Business Letter Examples: 22 Templates for Effective Communication

Effective business communication hinges on well-crafted letters. A professionally written letter can make a significant impact, whether you’re applying for a job, making a formal request, or resolving a customer issue. These examples serve as a valuable resource, providing a starting point and ensuring clarity and professionalism in your correspondence. Understanding the different types of business letters and adapting templates is key to success.

This guide presents 22 sample business letters covering a broad range of scenarios. From simple thank you notes to formal complaint letters, each example highlights specific formatting and content considerations. Using these templates, you can ensure your message is clearly communicated, maintains a professional tone, and achieves the desired outcome. Remember to always tailor the letter to the specific recipient and situation.

22 Sample Business Letters

Here are 22 examples of business letters, categorized for easy reference. Remember to replace the bracketed information with your own details.

1. Job Application Letter: [Your Address] [Date] [Hiring Manager Name] [Company Name] [Company Address] Dear [Mr./Ms./Mx. Last Name], I am writing to express my keen interest in the [Job Title] position advertised on [Platform]. My [Number] years of experience in [Industry]… Sincerely, [Your Name]
2. Thank You Letter (Interview): Dear [Mr./Ms./Mx. Last Name], Thank you for taking the time to interview me for the [Job Title] position. I enjoyed learning more about [Company] and the role. Sincerely, [Your Name]
3. Resignation Letter: Dear [Manager Name], Please accept this letter as notification that I am resigning from my position as [Your Position] with [Company Name], effective [Date]. Sincerely, [Your Name]
4. Complaint Letter: Dear [Customer Service Department], I am writing to express my dissatisfaction with [Product/Service] I purchased on [Date]. [Explain the issue clearly]. I request [Desired Resolution]. Sincerely, [Your Name]
5. Request for Information: Dear [Recipient Name], I am writing to request information regarding [Specific Information Needed]. Your assistance in this matter would be greatly appreciated. Sincerely, [Your Name]
6. Sales Letter: Dear [Potential Customer], I am writing to introduce [Product/Service] which can help you [Solve a problem/Achieve a goal]. [Highlight key benefits]. Call us today for a free consultation! Sincerely, [Your Name]
7. Cover Letter: Dear [Hiring Manager Name], I am writing to express my interest in the open position at [company name]. My skills and experience with [list some skills] make me a good fit for this role. Thank you for your consideration, [Your Name]
8. Letter of Recommendation: Dear [Recipient Name], it is with great pleasure that I recommend [Person’s Name] for [Position or Opportunity]. [Describe their qualifications and skills]. Sincerely, [Your Name]
9. Letter of Apology: Dear [Recipient Name], I am writing to sincerely apologize for [reason for apology]. I take full responsibility for my actions and assure you that it will not happen again. Sincerely, [Your Name]
10. Follow-Up Letter: Dear [Recipient Name], I am following up on our previous conversation regarding [topic of discussion]. I would like to schedule a time to further discuss this matter. Sincerely, [Your Name]
11. Inquiry Letter: Dear [Recipient Name], I am writing to inquire about [product or service] offered by your company. I would appreciate any information you can provide. Sincerely, [Your Name]
12. Adjustment Letter: Dear [Customer Name], we have received your complaint regarding [product/service] and are issuing a refund of [amount] as compensation. We value your business and apologize for any inconvenience caused. Sincerely, [Company Name]
13. Credit Letter: Dear [Recipient Name], this letter is to inform you that your credit application has been approved. Your credit limit is [amount] and the interest rate is [rate]. Sincerely, [Bank Name]
14. Collection Letter: Dear [Customer Name], this is a reminder that your payment for [invoice number] is overdue. Please remit payment as soon as possible to avoid late fees. Sincerely, [Company Name]
15. Termination Letter: Dear [Employee Name], this letter is to inform you that your employment with [Company Name] is terminated, effective immediately. Sincerely, [HR Department]
16. Promotion Letter: Dear [Employee Name], we are pleased to inform you of your promotion to [new position]. Your hard work and dedication have been recognized. Congratulations! Sincerely, [Manager Name]
17. Acceptance Letter: Dear [Company Name], I am writing to accept the offer for the position of [job title]. I am excited to join your team and look forward to contributing to the company’s success. Sincerely, [Your Name]
18. Price Increase Letter: Dear [Client Name], this letter is to inform you of a price increase for our services, effective [date]. The new price will be [amount]. We appreciate your understanding. Sincerely, [Company Name]
19. Cancellation Letter: Dear [Service Provider], this letter is to inform you that we are cancelling our contract for [service] effective [date]. Please stop all services at this time. Sincerely, [Your Name]
20. Referral Letter: Dear [Recipient Name], I am referring [Person’s Name] for the position of [job title]. They have excellent skills in [list skills]. Sincerely, [Your Name]
21. Confirmation Letter: Dear [Recipient Name], this letter confirms your appointment for [service] on [date] at [time]. Please arrive 15 minutes early to complete necessary paperwork. Sincerely, [Company Name]
22. Letter of Intent: Dear [Recipient Name], this letter expresses our intent to purchase [product/service] under the following terms [terms]. We look forward to doing business with you. Sincerely, [Company Name]