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Business Letters | Business Letter Format, Types,

Sample and Examples
Business Letter Writing format | How to Write a Business
Letter Format and Examples
Topics Covered in Business Letter are –

1. Business Letter Meaning and Purpose

2. Business Letter Importance
3. Business Letter Format
4. Business Letter Points to remember while making the format
5. Business Letter Useful Tips
6. Business Letter Samples

Business Letters are an essential requirement in today’s business world. Business letters are a type of formal letter
sent from one company to another, or between such organizations and their customers, clients, or other external
parties. A business letter is a permanent written record, and may be taken more seriously by the recipient than other
forms of communication

Business letters are a type of formal letter. A formal letter is a letter which is written for an official purpose using a
designated format and language.

Learn more – Letter Writing Format | Formal Letter and Informal Letter, Types, Samples, Examples

ইফতারের বাকি ০৯ ঘন্টা ০৪ মিনিট ১৬ সেকেন্ড

What is a Business Letter?
A business letter is written to a business firm (or a particular person).

Business letters can be written for a variety of purposes. Some of the reasons for writing business letters include

1. making an enquiry,
2. replying to an enquiry,
3. making a complaint related to a product/ service,
4. placing or cancelling orders,
5. getting information regarding order placed etc.

Why write Business Letters

1. Maintains and strengthens customer relationship
2. Ensures communication between businesses
3. Helps to gather feedback, complaints etc
4. Leads to increase in customer base and loyalty
5. Helps in exchange of relevant business information

Business Letter Format

Sender’s Address
✕
Date

Receiver’s Address ইফতারের বাকি ০৯ ঘন্টা ০৪ মিনিট ১৬ সেকেন্ড

Subject Heading

Salutation

Body of the letter

Complimentary Close

Learn more – Informal Letter Format, Types, Topics and Sample

Business Letter- Points to remember while making the format

1. Sender’s address is usually written in 3-4 lines
2. The subject of the letter should always be underlined
3. Salutations like “Dear Sir/Ma’am” or “Respected Sir/Ma’am” should be used
4. The introductory paragraph of body should highlight the purpose of the letter
5. The main paragraph of the body should contain details of the letter
6. The concluding paragraph should be a conclusion of the first two paragraphs
7. “Yours truly/faithfully” should be used as the complimentary close

Business Letter Useful Tips

1. Business letters should be to-the-point, clear and precise.
2. Simple language should be used.
3. Abbreviations and short forms must be avoided.
4. When placing orders, the description of items should be clearly mentioned.
5. Senders should inform about the desirable mode of payment/ transportation etc.
6. Appropriate language should be used.

Business Letter Samples

Business Letter Example 1: You manage the supply of books in the school library. Write a letter for placing the
order for the books to the Vikas Publishing House Ltd. (100-150 words)

Solution 1:

Delhi Public School

Sector 12, RK Puram

New Delhi- 110022

5 January 2021

To

Vikas Publishing House Ltd.

Darya Ganj, Central Delhi

New Delhi- 110002

Subject- Placing an order for books for the school library

Dear Sir ✕

I would like to place an order with you for the following books.
ইফতারের বাকি ০৯ ঘন্টা ০৪ মিনিট ১৬ সেকেন্ড
 

English Grammar Class 8th 20 Copies

English Grammar Class 9th 30 Copies

Higher Mathematics Class 11th 10 Copies

Higher Mathematics Class 12th 20 Copies

The Story of My Life- Helen Keller Novel 15 Copies

Kindly ensure that the books are of the latest edition and in proper state. It is a request to deliver these books latest by
5 January 2021 and bills for the same shall be cleared at the time of delivery. Please offer a suitable discount on the
purchase.

Thanking you

Yours faithfully

Vaibhav

Library Manager

Business Letter Example 2: Write a letter to the customer service manager of Ganesh Electronics Pvt. Ltd.
complaining about a defect in the music system purchased from the store. Sign yourself as Gauri/Gaurav. (100-
150 words)

Solution 2:

H.No.58 Block-D
Sector 26, Rohini

New Delhi- 110085

11 February 2021

To

Customer Service Manager

Ganesh Electronics Pvt. Ltd.

Rohini, New Delhi- 110085

Subject- Filing complaint for a defect in purchase no. MS-845/07/2020

✕
Dear Sir

ইফতারের বাকি ০৯ ঘন্টা ০৪ মিনিট ১৬ সেকেন্ড

I hereby write to complain regarding the defect in the music system w.r.t bill no. MS-845/07/2020 purchased on 11
January 2021 from your store.

The music system worked properly for one month but it has not been functioning properly for the past three days. The
sound breaks whilst the songs are being played and the system hangs multiple times. Coupled with this, the songs stop
playing abruptly and require the system to be restarted. Since the music system is still in the warranty period of six
months, I wish to get it replaced at the earliest.

I request you to look into this matter without any delay and provide a new working music system of the same brand. I
have enclosed a copy of the bill of purchase for your reference. Looking forward to your early response.

Thanking you

Yours truly

Gauri

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Business Letter Example 3: You wish to do Spanish learning course from the institute ‘Learn a Language’. Write
a letter to enquire about course details, fees, duration etc. sign yourself as Kritika/Kartik. (100-150 words)

Solution 3:

584, Defence Colony

Dehradun

Uttarakhand- 24801

21 February 2021

To

The Manager

Learn a Language

Connaught Place

✕
Uttarakhand- 248001

Subject- Enquiring about Spanish learning course

ইফতারের বাকি ০৯ ঘন্টা ০৪ মিনিট ১৬ সেকেন্ড
Sir/ Ma’am

I wish to enquire about the Spanish learning course offered by your institute. Since I have basic knowledge of Spanish
language priorly, I wish to learn the language at an advanced level.

I request you to provide the following details relating to the advance level Spanish learning course-

1. fee of the course

2. duration of the course
3. Course material
4. Class schedule
5. batch size (if any) and;
6. other relevant details

Please attach the complete brochure along with the letter. I look forward to a quick response regarding the enquiry.

Thanking you

Yours truly

Kritika

Business Letter Example 4: You are in-charge of purchase for Turbo Automobiles Ltd. Last week you made an
order which is still pending. Write a letter to the manager of ‘Tools & Spares’ for the cancellation of the
aforementioned order in less than 150 words.

Solution 4:

Turbo Automobiles Ltd.

Pahar Ganj, Central Delhi

Delhi- 110055

3 March 2021

To

The Manager

Tools & Spares

Delhi- 110065

Subject- Cancellation of order no. TS/948 dated 6 September 2020

Sir

I want to draw your attention to an order made with you on 6 February 2020 w.r.t order number TS/948. I hereby make
a kind request to cancel this order.

Our company had undertaken a project for which this order was made. However, we are no longer doing the project
and hence we do not require the items that we ordered from you. Since the order cancellation request is made within
10 days of the order placement, it is in compliance with your firm policies. No payment had been made and thus, there
are no outstanding balances and the accounts stand clear.

Please confirm the cancellation of the order at the earliest. I shall make the cancellation payment after cancellation is
confirmed. I have enclosed a copy of the original order receipt.

Thanking you

Yours faithfully

Sarvesh
✕
Purchase in-charge

  ইফতারের বাকি ০৯ ঘন্টা ০৪ মিনিট ১৬ সেকেন্ড

Business Letter Example 5: You went for a vacation with your family to Manali and stayed in hotel Vikrant &
Co. However, you are not satisfied with their service. Write a letter describing your stay and providing relevant
suggestions. You are Sudip/ Susheela Mishra. (100-150 words)

Solution 5:

H.No.32

Defence Colony

South Delhi

New Delhi- 110039

11 March 2021

To

The Hotel Manager

Vikrant & Co., Manali

Uttarakhand- 360087

Subject- Complaint and feedback letter

Dear Sir

I wish to inform you about my stay at your hotel from 02/03/2021 to 06/03/2021. I regret to inform you that my family
and I are quite unsatisfied with the stay at your hotel.

We came to know about your hotel from a travel site. Although the pictures and reviews were quite decent, the actual
experience didn’t conform to the standards. For instance, the bed sheets and quilts were dirty; the staff was not
cooperative and the room service was slow. We were made to pay separately for the cab service even though the
website mentioned that the accommodation charges included a free cab.

I suggest you look into these matters carefully as they will help to improve your service and ensure a better experience
for the customers. Moreover, it would be better if you could mention the correct information about the facilities, which
you are willing to provide on the partner websites.

Thanking you

Yours truly

Sudip Mishra

Business Letter Example 6: You are the owner of Jatin & Brothers Ltd. You have received a lot of orders from
various customers. Write a letter to one of the customers informing them about delay in fulfillment of their
order in less than 150 words.

Solution 6: ✕

Jatin & Brothers Ltd.

ইফতারের বাকি ০৯ ঘন্টা ০৪ মিনিট ১৬ সেকেন্ড

Lajpat Nagar

New Delhi- 110045

14 March 2021

To

The Manager

Krishna Production

Jaipur, Rajasthan- 450008

Subject- Regarding delay in order

Sir

We hereby write to inform you that your order no. 582/JPL which was due for delivery on 12 March 2021 would be late
by a few days.

Due to the peak season, we have received orders in bulk. Some of these are urgent and need to be completed without
any delay. With reference to our previous conversation, we think you will not have a problem with the delay since you
do not have an urgency. We will update you regarding the confirmed date of delivery soon, however, I assure you that
it will be delivered to you before 20 March 2021.

We apologise for the inconvenience caused. Looking forward to your cooperation.

Thanking you

Yours truly

Jatin Sharma

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