Business Letters – How to write a Business letter?

Business Letters

Business Letter Writing format | How to Write a Business Letter Format and Examples

Topics Covered in Business Letter are –

Introduction
What is a Business Letter?
Business Letters Writing format Video
Why write Business Letters
Business Letter Format
Business Letter Points to remember while making the format
Business Letter Useful Tips
Business Letter Samples
Top Mistakes in Writing a Business Letter
Business Letter Templates
Business Letter FAQs

Related:

10 Examples of Business Letters

Introduction

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. Since a business letter is a formal type of correspondence, students need to adhere to its specific format to achieve full marks in letter writing. Typically, a business letter should be between 100 to 150 words. Depending on the English subject opted by the students, the marks awarded for a business letter can be either 5 or 7. To maximize their scores, students should ensure they include all the necessary information and practice various examples of business letters. We have separate articles on different Business letters as follows-

Order letter
Complaint letter
Enquiry letter

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

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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

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

Business Letter Writing format Video

Why write Business Letters

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

Business Letter Marking scheme

To understand how marks are assigned to the different sections of a business letter, it is essential to understand the marking scheme. To achieve the maximum marks, students must follow the guidelines carefully when attempting the business letter question

FORMAT (Sender’s address, date, Receiver’s address, subject/heading, salutation, complimentary close)	1 mark
CONTENT	2 – 3 marks
ORGANIZATION	1 – 2 marks
ACCURACY	1 marks

NOTE– No marks are awarded if the only format is given.

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Business Letter Format

Students should refer to the information below for guidance on composing a complaint letter in order to understand every aspect of the process and know what needs to be included.

Business Letter- Points to remember while making the format

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

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

Business Letter Useful Tips

These amazing tips can help students get the most out of a business letter question. Students should follow the key guidelines provided below to prepare effectively.

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

Business Letter Samples

Here are solved examples of business letters to help students understand how to write one effectively. Practicing with these examples will help students build confidence in answering business letter questions

Q1. 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)

Answer:
Delhi Public School
Sector 12, RK Puram
New Delhi- 110022
5 January 2024
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.

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

Q2. 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)

Answer:
H.No.58 Block-D
Sector 26, Rohini
New Delhi- 110085
11 February 2024
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
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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Q3. 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)

Answer:
584, Defence Colony
Dehradun
Uttarakhand- 24801
21 February 2024
To
The Manager
Learn a Language
Connaught Place
Uttarakhand- 248001
Subject- Enquiring about Spanish learning course
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-

fee of the course
duration of the course
Course material
Class schedule
batch size (if any) and;
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

Q4.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.

Answer:
Turbo Automobiles Ltd.
Pahar Ganj, Central Delhi
Delhi- 110055
3 March 2024
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

Q5. 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)

Answer:
H.No.32
Defence Colony
South Delhi
New Delhi- 110039
11 March 2024
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

Q6. 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.

Answer:
Jatin & Brothers Ltd.
Lajpat Nagar
New Delhi- 110045
14 March 2024
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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Top Mistakes in Writing a Business Letter

Scoring full marks in business letters can help improve the total score in board exams. Students must avoid the popular mistakes done while writing a business letter so that they get full marks. Here we have listed the top mistakes found in business letters-

Failure to include related information. One must included the essential information required in a business letter.
Missing out sender’s address and contact details where the receiver can connect.
Not adding any bill or warranty details or details for which information is sought.
In case of a social issue, students do not mention the detailed problem faced.
Students miss out on including all details given in the format of business letters.

Business Letter Templates

Here are a few popular business letter templates that you can use and customize to write your business letter:

Template 1: Formal Business Letter

[Your Name]
[Your Position]
[Your Company]
[Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Recipient’s Name]
[Recipient’s Position]
[Recipient’s Company]
[Company Address]
[City, State, ZIP Code]
Dear [Recipient’s Name],

Subject: [Brief Description of the Letter’s Purpose]

I am writing to [state the purpose of the letter]. [Provide details and any necessary background information].

[If applicable, mention any specific actions you request or propose]. I believe that [provide reasons or justifications if necessary].

Thank you for considering my request. I look forward to your response. Please feel free to contact me at [Your Phone Number] or [Your Email Address] if you need further information.

Sincerely,

[Your Name]
[Your Position]

Template 2: Complaint Business Letter

[Your Name]
[Your Position]
[Your Company]
[Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Recipient’s Name]
[Recipient’s Position]
[Recipient’s Company]
[Company Address]
[City, State, ZIP Code]
Dear [Recipient’s Name],

Subject: Complaint Regarding [Issue]

I am writing to formally address an issue concerning [describe the problem or complaint]. On [date], [provide a brief description of the event or issue].
Despite [mention any previous attempts to resolve the issue], the problem remains unresolved. I request that [specify the action you expect to be taken or the resolution you seek].
I would appreciate your prompt attention to this matter and look forward to a satisfactory resolution. Please contact me at [Your Phone Number] or [Your Email Address] if further information is needed.
Thank you for your attention to this matter.
Sincerely,
[Your Name]
[Your Position]

Template 3: Business Proposal Letter

[Your Name]
[Your Position]
[Your Company]
[Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Recipient’s Name]
[Recipient’s Position]
[Recipient’s Company]
[Company Address]
[City, State, ZIP Code]
Dear [Recipient’s Name],

Subject: Proposal for [Project/Service]

I am writing to propose a [describe the project or service] that I believe will greatly benefit [Recipient’s Company]. Our company, [Your Company], has extensive experience in [relevant field], and we are confident that our [product/service] can [explain the value or benefit].
Our proposal includes [briefly describe key components of the proposal, such as objectives, methodology, and expected outcomes]. We are eager to discuss this opportunity in more detail and explore how we can work together to achieve mutual success.
Please find the full proposal attached for your review. I look forward to the possibility of collaborating with you.
Sincerely,
[Your Name]
[Your Position]

*Feel free to adjust these templates to fit your specific situation and requirements.

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Business Letter FAQs

By reading the following FAQs of business letter, Students can resolve any questions about business letters

1. Why is a business letter classified as a formal letter?
Ans. A business letter is classified as a formal letter because it is sent to business associates like sellers or customers or suppliers. It is an important document in today’s world of business and commerce. It is considered to be of more use and importance than other forms of communication. Even the tone of a business letter is formal.

2. Define a business letter.
Ans. A business letter is a type of formal letter written by a businessman or a company to another businessman or company. The subject of the letter is in regard to business matters only. Customers of a company may also write or receive a business letter. Therefore, in other words, we can say that a business letter is written by and to the people involved in business – both producers and consumers. It can be further classified into order letter, letter of complaint and enquiry letter.

3. What is the format of a business letter?
Ans. The format of a business letter is given below:

format-of-business-letter

4. What are the different topics for which business letter can be written?
Ans.The different topics for which business letters are written are as follows:
To make an enquiry
To reply to an enquiry letter
To make a complaint
To place an order
To cancel an order
To get information regarding the placed order

5. List 5 things that one should keep in mind while writing a business letter.
Ans. 5 things that one should keep in mind while writing a business letter are as follows:
The tone and language of a business letter has to be formal.
The format of the business letter must be followed.
The subject of the letter should be underlined.
The content should be to the point, brief and precise.
Salutations like “Dear Sir/Madam” or “Respected Sir/Madam” should be used.

6. Who can send a business letter?
Ans. Any company, businessman, customer or prospective customer can send a business letter.

7. What is the purpose of a business letter?
Ans. Business letters are important due to the following reasons:
Business letters bring in feedback from customers.
The letters help maintain a strong relationship between the company and its consumers.
Through business letters, a customer can enquire, complain and place an order more easily and efficiently.
Companies can exchange information through business letters.

8. What are the three main parts of a business letter?
Ans. A business letter can be divided into 3 main parts which are as follows:
Introduction – The first paragraph is an introductory paragraph, in which we tell why we are writing the business letter.
Content – The second paragraph contains the detailed explanation of the purpose.
Conclusion – The third and final paragraph contains the conclusion, which should tell what we expect from the receiver (especially if the sender is a customer).

9. Suggest different ways to end a business letter.
Ans. The different ways in which we can end various business letters are as follows:
Placing an order – while placing an order, we can ask for a speedy delivery or mention the date till when the product or order should be delivered. We can ask for a discount as well.
Complaint letter – while reporting a complaint, we can ask the firm to improve their service or replace the product in question.
Enquiry letter – In this, we can ask for a speedy reply.

10. What type of letter is a business letter?
Ans. A business letter is classified as a formal letter.

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Also See :

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