DEFINITION BUSINESS LETTER

A business letter is a letter written in formal language, usually used when writing from one
business organization to another, or for correspondence between such organizations and their
customers, clients and other external parties. The overall style of letter will depend on the
relationship between the parties concerned. There are many reasons to write a business letter. It
could be to request direct information or action from another party, to order supplies from a
supplier, to identify a mistake that was committed, to reply directly to a request, to apologize for
a wrong or simply to convey goodwill. Even today, the business letter is still very useful because
it produces a permanent record, is confidential, formal and delivers persuasive, well-considered
messages.

The term “business letters” refers to any written communication that begins with a salutation,
ends with a signature and whose contents are professional in nature. Historically, business letters
were sent via postal mail or courier, although the internet is rapidly changing the way businesses
communicate. There are many standard types of business letters, and each of them has a specific
focus.

PARTS OF A LETTER

How to write a Business Letter:

The Basics
A business letter always contains a few standard parts:

 The date
 Information about its sender and recipient
 A salutation
 A body consisting of a few concise paragraphs
 A closing
 The sender’s signature
 The sender’s typed name, title, and contact information
 A list of enclosures, if necessary

1. Letterhead

Companies usually use printed paper where heading or letterhead is specially designed at the top
of the sheet. It bears all the necessary information about the organisation’s identity.

If your company has letterhead, you can use this instead of typing out the information. If not,
your company’s address should appear either right or left justified at the top of the page. Write
out each word in the address instead of using abbreviations. For example:
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ABC, Inc.
400 Leafy Lane
Los Angeles, California 90002

2. The date of the letter

Date of writing. The month should be fully spelled out and the year written with all four digits
October 12, 2005 (12 October 2005 – UK style). The date is aligned with the return address. The
number of the date is pronounced as an ordinal figure, though the endings st, nd, rd, th, are
often omitted in writing. The article before the number of the day is pronounced but not written.
In the body of the letter, however, the article is written when the name of the month is not
mentioned with the day.

Write the date out rather than abbreviating with numbers only. For example, “March 1, 2015” or
“1 March 2015.” The date should be left justified and should be positioned two or three lines
above the recipient’s address.

3. The Inside Address

In a business or formal letter, you should give the address of the recipient after your own
address. Include the recipient’s name, company, address and postal code. Add job title if
appropriate. Separate the recipient’s name and title with a comma. Double check that you have
the correct spelling of the recipient ‘s name. The Inside Address is always on the left margin.

Add the recipient’s name, their title if known, and their address. Write out each word in the
recipient’s address. This information should be left justified a few lines above the salutation. For
example:

Mr. Jack Reacher

Merchandising Manager
Craft Supply Provider, Inc.
602 Spinner’s Road
Los Angeles, California 90001

4. The Greeting / Salutation

Also called the salutation. The type of salutation depends on your relationship with the recipient.
It normally begins with the word “Dear” and always includes the person’s last name. Use every

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resource possible to address your letter to an actual person. If you do not know the name or the
sex of your receiver address it to Dear Madam/Sir (or Dear Sales Manager or Dear Human
Resources Director). As a general rule the greeting in a business letter ends in a colon (US style).
It is also acceptable to use a comma (UK style).

Choose your salutation based on whether you know the person to whom you are writing, how
well you know them if so, and the relationship’s level of formality. A salutation is more than a
simple greeting; it is an indicator of respect. There are several options to use depending on the
situation:

 To Whom It May Concern: Use this generic greeting only if you don’t know whom you are
specifically addressing.
 Dear Sir / Madam: This is another generic greeting that should only be used if you don’t
know who will be reading your letter.
 Recipient’s Title and Last Name: This is a widely accepted method of incorporating a
salutation into business correspondence. Examples include: “Dear Dr. Jamison” or “Dear
Professor Williams.” The salutations “Dear Mr. Smith,” “Dear Ms. Kennedy,” and “Dear
Mrs. Rollins” are additional examples of this kind of greeting.
 Recipient’s First Name: Use this only if you and the recipient already enjoy an informal
relationship. An example is: “Dear Maria.”
 The Recipient’s Whole Name: If the recipient does not have a title and you are unsure of
their gender, you should greet them using their entire name. For example: “Dear Pat Brown.”

Always add a comma after a salutation, unless you are using “To Whom It May Concern,” in
which case a colon is appropriate.

5. The Subject Line (optional)

Its inclusion can help the recipient in dealing successfully with the aims of your letter. Normally
the subject sentence is preceded with the word Subject: or Re: Subject line may be emphasized
by underlining, using bold font, or all captial letters. It is usually placed one line below the
greeting but alternatively can be located directly after the “inside address,” before the “greeting.”

6. The Body Paragraphs

The body of your business letter should contain a few concise paragraphs that convey your
message clearly. Strike the right tone by avoiding lengthy, meandering sentences and getting
straight to the point. If you are not sure how to start, consider using “I am writing you
regarding…” as the opening phrase.

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Your reader will get the best impression when your meaning is crystal-clear. You should explain
your position using as few words as possible an. At the same time, feel free to be conversational
if it is appropriate. Business correspondence should be friendly and helpful if possible.

Summarize your points clearly in the last paragraph and outline your expectations or your
planned course of action. This is a suitable place to mention that the recipient may contact you
with concerns or questions. Be sure to thank the recipient for his or her attention to the letter or
to the matter at hand.

7. The Complimentary Close

This short, polite closing ends always with a comma. It is either at the left margin or its left edge
is in the center, depending on the Business Letter Style that you use. It begins at the same
column the heading does. The traditional rule of etiquette in Britain is that a formal letter
starting “Dear Sir or Madam” must end “Yours faithfully”, while a letter starting “Dear”
must end “Yours sincerely”. (Note: the second word of the closing is NOT capitalized).

Like its salutation, a business letter’s closing is an indicator of respect that should reflect the
formality of your relationship.

 Formal Closing: A closing such as “Sincerely,” “Yours sincerely,” “Respectfully,”

“Yours Truly,” “Regards,” and “Cordially” are suitable for all types of business
correspondence.
 Informal Closing: Less formal closings such as “Best wishes,” “Warm regards,” “Best,”
“Thank you,” and “All the best” are still professional, but are best for letters to people
with whom you enjoy an ongoing, friendly business relationship.

Use a comma after your closing, no matter which you choose. Left justify the closing.

8. Signature and Writer’s identification

The signature is the last part of the letter. You should sign your first and last names. The
signature line may include a second line for a title, if appropriate. The signature should start
directly above the first letter of the signature line in the space between the close and the signature
line. Use blue or black ink.

Leave about four lines of text empty so you have room to sign your name. Use blue or black ink
for a clean, professional look.

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Sender’s typed name and contact information:

Type your name, then add your title on the next line. Skip a line, then type your telephone
number. On the next line, type your email address. For example:

Terry Brown
Vice President of ABC, Inc.

223-555-1212
t.brown@abc-inc.com
This information should be left justified.

9. Initials, Enclosures, Copies

Initials are to be included if someone other than the writer types the letter. If you include other
material in the letter, put ‘Enclosure’, ‘Enc.’, or ‘ Encs. ‘, as appropriate, two lines below the last
entry. cc means a copy or copies are sent to someone else.

If you plan to enclose anything with your business letter, type the word “Enclosures” followed
by a colon and make a note that tells the recipient what else to look for in the envelope. For
example:

Enclosures (2): brochure, flyer

Enclosures: two brochures

Objectives and functions of business letter

Every business organization has to maintain contact with its various partners like suppliers,
customers, government agencies and so on. Business letter serves as the bridge to communicate
with the various parties. The functions of business letters are multidimensional. The importance
of business letter is presented below through its various functions or Objectives-

 Building Goodwill: Another important purpose of a business letter is to sell the good
reputation and friendliness of a company. It acts as an ambassador of a country for the
company. It aims at building goodwill in customers-company relationship, holding present
customers, reviving inactive accounts and inviting customers to buy more and varied
products.
 Records and References: Business letter are very useful as records and references of
previous transactions. In business, innumerable transactions or communications occur with a

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 large number of people that are not possible for a businessman to remember. When memory
fails, business letters act as previous records and can be used for future reference.
 Making a Lasting Impression: In case of oral communication, the impact of any message is
felt mainly during the time of hearing. And as soon as the next oral communication takes
place, the effect of the previous one is reduced. But a letter makes a lasting impression on the
readers’ mind as it stays with them and works effectively every time it is read.
 Building and Maintaining Business Relation: Business letters help to build and maintain
business relation among various parties like manufacturers, distributors, intermediaries,
support services and consumers.
 To Exchange Business Information: The prime objective of a business letter is to exchange
business related information between the parties involved. Most of the time business people
send letters to their counter-parties containing various business information.
 Widening the Approach: It is very difficult to send business representatives to all the
places. But a letter can be sent to any place at any distance. Sometimes executives,
professionals, politicians, etc. are difficult to be approached personally. But a letter can find
easy access to anybody. Thus a business letter helps to widen the area of business operations
and also the access to a large number of people.
 An Authoritative Proof: A business letter also serves the purpose of evidence. A written
commitment binds the concerned parties to obey to the text of writing. A letter signed by a
responsible person acts as an authoritative proof of what is said in it. It can even be treated as
a valid document that can be produced as evidence in a court of law if any dispute arises.
 Others: Business letter also has some other functions beside the above ones. It provides legal
facility, saves time, helps to increase products, demand, helps to settle transaction easily and
it is accepted by all as a reliable media of communication.

In conclusion we can say that business letter is an indispensable means of communication for
industry and commerce. The multidimensional functions of business letter have given it a wide
range of acceptance to the business world. So, it must be furnished with due care.

PRINCIPLES TO KEEP IN MIND

Business writing is different

Writing for a business audience is usually quite different than writing in the humanities, social
sciences, or other academic disciplines. Business writing strives to be crisp and succinct rather
than evocative or creative; it stresses specificity and accuracy. This distinction does not make
business writing superior or inferior to other styles. Rather, it reflects the unique purpose and
considerations involved when writing in a business context.

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When you write a business document, you must assume that your audience has limited time in
which to read it and is likely to skim. Your readers have an interest in what you say insofar as it
affects their working world. They want to know the “bottom line”: the point you are making
about a situation or problem and how they should respond.

Business writing varies from the conversational style often found in email messages to the more
formal, legalistic style found in contracts. A style between these two extremes is appropriate for
the majority of memos, emails, and letters. Writing that is too formal can alienate readers, and an
attempt to be overly casual may come across as insincere or unprofessional. In business writing,
as in all writing, you must know your audience.

In most cases, the business letter will be the first impression that you make on someone. Though
business writing has become less formal over time, you should still take great care that your
letter’s content is clear and that you have proofread it carefully.

Pronouns and active versus passive voice

Personal pronouns (like I, we, and you) are important in letters and memos. In such documents, it
is perfectly appropriate to refer to yourself as I and to the reader as you. Be careful, however,
when you use the pronoun we in a business letter that is written on company stationery, since it
commits your company to what you have written. When stating your opinion, use I; when
presenting company policy, use we.

The best writers strive to achieve a style that is so clear that their messages cannot be
misunderstood. One way to achieve a clear style is to minimize your use of the passive voice.
Although the passive voice is sometimes necessary, often it not only makes your writing dull but
also can be ambiguous or overly impersonal. Here’s an example of the same point stated in
passive voice and in the active voice:

 PASSIVE: The net benefits of subsidiary divestiture were grossly overestimated.

 [Who did the overestimating?]
 ACTIVE: The Global Finance Team grossly overestimated the net benefits of subsidiary
divestiture.

The second version is clearer and thus preferable.

Of course, there are exceptions to every rule. What if you are the head of the Global Finance
Team? You may want to get your message across without calling excessive attention to the fact
that the error was your team’s fault. The passive voice allows you to gloss over an unflattering
point—but you should use it sparingly.

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Focus and specificity

Business writing should be clear and concise. Take care, however, that your document does not
turn out as an endless series of short, choppy sentences. Keep in mind also that “concise” does
not have to mean “blunt”—you still need to think about your tone and the audience for whom
you are writing. Consider the following examples:

After carefully reviewing this proposal, we have decided to prioritize other projects this quarter.
Nobody liked your project idea, so we are not going to give you any funding.

The first version is a weaker statement, emphasizing facts not directly relevant to its point. The
second version provides the information in a simple and direct manner. But you don’t need to be
an expert on style to know that the first phrasing is diplomatic and respectful (even though it’s
less concise) as compared with the second version, which is unnecessarily harsh and likely to
provoke a negative reaction.

TYPES OF BUSINESS LETTERS

The most important element you need to ensure in any business letter is accuracy. One of the
aspects of writing a business letter that requires the most accuracy is knowing which type of
business letter you are writing. A number of options are available for those looking to trade in
business correspondence, and you will significantly increase your odds for getting a reply if you
know the form you need to send.

1. Letter of Complaint

A letter of complaint will almost certainly result in an official response if you approach it from a
businesslike perspective. Make the complaint brief, to the point and polite. Politeness pays off
regardless of the extent of anger you are actually feeling while composing this type of business
letter.

Example complaint letter:

56 Disgruntled Street
Somewhere Unhappy
1AM MAD

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Customer Service Manager
That Awful Company
Somewhere Awful
UR BAD

June 15, 2016

Dear Sir/Madam,

I am writing today to complain of the poor service I received from your company on June 12,
2016. I was visited by a representative of That Awful Company, Mr. Madman, at my home on
that day.

Mr. Madman was one hour late for his appointment and offered nothing by way of apology when
he arrived at noon. Your representative did not remove his muddy shoes upon entering my
house, and consequently left a trail of dirt in the hallway. Mr. Madman then proceeded to present
a range of products to me that I had specifically told his assistant by telephone I was not
interested in. I repeatedly tried to ask your representative about the products that were of interest
to me, but he refused to deal with my questions. We ended our meeting after 25 minutes without
either of us having accomplished anything.

I am most annoyed that I wasted a morning (and half a day's vacation) waiting for Mr. Madman
to show up. My impression of That Awful Company has been tarnished, and I am now concerned
about how my existing business is being managed by your firm. Furthermore, Mr. Madman's
inability to remove his muddy shoes has meant that I have had to engage the services, and incur
the expense, of a professional carpet cleaner.

I trust this is not the way That Awful Company wishes to conduct business with valued
customers—I have been with you since the company was founded and have never encountered
such treatment before. I would welcome the opportunity to discuss matters further and to learn of
how you propose to prevent a similar situation from recurring. I look forward to hearing from
you.

Yours faithfully,

V. Angry

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V. Angry

2. Resume Cover Letter

A cover letter that accompanies a resume should revel in its brevity. You should take as little
time and as few words as possible to accomplish one task: persuading the reader to anticipate
reading your resume. Mention the title of the job for which you are applying, as well or one or
two of your strongest selling points.

Application letters

When writing an application letter, remember that you probably have competition. Your
audience is a professional who screens and hires job applicants—someone who may look
through dozens or even hundreds of other applications on the day she receives yours. The
immediate objective of your application letter and accompanying resume is to attract this
person’s attention. Your ultimate goal is to obtain an interview.

As you write your application letter, be sure you complete three tasks: catch the reader’s
attention favorably, convince the reader that you are a qualified candidate for the job, and request
an interview.

Application letter checklist:

 Identify the job by title and let the recipient know how you heard about it.
 Summarize your qualifications for the job, specifically your work experience, activities that
show your leadership skills, and your educational background.
 Refer the reader to your enclosed resume.
 Ask for an interview, stating where you can be reached and when you will be available. If
your prospective employer is located in another city and you plan to visit the area, mention
the dates for your trip.
 If you are applying for a specific job, include any information pertinent to the position that is
not included in your resume.

To save your reader time and to call attention to your strengths as a candidate, state your
objective directly at the beginning of the letter.

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Example:

I am seeking a position as a manager in your Data Center. In such a management

position, I can use my master’s degree in information systems and my experience as a
programmer/analyst to address business challenges in data processing.

If you have been referred to a company by one of its employees, a career counselor, a professor,
or someone else, mention that before stating your job objective.

Example:

During the recent ARRGH convention in Washington, D.C., one of your sales
representatives, Dusty Brown, informed me of a possible opening for a manager in your
Data Center. My extensive background in programming and my master’s degree in
information systems make me highly qualified for the position.

In subsequent paragraphs, expand on the qualifications you mentioned in your opening. Add any
appropriate details, highlighting experience listed on your resume that is especially pertinent to
the job you are seeking. Close with a request for an interview. Proofread your letter carefully.

Two sample letters of application are presented below. The first letter (Sample #1) is by a recent
college graduate responding to a local newspaper article about the company’s plan to build a new
computer center. The writer is not applying for a specific job opening but describes the position
he seeks. The second letter (Sample #2) is from a college senior who does not specify where she
learned of the opening because she is uncertain whether a position is available.

Sample #1

6123 Farrington Road

Apt. B11
Chapel Hill, NC 27514
January 11, 2005

Taylor, Inc.
694 Rockstar Lane
Durham, NC 27708

Dear Human Resources Director:

I just read an article in the News and Observer about Taylor’s new computer center just north of
Durham. I would like to apply for a position as an entry-level programmer at the center.

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I understand that Taylor produces both in-house and customer documentation. My technical
writing skills, as described in the enclosed resume, are well suited to your company. I am a
recent graduate of DeVry Institute of Technology in Atlanta with an Associate’s Degree in
Computer Science. In addition to having taken a broad range of courses, I served as a computer
consultant at the college’s computer center where I helped train users to work with new systems.

I will be happy to meet with you at your convenience and discuss how my education and
experience match your needs. You can reach me at my home address, at (919) 233-1552, or at
krock@devry.alumni.edu.

Sincerely,

Raymond Krock

Sample #2

6123 Farrington Road

Apt. G11
Chapel Hill, NC 27514
January 11, 2005

Taylor, Inc.
694 Rockstar Lane
Durham, NC 27708

Dear Ms. Jones:

I am seeking a position in your engineering department where I may use my training in computer
sciences to solve Taylor’s engineering problems. I would like to be a part of the department that
developed the Internet Selection System but am unsure whether you have a current opening.

I expect to receive a Bachelor of Science degree in Engineering from North Carolina State
University in June and by that time will have completed the Computer Systems Engineering
Program. Since September 2000, I have been participating, through the University, in the
Professional Training Program at Computer Systems International in Raleigh. In the program I
was assigned to several staff sections as an apprentice. Most recently, I have been a programmer
trainee in the Engineering Department and have gained a great deal of experience in computer
applications. Details of the academic courses I have taken are included in the enclosed resume.

If there is a position open at Taylor Inc., please let me know whom I should contact for further
information. I look forward to hearing from you soon. I may be reached at my office (919-866-
4000 ext. 232) or via email (Brock@aol.com).

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Sincerely,

Rebecca Brock

3. Letter of Recommendation

A recommendation letter allows you to use a few well-chosen words to the effect of letting
someone else know how highly you value a third party. Resist the temptation to go overboard;
approach your recommendation in a straightforward manner that still allows you to get the point
across.

Why Are Recommendation Letters Important?

Many employers request recommendation letters to help them decide who to hire or internally
promote. Throughout the hiring process, the applicant strives to present herself in the best light.
Beyond the interview and resume, hiring managers look to recommendation letters to confirm
the candidate’s qualifications and to gain insight from an outside party.

The hiring manager wants to know what experiences the candidate will bring to the new role,
how she’ll contribute to the company or organization, and how she’ll behave in the day-to-day.
Recommendation letters can point to a candidate’s future performance by talking about her
past achievements.

Reference letters can also shed light on what it’s like to manage, work with, or, in the case of a
character reference, be friends with the person under consideration. They complement the
candidate’s story and suggest what she’ll bring to the table in her next job.

If you get asked to write a letter for someone, it’s safe to assume you want to do a good job.
Helping someone get hired is not just a satisfying good deed, but it’s also good professional
karma! So how can you turn those good intentions into a stand-out employee letter of
recommendation?

Each letter will, of course, be different, but good letters share certain key features. Read on to
learn about three important characteristics of strong reference letters.

What Makes a Recommendation Letter Stand Out? 3 Key Features

Strong letters give positive descriptions of a candidate’s skills in a concise and powerful way.
Beyond using language that's clear and error-free, what elements should your recommendation
letter include to be effective?

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As you write your letter, make sure it does the following:

1. It Explains Why You’re Qualified to Recommend the Candidate

In order to hold weight, a recommendation letter should come from a reputable source. If an
employer wants a professional reference, then the writer of that letter probably worked with the
candidate in a supervisory capacity. Some employers will also be interested in letters from a
colleague or, occasionally, a friend, neighbor, or family member. Most letters, though, will be
written by a supervisor, manager, or boss of some sort.

In the first paragraph, you should explain who you are and how you know the candidate. How
long did you work with her and in what capacity? By explaining your relationship, you show that
you’re qualified to give an honest assessment.

If someone who feels like a relative stranger asks you to write a letter, you might consider
declining or recommending someone else to write it. If you didn’t get to know the candidate’s
work performance or only did so in a way completely unrelated to the new position, then you
might not be able to provide a helpful letter of recommendation from employer to employee.

The best letters are written by people who can speak to the candidate’s skills and
accomplishments. Make sure to state clearly in the beginning of your letter who you are and
why your opinion matters.

2. It’s Customized to the New Position

While you should speak to the candidate’s accomplishments in her past role, you should also
show why she’d make a good fit in the next one. Even if the candidate’s making a career
change, you can explain why she’ll be able to do well in the new industry.

Here’s where open communication with the applicant is important. She should share the job
description so you have a clear understanding of the position’s requirements. As the writer,
you’re not expected to do much research on the new job. The candidate should provide you with
everything you need to know to customize your letter.

By drawing on this information, you can express confidence that the candidate will succeed in
the new role. Then when the hiring manager reads your letter, she’ll feel reassured that the
candidate would make a good fit.

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3. It Uses Specific Examples and Anecdotes

Finally, and perhaps most importantly, your letter should provide specific examples about the
candidate. Don’t just list adjectives like, “friendly, intelligent, and hard-working”; instead,
present circumstances in which the candidate demonstrated those qualities. To borrow a favorite
phrase of English teachers, “show, don’t just tell.”

Not only will examples point to the value the candidate brought to your organization or
company, but they’ll also paint a picture of how she works in day-to-day operations. Using
two to three specific anecdotes in your letter will boost its level of persuasiveness. It will also
sidestep a common rec letter trap: becoming a generic list of cliches.

Just as you should only write a recommendation letter if you feel qualified to assess the
candidate, you should also only write it if you can provide a great one. While you don’t want
to go over the top and sound insincere, your letter should be a strongly positive endorsement.

As you read through the various free job recommendation letters, notice how they all share the
three key features described above, even though they differ in terms of their source and target
audience. Read on for nine representative samples of recommendation letters, each followed by
an analysis of what it does well!

General Academic Recommendation Request from Student to Teacher (Text Version)

Sue Wright
123 Main Street
Anytown, CA 12345
555-555-5555
sue.wright@ccc.com

May 19, 2021

Lisa Lee
Professor Childhood Education
Acme University
123 Business Street
Business City, NY 54321

Dear Professor Lee,

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As I prepare for my journey into the workforce after graduation, I am hoping to gather a general
letter of recommendation from you that I can use for future teaching position applications.

As my elementary education advisor, mentor, and professor, I believe a reference from you
would provide a potential employer with insight into my character and teaching abilities,
ensuring them I would be an ideal candidate for the early childhood education position they are
looking to fill.

If you need any additional information, please contact me via email or phone. If you would
kindly provide me with four signed copies of the letter in sealed envelopes with your signature
across the seal, I would much appreciate it.

Thank you for your consideration and support.

Sincerely,

Signature (hard copy letter)

Sue Wright

Sample General Academic Recommendation for a Student

This general academic reference letter can be drafted by a teacher for a student to keep in their
academic portfolio for future use.

General Academic Recommendation for a Student (Text Version)

Laurie Gallo
123 Main Street
Anytown, CA 12345
555-555-5555
laurie.gallo@college.edu

May 19, 2021

Lisa Lee
Operations Manager
Sunshine Hospital
123 Business Street
Business City, NY 54321

To Whom It May Concern,

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I am writing this reference for Mary Miller, a student I was fortunate to work with during her
senior year at Newton College. As both Mary’s academic advisor and professor of Children's
Literature, I have watched her grow into a passionate and knowledgeable teacher.

A natural in the classroom, Mary has worked with students in both inclusive classrooms as well
as individually, focusing on their special needs in reading and writing.

Mary is a patient and compassionate teacher and is the ideal candidate for your special education
graduate program. Please feel free to contact me with any additional questions you may have
regarding Mary at 555-123-2345 or email, laurie.gallo@college.edu.

Sincerely,

Signature (hard copy letter)

Laurie Gallo
Education Department Chair
Newton College

Academic Recommendation for a Student (Text Version)

Susan Samuels
123 Main Street
Anytown, CA 12345
555-555-5555
susan.samuels@email.com

May 19, 2021

Franklin Lee
Department Chair Communications
Acme University
123 Business Street
Business City, NY 54321

Dear Ms. Jones:

I am writing this reference at the request of Katie Kingston, who is applying for the Summer
Communications Program at Acme University.

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I have known Katie for two years in my capacity as a teacher at Smithtown Middle School. Katie
took English and Spanish from me and earned superior grades in those classes. Based on Katie's
grades, attendance, and class participation, I'd rate Katie's academic performance in my class as
superior.

In conclusion, I would highly recommend Katie Kingston for this academic program. If her
performance in my class is any indication of how she will succeed, Katie will be a positive
addition to the program. If you should need any additional information, you can feel free to
contact me at 555-555-5555 or by email at susan.samuels@email.com anytime.

Sincerely,

Signature (hard copy letter)

Susan Samuels
Teacher
Smithtown Middle School

Sample Letter #1: Written by a Manager for a Full-Time Employee

Ms. Greta Johanssen

Sales Manager
Streambase Corp.
66 Western Boulevard
Santa Fe, New Mexico 87500

Dear Ms. Johanssen,

It’s my pleasure to provide this letter of recommendation for James as he seeks employment in
software sales with Streambase. As James’s sole direct manager at Waretech, I’ve worked
closely with him over the past three years, sharing the same open office space the majority of the
time. James showed excellent communication skills and consistently exceeded company quotas.
On a personal level, he’s charismatic and well-spoken, both qualities that have served him well
in his role as software sales professional.

Due to his wife’s cross-country transfer, James is seeking employment out west. All of us at
Waretech will be sad to see such a valuable employee go, but our loss is truly your gain. Allow
me to point out three examples of James’s strengths.

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First, James brought great value to Waretech by consistently exceeding quotas and selling in the
top 15% of his peers. James has an understanding of market trends and instincts for identifying
and pursuing qualified leads. Not only does he provide stellar service to existing clients, but he’s
established a number of new business-to-business and business-to-customer accounts during his
time at Waretech. Last fall, for instance, he added Voxacorp to our client list, a huge acquisition,
and has been working closely with its IT department ever since. James has the combination of
business acumen and communication skills that makes him an outstanding salesperson.

Second, James has a very strong grasp of technology. He knows our software inside and out and
helps relay technical information to customers in an accessible way. He explains our products
clearly to customers and makes the most of technological avenues to gain new leads and
customize his sales pitch to clients. During an early review, I observed him discuss in detail with
a prospective client the specific ways that our software could boost the sales of her online
bakery. By monitoring clients’ presence across our website and blog, he provides each one with
personalized service to meet his/her needs. James makes the most of technology to find new
prospects, provide modern solutions, and drive results.

Finally, James has proven himself to be a strong cultural fit here at Waretech. He’s always ready
to lend a helping hand to his teammates and contributes during brainstorming sessions and
meetings between the sales and marketing teams. Last month, James co-led an enlightening
meeting on content marketing and account management. Outside of official events, James also
takes turns leading weekly spin classes at our in-house gym. James is an active member of the
Waretech team and supports his colleagues professionally and personally (not to mention
athletically!).

In closing, I’d like to restate my strong support for James’s application to the role of software
sales professional with Streambase. I’m confident that he will surpass your expectations in this
new role. James is driven, self-confident, proactively helpful, and smart, and I know he will
continue to find success in sales. Please feel free to contact me at (866) 811-5546 or
ssaasman@streambase.com with any other questions. Thank you for your time.

Sincerely,

Samuel Saasman
Sales Manager
Streambase, Inc.
ssaasman@streambase.com
(866) 811-5546

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Dear Admissions Committee,

I had the pleasure of teaching Sara in her 11th grade honors English class at
Mark Twain High School. From the first day of class, Sara impressed me with her
ability to be articulate about difficult concepts and texts, her sensitivity to the
nuances within literature, and her passion for reading, writing, and creative
expression- both in and out of the classroom. Sara is a talented literary critic and
poet, and she has my highest recommendation as a student and writer.

Sara is talented at considering the subtleties within literature and the purpose
behind authors' works. She produced an extraordinary year-long thesis paper on
creative identity development, in which she compared works from three different
time periods and synthesized cultural and historical perspectives to inform her
analysis. When called upon to give her thesis defense in front of her peers, Sara
spoke clearly and eloquently about her conclusions and responded to questions in
a thoughtful way. Outside of the classroom, Sara is dedicated to her literary
pursuits, especially to poetry. She publishes her poetry in our school's literary
magazine, as well as in online magazines. She is an insightful, sensitive, and
deeply self-aware individual driven to explore art, writing, and a deeper
understanding of the human condition.

Throughout the year Sara was an active participant in our discussions, and she
always supported her peers. Her caring nature and personality allow her to work
well with others in a team setting, as she always respects others' opinions even
when they differ from her own. When we held a class debate about gun laws, Sara
opted to speak for the side opposite her own views. She explained her choice as
motivated by a desire to put herself in other people's shoes, view the issues from a
new perspective, and gain a clearer sense of the issue from all angles.
Throughout the year, Sara demonstrated this openness to and empathy for the
opinions, feelings, and perspectives of others, along with shrewd powers of
observation, all qualities that makes her outstanding as a student of literature
and burgeoning writer.

I am certain that Sara is going to continue to do great and creative things in her
future. I highly recommend her for admission to your undergraduate program.
She is talented, caring, intuitive, dedicated, and focused in her pursuits. Sara
consistently seeks out constructive feedback so she can improve her writing skills,
which is a rare and impressive quality in a high school student. Sara is truly a
stand-out individual who will impress everyone she meets. Please feel free to
contact me if you have any questions at callmeclemens@gmail.com.

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 Sincerely,

Ms. Scribe
English Teacher
Mark Twain High School

4. Letter of Resignation

An official letter of resignation is a business letter that should be fair and tactful. Be wary of
burning any bridges that you may need to cross again in the future. Offer a valid reason for your
resignation and avoid self-praise.

When you are resigning from employment, it's proper protocol to provide your employer with a
formal resignation letter for your employee file. A resignation letter is a way to officially
announce your resignation, even if you have already discussed your resignation with your boss
and/or Human Resources. Writing a letter is also a courtesy that can help you maintain a positive
relationship with your employer.

Read below for advice on writing a resignation letter, as well as a sample resignation letter.

Sample Resignation Letter

Use the sample resignation letter below as a template for your own letter. Be sure to rewrite the
letter to fit your particular employment situation.

Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email

Date

Name
Title
Organization
Address
City, State, Zip Code

Dear Mr./Ms. Last Name:

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I would like to inform you that I am resigning from my position as Account Executive for the
Smith Agency, effective August 1.

Thank you very much for the opportunities for professional and personal development that you
have provided me during the last five years. I have enjoyed working for the agency and
appreciate the support provided me during my tenure with the company.

If I can be of any help during this transition, please let me know.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name

Tips for Writing a Resignation Letter

It's best to give your boss two weeks notice if you are resigning. If possible, write the letter at
least two weeks before resigning your job.

The most important information to include in a resignation letter is the date you plan to leave the
company.

This helps ease the transition for the employer, as well as for you. State this date very early in the
letter.

You should also let the employer know you appreciate your time with the company. If you were
not particularly happy at the company, or if your relationship with your supervisor or colleagues
was contentious, you can keep this expression of thanks brief. It's enough to simply say, "I've
enjoyed my time at ABC company." or "My two years at ABC company have been a pleasure."

If possible, offer the employer assistance as they look for a replacement. This help could come in
the form of recruiting or training a new employee. You can also offer to prepare transitional
documents or share your personal email for questions after you've left the company. It's up to
you how generous you want to be.

If you have any questions, including where to leave work supplies or questions about your
benefits, you might include these in your letter as well.

A resignation letter is not the time to share frustrations about coworkers, managers, or the
company. Keep in mind that you may someday need a reference from people who will see this
letter, so it is best to be polite.

PAGE \* MERGEFORMAT 21
A resignation letter should be simple, brief, focused, and to the point.

There is no need to elaborate on your reason for leaving – keep the letter professional rather than
delving into the personal.

Make sure to follow proper business letter format in your letter. Include a header with the
employer’s name and address, the date, and your name and address.0

You should also thoroughly proofread the letter before sending it. Again, you may need to ask
for a recommendation from your employer, and you want all your work to be polished.

You should send this letter to your employer, as well as Human Resources so that they have the
letter on file. Your resignation letter is just one part of the process of leaving a job.

5. Job Applicant Not Hired

In some cases you may be required to write a business letter that informs a job applicant that he
was not chosen for an open position. Offer an opening note of thanks for his time, compliment
him on his experience or education and explain that he was just not what the company is looking
for at the present time.

6. Declining Dinner Invitation

Declining a dinner invitation is a topic for a business letter that, if not done tactfully, may result
in a social disadvantage. Extend your appreciation for the invitation and mention that you
already have an engagement for that date. Do not go into detail about what the engagement is.

7. Reception of Gift

It is very polite to return a formal business response letting someone know that you have
received her gift. Extend a personalized thanks to let her know that you are exactly aware of the
contents of the gift. If possible, it is a good idea to include a sentiment suggesting that you have
put the gift to use.

8. Notification of Error

When sending a business letter that lets the receiving party know that an error has been
corrected, it is good business sense to include a copy of the error in question if there is
paperwork evidence of it. Make the offer of additional copies of material involved in the error if
necessary.

9. Thanks for Job Recommendation

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A letter of thanks for a party that helped you get a job should be professional and courteous.
Above all else, avoid the temptation to go overboard in offering your thanks. Be aware that your
skills also helped you land the job and it was likely not handed to you as a result of the third
party.

10. Information Request

A business letter that requests information should make the request specific and perfectly
understandable. It is also a good idea to state the reason for the information request. Extend
advance appreciation for the expected cooperation of the recipient.

11. Sales Letters

Typical sales letters start off with a very strong statement to capture the interest of the reader.
Since the purpose is to get the reader to do something, these letters include strong calls to action,
detail the benefit to the reader of taking the action and include information to help the reader to
act, such as including a telephone number or website link.

Sample Sales Letter to Customers and How to Write One

Order Letters

Order letters are sent by consumers or businesses to a manufacturer, retailer or wholesaler to

order goods or services. These letters must contain specific information such as model number,
name of the product, the quantity desired and expected price. Payment is sometimes included
with the letter.

Complaint Letters

The words and tone you choose to use in a letter complaining to a business may be the deciding
factor on whether your complaint is satisfied. Be direct but tactful and always use a professional
tone if you want the company to listen to you.

Adjustment Letters

An adjustment letter is normally sent in response to a claim or complaint. If the adjustment is in

the customer’s favor, begin the letter with that news. If not, keep your tone factual and let the
customer know that you understand the complaint.

PAGE \* MERGEFORMAT 21
Inquiry Letters

Inquiry letters ask a question or elicit information from the recipient. When composing this type
of letter, keep it clear and succinct and list exactly what information you need. Be sure to include
your contact information so that it is easy for the reader to respond.

Follow-Up Letters

Follow-up letters are usually sent after some type of initial communication. This could be a sales
department thanking a customer for an order, a businessman reviewing the outcome of a meeting
or a job seeker inquiring about the status of his application. In many cases, these letters are a
combination thank-you note and sales letter.

Letters of Recommendation

Prospective employers often ask job applicants for letters of recommendation before they hire
them. This type of letter is usually from a previous employer or professor, and it describes the
sender’s relationship with and opinion of the job seeker.

Acknowledgment Letters

Acknowledgment letters act as simple receipts. Businesses send them to let others know that they
have received a prior communication, but action may or may not have taken place.

Cover Letters

Cover letters usually accompany a package, report or other merchandise. They are used to
describe what is enclosed, why it is being sent and what the recipient should do with it, if there is
any action that needs to be taken. These types of letters are generally very short and succinct.

As mentioned previously, application letters and cover letters are not the same. A cover letter
identifies an item being sent, the person to whom it is being sent, and the reason for its being
sent. A cover letter provides a permanent record of the transmittal for both the writer and the
reader.

In a cover letter, keep your remarks brief. Your opening should explain what you are sending and
why. In an optional second paragraph, you might include a summary of the information you are
sending. A letter accompanying a proposal, for example, might point out sections in the proposal
that might be of particular interest to the reader. The letter could then go on to present a key
point or two explaining why the writer’s firm is the best one for the job. The closing paragraph
should contain acknowledgements, offer additional assistance, or express the hope that the
material will fulfill its purpose.

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The following are examples of cover letters. The first letter (Sample #1) is brief and to the point.
The second letter (Sample #2) is slightly more detailed because it touches on the manner in
which the information was gathered.

Sample #1

Your Company Logo and Contact Information

January 11, 2005

Brian Eno, Chief Engineer

Carolina Chemical Products
3434 Pond View Lane
Durham, NC 27708

Dear Mr. Eno:

Enclosed is the final report on our installment of pollution control equipment at Eastern
Chemical Company, which we send with Eastern’s Permission. Please call me collect (ext. 1206)
or email me at the address below if I can answer any questions.

Sincerely,

Nora Cassidy
Technical Services Manager
ncassidy@company.com

Enclosure: Report

Sample #2

Your Company Logo and Contact Information

January 11, 2005

Brian Eno, Chief Engineer

Ecology Systems, Inc.
8458 Obstructed View Lane
Durham, NC 27708

Dear Mr. Eno:

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Enclosed is the report estimating our power consumption for the year as requested by John
Brenan, Vice President, on September 4.

The report is the result of several meetings with Jamie Anson, Manager of Plant Operations, and
her staff and an extensive survey of all our employees. The survey was delayed by the transfer of
key staff in Building A. We believe, however, that the report will provide the information you
need to furnish us with a cost estimate for the installation of your Mark II Energy Saving System.

We would like to thank Billy Budd of ESI for his assistance in preparing the survey. If you need
more information, please let me know.

Sincerely,

Nora Cassidy
New Projects Office
ncassidy@company.com

Enclosure: Report

Letters of Resignation

When an employee plans to leave his job, a letter of resignation is usually sent to his immediate
manager giving him notice and letting him know when the last day of employment will be. In
many cases, the employee also will detail his reason for leaving the company.

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