Business Letters

This page is telling about the style in which business letters are written. Letter-head should be usually used to write the business letters. Failing which clean and white paper can be used for the purpose. An effective business letter will have the followings.

  • Date to indicate when the letters was written

  • Sender’s Address to indicate who wrote the letter

  • Recipient’s Address to whom the letter is addressed

  • Salutation to respect the addressee

  • Body of the letter

  • Closing of the letter

  • Enclosures in support of the body of the letter

  • Typist’s Name with Signature for future reference

  • Date :

    The date line will mention the date on which the letter is written. In case the letter was written few days back, it is better to put the date on which the letter is posted. And the best format to mention the date is the American Format as per which the month will appear before the date which will be followed by the year. Left-Justify the date in the above format.

    August 12, 2010

    Sender’s Address :

    It is better to write the complete address of the person who is writing the letter with the Street Name, Postal Code, the Phone Number and the Fax Number so that the addressee may contact the sender for any clarification. The name and the designation of the sender need not be mentioned, because those points will be mentioned in the closing formalities. This sender’s address is usually called FROM address. This also should be left-justified.

    Recipient’s Address :

    You should write to a specific person in the company. In the echelon of the organisational structure, specific responsibilities will be assigned to the individuals. Depending upon the purpose of the letter, you should address your letter to the specific person who is responsible to attend to your issue. In case, you do not know the name and the designation of the person to whom you have to write your letter, it is better to make a phone call to the company and collect information regarding the person who is responsible to attend to your issue. The personal title (Mr. Mrs. Ms. And Dr.) and the designation of that person should be mentioned in the Recipient’s Address. This alone will make your letter impressive and most effective. In case the address is in other country, the name of that country should be mentioned clearly so that the postal department people will be clear about the destination of the letter. This also should be left-justified. This Recipient’s address is usually called TO address.

    Salutation :

    Use the name of the addressee with his title in the salutation. If you know the addressee personally, it is enough to use the first name of the addressee. In case you do not know the addressee, it is better to use the full name of the addressee. In either care, use the title of the addressee.

    Dear Mr. John,
    Dear Miss Nancy,
    Dear Mrs. John,
    Dear Mr. Barrack Obama,

    In case you are not sure about the sexuality (gender) of the addressee, it is better to use the full name of that person.

    Dear Barrack Obama,

    Body of The Letter :

    The body should be concise and brief. The body should be supported with adequate and authentic documents which should be added as enclosures. In the body of the letter, single space between sentences is better. The letter should be left-justified. Between two paragraphs, single line space should be allowed. The first paragraph should present the issue whereas the second paragraph should give supportive details while the last paragraph should summarise the issue in a brief manner. In case the letter demands any urgent action from the addressee, that should be clearly mentioned in the body of the letter.

    Closing :

    The first letter of the closing line should be in Capital Form.

    With Thank.
    With Thanks.
    Thank You.
    Thanking You.

    After this closing line, there should be space of four or five lines in order to make space to add the signature of the sender.

    Enclosures :

    All the supporting documents should be added so that your letter will get professional and authentic look. Only when the detailed documents are enclosed, the addressee will get your point of view in no time otherwise the addressee will write back to you demanding more information in support of what you have written.

    Typist’s Name with Signature :

    In case you did not type the letter, it is better to add the typist’s name and signature for your future reference.

    1. Letter Request for A Catalogue
    2. Letter Sending Catalogue and Terms
    3. Letter for Opening An Account
    4. Letter Agreeing To Open Account
    5. Letter Sending an Unsolicited Article to a Magazine
    6. Letter Returning Unsolicited Article
    7. Letter Asking for A Quotation
    8. Letter Asking for A Quotation
    9. Letter Giving A Quotation
    10. Letter Giving A Quotation
    11. Letter Asking for an Estimate
    12. Letter Asking for An Estimate
    13. Letter Giving An Estimate
    14. Letter Giving An Estimate
    15. Letter Complaining of Unsatisfactory Job
    16. Letter Requesting for Samples
    17. Letter Requesting for Specimens
    18. Letter Sending Samples
    19. Letter Sending Specimens
    20. Letter Refusing To Send Samples
    21. Letter Refusing To Send Specimens
    22. Letter Ordering Goods
    23. Letter Sending Goods
    24. Letter Informing of Temporary Non-availability of Certain Goods
    25. Letter Informing Customer of Discontinuation of old Line of Goods
    26. Letter Introducing New Line
    27. Letter Offering Alternative Goods to Customer
    28. Letter with Mail-Order-Ordering Goods
    29. Letter after Mail-Order Returning Unsatisfactory Goods
    30. Letter after Mail-Order-Sending Replacement Goods
    31. Letter after Mail-order-Sending Refund
    32. Letter Asking A Dealer To Send A Representative
    33. Letter before Sending A Represenative
    34. Letter for Reordering Goods
    35. Letter Informing Retailer about Goods on Special Offer
    36. Letter before Sending Goods on Special Offer
    37. Letter Returning Offered Goods
    38. Letter Acknowledging Receipt of An Order
    39. Letter Informing Customer of Delay in Executing Order
    40. Letter Informing Customer of Inability To Execute Order
    41. Letter for Returning Wrong Goods
    42. Letter for Returning Unsolicited Goods
    43. Letter Enquiring About Non-Receipt of Goods
    44. Letter Informing Supplier of Missing Goods
    45. Letter Complaining About Delay in Delivery of Goods
    46. Letter Explaining Delay in Delivery of Goods
    47. Letter Cancelling Order Because of Lateness in Delivery
    48. Letter Querying Transport Company About Missing Goods
    49. Letter of Reply To Query About Missing Goods
    50. Letter Informing Supplier about Eventual Delivery of Missing Goods
    51. Letter Informing Supplier of Damaged Goods
    52. Letter Informing Asking For Replacement
    53. Letter Claiming For Damaged Goods Against Transport Company
    54. Letter Returning Missent Goods
    55. Letter Complaining About Poor Quality of Goods Received
    56. Letter Returning Poor Quality Goods
    57. Letter Informing Customers of Price Increase
    58. Letter Informing Retailers of Price Increase
    59. Letter Informing Customers of Change in Telephone Numbers
    60. Letter Informing Retailers of Change in Telephone Numbers
    61. Letter Informing Customers of Change in Address
    62. Letter Informing Retailers of Change in Address
    63. Letter Informing Customers of Change of Management
    64. Letter Informing Retailers of Change of Management
    65. Letter Informing Customers of Change of Partner
    66. Letter Informing Retailers of Change of Partner
    67. Letter Informing Customers of Change of Representative
    68. Letter Informing Retailers of Change of Representative
    69. Letter Informing Customers of Change of Company Name
    70. Letter Informing Retailers of Change of Company Name
    71. Letter Complaining of Short Supply of Goods
    72. Letter Explaining Short Supply
    73. Letter Sending Credit Note
    74. Letter Disputing Claim of Short Supply
    75. Letter of Invitation To Participate in Exhibition
    76. Letter for Participating in An Exhibition
    77. Letter for Sending Books for An Exhibition
    78. Letter Returning Unsold Goods
    79. Letter Inquiring About Unfilled Order
    80. Letter Asking for Settlement of Account before Filling New Order
    81. Letter Asking For Payment Before Sending Goods
    82. Letter informing Wrong Price Quoted in Order
    83. Letter informing customer of abrupt Increase in Price
    84. Letter for Cancellation of Order Because Of Price Increase
    85. Memorandum regarding Unfulfilled Order
    86. Memorandum regarding Long Business Tour
    87. Memorandum Regarding Congratulatory Message
    88. Memorandum Regarding Helping A Branch Office
    89. Business Letters - 2
    90. Introductory Business Letters
    91. Sample Business Letter - 1
    92. Sample Business Letter - 2
    93. Business Communication
    94. 500 Essential Business Letters
    95. 597 Business and Sales Letters
    96. 597 Business Letters Library
    97. Business Letter is A Salesman.
    98. Composition of A Business Letter
    99. Samples of Business Letters
    100. Analysis of A Business Letter
    101. Business Letters
    102. Letter-Writing
    103. Letter Writing
    104. Writing Business Letters
    105. Business Letters Sample
    106. Free Business Letters
    107. Free Business Thank You Letters
    108. Free Examples of Business Letters
    109. Sample Business Letters
    110. Samples of Business Letters
    111. Business Letters
    112. Business Thank You Letters
    113. Examples of Business Letters - 1
    114. Examples of Business Letters - 2
    115. Free Sample Business Letters
    116. Free Samples of Business Letters
    117. Sample of Business Letters
    118. Thank You Sample Letters
    119. Business Letters
    120. Assorted Business Letters
    121. Business Letters to Customers
    122. Essential Business Letters
    123. Frequently Used Business Letters
    124. General Business Letters
    125. Handbook of Business Letters
    126. 500 Free Business Letters
    127. Business Letters
    128. Introduction to Business Letters

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