Business Letter Format: 23 Professional Samples & Templates

Sample 1: Job Application Letter

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]

[Date]

[Hiring Manager Name]
[Company Name]
[Company Address]

Dear [Hiring Manager Name],

I am writing to express my interest in the [Job Title] position at [Company Name], as advertised on [Platform]. My skills and experience align perfectly with the requirements outlined in the job description…

Sincerely,
[Your Name]

Sample 2: Thank You Letter (After Interview)

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]

[Date]

[Interviewer Name]
[Interviewer Title]
[Company Name]
[Company Address]

Dear [Interviewer Name],

Thank you for taking the time to interview me for the [Job Title] position on [Date of Interview]. I enjoyed learning more about the role and [Company Name]…

Sincerely,
[Your Name]

Sample 3: Complaint Letter

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]

[Date]

[Company Name]
[Company Address]

Dear Sir/Madam,

I am writing to express my dissatisfaction with [Product/Service] I purchased on [Date]. [Describe the issue clearly and concisely.]

Sincerely,
[Your Name]

Sample 4: Letter of Recommendation

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]

[Date]

[Recipient Name]
[Recipient Title]
[Company Name]
[Company Address]

Dear [Recipient Name],

It is with great pleasure that I recommend [Employee’s Name] for [Position or Opportunity]. I have known [Employee’s Name] for [Number] years as their [Your Role – e.g., supervisor, professor] at [Your Company/Institution].

During their time here, [Employee’s Name] has consistently demonstrated [List Key Skills and Qualities – e.g., strong work ethic, excellent communication skills, problem-solving abilities]. Specifically, [Provide a specific example showcasing their abilities].

[Employee’s Name] is a highly motivated and dedicated individual, and I am confident that they would be a valuable asset to your organization. Please feel free to contact me if you have any further questions.

Sincerely,
[Your Name]
[Your Title]
[Your Contact Information]

Sample 5: Apology Letter to Customer

[Your Name]
[Your Title]
[Company Name]
[Company Address]

[Date]

[Customer Name]
[Customer Address]

Dear [Customer Name],

I am writing to sincerely apologize for the inconvenience you experienced with [Specific Issue – e.g., delayed shipment, product defect, poor service] on [Date or Timeframe]. We understand your frustration and take full responsibility for the error.

We value your business and are committed to providing you with the best possible service. To rectify this situation, we would like to offer you [Specific Solution – e.g., a full refund, a discount on your next purchase, a replacement product]. We have already taken steps to ensure this does not happen again.

Thank you for your understanding. We appreciate your continued patronage.

Sincerely,
[Your Name]
[Your Title]

Sample 6: Inquiry Letter

[Your Name]
[Your Title]
[Company Name]
[Company Address]

[Date]

[Recipient Name]
[Recipient Title]
[Company Name]
[Company Address]

Dear [Recipient Name],

I am writing to inquire about [Specific Product or Service – e.g., your accounting software, your training programs, your manufacturing capabilities]. We are [Briefly describe your company and its needs].

We are particularly interested in [Specific Features or Aspects – e.g., the integration capabilities of your software, the content of your training modules, the cost of your services]. Could you please provide us with more information, including [List Specific Questions – e.g., pricing, availability, case studies]?

Thank you for your time and consideration. We look forward to hearing from you soon.

Sincerely,
[Your Name]
[Your Title]

Sample 7: Sales Proposal Letter

[Your Name]
[Your Title]
[Company Name]
[Company Address]

[Date]

[Client Name]
[Client Title]
[Client Company]
[Client Address]

Dear [Client Name],

Following our conversation on [Date of Conversation], I am pleased to submit this proposal for [Project or Service – e.g., website redesign, marketing campaign, software development]. We understand that [Briefly restate the client’s needs and challenges].

Our proposed solution is designed to [Outline the key benefits and outcomes for the client]. It includes [Summarize the key components of the proposal – e.g., new website design, targeted advertising, custom software features].

The total investment for this project is [Price], as detailed in the attached proposal document. We are confident that our services will deliver a significant return on investment. We would be delighted to discuss this proposal further and answer any questions you may have.

Sincerely,
[Your Name]
[Your Title]

Sample 8: Cover Letter (with Referral)

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]

[Date]

[Hiring Manager Name]
[Hiring Manager Title]
[Company Name]
[Company Address]

Dear [Hiring Manager Name],

I am writing to express my interest in the [Job Title] position at [Company Name], as referred to me by [Referral’s Name]. [Referral’s Name], who is a [Referral’s Relationship to You – e.g., former colleague, mentor], suggested that my skills and experience would be a good fit for your team.

My background in [Your Industry/Field] aligns well with the requirements outlined in the job description. Specifically, [Highlight 1-2 Key Skills and Experiences Relevant to the Job]. I am particularly drawn to [Company Name]’s [Mention Something Specific You Admire About the Company – e.g., innovative culture, commitment to sustainability].

Thank you for considering my application. I have attached my resume for your review and welcome the opportunity to discuss my qualifications further.

Sincerely,
[Your Name]

Sample 9: Request for Information

[Your Name]
[Your Title]
[Company Name]
[Company Address]

[Date]

[Recipient Name]
[Recipient Title]
[Company Name]
[Company Address]

Dear [Recipient Name],

I am writing to request information regarding [Specific Topic – e.g., your product catalog, your pricing structure, your distribution network]. We are [Briefly describe your company and why you need the information].

Specifically, we are interested in learning more about [List Specific Questions – e.g., your product specifications, your volume discounts, your delivery options]. Any information you can provide would be greatly appreciated.

Thank you for your time and consideration. We look forward to hearing from you soon.

Sincerely,
[Your Name]
[Your Title]

Sample 10: Order Confirmation Letter

[Your Name]
[Your Title]
[Company Name]
[Company Address]

[Date]

[Customer Name]
[Customer Address]

Dear [Customer Name],

This letter confirms your order placed on [Date of Order]. Your order details are as follows:

Order Number: [Order Number]
Products/Services: [List of Products/Services]
Quantity: [Quantities]
Total Amount: [Total Amount]
Shipping Address: [Shipping Address]
Estimated Delivery Date: [Estimated Delivery Date]

You can track your order status at [Tracking Link]. Thank you for your order! We appreciate your business.

Sincerely,
[Your Name]
[Your Title]

Sample 11: Letter of Resignation

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]

[Date]

[Manager Name]
[Manager Title]
[Company Name]
[Company Address]

Dear [Manager Name],

Please accept this letter as formal notification that I am resigning from my position as [Your Position] at [Company Name], effective [Your Last Day of Employment].

Thank you for the opportunity to work at [Company Name] for the past [Number] years. I have learned a great deal and appreciate the experiences I have gained. [Optional: Briefly mention something positive about your experience.]

I am committed to ensuring a smooth transition during my departure. I am happy to assist in training my replacement and completing any outstanding tasks. Thank you again for the opportunity, and I wish you and the company all the best in the future.

Sincerely,
[Your Name]

Sample 12: Letter of Intent

[Your Name]
[Your Title]
[Company Name]
[Company Address]

[Date]

[Recipient Name]
[Recipient Title]
[Company Name]
[Company Address]

Dear [Recipient Name],

This letter is to express our intention to [Clearly State the Purpose – e.g., purchase your business, lease your property, collaborate on a project]. We, [Your Company Name], believe that this arrangement would be mutually beneficial.

This letter of intent is non-binding, except for the clauses relating to confidentiality and exclusivity. We propose the following key terms [Summarize Key Terms – e.g., purchase price, lease term, project scope]. These terms are subject to further negotiation and due diligence.

We are eager to move forward with this opportunity and are available to discuss the terms in more detail at your convenience. We believe that a final agreement can be reached quickly and efficiently.

Sincerely,
[Your Name]
[Your Title]

Sample 13: Collection Letter (First Notice)

[Your Name]
[Your Title]
[Company Name]
[Company Address]

[Date]

[Customer Name]
[Customer Address]

Dear [Customer Name],

Our records indicate that your account is currently past due. The outstanding balance is [Amount], which is due for invoice(s) [Invoice Number(s)], with a due date(s) of [Due Date(s)].

Please remit payment as soon as possible. You can pay by [List Payment Methods – e.g., check, credit card, online payment]. If you have already made payment, please disregard this notice.

If you are experiencing difficulty making payment, please contact us immediately to discuss payment options. We value your business and want to work with you to resolve this matter.

Sincerely,
[Your Name]
[Your Title]

Sample 14: Price Increase Letter

[Your Name]
[Your Title]
[Company Name]
[Company Address]

[Date]

[Customer Name]
[Customer Address]

Dear [Customer Name],

We are writing to inform you of an upcoming price adjustment for [Products/Services Affected], effective [Effective Date]. The price will be increased by [Percentage or Amount].

This price increase is necessary due to [Reason for Price Increase – e.g., rising material costs, increased operating expenses]. We have made every effort to absorb these costs internally, but unfortunately, we are now compelled to adjust our pricing.

We value your business and appreciate your understanding. We remain committed to providing you with high-quality products and excellent service. We have attached a revised price list for your reference. If you have any questions, please do not hesitate to contact us.

Sincerely,
[Your Name]
[Your Title]

Sample 15: Letter of Appreciation (to Employee)

[Your Name]
[Your Title]
[Company Name]
[Company Address]

[Date]

[Employee Name]
[Employee Address]

Dear [Employee Name],

I am writing to express my sincere appreciation for your hard work and dedication to [Company Name]. Your contributions to [Specific Project or Area] have been invaluable.

In particular, your [Specific Skill or Quality – e.g., problem-solving skills, teamwork, attention to detail] were instrumental in [Specific Achievement or Outcome]. Your commitment to excellence is truly commendable.

We are fortunate to have you as a member of our team. Thank you for your continued efforts and dedication.

Sincerely,
[Your Name]
[Your Title]

Sample 16: Request for Proposal (RFP)

[Your Name]
[Your Title]
[Company Name]
[Company Address]

[Date]

[Vendor Company Name]
[Vendor Company Address]

Dear [Contact Person Name, if known, otherwise use Title],

[Your Company Name] is seeking proposals for [Briefly Describe the Project/Service – e.g., a new CRM system, a marketing campaign, a building renovation]. We are inviting qualified vendors to submit proposals outlining their qualifications and proposed solutions.

The scope of work includes [Summarize Key Requirements – e.g., data migration, lead generation, architectural design]. Detailed specifications and requirements are included in the attached RFP document. The deadline for proposal submission is [Submission Deadline].

We encourage you to carefully review the RFP and submit a comprehensive proposal that demonstrates your expertise and understanding of our needs. We look forward to receiving your response.

Sincerely,
[Your Name]
[Your Title]

Sample 17: Credit Application Rejection Letter

[Your Name]
[Your Title]
[Company Name]
[Company Address]

[Date]

[Applicant Name]
[Applicant Address]

Dear [Applicant Name],

Thank you for your recent application for credit with [Your Company Name]. We have carefully reviewed your application and, unfortunately, we are unable to approve it at this time.

Our decision was based on [Reason for Rejection – e.g., credit history, income, insufficient references]. You have the right to a free copy of your credit report, which you can obtain from [Credit Reporting Agency]. We encourage you to review your credit report for any inaccuracies.

We appreciate your interest in doing business with us. We encourage you to reapply in the future once your credit situation has improved. Thank you for your understanding.

Sincerely,
[Your Name]
[Your Title]

Sample 18: Letter of Recommendation (Personal)

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]

[Date]

[Recipient Name]
[Recipient Title]
[Organization/Individual Name]
[Recipient Address]

Dear [Recipient Name],

I am writing to enthusiastically recommend [Person’s Name]. I have known [Person’s Name] for [Number] years as their [Your Relationship – e.g., neighbor, friend, volunteer supervisor]. During this time, I have been consistently impressed by their [Key Positive Qualities – e.g., integrity, work ethic, compassion].

[Provide a Specific Example – e.g., When [Person’s Name] volunteered at the community center, they consistently went above and beyond to help others.]. They are also [Mention Another Positive Trait – e.g., a reliable and trustworthy individual, a quick learner].

I am confident that [Person’s Name] would be a valuable asset to your organization or endeavor. I highly recommend them without reservation. Please feel free to contact me if you have any further questions.

Sincerely,
[Your Name]

Sample 19: Follow-up Letter (After Meeting)

[Your Name]
[Your Title]
[Company Name]
[Company Address]

[Date]

[Contact Name]
[Contact Title]
[Company Name]
[Company Address]

Dear [Contact Name],

Thank you for taking the time to meet with me on [Date of Meeting]. I enjoyed learning more about [Company Name] and discussing [Topic Discussed].

I believe that our organizations could potentially benefit from collaborating on [Potential Collaboration/Opportunity]. I am particularly interested in [Specific Aspect of Collaboration]. As discussed, I have attached [Attached Document – e.g., a presentation, a proposal] for your review.

I will follow up with you next week to discuss this further. Thank you again for your time and consideration.

Sincerely,
[Your Name]
[Your Title]

Sample 20: Letter of Introduction

[Your Name]
[Your Title]
[Company Name]
[Company Address]

[Date]

[Recipient Name]
[Recipient Title]
[Company Name]
[Company Address]

Dear [Recipient Name],

I am writing to introduce [Introduced Person’s Name], who is [Introduced Person’s Title/Role] at [Introduced Person’s Company]. [He/She] has extensive experience in [Introduced Person’s Field].

I believe that [Introduced Person’s Name]‘s expertise in [Specific Area of Expertise] could be valuable to your organization, particularly with regard to [Potential Application/Benefit]. I encourage you to connect with [him/her] to explore potential synergies.

[Introduced Person’s Contact Information] is [Phone Number] and [Email Address]. Thank you for your time and consideration.

Sincerely,
[Your Name]
[Your Title]

Sample 21: Announcement Letter (New Product/Service)

[Your Name]
[Your Title]
[Company Name]
[Company Address]

[Date]

Dear Valued Customer,

We are excited to announce the launch of our new [Product/Service Name]! This innovative [Product/Service] is designed to [Key Benefit/Value Proposition].

[Product/Service Name] offers [Key Features/Benefits – list 2-3]. We are confident that this [Product/Service] will help you [Achieve a Desired Outcome].

To learn more about [Product/Service Name], please visit our website at [Website Link] or contact us at [Phone Number]. We are offering a special introductory discount of [Discount Percentage/Amount] for a limited time. We look forward to serving you!

Sincerely,
[Your Name]
[Your Title]

Sample 22: Reminder Letter

[Your Name]
[Your Title]
[Company Name]
[Company Address]

[Date]

[Recipient Name]
[Recipient Title]
[Company Name]
[Company Address]

Dear [Recipient Name],

This letter serves as a friendly reminder regarding [Subject of Reminder – e.g., upcoming payment, scheduled appointment, pending deadline].

The [Specific Detail – e.g., payment amount, appointment time, deadline] is [Date/Time]. Please ensure that [Action Required – e.g., payment is received by this date, you arrive on time for the appointment, the document is submitted].

If you have already taken care of this matter, please disregard this reminder. If you have any questions, please do not hesitate to contact us at [Phone Number].

Sincerely,
[Your Name]
[Your Title]

Sample 23: Letter of Condolence

[Your Name]
[Your Title]
[Company Name]
[Company Address]

[Date]

[Recipient Name]
[Recipient Title]
[Company Name]
[Company Address]

Dear [Recipient Name],

It was with great sadness that I learned of the passing of [Deceased Person’s Name]. I am deeply sorry for your loss.

[Deceased Person’s Name] was a valued member of our community, and [His/Her] contributions will be greatly missed. [Optional: Briefly mention a positive quality or memory of the deceased.]

Please accept my heartfelt condolences during this difficult time. My thoughts are with you and your family. If there is anything I can do to help, please do not hesitate to reach out.

Sincerely,
[Your Name]
[Your Title]