Crafting effective business letters is crucial for professional communication. Whether you’re applying for a job, making a request, or responding to a complaint, a well-written letter can make a significant impact. This article provides 12 business letter samples in Word format to help you create polished and persuasive correspondence. Using these templates as a starting point, you can customize them to suit your specific needs and ensure your message is delivered clearly and professionally. Remember to always proofread carefully before sending!
Business letters generally follow a formal structure including a heading (your address and date), inside address (recipient’s information), salutation, body paragraphs, closing, and signature. The tone should be professional and respectful, and the language should be clear and concise. Avoiding jargon and being direct helps ensure your message is understood. Always consider your audience and the purpose of your letter when choosing your language and tone.
12 Business Letter Samples in Word
Sample 1: Job Application Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Hiring Manager Name]
[Hiring Manager Title]
[Company Name]
[Company Address]
Dear [Mr./Ms./Mx. Hiring Manager Last Name],
I am writing to express my interest in the [Job Title] position at [Company Name], as advertised on [Platform where you saw the ad]. With my [Number] years of experience in [Relevant Field] and my proven track record of [mention a key accomplishment], I am confident that I possess the skills and qualifications necessary to excel in this role.
In my previous role at [Previous Company], I was responsible for [List key responsibilities and achievements]. I am a highly motivated and results-oriented individual with a strong work ethic and a passion for [Relevant Industry/Field]. I am eager to learn more about this opportunity and discuss how my skills and experience can benefit your organization.
Thank you for your time and consideration. I have attached my resume for your review and welcome the opportunity to speak with you further.
Sincerely,
[Your Signature (if printing)]
[Your Typed Name]
Sample 2: Letter of Recommendation Request
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recommender’s Name]
[Recommender’s Title]
[Recommender’s Affiliation]
[Recommender’s Address]
Dear [Mr./Ms./Mx. Recommender’s Last Name],
I hope this letter finds you well. I am writing to request a letter of recommendation in support of my application for [Program/Position] at [Institution/Company]. The deadline for submission is [Date].
As you know, I worked/studied under your guidance in [Context of your relationship, e.g., your course, research project, etc.] from [Start Date] to [End Date]. I believe your insights into my [Mention relevant skills and qualities, e.g., analytical abilities, work ethic, leadership potential] would be invaluable to the admissions/hiring committee.
To assist you in writing your letter, I have attached my resume/CV, a copy of my personal statement, and details about the [Program/Position] requirements. Please let me know if you require any further information. I understand your time is valuable, and I greatly appreciate your consideration of my request.
Thank you for your support.
Sincerely,
[Your Signature (if printing)]
[Your Typed Name]
Sample 3: Complaint Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Dear Sir/Madam,
I am writing to express my dissatisfaction with [Product/Service] I purchased/received on [Date]. My order/account number is [Order/Account Number].
Specifically, [Clearly describe the problem and provide specific details. Be factual and avoid emotional language]. This has caused me [Explain the inconvenience or damages you have suffered].
I am requesting [State your desired resolution. Be specific and reasonable, e.g., a refund, a replacement, a repair]. I look forward to your prompt attention to this matter and a satisfactory resolution. Please contact me at your earliest convenience.
Sincerely,
[Your Signature (if printing)]
[Your Typed Name]
Sample 4: Inquiry Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Dear Sir/Madam,
I am writing to inquire about [Specific product/service/information] that your company offers. I am particularly interested in [Specific details of what you are interested in. Be clear and concise].
I would appreciate it if you could provide me with more information regarding [Specific questions you have, e.g., pricing, availability, specifications]. Also, I would like to know if [Ask a specific “yes/no” question about a feature or service].
Thank you for your time and attention to this matter. I look forward to hearing from you soon.
Sincerely,
[Your Signature (if printing)]
[Your Typed Name]
Sample 5: Sales Letter
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Company Name]
[Company Address]
Dear [Mr./Ms./Mx. Recipient Last Name],
Are you looking for a way to [Problem your product/service solves]? We at [Your Company Name] have the perfect solution!
Our [Product/Service] offers [Key benefits and features, explained in a compelling way]. For a limited time, we’re offering a special discount of [Discount percentage or amount] for new customers like you. Don’t miss out on this opportunity!
Visit our website at [Your Website Address] or call us at [Your Phone Number] to learn more and claim your discount. We’re confident that our [Product/Service] will exceed your expectations.
Sincerely,
[Your Signature (if printing)]
[Your Typed Name/Company Name]
Sample 6: Thank You Letter (After Interview)
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Interviewer’s Name]
[Interviewer’s Title]
[Company Name]
[Company Address]
Dear [Mr./Ms./Mx. Interviewer Last Name],
Thank you so much for taking the time to interview me for the [Job Title] position at [Company Name] today. I truly enjoyed learning more about the role and the company culture.
Our conversation further solidified my interest in this opportunity, and I am confident that my skills and experience in [Relevant Skills] align well with the requirements outlined. I was particularly excited to hear about [Mention something specific you learned and found interesting].
Thank you again for your consideration. I am very enthusiastic about the possibility of joining your team and look forward to hearing from you soon.
Sincerely,
[Your Signature (if printing)]
[Your Typed Name]
Sample 7: Follow-up Letter (After Sending Resume)
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Hiring Manager Name]
[Hiring Manager Title]
[Company Name]
[Company Address]
Dear [Mr./Ms./Mx. Hiring Manager Last Name],
I am writing to follow up on my application for the [Job Title] position at [Company Name], which I submitted on [Date you submitted your resume].
I remain very interested in this opportunity and believe my skills and experience in [Key skills and experience] would be a valuable asset to your team. I am particularly drawn to [Company Name]’s commitment to [Company Value or Mission].
Thank you for your time and consideration. I have attached my resume again for your convenience and welcome the opportunity to discuss my qualifications further.
Sincerely,
[Your Signature (if printing)]
[Your Typed Name]
Sample 8: Apology Letter (To a Customer)
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Customer Name]
[Customer Address]
Dear [Mr./Ms./Mx. Customer Last Name],
Please accept our sincerest apologies for [The issue/problem] you experienced with [Your Company Name/Product/Service]. We understand your frustration and are truly sorry for any inconvenience this may have caused.
We are taking steps to ensure that this does not happen again. [Explain the corrective actions you are taking]. As a token of our apology, we would like to offer you [Offer compensation, e.g., a discount on their next purchase, a full refund, a free gift].
We value your business and hope to have the opportunity to regain your trust. Please do not hesitate to contact us if you have any further questions or concerns.
Sincerely,
[Your Signature (if printing)]
[Your Typed Name/Company Name]
Sample 9: Credit Application Letter
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Creditor’s Name/Company Name]
[Creditor’s Address]
Dear Sir/Madam,
I am writing to formally apply for a credit line with your company. Our company, [Your Company Name], is a [Brief description of your business, e.g., retail store, manufacturing company], and we are seeking a credit line of [Amount of Credit] to [Explain how you will use the credit].
We have been in business for [Number] years and have a strong credit history. We are confident in our ability to meet our financial obligations. We are happy to provide references and financial statements upon request. Our Dun & Bradstreet number is [D&B Number].
Thank you for your time and consideration. We look forward to hearing from you soon and establishing a mutually beneficial relationship.
Sincerely,
[Your Signature (if printing)]
[Your Typed Name/Company Name]
Sample 10: Letter of Transmittal
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Company Name]
[Company Address]
Dear [Mr./Ms./Mx. Recipient Last Name],
Please find enclosed the [Name of document, e.g., contract, report, proposal], which you requested on [Date of request, if applicable].
This document provides [Brief summary of the document’s content and purpose]. We hope this information is helpful. Please review the document carefully and let us know if you have any questions or require further clarification.
Thank you for your time and consideration.
Sincerely,
[Your Signature (if printing)]
[Your Typed Name/Company Name]
Sample 11: Letter of Intent
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Dear [Mr./Ms./Mx. Recipient Last Name/Company Name],
This letter serves as a non-binding letter of intent to express our serious interest in [Specify the purpose of the letter of intent, e.g., purchasing your business, partnering on a project, leasing your property].
We propose the following key terms for the proposed transaction: [List the key terms, e.g., purchase price, payment terms, timeline]. This letter of intent is subject to further due diligence and the negotiation and execution of definitive agreements.
We are excited about the potential of this opportunity and look forward to discussing it further with you. Please contact us at your earliest convenience to schedule a meeting.
Sincerely,
[Your Signature (if printing)]
[Your Typed Name/Company Name]
Sample 12: Request for Proposal (RFP)
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Vendor Name/Company Name]
[Vendor Address]
Dear Sir/Madam,
We are writing to invite your company to submit a proposal for [Description of the project or services]. Our company, [Your Company Name], is seeking a qualified vendor to [Specific goals and objectives of the project].
Please find attached a detailed Request for Proposal (RFP) document outlining the project scope, requirements, and submission guidelines. The deadline for proposal submission is [Date]. We encourage you to carefully review the RFP and submit a comprehensive proposal that demonstrates your company’s expertise and capabilities.
We look forward to receiving your proposal and appreciate your interest in this opportunity. Please direct any questions regarding this RFP to [Contact Person and Email Address].
Sincerely,
[Your Signature (if printing)]
[Your Typed Name/Company Name]
In conclusion, mastering the art of business letter writing is essential for professional success. By using these 12 business letter samples as a guide and adapting them to your specific situations, you can craft compelling and effective communication that achieves your desired results. Remember to always proofread, maintain a professional tone, and clearly articulate your message.
