Business Letters | Business Letter Format, Types, Examples

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Business Letter Writing format | How to Write a Business Letter Format and Examples

Topics Covered in Business Letter are –

Business Letters are an essential requirement in today’s business world. Business letters are a type of formal letter sent from one company to another, or between such organizations and their customers, clients, or other external parties. A business letter is a permanent written record, and may be taken more seriously by the recipient than other forms of communication

Business letters are a type of formal letter. A formal letter is a letter which is written for an official purpose using a designated format and language.

Learn more – Letter Writing Format | Formal Letter and Informal Letter, Types, Samples, Examples

What is a Business Letter?

A business letter is written to a business firm (or a particular person).

Business letters can be written for a variety of purposes. Some of the reasons for writing business letters include

making an enquiry,
replying to an enquiry,
making a complaint related to a product/ service,
placing or cancelling orders,
getting information regarding order placed etc.

Business Letter Writing format Video

Why write Business Letters

Maintains and strengthens customer relationship
Ensures communication between businesses
Helps to gather feedback, complaints etc
Leads to increase in customer base and loyalty
Helps in exchange of relevant business information

Business Letter Format

Sender’s Address

Date

Receiver’s Address

Subject Heading

Salutation

Body of the letter

Complimentary Close

Learn more – Informal Letter Format, Types, Topics and Sample

Business Letter- Points to remember while making the format

Sender’s address is usually written in 3-4 lines
The subject of the letter should always be underlined
Salutations like “Dear Sir/Ma’am” or “Respected Sir/Ma’am” should be used
The introductory paragraph of body should highlight the purpose of the letter
The main paragraph of the body should contain details of the letter
The concluding paragraph should be a conclusion of the first two paragraphs
“Yours truly/faithfully” should be used as the complimentary close

Business Letter Useful Tips

Business letters should be to-the-point, clear and precise.
Simple language should be used.
Abbreviations and short forms must be avoided.
When placing orders, the description of items should be clearly mentioned.
Senders should inform about the desirable mode of payment/ transportation etc.
Appropriate language should be used.

Business Letter Samples

Business Letter Example 1: You manage the supply of books in the school library. Write a letter for placing the order for the books to the Vikas Publishing House Ltd. (100-150 words)

Solution 1:

Delhi Public School
Sector 12, RK Puram
New Delhi- 110022

5 January 2021

To
Vikas Publishing House Ltd.
Darya Ganj, Central Delhi
New Delhi- 110002

Subject- Placing an order for books for the school library

Dear Sir

I would like to place an order with you for the following books.

English Grammar
Class 8th
20 Copies

English Grammar
Class 9th
30 Copies

Higher Mathematics
Class 11th
10 Copies

Higher Mathematics
Class 12th
20 Copies

The Story of My Life- Helen Keller
Novel
15 Copies

Kindly ensure that the books are of the latest edition and in proper state. It is a request to deliver these books latest by 5 January 2021 and bills for the same shall be cleared at the time of delivery. Please offer a suitable discount on the purchase.

Thanking you
Yours faithfully
Vaibhav
Library Manager

Business Letter Example 2: Write a letter to the customer service manager of Ganesh Electronics Pvt. Ltd. complaining about a defect in the music system purchased from the store. Sign yourself as Gauri/Gaurav. (100-150 words)

Solution 2:

H.No.58 Block-D
Sector 26, Rohini
New Delhi- 110085

11 February 2021

To
Customer Service Manager
Ganesh Electronics Pvt. Ltd.
Rohini, New Delhi- 110085

Subject- Filing complaint for a defect in purchase no. MS-845/07/2020

Dear Sir

I hereby write to complain regarding the defect in the music system w.r.t bill no. MS-845/07/2020 purchased on 11 January 2021 from your store.

The music system worked properly for one month but it has not been functioning properly for the past three days. The sound breaks whilst the songs are being played and the system hangs multiple times. Coupled with this, the songs stop playing abruptly and require the system to be restarted. Since the music system is still in the warranty period of six months, I wish to get it replaced at the earliest.

I request you to look into this matter without any delay and provide a new working music system of the same brand. I have enclosed a copy of the bill of purchase for your reference. Looking forward to your early response.

Thanking you
Yours truly
Gauri

Learn More –

1. Article writing

2. Debate writing

3. speech writing

4. Report writing

Business Letter Example 3: You wish to do Spanish learning course from the institute ‘Learn a Language’. Write a letter to enquire about course details, fees, duration etc. sign yourself as Kritika/Kartik. (100-150 words)

Solution 3:

584, Defence Colony
Dehradun
Uttarakhand- 24801

21 February 2021

To
The Manager
Learn a Language
Connaught Place
Uttarakhand- 248001

Subject- Enquiring about Spanish learning course

Sir/ Ma’am

I wish to enquire about the Spanish learning course offered by your institute. Since I have basic knowledge of Spanish language priorly, I wish to learn the language at an advanced level.

I request you to provide the following details relating to the advance level Spanish learning course-

fee of the course
duration of the course
Course material
Class schedule
batch size (if any) and;
other relevant details

Please attach the complete brochure along with the letter. I look forward to a quick response regarding the enquiry.

Thanking you
Yours truly
Kritika

Business Letter Example 4: You are in-charge of purchase for Turbo Automobiles Ltd. Last week you made an order which is still pending. Write a letter to the manager of ‘Tools & Spares’ for the cancellation of the aforementioned order in less than 150 words.

Solution 4:

Turbo Automobiles Ltd.
Pahar Ganj, Central Delhi
Delhi- 110055

3 March 2021

To
The Manager
Tools & Spares
Delhi- 110065

Subject- Cancellation of order no. TS/948 dated 6 September 2020

Sir

I want to draw your attention to an order made with you on 6 February 2020 w.r.t order number TS/948. I hereby make a kind request to cancel this order.

Our company had undertaken a project for which this order was made. However, we are no longer doing the project and hence we do not require the items that we ordered from you. Since the order cancellation request is made within 10 days of the order placement, it is in compliance with your firm policies. No payment had been made and thus, there are no outstanding balances and the accounts stand clear.

Please confirm the cancellation of the order at the earliest. I shall make the cancellation payment after cancellation is confirmed. I have enclosed a copy of the original order receipt.

Thanking you
Yours faithfully
Sarvesh
Purchase in-charge

Business Letter Example 5: You went for a vacation with your family to Manali and stayed in hotel Vikrant & Co. However, you are not satisfied with their service. Write a letter describing your stay and providing relevant suggestions. You are Sudip/ Susheela Mishra. (100-150 words)
Solution 5:

H.No.32
Defence Colony
South Delhi
New Delhi- 110039
11 March 2021

To
The Hotel Manager
Vikrant & Co., Manali
Uttarakhand- 360087

Subject- Complaint and feedback letter

Dear Sir

I wish to inform you about my stay at your hotel from 02/03/2021 to 06/03/2021. I regret to inform you that my family and I are quite unsatisfied with the stay at your hotel.

We came to know about your hotel from a travel site. Although the pictures and reviews were quite decent, the actual experience didn’t conform to the standards. For instance, the bed sheets and quilts were dirty; the staff was not cooperative and the room service was slow. We were made to pay separately for the cab service even though the website mentioned that the accommodation charges included a free cab.

I suggest you look into these matters carefully as they will help to improve your service and ensure a better experience for the customers. Moreover, it would be better if you could mention the correct information about the facilities, which you are willing to provide on the partner websites.

Thanking you
Yours truly
Sudip Mishra

Business Letter Example 6: You are the owner of Jatin & Brothers Ltd. You have received a lot of orders from various customers. Write a letter to one of the customers informing them about delay in fulfillment of their order in less than 150 words.

Solution 6:

Jatin & Brothers Ltd.
Lajpat Nagar
New Delhi- 110045

14 March 2021

To
The Manager
Krishna Production
Jaipur, Rajasthan- 450008

Subject- Regarding delay in order

Sir

We hereby write to inform you that your order no. 582/JPL which was due for delivery on 12 March 2021 would be late by a few days.

Due to the peak season, we have received orders in bulk. Some of these are urgent and need to be completed without any delay. With reference to our previous conversation, we think you will not have a problem with the delay since you do not have an urgency. We will update you regarding the confirmed date of delivery soon, however, I assure you that it will be delivered to you before 20 March 2021.

We apologise for the inconvenience caused. Looking forward to your cooperation.

Thanking you
Yours truly
Jatin Sharma

Also See :

1. Letter to the editor

2. Letter to the Government

3. Letter to the police

4. Application for School/College leaving Certificate

5. Order letter

6. Complaint letter

7. Enquiry letter

8. Business letter

9. Application letter for job