Business Letter Examples – For Big and Small Business Letter Examples

| April 23, 2012 | 0 Comments

Our business letter examples can be used by both big and small businesses for every business need. Whether it’s corresponding with clients, colleagues, corporations, or co-workers, we have a sample to meet your needs. Our business letter examples collection contains many specialized samples which include; Human Resources Letters, Sales and Marketing Letters, Media Relations, Government Affairs, IT, Customer Service, Executive Office Letters, and much more. Before you begin however, you will have the greatest success using our samples by first reading the paragraphs below about how to make the most of our business letter examples.

Getting the Most from our Business Letter Examples

Though it’s quick to send an email these days, a printed business letter is the preferred means of communicating important business matters. A professional, cleverly crafted letter printed on company stationery makes a formidable impression on clients and business associates alike. In order to ensure that you are sending out the most professional correspondence possible, you will need to understand the formatting of our business letter examples. The best way to do so is to break one down into sections so that you gain a complete understanding of the structure of business letters – knowing what to write, and where to place it within the letter.

Our business letter examples are written in the standard Block Format – the text is all justified to the left of the page, and the text written in “blocks” or sections. This gives the letter a professional appearance, and also makes it easy to follow. Each of our business letter examples begins with the name, address, and contact information of the sender, a space followed by the date, then another space followed by the recipients name and address like so:


Mr. Howard Johansen
Sales Manager
Custom Components
4337 Main St.
Lexington, KY
007539
Tel: 412-339-484
Email: hjohansen@email.com

November 17, 2003

Mr. Timothy Hanson
Hanson Industries
32 South St.
Boston, MA
006781

As business people are normally very busy, our business letter examples are generally only a paragraph or two long. In this example we use the scenario of a business replying to a customer (another business) who has requested a refund due to what he considers faulty merchandise. A simple salutation addressing the customer is used, followed by a acknowledging receipt of the customer’s letter, and confirming that they have given it their full attention.

Dear Mr. Hanson,

We have received and reviewed your request for a refund due to what you consider the faulty performance of the specialty parts manufactured by us for your company Hanson Industries. 

In the next section of the letter, the business owner who received the complaint defends his company’s position.

I must remind you that at the time you placed your order, we advised you against the use of the nickel plated parts for your particular application. As standard policy, our Engineering Department only endorses the chromium alloy coated parts for the purpose you intended. 

Notice how the business owner next remains firm and committed to his company’s position, but then also provides a fair an amicable solution in order to retain the good will of his customer.

We are indeed sorry for any problems you encountered in using these products. We hope that you are aware however, that we cannot warranty the performance of any products that are used in a manner not recommended by our engineering department. 

Although we are not able to refund the price of any parts that you have already placed into service, as a courtesy to you as a valued customer, we will apply a credit to your account for any parts that are returned in their original packaging. We hope that you find this an acceptable solution, and that you will continue doing business with Custom Components.

If you have any further questions regarding our parts, your account, or this matter, please feel free to contact me directly on 412-339-484 ext59.

Sincerely,

Mr. Howard Johansen
Sales Manager
Custom Components

The business owner has offered a fair solution to the situation while ensuring that his company is not out of pocket for something that was really not their fault. It can be tricky to be firm yet fair, but you’ll find this is the approach we take in all of our business letter examples. That being said, this one of our business letter examples in its completed form will look like this:

Mr. Howard Johansen

Sales Manager
Custom Components
4337 Main St.
Lexington, KY
007539
Tel: 412-339-484
Email: hjohansen@email.com

November 17, 2003

Mr. Timothy Hanson
Hanson Industries
32 South St.
Boston, MA
006781

Dear Mr. Hanson,

We have received and reviewed your request for a refund due to what you consider the faulty performance of the specialty parts manufactured by us for your company Hanson Industries. 

I must remind you that at the time you placed your order, we advised you against the use of the nickel plated parts for your particular application. As standard policy, our Engineering Department only endorses the chromium alloy coated parts for the purpose you intended. 

We are indeed sorry for any problems you encountered in using these products. We hope that you are aware however, that we cannot warranty the performance of any products that are used in a manner not recommended by our engineering department. 

Although we are not able to refund the price of any parts that you have already placed into service, as a courtesy to you as a valued customer, we will apply a credit to your account for any parts that are returned in their original packaging. We hope that you find this an acceptable solution, and that you will continue doing business with Custom Components.

If you have any further questions regarding our parts, your account, or this matter, please feel free to contact me directly on 412-339-484 ext59.

Sincerely,

Mr. Howard Johansen
Sales Manager
Custom Components

Final Instructions on Using Our Business Letter Examples

Our business letter examples are designed so that you can download them and edit them on your home computer – substituting our data with your own information. When doing so however, follow the tone of our business letter examples and keep the language professional and clear. A chatty, casual tone will make a negative impression on the recipient, and could cost you a customer, client, or business associate. While remaining confident, be courteous as well, while at the same time retaining your own personality within the letter – you don’t want it to sound like it was written by a robot!

It may sound like a tall order to accomplish so much within such a short letter, but you can do so by following the format of our business letter examples. If you’re ready to begin, Download This One of Our Business Letter Examples and tailor it to suit your personal requirements.

Tips and Useful Sentences you Can Use with our Business Letter Examples:

  • Get to the point early in your letter.
  • Don’t take business complaints personally.
  • Be courteous and open minded – but don’t let a customer or client walk all over you either.

Category: Business Letters Format Examples

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example Help.org

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