Sample Bussines Letter

Sample Bussines Letter

1. Return Address: If your stationery has a letterhead, skip this. Otherwise, type your name, address and optionally, phone number. These days, it's common to also include an email address.

2. Date: Type the date of your letter two to six lines below the letterhead. Three are standard. If there is no letterhead, type it where shown.

3. Reference Line: If the recipient specifically requests information, such as a job reference or invoice number, type it on one or two lines, immediately below the Date (2). If you're replying to a letter, refer to it here. For example,

   • Re: Job # 625-01
   • Re: Your letter dated 1/1/200x.

4. Special Mailing Notations: Type in all uppercase characters, if appropriate. Examples include

   • SPECIAL DELIVERY
   • CERTIFIED MAIL
   • AIRMAIL

5. On-Arrival Notations: Type in all uppercase characters, if appropriate. You might want to include a notation on private correspondence, such as a resignation letter. Include the same on the envelope. Examples are

   • PERSONAL
   • CONFIDENTIAL

6. Inside Address: Type the name and address of the person and/or company to whom you're sending the letter, three to eight lines below the last component you typed. Four lines are standard. If you type an Attention Line (7), skip the person's name here. Do the same on the envelope.

7. Attention Line: Type the name of the person to whom you're sending the letter. If you type the person's name in the Inside Address (6), skip this. Do the same on the envelope.

8. Salutation: Type the recipient's name here. Type Mr. or Ms. [Last Name] to show respect, but don't guess spelling or gender. Some common salutations are

   • Ladies:
   • Gentlemen:
   • Dear Sir:
   • Dear Sir or Madam:
   • Dear [Full Name]:
   • To Whom it May Concern:

9. Subject Line: Type the gist of your letter in all uppercase characters, either flush left or centered. Be concise on one line. If you type a Reference Line (3), consider if you really need this line. While it's not really necessary for most employment-related letters, examples are below.

   • SUBJECT: RESIGNATION
   • LETTER OF REFERENCE
   • JOB INQUIRY

10. Body: Type two spaces between sentences. Keep it brief and to the point.

11. Complimentary Close: What you type here depends on the tone and degree of formality. For example,

    • Respectfully yours (very formal)
    • Sincerely (typical, less formal)
    • Very truly yours (polite, neutral)
    • Cordially yours (friendly, informal)

12. Signature Block: Leave four blank lines after the Complimentary Close (11) to sign your name. Sign your name exactly as you type it below your signature. Title is optional depending on relevancy and degree of formality. Examples are

    • John Doe, Manager
    • P. Smith
      Director, Technical Support
    • R. T. Jones - Sr. Field Engineer

13. Identification Initials: If someone typed the letter for you, he or she would typically include three of your initials in all uppercase characters, then two of his or hers in all lowercase characters. If you typed your own letter, just skip it since your name is already in the Signature Block (12). Common styles are below.

    • JAD/cm
    • JAD:cm
    • clm

14. Enclosure Notation: This line tells the reader to look in the envelope for more. Type the singular for only one enclosure, plural for more. If you don't enclose anything, skip it. Common styles are below.

    • Enclosure
    • Enclosures: 3
    • Enclosures (3)

15. cc: Stands for courtesy copies (formerly carbon copies). List the names of people to whom you distribute copies, in alphabetical order. If addresses would be useful to the recipient of the letter, include them. If you don't copy your letter to anyone, skip it.

Bussines Letter Format

Writing a business letter can be tough work. I know because I used to have the hardest time trying to come up with the words and the proper layout of a business letter.

I'd used to sit there and stare at the computer screen wondering what the business letter writing mystery was about.

I'll tell you right now that it's no mystery. As long as you know the proper business letter formats, you should have no problem putting together a professional sounding business letter. A lot of the problem that people have with writing a business letter is that they don't know where things should go or what business letter format to use.

I know, I used to have that problem and I'm sure that if you're reading this page that you have the same problem. Well, I'm going to do my best to help clear some of that confusion and lay down the proper business letter formats.

Writing a business letter is so much harder than it has to be. I think this has to do with the way in which we were taught about how to write a business letter. Business letters used to be written (and still do) in what might be called rigid language.

A formal, stiff language that uses “the aforementioned” and “due to the fact that” phrases. Combine the formal language with business letter formats and you get a lot of confusion.

Alright, the first thing you need to remember for effective business letter formats is the different parts of the business letter.

There are many parts to the business letter, some required, some optional. The parts of the business letter are as follows:

1. Heading or letter head
2. Date
3. File number (optional)
4. Confidential (optional)
5. Address
6. Attention line (optional)
7. Salutation (optional)
8. Subject line (optional)
9. Body of the letter
10. Complimentary close (optional)
11. Signature
12. Added information (optional)
13. Postscripts (optional)
14. Mailing instructions (optional)

“Heading”

The heading is usually written at the very top of the letter. However, if you business or organization uses letter head with contact information, than you don't need to type in the address in the heading.

“Date”

This should be the date the letter is written. If you write the letter today, it should have today's date on it. Be sure to write out the month and to include both the date and year for adequate reference

“File number”

This is an optional choice. Sometime you may want to state the file number or project number that you are writing about. This helps to communicate what it is you actually writing about. This is quite useful sometimes because there are some managers who simply have too much going on and don't want to be bothered having to remember what the project number is.

“Confidential”

If you want only one pair of eyes to see this letter, use this word by physically separating the word from the rest of the letter by two lines. To assure confidentiality, including the word “confidential” on the envelope.

“Address”

This should include the name of the person you are writing, the person's title if available, the name of the firm and the firm's address.

“Attention line”

If you know exactly who this letter is going to, you may want to use the exact name. For example: Attention: Wanda Smith. However if you don't know the name of the person, you may use a title. For example: Attention: Head of Account Receivable.

“Salutation”

The salutation is used in all business letter formats to address the proper recipient. However, you must be careful to determine the most appropriate choice, given your reader and the situation. If you are uncertain about your reader's gender, avoid assuming gender in the salutation. Possible salutations include:

• Dear Madam:
• Dear Sir:
• Dear Mr. Jones:
• Dear Mrs. Barnes:
• Dear Ms. Barnes:
• Gentlemen:
• Ladies:
• To whom it may concern:

Whenever possible, try and use the correct name because people are more receptive to reading the letter when they see their name on it.

“Subject line”

The subject line is most commonly used in a simplified letter but can be appropriate in almost any situation. I almost always attach a subject line because it helps to clarify my point. This way the reader knows immediately what the letter is about.

“Body”

This the core of your business letter. This is where you make requests, provide information or reasons or reply to someone.

“Complimentary close”

It's only polite to include a professional close such as:

• Very truly yours,
• Respectfully,
• Sincerely yours,
• Sincerely,

This varies in formality and is found in all business letters. Always include a complimentary close, no matter what the situation is.

“Signature”

Make sure you have enough room to sign your business letter between the complimentary close and your title. There should be about four to five lines of space between the close and your typed name and title. Don't try and squeeze your signature in because it looks unprofessional.

“Additional information”

If needed, this consists of the sender's initials in capital letters followed by a colon, followed by the typists initials in small letters. You may also include abbreviations such as “Enc.” which means enclosed, and other abbreviations such as “cc.” or “xc.” which means copies have been sent to the following names.

“Mailing instructions”

Use these to give the reader deadlines or pertinent information on mailing a reply.

Remember to use the proper business letter formats and you shouldn't have any problems writing up a professional letter. When deciding on what type of letter to use, remember to use a format for the business occasion.

If you're anything like me, you learn best by looking at examples. With that in mind, I though I'd put together some business letter examples to help you get started. The following sample letters are pretty straight forward so you shouldn't have too much problems.

The following example of business letters are meant to give you an idea of how to structure a business letter. The following business letter examples will show you how to format your business letter under the following categories:

• Collection Letters
• Sales and Promotional Letters
• Employment Letters
• Customer Relations Letters

Collection Letters

The sole purpose of a business collection letter is to get the customer to pay up. Writing a collection letter can be difficult because you have to use a certain tone to elicit a response.

Steps to Write Collection Letters

Step 1

Check the spelling of the client's name. Use a gender specific courtesy title only if you are certain of the recipient's gender. Getting a collection letter is bad enough, getting a collection letter that's addressed improperly adds to the irritation.

Step 2

The first part of the letter will state the situation, including the concern, the date of purchase, the amount owed and the due date.

Step 3

The next part of the letter should indicate the deadline for paying the outstanding amount and any resulting penalties if not payed. If your company has any policies regarding late payments such as grace periods and alternative payment plans, you can state it here.

Step 4

The third part of the letter should state the consequences of not paying.

Step 5

This part of the letter has a call to action. It should encourage the client to send full payment or to call you directly to arrange payment. End with goodwill and a positive attitude that this situation will be resolved in a satisfactorily manner.

Example of Business Letters - Collection Letter

Tough Wear
45123 Anytown, MI 45123

July 15, 2004

Jeremy Adams
541 Ramsey Court
Yourtown, MI 78456

Dear Mr. Adams:

Thank you for shopping with us. You are a valued client and we appreciate your business and know that you want to keep your account current with us.

On May 3, 2004, you purchased $400 of merchandise from our store in Yourtown. Your payment of $150 is now overdue.

In the credit arrangement you signed, you agreed to pay off your bill in three payments. The first payment of $150 was due June 3, 2004. Please send this amount now.

Failure to pay on time may affect your ability to charge merchandise at our store. Thank you for your prompt attention to this matter.

You may call me at 1-888-895-2563 if you have any questions or concerns. Your continued patronage is important to us.

Sincerely,

Paime Mimonei
Credit Manager

Example of business letters - Sales and Promotional Letters

Sales and promotional letters are used by salespeople to set up appointments, announce sales promotions, congratulate salespeople, announce specials, and introduce new specials.

These types of letters are sales tools and are usually much more creative than other business letters. The sole purpose of a sales letter is not really to sell but to generate interest in the product and elicit a response.

Steps to Writing Sales and Promotional Letters

Step 1

The first part of the letter states your purpose. Depending on the reason for writing the letter, this may vary from requesting an appointment to introducing a new salesperson. Remember, you want to interest your reader. Always identify the benefits to the reader.

Step 2

The second part of the letter backs up the first part. That is, it gives the details or background information regarding the purpose. This is the part of the letter that will stimulate the interest of the reader. If you are making a request, than this part would give the reason for the request.

Step 3

The last part of the letter states a call to action and as a summary of the general nature of the letter.

Example of Business Letters - Sales and Promotional Letters

Tone Deaf Music
587 East Street, Anytown, MI 45123

August 15, 2004

Linda Goodman
Guitars and Such
784 Peach Street
Yourtown, MI 45126

Dear Mrs. Goodman:

I will be in Yourtown on September 5, 2004 and would like to meet with you at your office to discuss the new guitar models that you may be interested in for the upcoming year.

I have enclosed our latest catalogue. Please note the items in light blue highlights. They are the new guitar models to come in and are now on a special to preferred clients.

I will contact you later this week to schedule an appointment. If you need to get in touch with me, please call me at 1-888-457-7896. I look forward to talking with you. Thank you for your continued business.

Sincerely Yours,


Paime Mimonei
Sales Representative

Customer Relations Letters

There are various types of customer relations letters that may be in the form of acknowledging a complaint to thanking a customer. The main thing to remember is that the customer is always right. Write with this in mind.

These types of letters are very useful at keeping contact with your customer base. If you've been keeping your customers contact information (which you should be doing at all cost!), you can send your customer base a thank you letter and a special offer or buying incentive.

This is a great way to test new marketing ideas. These letters are designed to improve or maintain customer relations. I'd like to point out that you must keep you customer in mind at all times. The laws of good copy writing apply.

However, you want to generate interest and not sell your customer outright with a customer relations letter. You want to thank your customer and let them know how much you appreciate their business. On top of that, you want to thank them by offering a special deal just for preferred customers. It works .

Steps to Writing Customer Relations Letters

Step 1

The first part of the business letter states your purpose. This can be anything from acknowledging a complaint to thanking a customer for their ongoing patronage.

Step 2

The second part of the letter explains the purpose. If you are thanking a customer for their ongoing patronage, you would go into a little more detail here.

Step 3

The last part summarizes the letter. This part can be an added incentive or simply reiterate the customer's value to your business.

Example of Business Letters - Customer Relations Letters

Tone Deaf Music
587 East Street, Anytown, MI 45123

December 16, 2004

Linda Goodman
Guitars and Such
784 Peach Street
Yourtown, MI 45126

Dear Mrs. Goodman:

On behalf of Tone Deaf Music we wish to express our sincerest appreciation for your continued patronage. It is because of valued customers like you that we are able to continue to offer you the finest in modern musical instruments.

Tone Deaf Music has been in business for 30 years. We are dedicated to bringing you the finest in acoustic and electric guitars, bass guitars, drums and amplifiers. Our motto is to “provide our customers with the best value for the lowest price” We've been following this motto for the past 30 years.

Tone Deaf appreciates your ongoing patronage and because of that, we are offering you a special deal on all new signature acoustic models. If you call our offices within the next 15 days, we will give you a 15% discount on all new signature models purchased in the month of January.

Sincerely Yours,

Paime Mimonei
Sales Representative

Remember, these example of business letters are but a few of the many possible sample business letters. However, the above example of business letters should give you an idea of the different kinds of business letters.