A business letter is a written communication between a company to another company or between a business and their customers, clients, and other external parties. The use of a business letter depends on the firm’s or the company’s needs such as in trading, buying, and selling. A professional and polished business letter is written in a simple format as long as you know the basics.
However, on this page, we have provided you several templates for business letters that you can download and use. Through these templates, you don’t have to scramble your brain to find the right words for your business letter writing. All you have to do is to edit the specific details and you’re assured to have a business correspondence that looks good as well as professional.
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Why Are Business Letters Important?
There are many reasons why business letters, though in different Business Letter Formats, are important in any business or organization and some of them are the following:
- They are used to exchange business related information between the parties involved in general.
- They are used to keep in touch with customers, clients, suppliers, or even government agencies.
- They are used to sell a good reputation and build goodwill in your relationships with others.
- They serve as records and references of present and previous transactions.
- They are made to build a more lasting impression than oral communication.
- They are the type of business article that can be used as a basic evidence in during legal disputes.
How to Write a Business Letter?
In order to write any business letter, such as Business Complaint Letters, you have to include the following standard parts of a business letter:
- The date when the letter is made or sent.
- The heading which has the information about the sender.
- The inside address which is where you’re sending it to.
- The greeting or salutation to address the reader.
- The body or text which consists of concise paragraphs.
- The short and polite complimentary closing.
- The signature line where you sign your complete name.
- The list of enclosures if they are available.
Sample Business Letter Template
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Sample Business Proposal
Sample Business Reference
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Top 15 Writing Tips for an Effective Business Letter
Writing an effective business may seem like a far cry, especially if you have a little to no experience. Even so, you can follow these tips and start writing like a pro:
- Use a standard business letter format and template.
- Make sure that factual details are complete and accurate.
- The different parts of the letter should be properly spaced.
- Use an appropriate margin for your letters.
- Make your sentences and paragraphs short and concise.
- Be polite and use formal but straight to the point language.
- Address your reader’s needs and provide solutions.
- Establish a positive relationship and be persuasive.
- Use color or different font formats to emphasize ideas.
- Maintain correct grammar and use proper punctuation marks.
- Address names properly with the right title for each person.
- Make sure you write legibly and state your ideas clearly.
- Suggest a follow-up or a need to reply if necessary.
- Do not forget to proofread your letter to avoid mistakes.
- Never include a postscript, this is a formal letter.
For more Business Letter Examples, check out our compilation of Business Reference Letters.
Business Introduction Letter Template
Business Contract Introduction
Local Business Introduction
Business School Introduction
Transport Business Introduction
Business Reference Letter Template
Company Business Reference
Business Reference Letter for a Colleague
Business Reference Letter For Rental
Business Reference Letter for Employment
Business Construction Reference
What Are the Objectives of a Business Letter?
Like the Sample Business Letters on this page, businesses and organizations use business letters for the following objectives:
- To communicate with other related businesses.
- To create a reliable system for business transactions.
- To have a means of business information exchange.
- To build and maintain business relationships.
- To build a good reputation within the industry.
- To keep records and references for transactions made.
- To make a lasting impression in the community.
- To widen your reach and approach to the market.
- To serve as a legal and authoritative proof.
When Do You Need to Write a Business Letter?
The need to write a business letter is based on the different transactions made by the company such as the following:
- Product sales
- Product orders
- Proofs of purchase
For more ideas on how to write a business letter for the list of purposes above, make sure to browse through other articles available here at Template.net, such as these Business Letters of Intent.
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Business Letter Guidelines
Below are some guidelines in the format of your business letters that you need to follow:
- Margins. The standard size of the side, top, and bottom margins is 1 to 1.25 inches. Writing Business Letters in Word already has this default setting.
- Fonts. Use easy to read fonts that are professional looking. You may underline the subject line or use bold or italic formats to highlight texts of importance.
- Punctuations. Remember to use commas after your salutation and closing and make sure to punctuate your sentences in the body properly.
- Form. Be consistent with the form or indentation formats you use in all your business correspondence. You can choose between standard, open, and block formats.
While you’re here, you can also see our Business Thank-You Letters for more business letter ideas.