Mastering Business Letters: 15 Essential Examples & Templates

[Date]

[Recipient Name/Company Name]
[Recipient Address]
[Recipient City, State, Zip Code]

Subject: Request for [Specific Information/Document]

Dear [Recipient Name],

I am writing to formally request [specific information or document you require]. [Clearly explain the reason for your request and how the information will be used]. I would be grateful if you could provide this information by [Date – give a reasonable timeframe].

Thank you for your time and consideration. I look forward to hearing from you soon.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Typed Name]

[Date]

[Recipient Name/Company Name]
[Recipient Address]
[Recipient City, State, Zip Code]

Subject: Complaint Regarding [Product/Service] – [Account Number/Order Number]

Dear [Recipient Name],

I am writing to express my dissatisfaction with [product/service]. On [date], I [explain the issue in detail, including relevant details such as order numbers, product names, etc.]. [Describe the negative impact this issue has had on you or your business].

To resolve this issue, I request [specific action you want them to take – e.g., a refund, replacement, repair]. I have attached copies of [relevant documents – e.g., invoice, warranty, photos].

I look forward to your prompt response and a resolution to this matter. If I do not hear from you within [number] days, I will consider further action.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Typed Name]

[Date]

[Recipient Name/Company Name]
[Recipient Address]
[Recipient City, State, Zip Code]

Subject: Thank You for [Specific Reason]

Dear [Recipient Name],

I am writing to express my sincere appreciation for [specific reason – e.g., your assistance with the project, the generous gift, the valuable information]. [Elaborate on why you are thankful and the positive impact their action had].

[Optional: If appropriate, mention future collaboration or ways you can reciprocate].

Thank you again for your [positive attribute – e.g., time, effort, support]. Your [action] was greatly appreciated.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Typed Name]

[Date]

[Recipient Name]
[Recipient Address]
[Recipient City, State, Zip Code]

Subject: [Compelling Headline Related to Your Product/Service Benefit]

Dear [Recipient Name],

Are you looking for [problem your product/service solves]? We understand the challenges of [relate to the recipient’s potential pain points]. [Your company name] offers a solution that [key benefits and features of your product/service].

[Highlight 2-3 key benefits in more detail, using strong action verbs and quantifiable results]. For example, “Our software can increase your team’s productivity by 20%…”

[Include a call to action – e.g., Visit our website at [website address] to learn more. Call us today at [phone number] for a free consultation. Request a demo at [email address].]

We are confident that [product/service] can help you achieve [desired outcome]. We look forward to hearing from you soon.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Typed Name]
[Your Title]

[Date]

[Recipient Name/Company Name]
[Recipient Address]
[Recipient City, State, Zip Code]

Subject: Introduction – [Briefly State Your Purpose]

Dear [Recipient Name],

I am writing to introduce myself. My name is [Your Name] and I am [Your Title/Position] at [Your Company Name]. [Briefly describe your company and its mission].

[Explain why you are contacting this specific person/company. Highlight a shared interest, a mutual contact, or a potential opportunity for collaboration]. For example, “I was referred to you by [Mutual Contact Name] who suggested we might be able to collaborate on [Project/Area].” or “I have been following your work in [Industry] and I am impressed by [Specific Accomplishment].”

[State your desired outcome. What do you hope to achieve with this introduction? Do you want to schedule a meeting? Share information? Explore a partnership?].

Thank you for your time and consideration. I look forward to connecting with you.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Typed Name]

[Date]

[Recipient Name/Company Name]
[Recipient Address]
[Recipient City, State, Zip Code]

Subject: Letter of Recommendation for [Applicant Name]

Dear [Recipient Name],

It is with great pleasure that I recommend [Applicant Name] for [Position/Opportunity]. I have known [Applicant Name] for [Number] years as [Your Relationship – e.g., their supervisor, their professor, a colleague].

[Highlight 2-3 of the applicant’s key skills and qualities, providing specific examples of their accomplishments]. For example: “[Applicant Name] consistently exceeded expectations in their role as [Position]. Their problem-solving skills were particularly impressive; for instance, they successfully [Specific example of a problem they solved].” Or: “[Applicant Name] is a highly motivated and dedicated individual. They consistently demonstrated strong leadership skills and a commitment to excellence.”

[Comment on the applicant’s character and work ethic]. For example: “[Applicant Name] is a reliable and trustworthy individual with a strong work ethic. They are a valuable asset to any team.”

I am confident that [Applicant Name] would be a valuable addition to your organization. Please feel free to contact me if you have any further questions.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Typed Name]
[Your Title]

[Date]

[Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address]
[Company City, State, Zip Code]

Subject: Resignation – [Your Name]

Dear [Manager’s Name],

Please accept this letter as formal notification that I am resigning from my position as [Your Position] at [Company Name], effective [Your Last Day of Employment].

[Optional: Briefly state your reason for leaving. You can keep it simple and positive, e.g., “I have accepted a new opportunity that aligns with my career goals.” Avoid negativity.]

I am grateful for the opportunities and experiences I have gained during my time at [Company Name]. I have learned a great deal and appreciate the support I have received from my colleagues and supervisors.

I am committed to ensuring a smooth transition during my departure. I am happy to assist in training my replacement and completing any outstanding tasks.

Thank you again for the opportunity to work at [Company Name]. I wish you and the company all the best in the future.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Typed Name]

[Date]

[Recipient Name/Company Name]
[Recipient Address]
[Recipient City, State, Zip Code]

Subject: Apology Regarding [Specific Incident]

Dear [Recipient Name],

Please accept my sincerest apologies for [Specific Incident/Mistake]. I understand that my actions [Explain the negative impact of your actions].

[Take responsibility for your actions and avoid making excuses]. I take full responsibility for [Your Role in the incident].

[Explain what steps you are taking to rectify the situation and prevent it from happening again]. I am committed to [Action you are taking to correct the mistake and prevent recurrence].

I value our relationship and I am truly sorry for the inconvenience and frustration my actions have caused. I hope you can accept my apology.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Typed Name]

[Date]

[Customer Name]
[Customer Address]
[Customer City, State, Zip Code]

Subject: Regarding Your Complaint – [Order Number/Account Number]

Dear [Customer Name],

Thank you for bringing your concerns to our attention regarding [Specific Product/Service and the issue]. We appreciate you taking the time to contact us.

[Acknowledge the customer’s complaint and express empathy]. We understand your frustration with [Issue] and we sincerely apologize for any inconvenience this has caused.

[Explain the resolution you are offering to the customer]. To resolve this issue, we are [Specific Action you are taking – e.g., issuing a refund, providing a replacement, offering a discount].

[Reiterate your commitment to customer satisfaction]. We value your business and we are committed to providing you with the best possible service. We hope that this resolution meets with your approval.

[Provide contact information for further assistance]. Please do not hesitate to contact us at [Phone Number] or [Email Address] if you have any further questions or concerns.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Typed Name]
[Your Title]

[Date]

[Recipient Name/Company Name]
[Recipient Address]
[Recipient City, State, Zip Code]

Subject: Inquiry Regarding [Specific Product/Service/Opportunity]

Dear [Recipient Name],

I am writing to inquire about [Specific Product/Service/Opportunity]. I am [Briefly explain your reason for inquiring and your interest].

[Clearly state your specific questions. Be precise and focused. For example: “I am interested in learning more about the pricing of your [Product Name]. Could you please provide me with a price list?” Or: “I am interested in your [Service]. Could you please provide me with more information about the scope of your services and your fees?”]

[Optional: Mention how you found out about their product/service]. I came across your company through [Source – e.g., your website, a referral from a colleague, an advertisement].

Thank you for your time and consideration. I look forward to hearing from you soon.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Typed Name]

[Date]

[Recipient Name/Company Name]
[Recipient Address]
[Recipient City, State, Zip Code]

Subject: Following Up on [Previous Communication Topic]

Dear [Recipient Name],

I am writing to follow up on [Previous Communication – e.g., our meeting on [Date], my email on [Date], our phone conversation on [Date]].

[Briefly remind the recipient of the main topic of the previous communication]. As we discussed, I am [Restate the purpose of the initial communication and the agreed-upon next steps].

[State what you are following up on and what action you are requesting]. I am following up to [Specific Action you want them to take – e.g., to see if you have had a chance to review the proposal, to schedule a follow-up call, to confirm your availability for the meeting].

[Provide any additional information or resources that might be helpful]. [Optional: Attach relevant documents or links].

Thank you for your time and attention to this matter. I look forward to hearing from you soon.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Typed Name]

[Date]

[Recipient Name/Company Name]
[Recipient Address]
[Recipient City, State, Zip Code]

Subject: Letter of Intent Regarding [Project/Agreement]

Dear [Recipient Name],

This letter serves as a non-binding letter of intent to express our interest in [Specific Project/Agreement]. [Your Company Name] is [Briefly describe your company and its capabilities].

[Outline the key terms of the proposed agreement, including scope, timeline, and financial considerations. Be clear and concise but avoid overly specific details that would be binding at this stage]. For example: “We are interested in providing [Service] for your [Project] with an estimated timeline of [Duration] and a proposed budget of [Amount].”

[State the next steps in the process]. We propose to [Specific Action – e.g., schedule a meeting to discuss the project in more detail, conduct a due diligence review, negotiate a definitive agreement].

[Reiterate your enthusiasm for the project/agreement]. We are excited about the potential of this collaboration and we look forward to working with you.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Typed Name]
[Your Title]

[Date]

[Creditor’s Name/Company Name]
[Creditor’s Address]
[Creditor’s City, State, Zip Code]

Subject: Credit Application

Dear [Creditor’s Name],

We are writing to apply for a [Type of Credit – e.g., line of credit, business credit card, trade credit] with your company. [Your Company Name] is [Briefly describe your company, its industry, and its length of operation].

[Provide key financial information, such as annual revenue, number of employees, and bank references. You may want to include a brief summary of your company’s financial stability].

[State the amount of credit you are requesting and the purpose for which you will use it]. We are requesting a credit line of [Amount] to be used for [Specific Purpose – e.g., inventory purchases, working capital, expansion].

[Include a list of supporting documents that you are attaching to the letter, such as financial statements, bank statements, and tax returns]. We have attached the following documents in support of our application: [List of Documents].

Thank you for your time and consideration. We look forward to hearing from you soon.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Typed Name]
[Your Title]

[Date]

[Client Name/Company Name]
[Client Address]
[Client City, State, Zip Code]

Subject: Project Proposal: [Project Name]

Dear [Client Name],

Thank you for considering [Your Company Name] for [Project Name]. We are excited about the opportunity to partner with you on this important initiative.

[Briefly reiterate your understanding of the client’s needs and challenges]. As we discussed, you are looking to [Client’s Objective] and are facing the challenges of [Client’s Challenges].

[Summarize your proposed solution and its key benefits]. Our proposed solution involves [Your Approach] which will enable you to [Benefits for the Client – e.g., increase efficiency, reduce costs, improve customer satisfaction].

[Highlight key aspects of your proposal, such as your methodology, team expertise, and timeline. Refer to the attached proposal document for more detailed information]. Further details on our approach, team, and timeline can be found in the attached proposal document.

[Include a call to action]. We would be delighted to schedule a meeting to discuss this proposal in more detail. Please feel free to contact us at your convenience.

Sincerely,

[Your Signature (if sending a hard copy)]
[Your Typed Name]
[Your Title]

[Date]

[Employee Name]
[Employee Address]
[Employee City, State, Zip Code]

Subject: Termination of Employment

Dear [Employee Name],

This letter is to inform you that your employment with [Company Name] is being terminated, effective [Date].

[State the reason for termination. Be clear and concise, but avoid unnecessary details or potentially inflammatory language. Consult with legal counsel to ensure compliance with all applicable laws and regulations. Examples include: “due to a restructuring of the company,” “as a result of performance issues,” or “due to violation of company policy.”]. The reason for this termination is [Reason for Termination].

[Outline any benefits or compensation the employee is entitled to, such as accrued vacation time, severance pay (if applicable), and continuation of health insurance coverage]. You will receive [Details of Final Paycheck and Benefits]. Information regarding your eligibility for COBRA will be mailed to your address.

[Instruct the employee on the return of company property, such as laptops, cell phones, and access badges]. Please return all company property, including your laptop, cell phone, and access badge, to [Designated Person/Department] by [Date].

[Thank the employee for their contributions to the company (optional, but recommended to maintain a professional tone)]. We thank you for your contributions to [Company Name] during your time with us.

Sincerely,

[Signature of Authorized Company Representative]
[Typed Name of Authorized Company Representative]
[Title of Authorized Company Representative]