FREE 29+ Business Letter Templates in PDF | MS Word

A business letter allows businessmen and women to communicate with each other in a professional, clear, and concise manner. Writing a business letter instead of simply negotiating a business deal verbally makes the whole affair more professional since a letter is a tangible proof of such communication.

A business letter can take a lot of forms depending on the person drafting and the purpose for drafting it. Whether you are a customer seeking to attain information about a product or if you are business owner attempting to close business deals with investors, you must be able to write a properly formatted business letter. To help guide you in your letter-writing, refer to our templates on this page.

Business Cover Letter Formats

Formal Business Cover Letter Format

Standard Business Cover Letter

Business Thank-You Letter Formats

Business Meeting Thank-You Letter

Business Interview Thank-You Letter

Formal Business Letter Formats

Business Communication Letter

Businss Formal Thank You Letter

Business Email Letter Format

Professional Business Email Letter

Business Quotation Letter Formats

Business Proposal Quotation Letter

Business Price Quotation Letter

What Are the Functions of a Business Letter?

There are numerous advantages in writing a business letter. The following are the most notable functions of a business letter:

• Legal Reference – Corporations and businesses are regularly engaging with different entities in order to procure, sell, or develop an asset, good, or property. Hence, it naturally results to the varying obligations on all the parties involved. In order to be able to legally enforce an obligation (e.g., the obligation to deliver goods, the obligation to pay for a service or a product, etc.), there must be evidence as to the agreement made by all parties. A business letter would serve as a perfect document for proof of negotiations, notices, termination of contract, etc.

• Record-Keeping – Businesses just like other types of organization would need to have an archive for their formal documents for future purposes these documents may serve. For example, a business owner might need the letter sent by his/her business partner that contains his/her acceptance of the terms in the business partnership proposal for it to serve as evidence when registering their newly created business partnership. Another example would be when a vendor questions the payment made by a business. In this case, a business letter containing the vendor’s express acceptance or receipt of the payment for the goods purchased by the business would definitely be helpful for both parties. Indeed, a business letter can help business managers and owners clear out simple misunderstandings born out of forgetfulness or lack of clarification. This then helps them avoid taking things to court.

• Business Analysis – Another function of a business letter is for business analysis. A lot of business owners make the mistake of jumping to new business trends and making rush decisions. The key to attaining success in business is the making of business decisions based on meticulously calculated factual analysis. Wise business owners who apply this tactic would often hire professional business analysts, business strategists, or marketing agents in order to ensure that they are goading their companies to the right direction. A collection of all the businesses letters coming in and going out of the company would be able to provide a wealth of enlightening information regarding the previous business dealings and negotiations made by a company for a specific duration of time.

• Strengthening of Professional Bonds through Specificity – Since a business letter is inherently formal in tone, content, and structure, it lessens the possibility of dispute or confusion since its formality allows the letter-writer to communicate his/her intent in a clear manner. This is made possible through the inclusion of all the necessary aspects of information in the body of a business letter. Hence, this specificity and clarity in the discussion of all pertinent information of a business matter leads to a more solid business or professional relationship.
• Call to Immediate Action or Response – Since a business letter would be delivered to the letter-recipient’s place of residence or the place of business, it is more likely for them to read it immediately. Furthermore, business naturally carries with it the sense of urgency that requires an immediate response. Thus, a business letter helps individuals and companies to resolve an issue, a proposal, a dispute, or whatever purpose they may have for writing it.

 

For more reference, check out our collection of official business letter format templates, which can help enlighten you as to the proper format of each type of business letter.

Standard Business Letter Formats

Standard Business Cover Letter

Standard Business Thank you Letter

Personal Business Letter Formats

Personal Business Cover Letter Format

Complaint Business Letter Formats

Formal Business Complaint Letter

Customer Business Complaint Letter

Company Business Letter Formats

Internal Company Business Letter

Insurance Company Business Letter

Email Business Letter Formats

Formal Email Business Letter

Inquiry Business Letter Formats

General Inquiry Business Letter

Product Inquiry Business Letter

Legal Business Letter Formats

Legal Business Name Change Letter

Medical Business Letter Formats

Medical Assistant Business Letter

Professional Medical Business Cover Letter

When Can You Write a Business Letter?

There are numerous situations that lead to the writing of a business letter. Commonly, these are the instances that prod individuals to write a business letter:

• It is written by a business owner or a prospective business owner to a prospective business partner in order to communicate his/her proposal to form a business partnership.
• It is used to by customers to make a formal complaint regarding the inadequacy of a service or goods received.
• It is used by prospective customers to inquire about the price and specifications of a particular product that they are planning to purchase.
• It is used by company owners and managers to formally notify their subordinates or staff.
• It is used by business owners to make formal applications to government institutions or agencies.
• It is used by businesses to provide a price quotation to prospective customers.
• It is used by business owners to terminate or create any kind of business contract.
• It is used by manufacturers, distributing companies, and vendors to formally acknowledge their receipt of payment.

Business Cover Letter

A business cover letter is the letter that formally introduces a company to an individual, organization, business, or government agency for the purpose of

• applying for a right, grant, or privilege;
• registering;
• communicating a business proposal;
• selling products; and
• proposing to buy products, properties, and/or assets.

Formal Business Complaint Letter

“Customers are always right,” as they always say. No matter how fallacious this generalization may be, it is admittedly a statement that holds a time-tested kernel of truth in it. Rightly so, since businesses are only as successful as the number of customers or clients that choose to engage with it in a profitable business dealing. That is why, whenever a business is unable to provide good service to their customers, then it would be to the best interest of both the business and the customer if the customer has the option to ask for remedies. This can be done through a business complaint letter. In writing this letter, you need to make sure that you

• state directly your complaint,
• explain properly the root and context of your client,
• ask clearly what specific remedy you expect from the business or company, and
• formally address the right staff or manager of the business in order to ensure that your complaint would be attended to promptly by the persons who are in the position to do so.

Office Business Letter Formats

Medical Office Business Letter

Post Office Business Letter

Business Reference Letter Formats

Business Credit Reference Letter

Thank You Business Letter Formats

Thank You Business Meeting Letter

Thank-You Business Referral Letter

Business Request Letter Formats

Business Request Proposal Letter

Business Donation Request Letter

Business Reply Letter Formats

Business Order Reply Letter

Internal Company Business Letter

An internal company business letter is a letter that is written toward another staff or member within a company. It is usually written for the following reasons:

• To notify an employee that his/her employment is being terminated for specific reasons
• To notify an employer or manager that an employee is planning to resign
• To recommend a top-performing employee for promotion
• To notify employees regarding new standards and business policies
• To notify a supervisor or operations manager regarding a grave misconduct done by an employee, which can lead to deleterious results to the company as a whole should it not be addressed immediately

Product Inquiry Business Letter

A product inquiry business letter is the letter that prospective customers can send to companies in order to acquire information regarding a particular product that they are aiming to purchase. This letter can help prospective customers make a thorough and well-analyzed decision regarding which products to purchase, where to purchase, as well as the quantity that they can afford.

Business Proposal Quotation Letter

Most businesses actively seek out customers by sending them a quotation letter. If you are writing this letter, here are some guidelines for you to follow:

• Start your letter’s body with a brief introduction of your company or business.
• Then state clearly the purpose of your letter, which is to provide your prospective customer a detailed list of the price quotation for specific products that they may have a need of.
• After that, go straight ahead to the price quotation. You may do this through narrative form or through enumeration. If you are mentioning five or more products, it is best to provide a table for your quotation. In this part, you need to include the following:
  • the specific name of the products
  • the price per product
  • taxable amounts
  • method of delivery and the delivery fee if its applicable
  • the methods of payment that are available for your client
  • the expiration of the price quotation
• Conclude your letter with a hopeful tone stating your wish for a positive response from your prospective customers.
• Close your letter formally with a polite closing remark and your signature.

 

For more reference regarding quotation letters, check our website for more informative and useful templates!