Mastering Business Correspondence: 9 Essential Letter Examples

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

[Hiring Manager Name]
[Hiring Manager Title]
[Company Name]
[Company Address]

Dear [Mr./Ms./Mx. Hiring Manager Last Name],

I am writing to express my keen interest in the [Job Title] position at [Company Name], as advertised on [Platform where you saw the job posting]. Having followed [Company Name]‘s work in [Industry/Specific area] for some time, I am deeply impressed by [Specific achievement or initiative of the company]. My skills and experience align strongly with the requirements outlined in the job description, and I am confident that I can make a significant contribution to your team.

In my previous role at [Previous Company Name], I was responsible for [List of key responsibilities and achievements, quantifying them whenever possible]. For example, I [Specific accomplishment demonstrating relevant skills, e.g., “increased sales by 15% in six months by implementing a new customer engagement strategy.”] I am proficient in [List relevant skills, e.g., “project management, data analysis, communication, and teamwork.”] I am a highly motivated and results-oriented individual with a proven track record of success.

I am particularly drawn to [Company Name]‘s commitment to [Company value or mission that resonates with you], as this aligns perfectly with my own values. I am eager to learn more about this opportunity and discuss how my skills and experience can benefit your organization.

Thank you for your time and consideration. I have attached my resume for your review and look forward to hearing from you soon.

Sincerely,
[Your Signature (if sending a physical letter)]
[Your Typed Name]

[Your Company Name]
[Your Company Address]
[Your Phone Number]
[Your Email Address]

[Date]

[Recipient Name]
[Recipient Title]
[Company Name]
[Company Address]

Dear [Mr./Ms./Mx. Recipient Last Name],

Are you looking for a way to increase your productivity and streamline your operations? At [Your Company Name], we understand the challenges businesses face in today’s competitive market. That’s why we’ve developed [Your Product/Service], a revolutionary solution designed to help you achieve your goals.

[Your Product/Service] offers a range of benefits, including:
* [Benefit 1, e.g., “Increased efficiency by automating key processes.”]
* [Benefit 2, e.g., “Reduced operational costs through innovative technology.”]
* [Benefit 3, e.g., “Improved customer satisfaction with personalized service.”]

Imagine [Paint a picture of the positive outcomes the recipient will experience using your product/service, e.g., “spending less time on tedious tasks and more time focusing on strategic initiatives.”] Our clients have seen significant improvements in their bottom line after implementing [Your Product/Service]. [Include a brief, compelling statistic or testimonial, e.g., “One client reported a 20% increase in revenue within the first quarter.”]

For a limited time, we’re offering a special promotion: [Describe the offer, e.g., “a free trial of our software or a discounted rate on our services.”] This is a unique opportunity to experience the benefits of [Your Product/Service] firsthand.

To learn more and take advantage of this offer, please visit our website at [Your Website Address] or call us at [Your Phone Number]. We’re confident that [Your Product/Service] can help you achieve your business objectives.

Sincerely,
[Your Signature (if sending a physical letter)]
[Your Typed Name]
[Your Title]

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

[Company Name]
[Company Address]

Dear [Customer Service Department/Specific Contact Person if known],

I am writing to express my dissatisfaction with [Product/Service] that I purchased on [Date of Purchase] with order/reference number [Order/Reference Number]. I purchased this from [Location of Purchase: e.g., your website, your store at 123 Main Street].

The issue I encountered was [Clearly and concisely describe the problem you experienced. Be specific and provide details. e.g., “The product arrived damaged,” or “The service was not performed as agreed upon.”] For example, [Provide specific details and examples of the issue. E.g., “The box was crushed, and the product inside was broken. The screen was cracked and unusable.”]

I have already [Mention any steps you have already taken to resolve the issue, e.g., “contacted your customer service department by phone on [Date]” or “submitted a complaint form on your website.”] The outcome of that action was [State the result of your previous attempts to resolve the issue. E.g., “I was told that someone would contact me within 24 hours, but I have not heard back.”]

To resolve this issue, I would like [Clearly state what you want the company to do. Be reasonable and specific. E.g., “a full refund,” or “a replacement product,” or “the service to be performed correctly.”] I am including [Mention any documentation you are including as proof, e.g., “a copy of my receipt,” or “photos of the damaged product.”]

I expect a response to this complaint within [State a reasonable timeframe, e.g., “10 business days.”] If I do not receive a satisfactory response within this timeframe, I will be forced to consider further action, including [Mention potential further actions, e.g., “filing a complaint with the Better Business Bureau” or “contacting my credit card company to dispute the charge.”]

Thank you for your time and attention to this matter. I hope we can resolve this issue quickly and amicably.

Sincerely,
[Your Signature (if sending a physical letter)]
[Your Typed Name]

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]

Dear [Mr./Ms./Mx. Recipient Last Name],

I am writing to request [Clearly state what you are requesting, e.g., “information about your grant programs,” “permission to use your logo,” “a donation to our charity.”]

[Provide context for your request. Explain why you are making the request and how it will benefit you or your organization. Be specific and concise. E.g., “Our organization, [Your Organization Name], is a non-profit dedicated to providing [Your Organization’s Mission]. We are planning a fundraising event on [Date] to support our programs and services.”]

[Explain how the recipient’s cooperation or contribution will help. E.g., “Information about your grant programs would help us identify potential funding opportunities to support our work.”] [If applicable, mention any potential benefits for the recipient. E.g., “In return for your permission to use your logo, we would prominently feature your company’s name and logo on our event website and promotional materials.”]

[Specify any deadlines or specific requirements. E.g., “We would need this information by [Date] in order to meet our grant application deadline.”]

Thank you for considering my request. I have attached [Mention any supporting documents you are including, e.g., “a brochure about our organization,” “a copy of our 501(c)(3) determination letter.”]

I look forward to hearing from you soon. Please feel free to contact me at [Your Phone Number] or [Your Email Address] if you have any questions.

Sincerely,
[Your Signature (if sending a physical letter)]
[Your Typed Name]
[Your Title (if applicable)]

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

[Recipient Name]
[Recipient Title]
[Company/Organization Name]
[Company/Organization Address]

Dear [Mr./Ms./Mx. Recipient Last Name],

I am writing to express my sincere gratitude for [Specifically mention what you are thanking them for. Be precise. E.g., “your time and insightful feedback during my interview yesterday,” “your generous donation to our organization,” “your excellent presentation at the conference.”]

[Explain why you are thankful and how their actions benefited you or your organization. Be specific and sincere. E.g., “Your advice regarding [Specific topic discussed in the interview] was particularly helpful and gave me a new perspective on the challenges of the role.”]

[If applicable, mention any follow-up actions you plan to take. E.g., “I will be sure to incorporate your suggestions into my job search strategy.”] [If appropriate, reaffirm your interest or appreciation. E.g., “I am very interested in the [Job Title] position and look forward to hearing from you soon.”] or [“Your support will make a real difference in the lives of the people we serve.”]

Thank you again for your generosity and support. I truly appreciate your time and consideration.

Sincerely,
[Your Signature (if sending a physical letter)]
[Your Typed Name]

[Your Name/Company Name]
[Your Address/Company Address]
[Your Phone Number]
[Your Email Address]

[Date]

[Recipient Name]
[Recipient Title]
[Company Name (if applicable)]
[Company Address (if applicable)]

Dear [Mr./Ms./Mx. Recipient Last Name (or appropriate greeting, e.g., “Dear Valued Customer”)],

I am writing to sincerely apologize for [Clearly and directly state what you are apologizing for. Be specific. E.g., “the delay in processing your order,” “the error in your invoice,” “the poor service you received at our restaurant.”]

[Acknowledge the impact of your mistake or actions. Show that you understand the inconvenience or frustration you caused. E.g., “I understand that this delay has caused you significant inconvenience, and I am truly sorry for the disruption it has caused to your schedule.”] [If appropriate, take responsibility. Avoid making excuses. E.g., “This error was due to [Brief explanation of the cause, without shifting blame]. We take full responsibility for this mistake.”]

[Explain what steps you are taking to rectify the situation or prevent it from happening again. Be proactive and demonstrate your commitment to resolving the issue. E.g., “We have already expedited your order, and it is scheduled to arrive within 24 hours.”] or [“We have implemented new quality control procedures to prevent similar errors from occurring in the future.”]

[Reiterate your apology and express your commitment to maintaining a positive relationship. E.g., “Please accept our sincerest apologies for any inconvenience this may have caused. We value your business and are committed to providing you with the best possible service.”]

Sincerely,
[Your Signature (if sending a physical letter)]
[Your Typed Name]
[Your Title (if applicable)]

[Your Company Name]
[Your Company Address]
[Your Phone Number]
[Your Email Address]

[Date]

[Customer Name]
[Customer Address]

Dear [Mr./Ms./Mx. Customer Last Name],

Thank you for bringing your concerns about [Specifically mention the product or service that was the subject of the complaint. E.g., “your recent purchase of the Model X Blender”] to our attention. We appreciate you taking the time to share your experience with us.

We have carefully reviewed your complaint and understand your frustration with [Summarize the customer’s complaint. E.g., “the blender malfunctioning after only a few uses.”] We sincerely apologize for the inconvenience this has caused you.

To resolve this issue, we are pleased to offer you [Clearly state the adjustment you are making to satisfy the customer. Be specific and generous. E.g., “a full refund for the purchase price of the blender,” or “a replacement blender of the same model, free of charge.”] [If offering a replacement, include details about how the customer can receive it. E.g., “We have already shipped a replacement blender to your address, and it should arrive within 3-5 business days. You do not need to return the malfunctioning blender.”]

[Explain the reason for the problem and reassure the customer that you are taking steps to prevent it from happening again. E.g., “We have identified a faulty component in a small batch of the Model X blenders, and we have taken steps to ensure that this issue is resolved in our production process.”]

We value your business and are committed to providing you with high-quality products and excellent customer service. We hope you will give us another opportunity to demonstrate our commitment to your satisfaction.

Sincerely,
[Your Signature (if sending a physical letter)]
[Your Typed Name]
[Your Title]

[Your Name]
[Your Title]
[Your Organization]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

[Hiring Manager Name (if known), or “Hiring Committee”]
[Hiring Manager Title (if known)]
[Organization Name]
[Organization Address]

Dear [Mr./Ms./Mx. Hiring Manager Last Name (if known), or “Hiring Committee”],

It is with great pleasure that I recommend [Candidate Name] for the position of [Position Name] at [Company Name]. I have known [Candidate Name] for [Number] years as their [Your relationship to the candidate. E.g., “professor,” “supervisor,” “project lead.”] at [Your Organization].

During their time with us, [Candidate Name] consistently demonstrated [Mention 2-3 of the candidate’s key strengths and positive qualities. Be specific and provide examples. E.g., “exceptional problem-solving skills, a strong work ethic, and a collaborative spirit.”] For example, [Provide specific examples of the candidate demonstrating those qualities. E.g., “In one instance, [Candidate Name] single-handedly resolved a critical technical issue that was threatening to delay the project deadline.”] or [“[Candidate Name] consistently went above and beyond to assist their colleagues and ensure the success of the team.”]

[Highlight 1-2 of the candidate’s most relevant skills or accomplishments for the position they are applying for. Quantify their achievements whenever possible. E.g., “[Candidate Name] possesses a strong understanding of [Relevant skill] and has a proven track record of success in [Relevant area]. For example, they [Specific accomplishment].”]

[Comment on the candidate’s character and overall suitability for the position. E.g., “[Candidate Name] is a highly motivated, dedicated, and reliable individual with a positive attitude and a strong commitment to excellence. I am confident that they would be a valuable asset to your team.”]

I highly recommend [Candidate Name] without reservation. Please feel free to contact me at [Your Phone Number] or [Your Email Address] if you have any further questions.

Sincerely,
[Your Signature (if sending a physical letter)]
[Your Typed Name]
[Your Title]

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

[Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address]

Dear [Mr./Ms./Mx. Manager Last Name],

Please accept this letter as formal notification that I am resigning from my position as [Your Position] with [Company Name], effective [Your Last Day of Employment]. This is typically two weeks from the date of the letter, but you can adjust based on your employment agreement and personal circumstances.

[Optional: Briefly state the reason for your resignation. Be polite and professional, and avoid negative comments about the company or your colleagues. You can keep it general, like pursuing another opportunity or focusing on personal matters. E.g., “I have accepted a position at another company that aligns more closely with my long-term career goals.”]

[Express gratitude for the opportunity to work at the company. Highlight positive aspects of your experience. E.g., “I have greatly enjoyed my time at [Company Name] and am grateful for the opportunities I have been given to develop my skills and contribute to the company’s success.”]

[Offer your assistance in ensuring a smooth transition. E.g., “I am committed to ensuring a smooth transition during my departure and am happy to assist in training my replacement.”]

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 physical letter)]
[Your Typed Name]