Business Letter: The business letter is a formal letter used by a company to address another company. These are forma documents sent from an organisation to another firm or an individual, clients, employees or stakeholders. It is used for professional correspondence between two people. Hence, it plays an important role in corporate industries.
A business letter can also be sent via email which is the most common nowadays. But still there are many times that printed business letters are also used for serious concerns such as employment letters, job offers, appointment letters, reference letters, relieving letters, etc.
Get Other Types of Letter Writing like Formal, Informal and Different Types of Letter Writing Samples.
The meaning of business letter is it deals with the business firms, where a formal letter format is circulated to pass any particular information among companies or individuals. These letters could be short or long based on the requirement.
In this article, we will look into the format of business letters along with the samples/example of business letters, which will help you to write such letters. Business Format Letter Class 10, First, let us see some of the types of business letters.
Types of Business Letter
There could be many kinds of business letters which are written for specific reasons, such as:
- Offer Letter
- Acknowledgment letter
- Appointment Letter
- Reference Letter
- Order Letter
- Complaint Letter
- Sales Letter
- Employment Letter
- Recommendation Letter
- Inquiry letter
How to Write a Business Formal Letter?
The template of a modern business letter should be such that it should include all the crucial details in it. The length of the letter should not be too long, it should be short and only include the mandatory details along with the purpose of writing the letter. A good business letter should be written on letterhead.
The opening of the letter should be brief. The introduction of the letter should include the information which explains to the reader the objective of the letter.
The writer should not lose the track of the letter by meandering sentences and writing any unnecessary words. The letter should be convincing to the other person for the purpose you have written to him/her.
If you don’t know to whom the letter is addressed to in XYZ company, you can start the letter with “To whomsoever, it may concern”.
Make sure you mention the addresses correctly in the letter. Salutation in the letter is very important, it displays your politeness. You can use Dear or Mr./Ms at the beginning.
Introduce yourself in the first paragraph, in the second one write the purpose of the letter and in the third paragraph write the conclusion.
Business Letter Format
The format of the letter should be in a given manner:
Sender’s Contact Details
- Name
- Job Title
- Company
- Address
- City, State Zip Code
- Phone Number
- Email Address
Date: The date of writing a letter
Recipient’s Contact Details
- Name
- Title
- Company Name
- The Company’s Address
- City, State Zip Code
Salutation
- “To Whom It May Concern,” if you’re unsure specifically whom you’re addressing.
- “Dear Mr./Ms./Dr. [Last Name],”
- “Dear [First Name],” only if you have an informal relationship with the recipient.
Body
- Paragraph 1: Introduce yourself
- Paragraph 2: Write the purpose of the letter
- Paragraph 3: Conclusion
Closing the Letter
- Respectfully yours
- Yours sincerely
- Cordially
- Respectfully
If your letter is less formal, use:
- All the best
- Best
- Thank you
- Regards
Signature: Put your signature and include full name, title, phone number, email address, and any other contact details you would like to mention. Always mention alternative contact information in the letter.
Business Letter Sample
The sample business letter is given here. You can take it as a reference for formal letter writing in English concerned to a person or a company. Make sure to mention the particulars correctly such as the Name of the person, address, contact details, etc.
Also, address the person politely and the same tone should be maintained in the whole letter. Close the letter with Yours sincerely/faithfully/truly.
Business Letter Email Writing Samples
We don’t have to mention the address of the sender in the beginning of the business letter if we are sending via mail. But at the end of the letter, name, designation, address, contact details should be mentioned.
Job Application Letter
An application letter for a job is written by an individual to a company, whenever there is any vacancy available. If the individual is suitable for the job he/she can apply for the job by writing a formal letter to the HR department of the company.
FAQ’s on Business Letter
Question 1.
What is a business letter?
Answer:
A business letter is a Format formal letter used by a company to address another company. These are formal documents sent from an organisation to another firm or an individual, clients, employees or stakeholders. It is used for professional correspondence between two people. Hence, it plays an important role in corporate industries.
Question 2.
What is the format of a formal letter?
Answer:
If you don’t know to whom the letter is addressed in XYZ company, you can start the letter with “To whomsoever, it may concern”. Make sure you mention the addresses correctly in the letter. Salutation in the letter is very important, it displays your politeness. You can use Dear or Mr./Ms at the beginning. Introduce yourself in the first paragraph, in the second one write the purpose of the letter and in the third paragraph write the conclusion.
Question 3.
What are the types of business letters?
Answer:
There are many types of business letters. They are usually used for professional purposes.
- Order Letter
- Complaint Letter
- Sales Letter
- Employment Letter
- Offer Letter
- Recommendation Letter
- Inquiry letter
- Acknowledgment letter
- Sales letter
- Appointment Letter
- Reference Letter