

1-inch margins on all page sides are standard in business letter formatting. This provides a clean and uncluttered frame for your content, making the letter appear organized and professional. Margins also ensure that your letter looks good even after being printed and possibly filed or scanned.

Alignment for Clarity

Left-aligning your text is a standard practice in business communication. This alignment is easier to read and looks more formal and organized than centered or right-aligned text. It guides the reader’s eye in a natural flow from left to right, ensuring that your message is communicated effectively.

Choosing the Right Font

A professional font, such as Arial or Times New Roman, in a 10-12 point size, is ideal for business letters. These fonts are clear, professional, and universally readable. Avoid using decorative or overly stylized fonts, as they can detract from the letter’s professionalism and readability.

The Role of Spacing

Single spacing of your letter with a blank line between paragraphs enhances readability. It makes the letter easier to scan and allows the reader to identify key points quickly. Consistent spacing also contributes to the overall neat appearance of the letter.

Quality of Paper

When printing your business letter, use high-quality, standard-sized paper (usually 8.5″ x 11″ in the United States). Choosing a slightly heavier paper than regular printer paper can add a touch of professionalism.

Printing Considerations

Ensure that the print quality is high, with no smudges or faded areas. If you’re using a company letterhead, the colors and logo should be accurately and clearly printed.

Email Attachments

If you’re sending your business letter as an email attachment, consider saving it as a PDF to preserve the formatting. This ensures that the recipient sees the letter as intended, regardless of their device or software.

When sending a business letter in the body of an email, maintain the same formatting standards. Use a standard, readable font, and ensure the margins and alignment are clean and professional.

By adhering to these formatting guidelines, you can ensure that your business letter not only conveys your message effectively but also reflects your professionalism and attention to detail. Remember, how you present your letter can significantly impact how your message is received.

Regarding business letters, it’s not just about what you say, but also how you say it. The effectiveness of a business letter lies in its clarity, tone, and attention to detail. These practical tips will help ensure that your business letters are not only professional but also impactful and reflective of your intent.

1. Clarity and Conciseness

Clear and concise writing is paramount in business letters. Get straight to the point and avoid beating around the bush. This respect for the recipient’s time is appreciated in the business world.

Avoid using jargon or overly complex language. While it’s important to sound professional, your main goal is to be understood. The Harvard Business Review provides insights into clear business communication, emphasizing simplicity’s importance.

2. Tone and Formality

While maintaining a formal tone is crucial, letting your personality subtly shine through is equally important. This helps in building a rapport with the recipient. Keep the tone professional, but don’t be afraid to add a personal touch, especially if you have a relationship with the recipient.

Consider the context and your relationship with the recipient when deciding how formal your letter should be. For a new client, a more formal tone is appropriate. However, a slightly more relaxed tone might be suitable if you’re writing to a long-time colleague.

3. Proofreading

Proofreading your letter is essential. Errors in spelling, grammar, and punctuation can undermine the professionalism of your message. A letter free of mistakes reflects attention to detail and respect for the recipient.

Use tools like Grammarly for basic grammar and spelling checks. However, don’t rely solely on automated tools. A manual review is important as it allows you to catch errors that software might miss and ensure that the letter’s tone and flow are appropriate.

4. Cultural Sensitivity

When talking to people from different countries in business, it’s really important to understand their culture. Each culture has its own way of being polite and liking to talk in business. For example, some cultures are very formal, and others are more relaxed. It’s good to do a bit of research to make sure you’re speaking in a way that’s respectful to them. This helps avoid misunderstandings or accidentally offending someone.

Changing how you write to match different cultures is a good idea. This could mean being more formal or changing how you structure your letter. You still want to sound like yourself, but showing you understand their culture can make your communication better and show respect.

5. Follow-Up

Saying what you’ll do next in your letter is a good way to keep things moving. You could say you’ll call them or send another email. Or, you can ask them to contact you. This lets them know what to expect and keeps the conversation going. It’s important, though, not to be too pushy. Let them have time to reply.

This way, you show you’re interested and organized but also that you respect their time. Finding this balance is important for good business communication and keeping good relationships.

By incorporating these practical tips into your business letter writing, you ensure that your letters are not just read but also respected and acted upon. Remember, a well-crafted business letter can open doors and build bridges in your professional journey. For more in-depth guidance, resources like MindTools offer detailed advice on effective business communication strategies .

Business letters come in various forms, each serving a unique purpose in professional communication. From job applications to customer inquiries and even formal complaints, how you structure and write these letters can significantly impact their effectiveness. To better understand how to apply the principles of effective business letter writing, let’s explore some examples of different types of business letters.

Example 1: Job Application Letter

Jordan Smith 123 Main Street Anytown, NY 12345 [email protected] (123) 456-7890

June 10, 2024

Hiring Manager XYZ Corporation 456 Business Rd. Business City, NY 67890

Dear Hiring Manager,

I am writing to express my interest in the Marketing Coordinator position listed on your company website. With my background in digital marketing and proven record of increasing brand awareness, I am excited about the opportunity to contribute to the success of XYZ Corporation.

In my previous role at ABC Agency, I successfully managed several digital marketing campaigns that resulted in a 30% increase in website traffic and a significant boost in social media engagement. My experience in SEO and content marketing aligns well with the requirements of your position. I am particularly drawn to this opportunity at XYZ Corporation because of your commitment to innovation and excellence in the marketing field.

I am eager to bring my creativity and strategic approach to your team. I look forward to the possibility of discussing this exciting opportunity with you. Thank you for considering my application. I will follow up next week to confirm receipt of my application and hope to schedule an interview at your earliest convenience.

Jordan Smith

Example 2: Customer Inquiry Response Letter

Customer Service Team ABC Company 789 Service Lane Help City, CA 12345 [email protected] (987) 654-3210

July 15, 2024

Jane Doe 123 Park Avenue Anytown, CA 98765

Dear Ms. Doe,

Thank you for contacting ABC Company regarding your recent purchase of the XYZ product. We understand your concern about the issue you’ve experienced and are here to assist you.

After reviewing your situation, we would like to offer a replacement for the product, as it seems there was a defect in the unit you received. We value your satisfaction and strive to ensure all our customers have a positive experience with our products. We will ship the replacement to the address provided and expect it to arrive within 5-7 business days.

Should you have any more questions or require further assistance, please do not hesitate to contact us. Our team is always here to help and ensure you get the best from our products.

Best Regards,

Customer Service Team ABC Company

Example 3: Formal Complaint Letter

Alex Johnson 456 Elm Street Complaintown, ST 12345 [email protected] (321) 654-9870

August 20, 2024

Manager XYZ Store 123 Retail Road Shopping City, ST 67890

Dear Manager,

I am writing to formally complain about an unsatisfactory experience I had at XYZ Store on August 15, 2024. I purchased a home appliance, and not only was it defective, but the response from your staff was highly unprofessional and unhelpful when I sought assistance.

On visiting the store to address the issue, I was met with dismissive and rude behavior from one of your sales associates, which is unacceptable and not the standard I expect from XYZ Store. I am requesting a full refund for the defective appliance and an official apology for the poor service I received.

I have been a loyal customer of XYZ Store for several years, and this experience has significantly impacted my view of your business. I hope that this matter will be resolved promptly and that steps will be taken to improve customer service in the future.

Alex Johnson

Example 4: Networking Letter

Taylor Martinez Marketing Consultant 789 Connection Blvd. Network City, MA 02130 [email protected] (555) 123-4567

September 5, 2024

Jamie Lee Director of Marketing Innovative Solutions Inc. 1234 Market St. Tech Valley, MA 02129

Dear Mr. Lee,

I recently came across your insightful article on digital marketing trends in the “Marketing Weekly” journal. Your perspective on leveraging AI in marketing strategies particularly resonated with me, as I have been exploring similar avenues in my recent projects.

As a marketing consultant with a focus on digital innovation, I am always looking to connect with forward-thinking professionals in our field. I believe that a conversation between us could be mutually beneficial, as we share similar interests and expertise.

I would appreciate the opportunity to discuss your work and insights more deeply, perhaps over a coffee or a brief meeting at your convenience. I am confident that this could be the start of a valuable professional connection.

Thank you for considering my request, and I hope to hear from you soon.

Warm regards,

Taylor Martinez Marketing Consultant

Example 5: Letter of Inquiry

Samantha Green Project Manager EcoTech Innovations 456 Greenway Drive Eco City, NV 89001 [email protected] (702) 555-0198

October 10, 2024

Dr. Richard Kim Head of Research SolarTech Enterprises 890 Solar Avenue Sunnytown, NV 89002

Dear Dr. Kim,

I am writing to you as the Project Manager of EcoTech Innovations, a company dedicated to sustainable technological solutions. We have been closely following the groundbreaking research SolarTech Enterprises has published in the field of solar energy efficiency.

Given our shared commitment to sustainable energy, I am reaching out to inquire about potential collaboration opportunities. We believe that joining forces on a project could lead to significant advancements in solar technology and its practical applications.

Could you please provide more information on your current research projects and any opportunities for collaboration? We are particularly interested in your recent work on photovoltaic cell efficiency and would like to explore ways we can contribute to and benefit from this endeavor.

I look forward to the possibility of working together for a greener future. Thank you for considering this inquiry, and I hope to hear from you soon.

Samantha Green Project Manager EcoTech Innovations

Example 6: Letter of Recommendation

Dr. Elizabeth Johnson Professor of Computer Science University of Techville 123 University Lane Techville, TX 75001 [email protected] (214) 555-0321

November 15, 2024

To Whom It May Concern,

I am writing to highly recommend Mark Thompson for the position of Software Engineer at your esteemed company. As a Professor of Computer Science at the University of Techville, I have had the pleasure of teaching and mentoring Mark for the past four years.

During his time at the university, Mark has consistently demonstrated exceptional skills in programming and problem-solving. He has been a key contributor to several successful projects, including an award-winning software development project in our annual tech fair.

Mark’s technical abilities are matched by his teamwork skills and commitment to excellence. He is a natural leader, often inspiring and guiding his peers towards achieving common goals. I am confident that he will be a valuable asset to your team.

Please feel free to contact me if you need further information or insights into Mark’s abilities and contributions. I am more than happy to provide additional details.

Dr. Elizabeth Johnson Professor of Computer Science University of Techville

Mastering the art of the business letter is an essential skill in the professional world. Following these guidelines and tips ensures that your letters effectively communicate your message while presenting a professional image. Remember, a well-written business letter can significantly impact your professional journey.

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Niaj A A Khan is an ESL Instructor with over 8 years of experience in teaching & developing resources at different universities and institutes. Mr. Khan is also a passionate writer working on his first book, "Learn English at Ease."

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UMGC Effective Writing Center The Perfect Business Letter

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When sitting down to complete a business letter assignment in school, students know intuitively that they are engaging in a type of writing that is much different from the typical school assignment. One goal of this resource is to upgrade that intuitive understanding to conscious status and, by doing so, sharpen your understanding of the distinct differences between business and academic writing that must be observed as you transition between the two worlds.

School Writing v. Business Writing

It may sound crass, but the difference between the two can be summarized simply: In school you write to get grades. In the real world, you write to do your job.

It's helpful to think of most school writing as a type of exam: You write to demonstrate to a specific teacher that you understand and can use material in a specific discipline. Those who become outstanding writers in school have usually mastered an important skill of audience analysis: figuring out exactly what an audience of one (the teacher) wants and how he or she wants it delivered.

The audience of one in school becomes the audience of many in the work world. Moreover, everyone who may read your business writing will not be known to you. Especially when your business writing travels outside the company, as it does when in letter format, you have little idea of how many people may read it, much less who they are. And the real kicker is that, unlike teachers, few in the business world get paid to read your writing no matter how poor it is. Other key differences include the following:

Clearly, when authoring a business document, you are taking on a higher degree of responsibility because of potential consequences, both positive and negative, that the writing can have. These consequences are particularly serious for the writer since the lifespan of whatever you write in the work place is potentially your entire career, compared to the duration of a course in school.

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How to Create Your Business Letter

These inherent differences between the two worlds of writing--business and academic--are also reflected in the steps successful writers follow when creating real-world documents like business letters.

Analyze Audience

It's helpful to divide your audience into primary and secondary members. Your primary audience is those whom you are certain will read what you write. The secondary audience is those who may be likely to read it. Your task is to speak directly to the needs of the primary audience while keeping in mind this secondary audience: what they know about the topic and their possible attitudes.

Clarify Purpose

In order for your writing and its purpose to be clear for your audience, it must be twice as clear for you, the writer. Good business writers can provide sharp, succinct answers to the question, "What do I want my readers to know and/or do after reading what I write?" Write the answer down and filter all writing choices through its prism.

Based on the crystal clear idea of what the writing hopes to achieve, the outline represents how the writer will achieve it by arranging information and instructions in the exact order the audience should encounter them for best effect.

The formats for business and technical writing are well known and expected by your audience. These standard formats are usually (1) adhered to rigorously and (2) are modified by any guidelines you have been given by your organization.

Draft & Revise

The first draft is your first opportunity to combine all of the above. However, it should be far from your last. Gone are the days of "once and done" the night before the assignment is due. Especially important is building in some time for a draft to get cold before you revisit with fresh eyes.

Get Feedback

Never let your audience be just the second set of eyes to see what you have written. In between yourself and your audience, insert a knowledgeable person who will act as a proxy for your audience and give you honest feedback.

Business Letter Styles

The two most common formats of business letters today are the full-block format and modified-block format. Note that the full-block format should be used only with letterhead. One variation on these two styles includes indenting paragraphs in the body section. As always, follow the style preferred by your organization unless there is a clear reason not to.

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Purdue Online Writing Lab Purdue OWL® College of Liberal Arts

Writing the Basic Business Letter

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Media File: Writing the Basic Business Letter

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Parts of a Business Letter

This resource is organized in the order in which you should write a business letter, starting with the sender's address if the letter is not written on letterhead.

Sender's Address

The sender's address usually is included in letterhead. If you are not using letterhead, include the sender's address at the top of the letter one line above the date. Do not write the sender's name or title, as it is included in the letter's closing. Include only the street address, city, and zip code.

The date line is used to indicate the date the letter was written. However, if your letter is completed over a number of days, use the date it was finished in the date line. When writing to companies within the United States, use the American date format. (The United States-based convention for formatting a date places the month before the day. For example: June 11, 2001. ) Write out the month, day and year two inches from the top of the page. Depending which format you are using for your letter, either left justify the date or tab to the center point and type the date. In the latter case, include the sender's address in letterhead, rather than left-justified.

Inside Address

The inside address is the recipient's address. It is always best to write to a specific individual at the firm to which you are writing. If you do not have the person's name, do some research by calling the company or speaking with employees from the company. Include a personal title such as Ms., Mrs., Mr., or Dr. Follow a woman's preference in being addressed as Miss, Mrs., or Ms. If you are unsure of a woman's preference in being addressed, use Ms. If there is a possibility that the person to whom you are writing is a Dr. or has some other title, use that title. Usually, people will not mind being addressed by a higher title than they actually possess. To write the address, use the U.S. Post Office Format. For international addresses, type the name of the country in all-capital letters on the last line. The inside address begins one line below the date. It should be left justified, no matter which format you are using.

Use the same name as the inside address, including the personal title. If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (for example: Dear Lucy:). In all other cases, however, use the personal title and last/family name followed by a colon. Leave one line blank after the salutation.

If you don't know a reader's gender, use a nonsexist salutation, such as their job title followed by the receiver's name. It is also acceptable to use the full name in a salutation if you cannot determine gender. For example, you might write Dear Chris Harmon: if you were unsure of Chris's gender.

For block and modified block formats, single space and left justify each paragraph within the body of the letter. Leave a blank line between each paragraph. When writing a business letter, be careful to remember that conciseness is very important. In the first paragraph, consider a friendly opening and then a statement of the main point. The next paragraph should begin justifying the importance of the main point. In the next few paragraphs, continue justification with background information and supporting details. The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.

The closing begins at the same vertical point as your date and one line after the last body paragraph. Capitalize the first word only (for example: Thank you) and leave four lines between the closing and the sender's name for a signature. If a colon follows the salutation, a comma should follow the closing; otherwise, there is no punctuation after the closing.

If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures below the closing. As an option, you may list the name of each document you are including in the envelope. For instance, if you have included many documents and need to ensure that the recipient is aware of each document, it may be a good idea to list the names.

Typist initials

Typist initials are used to indicate the person who typed the letter. If you typed the letter yourself, omit the typist initials.

A Note About Format and Font

Block Format

When writing business letters, you must pay special attention to the format and font used. The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs.

Modified Block

Another widely utilized format is known as modified block format. In this type, the body of the letter and the sender's and recipient's addresses are left justified and single-spaced. However, for the date and closing, tab to the center point and begin to type.

The final, and least used, style is semi-block. It is much like the modified block style except that each paragraph is indented instead of left justified.

Keep in mind that different organizations have different format requirements for their professional communication. While the examples provided by the OWL contain common elements for the basic business letter (genre expectations), the format of your business letter may need to be flexible to reflect variables like letterheads and templates. Our examples are merely guides.

If your computer is equipped with Microsoft Office 2000, the Letter Wizard can be used to take much of the guesswork out of formatting business letters. To access the Letter Wizard, click on the Tools menu and then choose Letter Wizard. The Wizard will present the three styles mentioned here and input the date, sender address and recipient address into the selected format. Letter Wizard should only be used if you have a basic understanding of how to write a business letter. Its templates are not applicable in every setting. Therefore, you should consult a business writing handbook if you have any questions or doubt the accuracy of the Letter Wizard.

Another important factor in the readability of a letter is the font. The generally accepted font is Times New Roman, size 12, although other fonts such as Arial may be used. When choosing a font, always consider your audience. If you are writing to a conservative company, you may want to use Times New Roman. However, if you are writing to a more liberal company, you have a little more freedom when choosing fonts.

Punctuation

Punctuation after the salutation and closing - use a colon (:) after the salutation (never a comma) and a comma (,) after the closing. In some circumstances, you may also use a less common format, known as open punctuation. For this style, punctuation is excluded after the salutation and the closing.

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Business Communication  - How to Write a Formal Business Letter

Business communication  -, how to write a formal business letter, business communication how to write a formal business letter.

Business Communication: How to Write a Formal Business Letter

Lesson 7: how to write a formal business letter.

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How to write a formal business letter

Whenever you need to communicate with another company or share important news, business letters can present your message in a classic, polished style. Unlike internal memos, business letters are usually written from one company to another, which is why they’re so formal and structured . However, letters are also quite versatile, as they can be used for official requests, announcements, cover letters, and much more.

Despite the formality, letters can still have a friendly tone , especially because they include brief introductions before getting to the main point. Regardless of the tone you use in your letter, your writing should remain concise, clear, and easy to read.

Watch the video below to learn about formal business letters.

This lesson focuses on American business letters. Letters written in other parts of the world may have minor differences in formatting.

The structure of a business letter

The business letter’s precise structure is crucial to its look and readability. As you write your letter, you can follow the structure below to create an effective document.

• Opening : Include your mailing address, the full date (for example, July 30, 2017), and the recipient’s name, company, and address. Skip one line between your address, the date, and your recipient’s information. Don’t add your address if you’re using letterhead that already contains it.
• Salutation : Address the recipient using “Dear,” along with their title and last name, such as “Dear Mr. Collins” or “Dear Director Kinkade.” If you don’t know the recipient’s gender, use their full name, such as “Dear Taylor Dean.” Finally, be sure to add a colon to the end of the salutation.
• Body : In the first paragraph, introduce yourself and the main point of your letter. Following paragraphs should go into the details of your main point, while your final paragraph should restate the letter’s purpose and provide a call to action, if necessary.
• Closing : Recommended formal closings include “Sincerely” or “Yours truly.” For a more personal closing, consider using “Cordially” or “Best regards.” Regardless of what you choose, add a comma to the end of it.
• Signature : Skip four lines after the closing and type your name. Skip another line and type your job title and company name. If you’re submitting a hard copy, sign your name in the empty space using blue or black ink.
• Enclosures : If you’re including documents with this letter, list them here.

Another important part of the structure is the layout , which determines how the text is formatted. The most common layout for a business letter is known as block format , which keeps all text left-justified and single spaced, except for double spaces between the paragraphs. This layout keeps the letter looking clean and easy to read.

As stated in Business Writing Essentials , revision is a crucial part of writing. Review your letter to keep it concise, and proofread it for spelling and grammar errors. Once you’re finished writing, ask someone to read your letter and give you feedback , as they can spot errors you may have missed. Also make sure any enclosures are attached to your document and that any hard copies are signed.

After revising the content, consider the appearance of your letter. If you’re printing a hard copy, be sure to use quality paper. Also try using letterhead to give your document a more official look.

Example of a business letter

To see this lesson in action, let’s take a look at a polished business letter by reviewing the example below.

This letter looks great! The structure is perfect, and the text is left-justified and single spaced. The body is formal, friendly, and concise, while the salutation and closing look good. It also contains a handwritten signature, which means it’s ready to be submitted as a hard copy.

Knowing how to write a business letter will serve you well throughout your career. Keep practicing and studying it, and you’ll be able to communicate in a classic style.

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Business Letters

Jul 11, 2014

200 likes | 633 Views

Business Letters. Cover Letters and Mailing Labels too!. Letters. Correspondence sent from one business or individual to another. Types of Letters: Personal-Business Letter Includes no letterhead (stationery) Business Letter Includes letterhead (stationery)

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Presentation Transcript

Business Letters Cover Letters and Mailing Labels too!

Letters • Correspondence sent from one business or individual to another. • Types of Letters: • Personal-Business Letter • Includes no letterhead (stationery) • Business Letter • Includes letterhead (stationery) • Top margin is usually 2-2 ½ inches. • Side margins are typically 1 inch.

Parts of a Letter • Return Address • Date • Attention Line • Letter Address (Inside Address) • Salutation • Subject Line • Body • Complimentary Close • Signature Block - writer’s typed name – QS below closing • Can also include writer’s title on same line or below. • Reference Initials • Attachment/Enclosure Notation

Types of Business Letters • Formats for Business Letters: • Modified Block –Date, closing, and signature block are typed at center point (six tabs over). • Block Style –Date, closing, and signature block are typed at the left margin (no indentions or tabs). • Punctuation Styles: • Open Punctuation – No punctuation after salutation or closing. • Mixed Punctuation – Acolon after the salutation and a comma after the complimentary close.

Personal Business Letter in Block Style with Mixed Punctuation Return Address Inside Address • All lines begin at the left margin. • Use a colon after the salutation and a comma after the complimentary close. • SS within paragraphs • DS between paragraphs Salutation Complimentary Close Closure

Business Letter in Modified BlockStyle with Open Punctuation Inside Address Salutation • Type the date and closure at centerpoint — 6 tabs over. • No punctuation is used after the salutation or the complimentary close. • SS within paragraphs • DS between paragraphs Complimentary Close Closure

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