Business letters are the handiest tools that bridge individuals and organizations within the professional setting. It is the most effective and transparent method of communication in the corporate industry.

Managers, business owners, employees, and even job applicants understand the vital importance of business letters. Writing the appropriate type of business letter is a skill that any wise professional must have in his/her arsenal of professional skills. That is why, if you are just starting out your career or if you are already keeping a stable job, it is always a good idea to learn how to write business letters. For your convenience, our templates on this page can show you the proper format and the various elements of business letters. Scroll down below and download the templates that suit your needs!

Formal Business Letters

Formal Invitation Business

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  • PDF

Size: 91 KB

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Formal Thank You Business

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  • PDF

Size: 172 KB

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Persuasive Business Letters

Persuasive Essay Business

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  • PDF

Size: 82 KB

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Persuasive Claim Business

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  • DOC

Size: 11 KB

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Personal Business Letters

Sample Personal Business

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  • PDF

Size: 49 KB

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Personal Business Reference

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  • PDF

Size: 54 KB

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What Is the Purpose of Writing a Business Letter?

Business letters are extremely useful in numerous ways. Below are the basic functions of a business letter:

  • It is used to spread information. Managers are the ones who are the most likely to use business letters as a mode of spreading information to their employees. The information that a business letter can contain may vary such as but not limited to the following:
    • announcement of a job promotion, a business partnership/merger, a business success milestone
    • invitation to a company meeting or function
    • termination of an employment (in which case, we have available templates for termination business letterss)
  • It is used to make inquiries. Customers use business letters to formally ask businesses regarding services and goods that they are interested in availing.
  • It is used to gain new customers. Business letters are also used to attract sales from customers by introducing new items of products or services to customers. In a business letter, one can describe more profoundly the benefits that a customer can attain from availing the products and services offered.
  • It is used to build and strengthen professional relationships. Through a business letter, a business owner can reach out to prospective and current customers and business partners in a natural manner that allows both parties to communicate effectively and share business ideas.
  • It is used to resolve complaints. Business letters are used to acknowledge the root of customers’ and employees’ complaints. It is where a business owner or clerk can offer solutions that are mutually beneficial to the person complaining and to the business as well.
  • Lastly, a business letter is used to encourage positive relationships by allowing professionals to express their gratitude in a formal manner.

Inquiry Business Letters

Product Inquiry Business

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  • PDF

Size: 22 KB

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Thank You Inquiry Business

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  • PDF

Size: 135 KB

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Complaint Business Letters

Customer Complaint Business

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  • PDF

Size: 10 KB

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Complaint Response Business

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  • PDF

Size: 61 KB

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Business Proposal Letters

Business Proposal

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  • PDF

Size: 174 KB

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Business Introduction Proposal

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  • PDF

Size: 163 KB

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Business Reference Letters

Company Business Reference

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  • DOC

Size: 3 KB

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Business Character Reference

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  • DOC

Size: 12 KB

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Why Is a Business Letter Always Formal and Polite?

Business letters are notorious for its politeness and formality in tone. There are several reasons why a business letter must always maintain an air of formality and those are the following:

  • Clarity – When you are writing in a formal tone, you are no longer obliged to drone on and on with unnecessary chatter. Formality allows you to be specific and go straight to the heart of the matter you are trying to address.
  • Understandability – When you are able to master the tone of politeness that is laced with the necessary amount of warmth that the type of business letter calls for, your letter-recipient is more likely to respond to your letter in such a way that you want him/her to. This is so because you are able to incorporate formality into the level of emotion that your letter’s subject demands and, in turn, your recipient would find it easier to understand the content of your letter.

What Are the Different Types of Business Letters?

There are different types of professional business letter. The most commonly written ones are the following:

  • Thank-you letter to customers, to suppliers, to employees, to employers, and to business associates.
  • Complaint letter
  • Letter of inquiry
  • Sales letter (such as the persuasive business letter )
  • Job termination letter
  • Resignation letter
  • Job promotion letter
  • Business partnership letter
  • Business proposal letter
  • Business cover letter
  • Business loan request letter

Business Cover Letters

Business Analyst Cover

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  • PDF

Size: 95 KB

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Business Manager Cover

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  • DOC

Size: 11 KB

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Business Application Letters

Business Visa Application

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  • Doc

Size: 10 KB

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Business Office Assistant Cover

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  • Doc

Size: 9 KB

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Business Invitation Letters

Business Event Invitation

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  • DOC

Size: 11 KB

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Business Visitor Visa Invitation

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  • PDF

Size: 104 KB

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Business Sales Letters

Business Communication Sales

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  • Doc

Size: 9 KB

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Business Sales Proposal

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  • Doc

Size: 9 KB

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Business Letter Formats

Business Cover Letter Format

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  • PDF

Size: 128 KB

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Business Quotation Letter Format

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  • PDF

Size: 470 KB

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Business Associate Letters

Business Associate Reference Letter

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  • PDF

Size: 4 KB

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HIPAA Business Associate

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  • PDF

Size: 2 KB

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Business Claim Letter

Business Communication Claim

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  • Doc

Size: 9 KB

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Business Development Letter

Introductory Business Development

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  • DOC

Size: 11 KB

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New Business Development

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  • PDF

Size: 28 KB

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Business Offer Letter

Business Purchase Offer

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  • PDF

Size: 12 KB

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When Can You Write a Business Loan Request Letter?

While businesses are in itself autonomous organizations, there are, however, special circumstances that would propel business owners to seek financial aid elsewhere in order to back their business operations. The following are the circumstances when business owners and administrators may have the need to write a business loan request letter:

  • When they are trying to convince a more established business or corporation to support a certain business project or venture that can potentially benefit both their businesses.
  • When they are providing evidence for their stellar record on making good with their obligation to pay should a financial institution grant them the loan that they are requesting or applying for.

What Is a Business Cover Letter?

A business cover letter is a letter that is sent by an applicant who aims to attract the attention of a hiring manager. This type of cover letter is specifically prepared by those who are applying for a business position. Some of the business positions are the following:

  • Business administrator (operations manager, department head, etc.)
  • Human resource manager
  • Business analyst
  • Marketing strategist
  • Accountant

 

For more references, check out our website’s collections of new business letter and company business letter templates.

Business Reply Letter

Business Meeting Reply

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  • PDF

Size: 34 KB

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Business Inquiry Reply

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  • PDF

Size: 29 KB

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Business Support Letters

Business Visa Support

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  • PDF

Size: 18 KB

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Business Financial Support

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  • PDF

Size: 564 KB

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Business Solicitation Letter

Business Donation Solicitation

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  • PDF

Size: 291 KB

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Business Thank You Letter

Business Meeting

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  • PDF

Size: 91 KB

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Business Interview Thank You Format

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  • PDF

Size: 194 KB

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Business Termination Letter

Business Contract Termination

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  • PDF

Size: 96 KB

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Business Lease Termination

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  • DOC

Size: 10 KB

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Business Transmittal Letter

Business Report Transmittal

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  • PDF

Size: 214 KB

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Business Plan Cover Transmittal

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  • PDF

Size: 2 MB

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Business Visit Letter

Request for Business Visit

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  • PDF

Size: 88 KB

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Business Visit Invitation Letter

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  • PDF

Size: 50 KB

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Dos and Don’ts in a Business Letter

When it comes to writing a formal business letter, there are several rules that you can follow in order to ensure that the letter you are sending would be able to effectively communicate your intentions. The following are the dos and don’ts in writing business letters:

  • Always maintain a formal tone.
  • Avoid being too formal to the point of being curt and aloof. Do not fall into the trap of extreme formality as this may prove to be counter-intuitive and your recipient may not be able to receive your letter in the level of openness and mind-set that you need them to.
  • Don’t gush over personal and irrelevant topics that are not pertinent to the issue.

 

To know more about the proper way of writing business letters, download our collection of professional business letter templates now!

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