Business Letter

A business letter is a formal document used for professional communication between organizations, employees, clients, or other stakeholders. It follows a specific structure and tone to convey messages such as requests, complaints, job applications, or inquiries.

Types of Business Letters

1. Inquiry Letter – Asking for information about a product, service, or business.
2. Order Letter – Placing an order for goods or services.
3. Complaint Letter – Addressing issues with products or services.
4. Adjustment Letter – Responding to a complaint with a solution.
5. Cover Letter – Accompanying a job application.
6. Resignation Letter – Officially informing an employer about leaving a job.
7. Sales Letter – Promoting products or services.
8. Recommendation Letter – Endorsing an individual for a job or academic opportunity.

Structure of a Business Letter

1. Sender’s Address

• Place your address at the top left (or right) corner.
• Skip this part if using a company letterhead.

2. Date

• Mention the date when the letter is written.

3. Recipient’s Address

• Include the recipient’s name, designation, company, and address.

4. Salutation

• Use "Dear Mr./Ms. [Last Name]" (if known).
• Use "Dear Sir/Madam" if the recipient’s name is unknown.

5. Subject Line (Optional but Recommended)

• A brief statement of the letter’s purpose.

6. Body

• Paragraph 1: State the purpose clearly.
• Paragraph 2: Provide details, background, or supporting information.
• Paragraph 3: End with a call to action, request, or closing remark.

7. Complimentary Closing

• Use "Yours sincerely," if addressing a specific person.
• Use "Yours faithfully," if the recipient’s name is unknown.

8. Signature

• Include your name, designation, and contact details.

Examples of Business Letters

1. Inquiry Letter

Subject: Inquiry About Bulk Order of Office Supplies

Dear Mr. Sharma,

I am writing to inquire about the bulk pricing and availability of office supplies for our company, XYZ Pvt. Ltd. We are particularly interested in A4 paper, ink cartridges, and office stationery. Kindly provide a price list and any applicable discounts for bulk purchases.

Looking forward to your response.

Yours sincerely,
Rahul Mehta
Manager, XYZ Pvt. Ltd.

2. Order Letter

Subject: Order for Office Chairs and Desks

Dear Ms. Kapoor,

We would like to place an order for 20 ergonomic office chairs and 10 office desks from your latest catalog. Kindly confirm the delivery timeline and payment details at your earliest convenience.

Yours faithfully,
Rohan Verma
Admin Head, ABC Enterprises

3. Complaint Letter

Subject: Complaint Regarding Defective Laptop

Dear Customer Service Team,

I recently purchased an HP laptop (Invoice No: 12345) from your store, and it is not functioning properly. The screen frequently flickers, and the battery drains quickly. I request either a replacement or a refund at the earliest.

Awaiting your prompt resolution.

Yours sincerely,
Neha Gupta

4. Resignation Letter

Subject: Resignation from the Position of Marketing Executive

Dear Mr. Khanna,

I am writing to formally resign from my position as Marketing Executive at ABC Ltd., effective April 15, 2025. I appreciate the opportunities for growth and learning during my tenure. Please let me know the next steps for a smooth transition.

Yours sincerely,
Amit Roy