Business Letter Writing

Purpose of a Business Letter A business letter (or formal letter) is a formal way of communicating between two or more parties. There are many different uses and business letters. Business letters can be informational, persuasive, motivational, or promotional. Business letters should be typed and printed out on standard 8.5" x 11" white paper. Elements of a Good Letter The most important element of writing a good letter is your ability to identify and write to your audience. If you are addressing your letter to the department of human resources, avoid using highly technical terms that only engineers would understand, even if your letter is addressed to an engineering company, chances are that the personnel in human resources does not have an engineering background. The next element is that you make sure your present your objective in a clear and concise manner. Don't be vague about your objective, most people will not have the patience to sit there and guess at the meaning of your letter or the time to read a long-winded letter, just get to the point without going into unnecessary details. Another important element to remember is to remain professional. Even if you are writing a complaint letter, remain polite and courteous, simply state the problem(s) along with any other relevant information and be sure to avoid threats and slander.

Sample Business Letter

3519 Front Street Mount Celebres, CA 65286 October 5, 2004 Ms. Betty Johnson Accounts Payable The Cooking Store 765 Berliner Plaza Industrial Point, CA 68534 Dear Ms Johnson: It has come to my attention that your company, The Cooking Store has been late with paying their invoices for the past three months. In order to encourage our customers to pay for their invoices before the due date, we have implemented a discount model where we'll give you 2% off your invoice if you pay us within 10 days of receiving the invoice. I hope that everything is going well for you and your company. You are one of our biggest customers, and we appreciate your business. If you have any questions, you can feel free to contact me at (555) 555-5555. Sincerely, Signature Bob Powers Accounts Receivable

Complaint Letter Writing In the first paragraph you should identify what the issue is and any relevant information that you believe is important. Be sure to include the following information if it's applicable to the situation: the date/time of the issue, location, name of person on duty, name of product, what the problem was, your account number, model number, price, warranty information and reference number. Be sure to stick with the facts and avoid putting emotions into your letter. The next paragraph should state what you would like done to resolve the situation. If you received poor service, you could request an apology or a coupon. If a product malfunctioned, you could request that you could exchange the product for a new one or request a refund. The last paragraph should thank the reader for the time. You can also throw in some compliments about something you liked about their company's product or service. You should include your telephone number/e-mail address after your printed name so that they can contact you ASAP if necessary. Be sure to keep a copy of the letter for yourself and include photocopies of any relevant documents and enclose them with your letter.

Sample Complaint Letter

65 Market Street Val Haven, CT 95135 June 30, 2004 Customer Service Cool Sports, LLC 8423 Green Terrace Road Asterville, WA 65435 Dear Sir or Madam: I have recently ordered a new pair of soccer cleats (item #6542951) from your website on June 21. I received the order on June 26. Unfortunately, when I opened it I saw that the cleats were used. The cleats had dirt all over it and there was a small tear in front of the part where the left toe would go. My order number is AF26168156. To resolve the problem, I would like you to credit my account for the amount charged for my cleats, I have already went out and bought a new pair of cleats at my local sporting goods store so sending another would result in me having two pairs of the same cleats. Than you for taking the time to read this letter. I have been a satisfied customer of your company for many years and this is the first time I have encountered a problem. If you need to contact me, you can reach me at (555) 555-5555. Sincerely, Signature Ken Thomas

Sample Recommendation Letter from an Employer

Sample Letter of Recommendation== To Whom it May Concern: Janet Doe has worked for me as a Resident Manager for the past 3 years. Her responsibilities have included leasing, inspecting apartments, hiring maintenance staff, taking tenants complaints, making sure common areas look presentable, and keeping track of the property budget. During her time here she has had an amazing impact on the appearance and financial turn around at the property. The property was near bankrupt when Janet took over. She turned things around almost immediately, and as a result we are expecting our second year of profit. Janet is highly respected by her co-workers for her willingness to help anyone anytime she can. She has been instrumental in helping institute new company-wide cost saving procedures. She is very well organized, diligent in her paperwork, easily reachable, and always on time. Janet has real leadership potential. I would highly recommend her for your MBA program. Sincerely, Joe Smith Regional Property Manager

Sample Recommendation Letter - Professor Recommendation

Prospective undergraduate students are often asked to submit recommendation letters from high school teachers as part of the business school application process. This sample recommendation letter was written by a high school teacher for a business program applicant. The letter demonstrates the applicants motivation and self-discipline. ===Sample Letter of Recommendation=== To Whom It May Concern: I have had the distinct pleasure of having Kaya Stone as a student in my debate classes and on my debate team for three years at Eastern Little Hope High School. Kaya has been more than the ideal student. In order to achieve the highest grades and my deepest respect, she has demonstrated outstanding leadership and maintained a clear sense of purpose. The academics at Eastern Little Hope are most challenging, and Kaya fulfilled all the requirements with the added challenge of honors and advanced courses. Kaya is an outstanding extemporaneous speaker and debater. She has won many awards on the speech and debate circuits, and qualified for national tournaments. Success in these interscholastic activities requires extensive research and persuasive skills. Kaya also holds the degree of Special Distinction, as a member of the National Forensic League. Due to its nature of metro, state, and national interscholastic competition, the successful high school forensics student serves by not only representing his or her school but also by representing his or her community as well. One of the requirements in my advanced class is to prepare lectures and guidance for the beginners. With Kaya s superior knowledge and involvement in the political sciences, she developed a strong sense of confidence with a charming attitude. Therefore, I could always depend on her to set the best example as an instructor. Because of her natural leadership abilities, Kaya was selected as our Debate Captain. On account of her mature approach to her responsibilities, I often thought of Kaya as a colleague. Since her classmates, my fellow teachers, and I will always hold her in the highest esteem, I sincerely recommend Kaya Stone as the ideal candidate for matriculation at Eastern Little Hope State. Respectfully submitted, Dan Peel, Ph.D.

Sample Recommendation Letter- From Teacher

Sample Letter of Recommendation=== To Whom it May Concern, I am privileged to write in support of my dear friend and student, Dan Peel. Dan studied in my classroom and laboratory program for close to three years, during which time I witnessed his tremendous growth and development. This development came not only in the area of business achievement and leadership, but in maturity and character as well. Dan entered Whitman at the young age of 16, a precocious high school graduate. At first, he had difficulty accepting his place as a young, less experienced lab member. But soon, he learned the valuable trait of humility, and enjoyed the opportunity to learn from his older peers and his professors. Dan quickly learned to manage his time, work in group situations under strict deadlines, and to recognize the importance of a strong work ethic, persistence, and intellectual integrity. He has long since become the most valuable member of my student-lab team, and a role model for his newer classmates. I recommend Dan to your fellowship program with absolute confidence. He has made me proud, as his teacher and friend, and I am sure will continue to do so as he grows in your business program and beyond. Thank you for the opportunity of correspondence, Sincerely, Dr. Amy Beck, Professor, Whitman

Resignation Letter Samples - Examples of Resignation Letters

Why Write a Resignation Letter A resignation letter can help you maintain positive relationship with your old employer, while paving the way for you to move on. You never know when you might need that previous employer to give you a reference, so it makes sense to take the time to write polished and professional resignation letters. Your resignation letter also provides official notice that you're leaving to your employer.

Letter of Resignation
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: Please accept this letter as formal notification that I am leaving my position with XYZ company on September 15. Thank you for the opportunities you have provided me during my time with the company. If I can be of any assistance during this transition, please let me know. Sincerely, Your Signature Your Typed Name

Resignation Email Message Sample Email Subject Line: Resignation Dear Mr./Ms. Last Name: Please accept this message as notification that I am leaving my position with ABCD effective September 15. I appreciate the opportunities I have been given at ABCD and your professional guidance and support. I wish you and the company success in the future. Please let me know what to expect as far as my final work schedule, accrued vacation leave, and my employee benefits. If I can be of assistance during this transition, please let me know. Your Name

Sample Interview Thank You Letter

215 Casandle Drive Middle Brook, FL 32634 December 15, 2004 Mr. Nigel Adams Director of Human Resources Nagata Resorts 6528 Castle Point Street South Port, FL 38625 Dear Mr. Adams: I would like to thank you for taking the time to interview me for the position of hotel manager on December 14. I was very impressed with the amount of vacationers that you stay at Nagata Resorts every year. I appreciate the time that you spent discussing the responsibilities of the position. I believe that my credentials make me an ideal candidate for the position. As I mentioned in my interview with you, I already have 7 years experience as a hotel manager. I am very organized and have a high attention to detail. I also believe that the customer is the most important asset, so I always treat them with the utmost respect. I look forward to hearing your decision about the position. You can contact me at (555) 555-5555, if you have any further questions, I'd be more than willing to come in and discuss them with you. Thanks again for the opportunity to interview with Nagata Resorts. Sincerely, Signature Chad Ulster

Writing an Apology Letter

Friendly/Personal Apology Letter If this is a personal letter you should start the letter by saying that you are sorry to the recipient. Next you should admit your fault and take responsibility for your actions. Next you should volunteer or ask if there is any way that you can help out to resolve the situation. Then you should let the recipient that you will try to make sure that the situation will not happen again. To close off the letter you should apologize again. When writing a personal apology letter it should come from the heart and be sincere. Formal/Business Apology Letter If this is a business letter you should start the letter by saying that you are sorry to the recipient. Next you should give an explanation as to what went wrong. Then you should try to rectify the problem. To close off the letter you should apologize again.

Sample Apology Letter (Business)

5868 Maple Wood Street Fairfield, PA 37626 November 29, 2004 Mr. Joseph Bicman 358 Noncook Road John's Town, PA 57323 Dear Mr. Bicman: I apologize for the mix-up of order #: 26429782. We have just implemented a new packaging system that still has a few bugs to be worked out, but we did fix your order and sent it out this morning. For your trouble, we have enclosed a $25 gift certificate which can be used at any of our stores. Once again I would like to apologize for the mix-up in your order and any inconveniences this may have caused you. Sincerely, Signature Scott Mahoney Customer Service Manager

Sample Apology Letter (Personal)

68 Pine Zaggat Lane Hampervile, NE 25385 January 5, 2005

Dear Jolene,

I am sorry about forgetting about our lunch date. It was completely my fault; I was so busy at work that it must have slipped my mind. How about I treat you to lunch next Wednesday, at the new Italian restaurant Julie's at 12:30PM? I have marked this date in my planner so I will not forget about it. I'd just like to apologize again for missing the lunch date.

Writing a Condolence Letter

Writing a letter of condolence is one of the most difficult tasks we undertake because its always hard to know just what to say. Of course, what you say depends on how close you were to the deceased and/or the recipient of the letter. Condolence Letter Writing A condolence letter should be written in a friendly format. Unless you are a close friend or relative, start the letter by introducing yourself. In the next paragraph, offer your sympathy. The third (and final) paragraph is the place to offer assistance (if you are sincere in your desire to help) and to try to say something that genuinely helps the bereaved work through their grief. What you dont say in a condolence letter is almost more important than what you do say. All the same, even if you only write a line or two, youll show the family your support. Condolence Letter Tips/Notes 1. Keep condolence letters short. The family may have a mountain of cards and letters to read and answer. Dont add to their burden. 2. Never say you know how they feel. Simply put, you dont. Even if you have endured a similar situation, grief is a very intimate series of feelings that are unique to each individual. Dont intrude on them. 3. When my son passed away, a well-meaning friend said, At least he didnt leave any children behind. Her well-meaning words rattled me to the bone. I would have gladly given my life to hold his son in my arms just one time. Especially in cases where death was a long-suffering ordeal, you may be tempted to write that it was a blessing or relief. Dont. Some words are best left unsaid. 4. Do share a fond memory of the departed in the body (second paragraph) of your letter.

The passing of a loved one leaves a big hole in our lives. A well-written condolence letter helps fill the hole with friendship and love.

Sample Condolence Letter

330 N. 10th Street Phoenix, AZ 85003 October 15, 2005

Dear Mrs. Johnson,

Although we have never met, your son Stephen and I became close friends in boot camp and have corresponded regularly over the past four years. I was dismayed to hear of his passing and am writing to extend my deepest sympathies to you and your family. Stephen was always full of energy and optimism. During training, Stephen helped me overcome my fear of climbing and rappelling. When the exercises became too tough, it was Stephen who always encouraged the squad to soldier on. You must be very proud of him. It was no surprise that he made Sergeant before the end of his first hitch. Stephen once told me it was you who taught him that the best part of life is building good memories. I hope that the memories you built will help you to soldier on through this difficult time.