Effective business communication hinges on clarity, conciseness, and professionalism. A well-crafted business letter can open doors, resolve conflicts, and build lasting relationships. In today’s digital age, mastering the art of the written word remains a vital skill for success in any industry. Whether you’re applying for a job, resolving a customer complaint, or seeking a business partnership, the ability to communicate effectively through letters is paramount. This comprehensive guide provides 20 essential business letter examples, equipping you with the tools you need to navigate a variety of professional scenarios with confidence. We’ll explore different letter formats, tone considerations, and key elements to ensure your message is received loud and clear. From concise inquiries to persuasive sales pitches, these examples will serve as valuable templates for crafting your own impactful correspondence.
These examples cover a broad spectrum of common business situations. Each letter is designed to be adaptable, allowing you to tailor the content to your specific needs. Remember to always proofread carefully before sending any business letter. A polished and error-free letter demonstrates attention to detail and respect for the recipient. Beyond the specific examples provided, we encourage you to focus on the underlying principles of effective business writing: clarity, conciseness, courtesy, and accuracy. By mastering these principles, you’ll be well-equipped to communicate effectively in any business context. These 20 examples include: cover letters, resignation letters, thank-you letters, complaint letters, sales letters, inquiry letters, follow-up letters, apology letters, request letters, recommendation letters, order confirmation letters, adjustment letters, credit request letters, termination letters, promotion letters, letters of intent, collection letters, introduction letters, congratulations letters, and notification letters. Each is designed for optimal impact.
20 Business Letter Examples with Samples
1. Cover Letter
A cover letter accompanies your resume, highlighting your skills and experience relevant to the specific job. It’s your first opportunity to make a strong impression.
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[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 ad]. With my [Number] years of experience in [Relevant Industry/Field] and a proven track record of [Quantifiable Achievement], I am confident 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 2-3 Key Responsibilities and Achievements]. I am proficient in [List 2-3 Relevant Skills] and possess a strong understanding of [Relevant Industry Knowledge]. I am particularly drawn to [Company Name]’s commitment to [Company Value or Mission] and believe my own values align closely with your organizational culture.
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]
2. Resignation Letter
A resignation letter formally informs your employer of your decision to leave your position. It should be professional and concise.
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Manager Name]
[Manager 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 Job Title] with [Company Name], effective [Your Last Day of Employment].
I have enjoyed my time at [Company Name] and appreciate the opportunities I have been given during my [Number] years of employment. I am grateful for the experience and knowledge I have gained.
I am committed to ensuring a smooth transition during my departure and am happy to assist in training my replacement. Please let me know how I can be of assistance.
I wish you and [Company Name] all the best in the future.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
3. Thank You Letter
A thank you letter expresses gratitude for a gift, favor, or opportunity. It’s a simple gesture that can leave a lasting positive impression.
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name]
[Recipient Title] (If applicable)
[Company Name] (If applicable)
[Recipient Address]
Dear [Mr./Ms./Mx. Recipient Last Name],
I am writing to express my sincere gratitude for [Reason for Thank You – e.g., your time during the interview, the generous gift, the helpful advice]. I truly appreciate [Specific Detail about what you are thanking them for].
[Elaborate slightly on the impact of their action – e.g., The information you provided was invaluable in helping me make a decision., The gift was exactly what I needed., The opportunity to learn from you was truly beneficial.].
Thank you again for your kindness and generosity.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
4. Complaint Letter
A complaint letter expresses dissatisfaction with a product, service, or experience. It should be clear, concise, and polite, stating the problem and desired resolution.
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Customer Service Department or Relevant Contact]
[Company Address]
Dear [Sir/Madam or To Whom It May Concern],
I am writing to express my dissatisfaction with [Product/Service] purchased on [Date of Purchase] from [Location of Purchase or Website]. My order number is [Order Number] (if applicable).
I experienced the following problem: [Clearly and Concisely Describe the Problem].
As a result of this issue, I would like [State Desired Resolution – e.g., a refund, a replacement, a repair].
I have attached [Mention any supporting documentation – e.g., photos, receipts]. I look forward to your prompt response and a resolution to this matter.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
5. Sales Letter
A sales letter aims to persuade the reader to purchase a product or service. It should highlight the benefits and address potential concerns.
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name]
[Recipient Title] (If applicable)
[Company Name] (If applicable)
[Recipient Address]
Dear [Mr./Ms./Mx. Recipient Last Name],
Are you looking for a way to [Address a common problem or need]?
[Your Company Name] is proud to introduce [Product/Service], a revolutionary solution designed to [Key Benefit 1] and [Key Benefit 2]. Imagine [Paint a picture of the reader experiencing the benefits].
[Product/Service] offers: [List 3-5 Features and their corresponding benefits]. *This results in [Quantifiable result or benefit]*
For a limited time, we are offering [Special Offer – e.g., a discount, free shipping, a bonus item]. To learn more and take advantage of this offer, visit our website at [Website Address] or call us at [Phone Number].
We are confident that [Product/Service] will exceed your expectations. Contact us today to discover how we can help you [Reiterate the main benefit].
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name/Company Name]
6. Inquiry Letter
An inquiry letter seeks information about a product, service, or opportunity. It should be clear and specific about the information needed.
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Relevant Department or Contact Person, if known]
[Company Address]
Dear [Sir/Madam or To Whom It May Concern, or Dear [Contact Person Last Name] if known],
I am writing to inquire about [Specifically state what you are inquiring about – e.g., your [Product/Service], potential job opportunities, information about a conference].
I am particularly interested in [Specific details or aspects of your inquiry]. I would appreciate it if you could provide me with information on [List specific questions you want answered].
[Optional: Explain why you are interested and how you plan to use the information].
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]
7. Follow-Up Letter
A follow-up letter reinforces a previous interaction, such as an interview, meeting, or sales conversation. It shows continued interest and professionalism.
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name]
[Recipient Title] (If applicable)
[Company Name] (If applicable)
[Recipient Address]
Dear [Mr./Ms./Mx. Recipient Last Name],
I am writing to follow up on our [Meeting/Interview/Conversation] on [Date]. I enjoyed learning more about [Topic discussed] and appreciate you taking the time to speak with me.
[Optional: Reiterate your interest and qualifications or summarize key takeaways from the conversation]. For example: “I remain very interested in the [Job Title] position and believe my skills in [Skill 1] and [Skill 2] would be a valuable asset to your team.” or “I was particularly interested in your discussion of [Specific topic] and the potential for [Positive outcome].”].
Thank you again for your time and consideration. Please let me know if you require any further information from my end.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
8. Apology Letter
An apology letter expresses remorse for a mistake or wrongdoing. It should be sincere, acknowledge responsibility, and offer a solution.
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name]
[Recipient Title] (If applicable)
[Company Name] (If applicable)
[Recipient Address]
Dear [Mr./Ms./Mx. Recipient Last Name],
I am writing to sincerely apologize for [Clearly state the mistake or wrongdoing]. I understand that my actions [or the actions of my company] have caused [Consequences of the mistake] and I take full responsibility for my part in this matter.
[Explain the situation briefly, without making excuses. Focus on what you are taking responsibility for].
To rectify the situation, I will [Outline the steps you are taking to resolve the issue]. I am committed to ensuring that this does not happen again.
I value your business [or relationship] and hope that you will accept my sincere apologies.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name/Company Name]
9. Request Letter
A request letter asks for something, such as information, assistance, or permission. It should be clear, polite, and specify what you need.
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name]
[Recipient Title] (If applicable)
[Company Name] (If applicable)
[Recipient Address]
Dear [Mr./Ms./Mx. Recipient Last Name],
I am writing to request [Clearly state what you are requesting – e.g., a copy of the report, your assistance with a project, permission to use your facilities].
[Explain why you are making the request and how it will benefit you or others]. I need [Specific resource/assistance] to [Achieve specific goal].
I would be grateful if you could [Specific action you want them to take]. Please let me know if this is possible and what the timeframe would be.
Thank you for your time and consideration. I look forward to your response.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
10. Recommendation Letter
A recommendation letter supports someone’s application for a job, school, or award. It should highlight their skills, qualities, and achievements.
[Your Name]
[Your Title]
[Your Company/Organization]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Admissions Committee/Hiring Manager]
[Recipient Title] (If applicable)
[Organization Name]
[Recipient Address]
Dear [Mr./Ms./Mx. Recipient Last Name or To Whom It May Concern],
It is with great pleasure that I recommend [Applicant Name] for [Position/Program/Award]. I have known [Applicant Name] for [Number] years as their [Your relationship to the applicant – e.g., supervisor, professor, mentor].
During this time, I have been consistently impressed by [Applicant Name]’s [Key Skill 1], [Key Skill 2], and [Key Skill 3]. *For example, [He/She/They] consistently demonstrated [Skill 1] by [Specific example of the skill in action].* [He/She/They] is a highly [Positive adjective 1] and [Positive adjective 2] individual with a strong work ethic and a dedication to excellence.
[Share a specific anecdote or accomplishment that demonstrates the applicant’s abilities]. This experience demonstrated [Applicant Name]’s ability to [Key skill demonstrated].
I am confident that [Applicant Name] would be a valuable asset to your [Organization/Program]. I highly recommend [him/her/them] without reservation. Please feel free to contact me if you have any further questions.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
11. Order Confirmation Letter
An order confirmation letter confirms the details of a customer’s order, including the items purchased, price, and shipping information.
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
[Date]
[Customer Name]
[Customer Address]
Dear [Mr./Ms./Mx. Customer Last Name],
Thank you for your recent order with [Your Company Name]! We are pleased to confirm the following details:
Order Number: [Order Number]
Order Date: [Order Date]
Shipping Address: [Shipping Address]
Billing Address: [Billing Address]
Items Ordered:
[Item 1] – [Quantity] – [Price]
[Item 2] – [Quantity] – [Price]
[Item 3] – [Quantity] – [Price]
Subtotal: [Subtotal]
Shipping & Handling: [Shipping Cost]
Tax: [Tax Amount]
Total: [Total Amount]
Your order is currently being processed and is expected to ship within [Number] business days. You will receive a separate email with tracking information once your order has shipped.
If you have any questions or concerns, please do not hesitate to contact us at [Your Company Phone Number] or [Your Company Email].
Thank you again for your order!
Sincerely,
[Your Company Name] Customer Service Team
12. Adjustment Letter
An adjustment letter responds to a customer complaint, offering a solution or explanation. It aims to resolve the issue and maintain customer satisfaction.
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
[Date]
[Customer Name]
[Customer Address]
Dear [Mr./Ms./Mx. Customer Last Name],
Thank you for contacting us regarding [Issue the customer complained about]. We appreciate you bringing this to our attention.
We have reviewed your complaint and [State the outcome of the review – e.g., we understand your frustration, we have investigated the matter, we found an error on our part].
To resolve this issue, we are [State the solution you are offering – e.g., issuing a full refund, sending a replacement product, offering a discount on your next purchase].
[Optional: Explain the reason for the issue, if appropriate, without making excuses. Focus on what you are doing to prevent it from happening again].
We value your business and apologize for any inconvenience this may have caused. We hope to have the opportunity to regain your trust in the future.
Sincerely,
[Your Company Name] Customer Service Team
13. Credit Request Letter
A credit request letter asks a supplier or vendor to extend credit terms for purchases.
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
[Date]
[Vendor Company Name]
[Credit Department or Relevant Contact]
[Vendor Company Address]
Dear [Sir/Madam or To Whom It May Concern or Dear [Contact Person Last Name] if known],
Our company, [Your Company Name], has been a customer of [Vendor Company Name] for [Number] years, purchasing [Types of products or services purchased]. We have always maintained a good payment history with your company.
We are currently seeking to establish a credit line with your company to facilitate larger and more frequent purchases. We are requesting a credit line of [Amount of Credit Requested].
To support our request, we have attached [Financial statements, credit references, or other supporting documentation]. We believe our strong financial performance and history with your company make us a reliable credit risk.
Thank you for considering our request. We look forward to your positive response.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
[Your Title]
14. Termination Letter
A termination letter formally informs an employee of their termination from employment. It must be handled carefully and legally.
[Your Company Name]
[Your Company Address]
[Date]
[Employee Name]
[Employee Address]
Dear [Mr./Ms./Mx. Employee Last Name],
This letter is to inform you that your employment with [Your Company Name] is being terminated, effective [Date of Termination].
[State the reason for termination, if applicable and legally permissible. Be factual and avoid emotional language. Consult with legal counsel before sending]. For example: “This decision is a result of a restructuring within the department.” or “This decision is based on your performance, which has not met the required standards despite previous warnings and opportunities for improvement.”
Your final paycheck, including any accrued vacation time, will be mailed to your address on file on [Date]. Information regarding your eligibility for benefits, including COBRA and 401(k) options, will be provided separately.
We request that you return all company property, including your laptop, mobile phone, and employee badge, to [Location] by [Date].
We wish you the best in your future endeavors. Please contact [HR Contact Name] at [HR Contact Phone Number] if you have any questions regarding your final paycheck or benefits.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
[Your Title]
Important Note: Termination letters should *always* be reviewed by legal counsel to ensure compliance with all applicable laws and regulations. The above example is a *general template* and may not be suitable for all situations.
15. Promotion Letter
A promotion letter formally announces an employee’s promotion to a new position within the company.
[Your Company Name]
[Your Company Address]
[Date]
[Employee Name]
[Employee Address]
Dear [Mr./Ms./Mx. Employee Last Name],
We are pleased to announce your promotion to the position of [New Job Title], effective [Date of Promotion].
This promotion is a recognition of your hard work, dedication, and valuable contributions to [Your Company Name]. Your [Specific accomplishments or skills that led to the promotion] have been instrumental to our success.
In your new role as [New Job Title], you will be responsible for [Briefly describe the key responsibilities]. Your salary will be [New Salary] per [Pay Period – e.g., year, month]. You will also be eligible for [New Benefits or Perks, if applicable].
We are confident that you will excel in this new role and continue to be a valuable asset to our team. We look forward to your continued success at [Your Company Name].
Please join us for a brief celebration in the [Location – e.g., conference room, break room] at [Time] on [Date] to recognize your achievement.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
[Your Title]
16. Letter of Intent (LOI)
A letter of intent outlines the preliminary understanding between two or more parties who intend to enter into an agreement.
[Your Company Name/Your Name]
[Your Address]
[Date]
[Counterparty Company Name/Counterparty Name]
[Counterparty Address]
Dear [Mr./Ms./Mx. Counterparty Last Name],
This Letter of Intent (the “LOI”) outlines the preliminary understanding between [Your Company Name/Your Name] and [Counterparty Company Name/Counterparty Name] with respect to [brief description of the proposed transaction or agreement, e.g., the potential acquisition of Company X, a joint venture for Product Y].
Non-Binding Provisions: Except as expressly provided below, this LOI is not intended to be legally binding and is for discussion purposes only. No party shall be legally bound until a definitive agreement (the “Definitive Agreement”) is executed and delivered.
Key Terms (Subject to Further Negotiation and Due Diligence):
* **Purchase Price/Investment Amount:** [Approximate amount and payment terms]
* **Closing Date:** [Target closing date]
* **Due Diligence:** [Description of the due diligence process]
* **Exclusivity:** [Whether an exclusivity period is granted and its duration]
* **Governing Law:** [Jurisdiction governing the Definitive Agreement]*
Binding Provisions: The following sections of this LOI shall be binding upon the parties: [List specific sections that are intended to be legally binding, e.g., Confidentiality, Exclusivity, Governing Law].
This LOI shall expire on [Date], unless extended by written agreement of both parties. We look forward to working with you to finalize a Definitive Agreement.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
[Your Title]
Important Note: LOIs can have significant legal implications. *Always* consult with legal counsel before drafting or signing a Letter of Intent. This template is for illustrative purposes only.
17. Collection Letter
A collection letter is sent to a customer with an overdue payment, reminding them of the debt and requesting payment.
[Your Company Name]
[Your Company Address]
[Date]
[Customer Name]
[Customer Address]
Dear [Mr./Ms./Mx. Customer Last Name],
This letter is to remind you that your invoice [Invoice Number] for [Amount] is now overdue. The original due date was [Due Date].
[Optional: Briefly describe the goods or services provided in the invoice].
We understand that oversights can happen. Please remit payment at your earliest convenience. You can pay by [List payment methods – e.g., check, credit card, online portal].
If you have already sent payment, please disregard this notice. If you have any questions or require clarification regarding this invoice, please contact us at [Your Company Phone Number] or [Your Company Email].
We value your business and appreciate your prompt attention to this matter.
Sincerely,
[Your Company Name] Accounting Department
Note: This is a first-stage collection letter. Further letters in a series may become more firm in tone and outline potential consequences of non-payment. *Legal advice is recommended for drafting collection letters, especially as the debt becomes increasingly overdue.*
18. Introduction Letter
An introduction letter introduces someone to a new contact or opportunity.
[Your Name]
[Your Title]
[Your Company/Organization]
[Your Address]
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Company/Organization]
[Recipient Address]
Dear [Mr./Ms./Mx. Recipient Last Name],
I am writing to introduce you to [Person Being Introduced], who is [Brief description of the person – e.g., a talented software engineer, a successful entrepreneur, a leading expert in the field].
[Explain why you are making the introduction and how the recipient might benefit from connecting with the person being introduced]. For example: “[Person Being Introduced] is currently looking for opportunities in [Industry/Field] and I thought their expertise in [Specific Skill] would be of interest to you, given [Recipient’s Company]’s work on [Project].” or “[Person Being Introduced] is developing a groundbreaking [Product/Service] and I believe it could be a valuable resource for your organization.”
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