Mastering Business Letters: 11 Essential Examples

[Date]

[Hiring Manager Name] (If known, otherwise use title)
[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 advertisement**]. With my [**Number**] years of experience in [**Relevant Field**] and proven track record of [**Key Achievement 1**] and [**Key Achievement 2**], I am confident that I possess the skills and qualifications necessary to excel in this role and contribute significantly to your team.

In my previous role at [**Previous Company Name**], I was responsible for [**List of Key Responsibilities**]. I consistently exceeded expectations in [**Specific Area**] and developed strong skills in [**List of Relevant Skills**]. I am particularly drawn to [**Company Name**]’s commitment to [**Company Value/Mission**] and believe my values align perfectly with your organization.

I am eager to learn more about this opportunity and discuss how my skills and experience can benefit [**Company Name**]. Thank you for your time and consideration. My resume is attached for your review.

Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]

[Date]

[Interviewer Name]
[Interviewer Title]
[Company Name]
[Company Address]

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

Thank you for taking the time to interview me for the [**Job Title**] position at [**Company Name**] on [**Date of Interview**]. I thoroughly enjoyed our conversation and learned a great deal about [**Specific aspect of the company/role that you learned about**].

Our discussion further solidified my interest in this opportunity. I am particularly excited about [**Specific aspect of the job that excites you**] and believe my skills in [**Relevant Skills**] would be a valuable asset to your team.

Thank you again for your time and consideration. I look forward to hearing from you soon regarding the next steps in the hiring process.

Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]

[Date]

[Recipient Name] (If known, otherwise use title)
[Recipient Title]
[Company/Organization Name]
[Recipient Address]

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

It is with great pleasure that I recommend [**Applicant’s Name**] for [**Position/Opportunity**] at [**Company/Organization Name**]. I have known [**Applicant’s Name**] for [**Number**] years as their [**Your Relationship to Applicant: e.g., Supervisor, Professor, Colleague**] at [**Your Company/Organization**].

During their time here, [**Applicant’s Name**] consistently demonstrated [**Key Strength 1**], [**Key Strength 2**], and [**Key Strength 3**]. For example, [**Specific anecdote illustrating a key strength. Be specific and quantify if possible.**]. They are a highly [**Positive Adjective: e.g., motivated, reliable, dedicated**] individual with a strong work ethic and a genuine passion for [**Relevant Field**].

I am confident that [**Applicant’s Name**] would be a valuable asset to your team. They possess the skills, experience, and character necessary to succeed in this role. Please feel free to contact me if you have any further questions.

Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]

[Date]

[Company Name]
[Company Address]

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

I am writing to express my dissatisfaction with [**Product/Service**] purchased on [**Date of Purchase**] with [**Order Number or Account Number**]. Specifically, [**Clearly and concisely describe the problem**].

As a result of this issue, I have experienced [**Explain the consequences of the problem. Be specific and quantify if possible. E.g., “a loss of productivity,” “incurred additional expenses,” etc.**]. I have attached copies of [**Relevant documents: receipts, warranties, photos, etc.**] as evidence.

To resolve this matter, I request [**State your desired resolution. Be specific and reasonable. E.g., “a full refund,” “a replacement product,” “a repair,” etc.**]. I look forward to your prompt attention to this issue. Please contact me at [**Your Phone Number**] or [**Your Email**] to discuss this further.

Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]

[Date]

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

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

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

I have accepted a position at another company that better aligns with my long-term career goals. I have enjoyed my time at [**Company Name**] and appreciate the opportunities I have been given during my [**Number**] years here. I am grateful for the experience I have gained and the relationships I have built.

I am committed to ensuring a smooth transition during my departure. I am willing to assist in training my replacement and completing any outstanding tasks. Thank you for your understanding. I wish you and [**Company Name**] all the best in the future.

Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]

[Date]

[Company Name]
[Company Address]

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

I am writing to inquire about [**Specific Product/Service/Opportunity**] offered by [**Company Name**]. I am particularly interested in [**Specific aspect you are interested in. E.g., “your cloud storage solutions,” “your internship program,” “your pricing structure,” etc.**].

I would appreciate it if you could provide me with more information regarding [**Specific questions you have. List them clearly and concisely.**].

Thank you for your time and attention to this matter. I look forward to hearing from you soon. You can reach me at [**Your Phone Number**] or [**Your Email**].

Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]

[Date]

[Customer Name]
[Customer Address]

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

Are you looking for [**Problem your product/service solves**]? At [**Your Company Name**], we understand the challenges you face in [**Industry/Area of Concern**]. That’s why we’ve developed [**Product/Service Name**], a revolutionary solution designed to [**Key Benefit 1**], [**Key Benefit 2**], and [**Key Benefit 3**].

[**Product/Service Name**] offers [**Specific Features and Benefits**. Be clear, concise, and focus on the value to the customer.]. Imagine [**Paint a picture of the customer experiencing the benefits of your product/service**].

For a limited time, we are offering [**Special Offer – Discount, Bonus, Free Trial, etc.**]. Don’t miss out on this opportunity to [**Call to Action – What do you want the customer to do next? E.g., “visit our website,” “call us for a free consultation,” “place your order today,” etc.**]. Visit [**Your Website**] or call us at [**Your Phone Number**] to learn more.

Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name/Company Name]

[Date]

[Customer Name]
[Customer Address]

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

Thank you for contacting us regarding [**The customer’s complaint/issue**]. We appreciate you bringing this to our attention. We sincerely apologize for the inconvenience this has caused you.

We have carefully reviewed your complaint and understand your frustration. To resolve this issue, we would like to offer you [**Specific solution offered to the customer. E.g., “a full refund,” “a replacement product,” “a discount on your next purchase,” etc.**].

We value your business and are committed to providing you with the best possible service. We hope you will give us another opportunity to demonstrate our commitment to your satisfaction. Please contact us at [**Your Phone Number**] or [**Your Email**] if you have any further questions.

Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name/Company Name]

[Date]

[Vendor/Financial Institution Name]
[Vendor/Financial Institution Address]

Dear [Credit Department or Specific Contact Person, if known],

We are writing to request a line of credit with [**Vendor/Financial Institution Name**] in the amount of [**Amount of Credit Requested**]. Our company, [**Your Company Name**], has been in business for [**Number**] years and specializes in [**Your Industry/Business Description**].

We have a strong credit history and a proven track record of financial stability. We have attached our financial statements and credit references for your review. We are confident that we can meet your credit requirements. We are seeking credit terms of [**Desired Credit Terms: e.g., Net 30, Net 60**].

Thank you for considering our application. We look forward to hearing from you soon. Please contact us at [**Your Phone Number**] or [**Your Email**] if you require any further information.

Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name/Company Name]

[Date]

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

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

I am writing to follow up on my [**Previous Communication Type: e.g., “application for the Marketing Manager position,” “inquiry regarding your product pricing,” “meeting on [Date] to discuss potential partnership,” etc.**] submitted/sent/held on [**Date of Previous Communication**].

I am very interested in [**Restate your interest or the purpose of your initial communication**. E.g., “the Marketing Manager position and believe my skills and experience align well with the requirements,” “obtaining more information about your competitive pricing structure,” “exploring the potential for a mutually beneficial partnership,” etc.].

Thank you for your time and consideration. I look forward to hearing from you soon. Please contact me at [**Your Phone Number**] or [**Your Email**].

Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]

[Date]

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

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

Please accept this letter as a sincere apology for [**Clearly state the mistake or wrongdoing**]. I understand that my actions have caused [**Consequences of your actions**], and I take full responsibility.

I am truly sorry for [**Restate your apology with sincerity**. E.g., “the error in processing your order,” “the delay in responding to your inquiry,” “the inconvenience this has caused you and your team,” etc.]. I am committed to taking steps to ensure that this does not happen again.

[**State the steps you are taking to rectify the situation or prevent future occurrences**. E.g., “We have implemented new quality control procedures,” “We are retraining our staff on customer service protocols,” “We are offering you a [Specific Offer] as compensation for the inconvenience,” etc.]. Thank you for your understanding. I value your relationship with [Your Company/Organization] and hope to regain your trust.

Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name/Company Name]