Business Letter Writing format | How to Write a Business Letter Format and Examples
Topics Covered in Business Letter are –
- What is a Business Letter?
- Business Letters Writing format Video
- Why write Business Letters
- Business Letter Format
- Business Letter Points to remember while making the format
- Business Letter Useful Tips
- Business Letter Samples
- Business Letter FAQs
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.
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
Body of the letter
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)
Delhi Public School
Sector 12, RK Puram
New Delhi- 110022
5 January 2021
Vikas Publishing House Ltd.
Darya Ganj, Central Delhi
New Delhi- 110002
Subject- Placing an order for books for the school library
I would like to place an order with you for the following books.
The Story of My Life- Helen Keller
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.
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)
Sector 26, Rohini
New Delhi- 110085
11 February 2021
Customer Service Manager
Ganesh Electronics Pvt. Ltd.
Rohini, New Delhi- 110085
Subject- Filing complaint for a defect in purchase no. MS-845/07/2020
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.
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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)
584, Defence Colony
21 February 2021
Learn a Language
Subject- Enquiring about Spanish learning course
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.
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.
Turbo Automobiles Ltd.
Pahar Ganj, Central Delhi
3 March 2021
Tools & Spares
Subject- Cancellation of order no. TS/948 dated 6 September 2020
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.
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)
New Delhi- 110039
11 March 2021
The Hotel Manager
Vikrant & Co., Manali
Subject- Complaint and feedback letter
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.
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.
Jatin & Brothers Ltd.
New Delhi- 110045
14 March 2021
Jaipur, Rajasthan- 450008
Subject- Regarding delay in order
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.
Business Letter FAQs
1. Why is a business letter classified as a formal letter?
A1. A business letter is classified as a formal letter because it is sent to business associates like sellers or customers or suppliers. It is an important document in today’s world of business and commerce. It is considered to be of more use and importance than other forms of communication. Even the tone of a business letter is formal.
2. Define a business letter.
A2. A business letter is a type of formal letter written by a businessman or a company to another businessman or company. The subject of the letter is in regard to business matters only. Customers of a company may also write or receive a business letter. Therefore, in other words, we can say that a business letter is written by and to the people involved in business – both producers and consumers. It can be further classified into order letter, letter of complaint and enquiry letter.
3. What is the format of a business letter?
A3. The format of a business letter is given below:
4. What are the different topics for which business letter can be written?
A4. The different topics for which business letters are written are as follows:
To make an enquiry
To reply to an enquiry letter
To make a complaint
To place an order
To cancel an order
To get information regarding the placed order
5. List 5 things that one should keep in mind while writing a business letter.
A5. 5 things that one should keep in mind while writing a business letter are as follows:
The tone and language of a business letter has to be formal.
The format of the business letter must be followed.
The subject of the letter should be underlined.
The content should be to the point, brief and precise.
Salutations like “Dear Sir/Madam” or “Respected Sir/Madam” should be used.
6. Who can send a business letter?
A6. Any company, businessman, customer or prospective customer can send a business letter.
7. What is the purpose of a business letter?
A7. Business letters are important due to the following reasons:
Business letters bring in feedback from customers.
The letters help maintain a strong relationship between the company and its consumers.
Through business letters, a customer can enquire, complain and place an order more easily and efficiently.
Companies can exchange information through business letters.
8. What are the three main parts of a business letter?
A8. A business letter can be divided into 3 main parts which are as follows:
Introduction – The first paragraph is an introductory paragraph, in which we tell why we are writing the business letter.
Content – The second paragraph contains the detailed explanation of the purpose.
Conclusion – The third and final paragraph contains the conclusion, which should tell what we expect from the receiver (especially if the sender is a customer).
9. Suggest different ways to end a business letter.
A9. The different ways in which we can end various business letters are as follows:
Placing an order – while placing an order, we can ask for a speedy delivery or mention the date till when the product or order should be delivered. We can ask for a discount as well.
Complaint letter – while reporting a complaint, we can ask the firm to improve their service or replace the product in question.
Enquiry letter – In this, we can ask for a speedy reply.
10. What type of letter is a business letter?
A10. A business letter is classified as a formal letter.
Also See :
5. Order letter