Commercial letters are vital for effective business communication. They serve various purposes, from promoting products and services to resolving customer complaints. Crafting a well-written commercial letter can significantly impact your company’s image and success. This article provides 19 diverse commercial letter samples to help you navigate various business scenarios and improve your writing skills. Consider these examples as a starting point, tailoring them to your specific needs and brand voice.
Below you’ll find examples of letters addressing inquiries, placing orders, acknowledging receipts, dealing with complaints, and pursuing collections. Each sample demonstrates a specific tone and structure appropriate for the situation. Pay attention to the opening, body, and closing paragraphs. Remember that clarity, conciseness, and professionalism are key attributes of effective commercial correspondence. Adjust these samples to match your brand’s tone and relationship with the recipient for the best results.
Commercial Letter Samples
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Sales Letter:
[Your Company Letterhead]
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
We are excited to introduce [Product/Service] which can significantly benefit your company by [mentioning key benefits]. [Elaborate on the product/service and its advantages].
We encourage you to visit our website at [website address] or contact us at [phone number] to learn more.
Sincerely,
[Your Name]
[Your Title] -
Inquiry Letter:
[Your Company Letterhead]
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
We are writing to inquire about [specific product/service]. We are particularly interested in [mention specific features or details].
Could you please provide us with a catalog and price list? We would also appreciate it if you could provide information on your delivery terms and warranty policies.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Title] -
Order Placement Letter:
[Your Company Letterhead]
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
Please accept this letter as an order for the following items:
[List items with quantity, description, and unit price]
Our purchase order number is [PO Number]. Please ship the items to [Shipping Address] by [Date].
Thank you.
Sincerely,
[Your Name]
[Your Title] -
Acknowledgment Letter (Order Received):
[Your Company Letterhead]
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
This letter confirms that we have received your order [PO Number] placed on [Date]. The items are currently being processed and are expected to ship by [Shipping Date].
You will receive a separate notification with tracking information once your order ships.
Thank you for your order.
Sincerely,
[Your Name]
[Your Title] -
Complaint Letter:
[Your Company Letterhead]
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
I am writing to express my dissatisfaction with [product/service] I recently purchased/received on [date]. [Clearly explain the problem and provide specific details].
I request that you [state desired resolution, e.g., replacement, refund, repair].
I look forward to your prompt response and a resolution to this matter.
Sincerely,
[Your Name]
[Your Title] -
Response to Complaint Letter:
[Your Company Letterhead]
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
Thank you for bringing this matter to our attention. We sincerely apologize for the inconvenience you experienced with [product/service].
[Explain the steps you will take to resolve the issue, e.g., offering a refund, replacement, or repair]. We value your business and appreciate your patience.
Please contact us if you have any further questions.
Sincerely,
[Your Name]
[Your Title] -
Credit Application Letter:
[Your Company Letterhead]
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
We are writing to apply for a line of credit with your company. We have been in business for [Number] years and have a strong credit history. Our business specializes in [Your Business area].
We have attached our credit application for your review. We can provide further business and financial information if needed.
Thank you for considering our credit application.
Sincerely,
[Your Name]
[Your Title] -
Collection Letter (First Notice):
[Your Company Letterhead]
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
Our records indicate that your account is currently overdue in the amount of [Amount]. The due date was [Date].
Please remit payment as soon as possible to avoid further action. You can pay [how to pay].
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
[Your Title] -
Collection Letter (Second Notice):
[Your Company Letterhead]
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
We are writing to remind you that your account is past due. The amount currently owed is [Amount], and the original due date was [Date].
Please make payment within [Number] days to avoid further action, including the suspension of your account.
We hope to resolve this matter quickly and efficiently.
Sincerely,
[Your Name]
[Your Title] -
Collection Letter (Final Notice):
[Your Company Letterhead]
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
This is our final attempt to collect the overdue balance of [Amount] on your account. Payment was originally due on [Date].
If we do not receive payment within [Number] days, we will be forced to turn your account over to a collection agency.
We urge you to contact us immediately to discuss your account and make payment arrangements.
Sincerely,
[Your Name]
[Your Title] -
Price Increase Letter:
[Your Company Letterhead]
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
We are writing to inform you about a price increase on some of our products and services, effective [Date].
The price increases are necessary due to rising costs of raw materials and labor. We have tried to keep the increases as minimal as possible. The new prices are [New Prices].
We value your business and appreciate your understanding.
Sincerely,
[Your Name]
[Your Title] -
Letter of Apology to Customer:
[Your Company Letterhead]
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
Please accept our sincerest apologies for the inconvenience you experienced with [Issue].
We value your business and are committed to making things right. [What you will do to make it up].
Thank you for your patience and understanding.
Sincerely,
[Your Name]
[Your Title] -
Letter of Recommendation:
[Your Company Letterhead]
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
It is my pleasure to recommend [Name] for [Position].
[Name] worked for us as [Their Postion] and has exhibited great attributes.
I highly recommend [Name] for [Position] and would be happy to answer any questions you may have.
Sincerely,
[Your Name]
[Your Title] -
Transmittal Letter:
[Your Company Letterhead]
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
Please find enclosed the following documents:
[List of Documents]
Please review the documents at your earliest convenience.
Sincerely,
[Your Name]
[Your Title] -
Sales Follow Up Letter:
[Your Company Letterhead]
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
I hope this letter finds you well. I’m following up on our conversation of [product/service] on [Date].
I wanted to provide any other information you may require.
If you have any questions or would like to schedule a demo, please don’t hesitate to contact me.
Sincerely,
[Your Name]
[Your Title] -
Thank you letter to client:
[Your Company Letterhead]
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
Thank you for your continued partnership.
We value your business and appreciate the trust you place in us.
We are committed to providing you with the best possible products and services.
Sincerely,
[Your Name]
[Your Title] -
Business Proposal Letter:
[Your Company Letterhead]
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
I am writing to propose the business proposal of [Proposal].
We are excited about the opportunity to partner with you on this project.
I am available to discuss the proposal in more detail at your convenience.
Sincerely,
[Your Name]
[Your Title] -
Job Application Letter:
[Your Name]
[Address]
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
I am writing to apply for the position of [Position] at [Company].
I am confident that my skills and experience make me a strong candidate for this position.
I am eager to learn more about this opportunity and discuss how I can contribute to [Company].
Sincerely,
[Your Name] -
Termination of Service Letter:
[Your Company Letterhead]
[Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
This letter is to inform you of our decision to terminate our services, effective [Date].
We have enjoyed serving you as a client.
We wish you all the best in your future endeavors.
Sincerely,
[Your Name]
[Your Title]
Conclusion
These commercial letter samples offer a solid foundation for crafting professional and effective business communications. Remember to always tailor each letter to your specific situation and audience. Focusing on clarity, conciseness, and a professional tone will help you achieve your desired outcome and strengthen your business relationships. Use these templates as inspiration to create compelling letters that represent your brand effectively.
