Business Letters | Business Letter Format,

Types, Sample and Examples

Topics Covered in Business Letter are –
1. Business Letter Meaning and Purpose
2. Business Letter Importance
3. Business Letter Format
4. Business Letter Points to remember while making the format
5. Business Letter Useful Tips
6. Business Letter Samples
 
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
1. making an enquiry,
2. replying to an enquiry,
3. making a complaint related to a product/ service,
4. placing or cancelling orders,
5. getting information regarding order placed etc.
 
Why write Business Letters
1. Maintains and strengthens customer relationship
2. Ensures communication between businesses
3. Helps to gather feedback, complaints etc
4. Leads to increase in customer base and loyalty
5. 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
 
 
Business Letter- Points to remember while making the
format
1. Sender’s address is usually written in 3-4 lines
2. The subject of the letter should always be underlined
3. Salutations like “Dear Sir/Ma’am” or “Respected Sir/Ma’am” should be used
4. The introductory paragraph of body should highlight the purpose of the letter
5. The main paragraph of the body should contain details of the letter
6. The concluding paragraph should be a conclusion of the first two paragraphs
7. “Yours truly/faithfully” should be used as the complimentary close
 
Business Letter Useful Tips
1. Business letters should be to-the-point, clear and precise.
2. Simple language should be used.
3. Abbreviations and short forms must be avoided.
4. When placing orders, the description of items should be clearly mentioned.
5. Senders should inform about the desirable mode of payment/ transportation etc.
6. 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:
Margahayu Senior High School
KH Wahid Hasyim Street No. 1234 110022
5 November 2021
To
Robert Publishing House Ltd.
Warjiman Street no. 567, Semarang Central Java
- 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 11th 20 Copies

English Grammar Class 12th 30 Copies

Higher Mathematics Class 11th 10 Copies

Higher Mathematics Class 12th 20 Copies

The Story of My Life- Helen Novel 15 Copies

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 November 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
Singgih
Library Manager
 
Business Letter Example 2: letter of complaint

Solution 2:
H.No.58 Block-D
Sector 26, Gina G
Bandung- 110085
11 February 2021
To
Customer Service Manager
Ganesh Electronics Pvt. Ltd.
Edward, Jakartai- 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
Gina G