10 Business Letter Examples and How to Write Them

10 Business Letter Examples and How to Write Them

As a business owner, are you familiar with business letter examples? Business letters play an important role in the business sector as the best medium to make profits from various business activities.

Communication in business activities becomes smoother through Business letters. Therefore, it is important to understand the different types of Business letters and use the format and content that suits the purpose of each letter.

What is a Business Letter?

A Business letter is a written official document commonly used in business activities. The main purpose of this letter is to facilitate communication between your business and the external parties involved. This letter can be in the form of a quote request letter, order letter, confirmation letter, and complaint letter.

The characteristics of a business letter involve formality, clarity, and accuracy in conveying the message. Business letters have various functions in the business world, including conducting official communication between the parties involved in the transaction, recording business agreements, and providing valid written evidence in a transaction.

How to Make a Common Business Letter

Business letters have a common format and need to be followed carefully so that the message conveyed can be understood properly by the receiving party. Here are some formats that must be included in a business letter.

1. Letterhead

The letterhead is the front part of the letter that contains the identity of the company or person sending the letter. The letterhead includes the company name, address, phone number, and email address. Not only that, many companies often include a logo on the letterhead.

3. Heading Section

The heading is the initial part of a letter that is equally important as the letterhead. This section includes the letter number, attachments, and subject. The letter number provides a unique identification for the letter. Meanwhile, attachments are any documents attached, while the subject section briefly explains the purpose or content of the letter.

3. Date of Letter Creation

The date of the letter provides information on when the letter was created. This number is important for record clarity and reference. In some contexts, the date of the letter can have legal or contractual implications. For example, in certain business deals, the date of the letter may form the basis of a specific agreement or time limitation.

4. The Recipient’s Address

The address of the recipient of the letter needs to be included in full so that the letter can reach the right destination. In addition, including the address of the recipient is part of business etiquette and gives a professional impression in the letter. It shows attention to detail and a willingness to communicate formally.

5. The Opening Section

The opening section of the letter contains the opening salutation and conveys the intention of the letter clearly and concisely. Generally, the opening section of a letter is preceded by an opening salutation, such as “Dear” or “You” to show respect for the recipient of the letter. The opening section is also often followed by an introductory paragraph that provides a brief background or context regarding the purpose of the letter.

6. Body Section

The body of an official letter has the main function of conveying a specific message, information, or purpose clearly and formally. In the context of official business letters, the body section usually consists of several elements that fulfill the purpose of business communication.

6. Closing Section

The closing section generally contains the end of the letter with a closing sentence, hope, or desired follow-up action. The closing section often contains a courtesy statement such as “Thank you for your attention and cooperation” or an appropriate expression of gratitude.

7. The Sender’s Name and Title

The sender’s identity should be clearly stated at the end of the letter, including his or her name and title within the company. This helps create transparency and provides a foundation of trust between the parties involved in the business communication.

9. Signature

A signature indicates that the person signing it has the authority or power to do so. It assures that the contents of the letter or document are official and legitimate. Not only that, the signature also reflects the consent or agreement of the signing party.

10. Stamp or Seal

The addition of a stamp or stamp to a business letter should be done according to company needs and policies. Giving a stamp or seal can increase the legitimacy of the letter, especially in a business context that involves important transactions or decisions.

Read Also: 15 Proper Examples of Official Letters

Business Letter Examples

Every business letter is created for a specific purpose in the business sector. They are important because of their role in facilitating various transactions and interactions between business parties. Here are some examples of commonly used business letters.

1. Product Introduction Letter

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An introduction letter is a type of business letter that aims to introduce a product or service from the business to the buyer. In this letter, there is a description of the product, its advantages, price, and product promotion that can attract the client’s interest.

2. Letter of Offer for Goods or Services

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An offer letter is used by the seller to propose a product or service to the buyer. The purpose of this letter is to officially document the bidding process and the agreement between two parties in business.

3. Offer Rejection Letter

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An offer rejection letter contains a rejection of the offer given by the seller. The reason for rejection, either with or without a specific reason, can be clearly explained to ensure transparency and good communication between business actors.

4. Goods or Services Order Letter

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An order letter is created by a buyer to order a product or service from a supplier or manufacturer. In addition to serving as legal proof of the order made, this letter can also be used to clarify the terms of the order to avoid mistakes in the future.

5. Order Confirmation Letter

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In an order confirmation letter, the seller or company officially confirms receipt of the order that has been submitted by the buyer. This document is important to create a clear understanding between the parties involved in a business transaction. In general, this letter contains order details, quantity and price, confirmation deadline, and delivery information.

6. Goods Delivery Letter

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A delivery letter serves to inform the buyer that their order has been shipped. Shipping letters are generally accompanied by shipping details, such as tracking numbers and estimated time of arrival. This helps create transparency in the shipping process.

7. Deferred Payment Confirmation Letter

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This letter is submitted by the buyer to the relevant seller to request a suspension of payment from the previously agreed cooperation agreement. The content of this letter includes the reason as well as details regarding the proposed solution.

8. Payment Deadline Letter

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A payment deadline letter aims to inform the buyer of the payment deadline for the purchased business product or service. This can help ensure that payments are made on time. Not only that, this letter can also be used to remind buyers of payment debts that may not have been fulfilled.

9. Damaged Goods Complaint Letter

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This letter is written by the buyer to inform that the product received is damaged or not suitable. The purpose of this letter is so that the seller can provide compensation or resend products that match the buyer’s order.

10. Complaint or Complaint Answer Letter

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A complaint or complaint answer letter is a response given by the seller or service provider to a complaint letter received from the buyer. At its core, this letter aims to respond more proactively and effectively to the problems expressed by the buyer.

Read Also: 10 Most Complete Examples of Informal Letters

By now, we have a better understanding of business letter examples and their purposes, from product introduction letters, offers, deliveries and payment deadlines, complaints, and grievances. A business letter is certainly not just a formal document, but also a means of communication that can shape a good image and business relationship.

Formal letters such as business letters certainly require a signature to give legality to the letter itself. Through AdIns’ digital signature service, we help your business to transact effectively which leads to significant operational efficiency.

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Author :

Ad-Ins

Published date :

14 March 2024