Mastering professional correspondence is crucial for success in today’s business world. Whether it’s crafting a compelling cover letter, sending a formal thank you note, or issuing a clear and concise invoice, the quality of your written communication directly impacts your professional image and business relationships. This article provides 24 diverse examples, including letter templates and invoice samples, designed to elevate your communication skills and ensure your messages are both effective and impactful.
From basic business letters to specialized requests, these samples provide a solid foundation for various professional scenarios. We’ll explore essential elements of effective letter writing, such as proper formatting, tone, and content, while also delving into the specifics of creating accurate and professional invoices. By examining these practical examples, you’ll gain the confidence and knowledge needed to handle any business communication challenge.
Professional Letter and Invoice Samples
Sample 1: Cover 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]. With my [Number] years of experience in [Relevant Field], I am confident I possess the skills and qualifications necessary to excel in this role. [Example of Accomplishment].
Thank you for your time and consideration. I look forward to hearing from you soon.
Sincerely,
[Your Name]
Sample 2: Thank You Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Interviewer Name]
[Company Name]
[Company Address]
Dear [Interviewer Name],
Thank you for taking the time to speak with me yesterday about the [Job Title] position. I enjoyed learning more about the role and [Company Name]‘s mission. Our conversation further solidified my interest in this opportunity. [Mention something specific you discussed].
Thank you again for your consideration. I am very enthusiastic about the possibility of joining your team.
Sincerely,
[Your Name]
Sample 3: Resignation Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Manager Name]
[Company Name]
[Company Address]
Dear [Manager Name],
Please accept this letter as formal notification that I am resigning from my position as [Your Job Title] with [Company Name]. My last day of employment will be [Your Last Day of Employment].
Thank you for the opportunities and experiences I have gained during my time here. [Mention something positive about your experience]. I wish you and [Company Name] all the best in the future.
Sincerely,
[Your Name]
Sample 4: Invoice
INVOICE
[Your Company Name/Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
Invoice Number: [Invoice Number]
Date: [Invoice Date]
Due Date: [Payment Due Date]
Bill To:
[Client Company Name/Client Name]
[Client Address]
Description | Quantity | Unit Price | Total
——————-|—————|—————–|————
[Service/Product 1] | [Quantity 1] | [Unit Price 1] | [Total 1]
[Service/Product 2] | [Quantity 2] | [Unit Price 2] | [Total 2]
————————————————————————
Subtotal: [Subtotal Amount]
Tax (if applicable): [Tax Amount]
Total: [Total Amount Due]
Payment Terms: [Specify payment method and terms, e.g., Net 30, PayPal]
Thank you for your business!
Sample 5: Follow Up Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Contact Name]
[Company Name]
[Company Address]
Dear [Contact Name],
I hope this email finds you well.
I am writing to follow up on our conversation on [Date of Conversation] regarding [Topic of Conversation]. [Summarize key points of the conversation]. I am still very interested in [Action or Opportunity].
Please let me know if there is any further information I can provide. Thank you for your time and consideration.
Sincerely,
[Your Name]
Sample 6: 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] purchased on [Date of Purchase] with order number [Order Number]. [Clearly explain the issue]. This is unacceptable and I request [Desired Resolution].
I look forward to your prompt response and resolution to this matter.
Sincerely,
[Your Name]
Sample 7: Recommendation Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Hiring Manager]
[Company Name/University]
[Address]
Dear [Recipient Name/Hiring Manager],
I am writing to enthusiastically recommend [Candidate Name] for [Position/Program]. I have known [Candidate Name] for [Number] years as their [Your Role – e.g., professor, manager]. [Highlight candidate’s key strengths and qualities]. They are a highly motivated and talented individual who would be a valuable asset.
Please feel free to contact me if you require any further information.
Sincerely,
[Your Name]
Sample 8: Apology Letter (Business)
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Dear [Recipient Name/Company Name],
Please accept our sincerest apologies for [Describe the mistake/issue] which occurred on [Date of Incident]. We understand the inconvenience and frustration this has caused. [Explain the steps being taken to rectify the situation and prevent future occurrences].
We value your business and are committed to providing you with the best possible service. Thank you for your understanding.
Sincerely,
[Your Name/Company Name]
Sample 9: Letter of Inquiry
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Company Address]
Dear Sir/Madam,
I am writing to inquire about [Specific Product/Service/Opportunity]. I am particularly interested in [Specific details/aspects you want to know about]. [Explain why you are interested and what information you are seeking].
Thank you for your time and attention to this matter. I look forward to hearing from you soon.
Sincerely,
[Your Name]
Sample 10: Order Confirmation Letter
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Customer Name]
[Customer Address]
Dear [Customer Name],
Thank you for your recent order (Order Number: [Order Number]). This letter confirms that we have received your order and it is currently being processed.
Order Details:
[List of Items, Quantities, Prices]
The total amount due is [Total Amount]. Your order is expected to ship on [Shipping Date] and arrive within [Delivery Timeframe]. You will receive a separate email with tracking information once your order has shipped.
Thank you for your business!
Sincerely,
[Your Company Name]
Sample 11: Sales Letter
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Prospect Name]
[Prospect Address]
Dear [Prospect Name],
Are you looking for [Problem your product/service solves]? At [Your Company Name], we offer [Your Product/Service], designed to [Benefit 1], [Benefit 2], and [Benefit 3]. [Highlight key features and benefits]. For a limited time, we are offering [Special Offer].
Visit our website at [Your Website] or call us at [Your Phone Number] to learn more. We look forward to helping you!
Sincerely,
[Your Company Name]
Sample 12: Past Due Invoice Reminder
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Client Company Name]
[Client Address]
Subject: Past Due Invoice Reminder – Invoice #[Invoice Number]
Dear [Client Name],
This is a friendly reminder that Invoice #[Invoice Number] for [Amount] is now past due. The original due date was [Due Date]. [State reason for the invoice].
Please remit payment at your earliest convenience. You can make a payment via [Payment Methods]. If you have already made the payment, please disregard this notice. If you have any questions, please contact us at [Your Phone Number].
Thank you for your prompt attention to this matter.
Sincerely,
[Your Company Name]
Sample 13: Credit Application
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Credit Application Form
Company Name: [Space for Client Company Name]
Address: [Space for Client Company Address]
Phone: [Space for Client Company Phone]
Email: [Space for Client Company Email]
Contact Person: [Space for Contact Person Name]
Type of Business: [Space for Type of Business]
Years in Business: [Space for Years in Business]
Bank Name: [Space for Bank Name]
Account Number: [Space for Account Number]
Trade References: (Please provide three)
1. Company Name: [Space] Phone: [Space]
2. Company Name: [Space] Phone: [Space]
3. Company Name: [Space] Phone: [Space]
Requested Credit Limit: [Space for Requested Credit Limit]
I certify that the above information is true and correct and authorize [Your Company Name] to check my credit history.
Signature: [Space for Signature] Date: [Space for Date]
Sample 14: Price Quote
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Price Quote
Quote Number: [Quote Number]
Date: [Quote Date]
Valid Until: [Quote Expiration Date]
To:
[Client Company Name]
[Client Address]
Description | Quantity | Unit Price | Total
————|———-|————|——-
[Item 1] | [Quantity 1] | [Price 1] | [Total 1]
[Item 2] | [Quantity 2] | [Price 2] | [Total 2]
Subtotal: [Subtotal]
Tax: [Tax]
Shipping: [Shipping]
Total: [Total]
Notes: [Any specific notes or conditions]
Thank you for your interest in [Your Company Name]. We look forward to the opportunity to work with you.
Sample 15: Meeting Request
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
Subject: Meeting Request – [Meeting Topic]
Dear [Recipient Name],
I hope this email finds you well.
I am writing to request a meeting to discuss [Meeting Topic]. I believe a meeting would be beneficial to [Explain purpose and desired outcome of meeting].
I am available on the following dates and times: [List available dates and times]. Please let me know what time works best for you. The meeting would take approximately [Meeting duration]. It can be held [Meeting location – in-person or virtual]. If in-person, the location would be [Specify address]. If virtual, the meeting link will be [Insert meeting link].
Please let me know if these times work for you or if you would like to suggest an alternative time. I look forward to the opportunity to discuss this further.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Sample 16: Project Proposal Letter
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Client Name]
[Client Company Name]
[Client Address]
Subject: Project Proposal – [Project Name]
Dear [Client Name],
Thank you for considering [Your Company Name] for your [Project Name] project. We are excited about the opportunity to partner with you and are confident that we can deliver exceptional results.
Enclosed is a detailed proposal outlining our understanding of your needs, our proposed approach, and our pricing. Key highlights include:
* [Key Highlight 1]
* [Key Highlight 2]
* [Key Highlight 3]
We are eager to discuss this proposal with you further and answer any questions you may have. Please feel free to contact me at [Your Phone Number] or [Your Email] to schedule a meeting.
Thank you for your time and consideration. We look forward to hearing from you soon.
Sincerely,
[Your Name]
[Your Title]
Sample 17: Press Release
FOR IMMEDIATE RELEASE
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Headline – Concise and attention-grabbing]
[City, State] – [Date] – [Lead Paragraph – Summary of the news, who, what, when, where, why] [Example: Acme Corp today announced the launch of its new line of eco-friendly products, aimed at reducing carbon footprint and promoting sustainable living.]
[Body Paragraph 1 – Expand on the news, provide more details]
[Body Paragraph 2 – Include quotes from key personnel, highlighting the impact of the news] Example: “We are thrilled to introduce this new line of products,” said John Smith, CEO of Acme Corp. “This reflects our commitment to environmental responsibility.”
About [Your Company Name]:
[Company Boilerplate – Brief description of your company]
Contact:
[Contact Name]
[Contact Title]
[Contact Phone Number]
[Contact Email]
###
Sample 18: Payment Confirmation
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Subject: Payment Confirmation – [Invoice Number]
Dear [Customer Name],
This email confirms that we have received your payment of [Amount] for Invoice #[Invoice Number]. Thank you for your prompt payment!
Payment Details:
* Invoice Number: [Invoice Number]
* Payment Amount: [Amount]
* Payment Date: [Date]
* Payment Method: [Payment Method]
Your account balance is now [New Balance]. You can view and download your invoice here: [Link to Invoice]
If you have any questions or concerns, please don’t hesitate to contact us.
Thank you for your continued business.
Sincerely,
[Your Company Name]
Sample 19: Contract Renewal Reminder
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Subject: Contract Renewal Reminder – Contract #[Contract Number]
Dear [Client Name],
This is a friendly reminder that your contract with [Your Company Name], Contract #[Contract Number], is due for renewal on [Renewal Date].
The current contract provides you with [Summary of benefits and services provided]. We have greatly valued our partnership and hope to continue serving you.
To renew your contract, please review the attached renewal agreement and return it to us by [Deadline]. If you have any questions or would like to discuss your renewal options, please contact us at [Your Phone Number] or reply to this email.
We look forward to continuing our successful relationship.
Sincerely,
[Your Name]
[Your Title]
Sample 20: Customer Service Email Response
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
Subject: Re: Your Inquiry – [Original Subject]
Dear [Customer Name],
Thank you for contacting [Your Company Name]. We appreciate you reaching out to us with your question regarding [Customer’s issue].
[Provide a clear and concise answer to the customer’s question. Offer solutions or alternatives if possible. Be empathetic and understanding.] [Example: We understand your frustration with the delayed shipment. We are currently investigating the issue with our shipping partner and will provide you with an update within 24 hours. In the meantime, we have added a 10% discount to your next purchase as an apology for the inconvenience.]
If you have any further questions or require additional assistance, please do not hesitate to contact us. We are here to help.
Thank you for your patience and understanding.
Sincerely,
[Your Name]
[Your Title]
Sample 21: Internal Memo
MEMORANDUM
TO: All Employees
FROM: [Your Name]
DATE: [Date]
SUBJECT: [Subject of Memo]
[Clearly state the purpose of the memo in the first paragraph.] [Example: This memo is to inform all employees of the upcoming changes to our company’s health insurance policy, effective January 1, 2024.]
[Provide details and relevant information about the subject. Be concise and easy to understand.] [Example: The new policy will offer three different coverage tiers to choose from, each with varying premiums and benefits. Enrollment will begin on November 15th and end on December 15th. Detailed information about each plan will be available on the company intranet.]
[Include any necessary action steps or deadlines.] [Example: Please review the new policy information carefully and make your selection during the enrollment period. If you have any questions, please contact Human Resources.]
Thank you for your attention to this matter.
[Your Name]
[Your Title]
Sample 22: Sponsorship Proposal Letter
[Your Organization Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Sponsor Contact Name]
[Sponsor Company Name]
[Sponsor Address]
Subject: Sponsorship Opportunity – [Event Name]
Dear [Sponsor Contact Name],
We are writing to you today to offer your company a unique sponsorship opportunity for our upcoming event, [Event Name], which will be held on [Date] at [Location]. [Describe the event and its purpose in detail].
We believe that sponsoring [Event Name] would be a valuable opportunity for [Sponsor Company Name] to reach a highly targeted audience of [Target Audience Description]. [Outline the benefits of sponsoring the event, including brand visibility, networking opportunities, and positive brand association.]
We have developed several sponsorship packages to suit a range of budgets. A detailed overview of these packages is included with this letter. We are also happy to customize a sponsorship package to meet your specific needs.
Thank you for your time and consideration. We look forward to hearing from you soon.
Sincerely,
[Your Name]
[Your Title]
Sample 23: Letter of Intent
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Letter of Intent – [Brief Description of Intent]
Dear [Recipient Name],
This letter serves as a non-binding Letter of Intent (LOI) outlining the basic terms and conditions under which [Your Name/Company Name] is prepared to [Describe the intent – e.g., purchase, lease, collaborate] with [Recipient Name/Company Name] regarding [Subject of Intent].
The key terms of this LOI are as follows:
* [Term 1 – e.g., Price, Scope, Timeline]
* [Term 2]
* [Term 3]
This LOI is intended to serve as a basis for further negotiations and is not a legally binding agreement except for the provisions regarding confidentiality and exclusive negotiation, which shall be binding for a period of [Number] days from the date of this letter.
We are excited about the prospect of working with you and believe that this collaboration will be mutually beneficial. Please let us know if you are in agreement with the terms outlined in this LOI. We look forward to discussing this matter further.
Sincerely,
[Your Name/Company Name]
Sample 24: Job Offer Letter
[Company Name]
[Company Address]
[Company Phone Number]
[Company Email]
[Date]
[Candidate Name]
[Candidate Address]
Subject: Offer of Employment – [Job Title]
Dear [Candidate Name],
We are pleased to offer you the position of [Job Title] at [Company Name]. We believe that your skills and experience make you an excellent fit for our team.
Your employment will commence on [Start Date]. Your starting salary will be [Salary Amount] per year, payable [Pay Frequency – e.g., bi-weekly]. You will also be eligible for our company benefits package, which includes [List Key Benefits – e.g., health insurance, paid time off, retirement plan]. A complete benefits summary is attached to this letter.
This offer is contingent upon successful completion of a background check. Please sign and return a copy of this letter to indicate your acceptance of this offer by [Acceptance Deadline]. We are excited about the possibility of you joining our team!
Sincerely,
[Hiring Manager Name]