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Business Letter Formats and Types (With Templates)

A person's hand writing a letter on a white piece of paper

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While digital communication dominates our world, the formal business letter remains a cornerstone of professional correspondence. This guide explores the various types of business letters, their purposes, and essential components, complete with examples.

A business letter is a formal written communication used for professional and official purposes. Unlike emails, which can be informal and subject to errors, business letters convey a sense of professionalism and seriousness. They are typically used for correspondence between individuals, businesses, or organizations

Common Types of Business Letters

1. Thank-You Letter

A thank-you letter is a courteous way to express gratitude for a favor, gift, or opportunity. It’s a powerful tool for fostering stronger relationships, whether it’s with employees to boost morale and engagement, or with business partners to strengthen collaborations.

Example:

Dear [Recipient Name],

I am writing to express my sincere gratitude for [reason for thanks]. Your [kindness/generosity/support] means a great deal to me.

[Provide specific details about how the recipient’s action helped you].

Thank you again for your [kindness/generosity/support]. I am truly grateful.

Sincerely, [Your Name]

2. Inquiry Letter

An inquiry letter is a formal request for information or clarification on a particular matter.

Example:

Dear [Recipient Name],

I am writing to inquire about your company’s product. I am particularly interested in [specific details].

Could you please provide information regarding [specific questions]?

Thank you for your time and attention to this matter. I look forward to your response.

Sincerely, [Your Name] [Your Contact Information]

3. Order Letter

An order letter is a formal document used to place an order for goods or services.

Example:

Dear [Supplier Name],

Please process the following order:

[Item Description]

[Total Order Amount]

We prefer payment by [payment method]. Please ship the order to the following address:

[Shipping Address]

Please confirm receipt of this order and provide an estimated delivery date.

Thank you for your prompt attention to this order.

Sincerely, [Your Name] [Your Company]

4. Complaint Letter

A complaint letter is a formal document used to express dissatisfaction with a product or service.

Example:

Dear [Customer Service Department],

I am writing to express my dissatisfaction with product/service. On [date], I purchased product/service from your [location]. Unfortunately, [describe the problem].

I have attached a copy of my purchase receipt for your reference. I would like to request a [desired resolution].

I look forward to your prompt response and resolution of this issue.

Sincerely, [Your Name] [Your Contact Information]

5. Claim Letter

A claim letter is a formal request for compensation for a loss or damage.

Example:

Dear [Insurance Company],

I am writing to file a claim for damages incurred on [date] due to [cause of damage]. I have attached a detailed inventory of the damaged items, along with photographs and receipts as proof of ownership and value.

The estimated total value of the damages is [amount]. I request reimbursement for the full amount, as outlined in my insurance policy.

I have attached copies of relevant policy documents for your reference. Please contact me at [phone number] or [email address] for further information.

Thank you for your prompt attention to this matter.

Sincerely, [Your Name]

6. Sales Letter

A sales letter aims to persuade the recipient to purchase a product or service. It requires a compelling narrative and a clear call to action.

Example:

Dear [Recipient Name],

Are you tired of [common problem]? You’re not alone. Countless individuals and businesses face the daily grind of [problem]. It’s time to break free from the ordinary.

Introducing [Name of Product] – the revolutionary solution designed to [solve problem]. Unlike other [competitor products], our product [unique selling point].

But don’t just take our word for it. Our satisfied customers rave about how [benefit of product].

Ready to transform your [life/business]? Visit [website link] or call us at [phone number] to learn more about our exclusive offer. For a limited time, enjoy [special offer].

Sincerely, [Your Name] [Your Company]

7. Cover Letter

A cover letter introduces you to a potential employer and expresses interest in a specific job opportunity. It should highlight your qualifications and skills relevant to the position.

Example:

Dear [Hiring Manager Name],

I am writing to express my keen interest in the [Job Title] position at [Company Name], as advertised on [Job Board]. Your company’s commitment to [company’s mission or values] aligns perfectly with my career goals.

With [number] years of experience in [industry/field], I have developed a strong foundation in [skills]. My ability to [skill 1] and [skill 2] has enabled me to [achievements].

I have attached my resume for your review, which further details my qualifications and experiences. I would welcome the opportunity to discuss how my skills can contribute to [Company Name]’s success.

Thank you for considering my application.

Sincerely, [Your Name] [Your Contact Information]

8. Resignation Letter

    A resignation letter is a formal document announcing your departure from a company. It should be clear, concise, and professional.

    Example:

    Dear [Recipient Name],

    Please accept this letter as a notification of my resignation from my position as [Your Position] at [Company Name], effective [last day].

    I would like to thank you for the opportunities and experiences I have gained during my time at [Company Name].

    I wish the company continued success in the future.

    Sincerely, [Your Name]

    9. Recommendation Letter

    A recommendation letter is a formal document endorsing an individual for a job, scholarship, or other opportunity.

    Example:

    Dear [Recipient Name],

    I am writing to wholeheartedly recommend [Candidate’s Name] for the [Position] at [Company Name]. I have had the pleasure of working with [Candidate’s Name] as their [Your Position] at [Your Company] for [length of time].

    [Candidate’s Name] has consistently demonstrated exceptional [skills or qualities]. Their ability to [specific examples] is truly commendable.

    I have no hesitation in recommending [Candidate’s Name] for this position. Please do not hesitate to contact me if you require further information.

    Sincerely, [Your Name] [Your Title] [Your Contact Information]

    10. Follow-Up Letter

    A follow-up letter can be used to follow up on job applications, business inquiries, or any other correspondence that requires further action. 

    Example:

    Dear [Recipient Name],

    I am following up on my email dated [date] regarding [subject]. As mentioned in the previous correspondence, [restate key points].

    I would appreciate it if you could [desired action].

    Please let me know if you require any further information.

    Thank you for your prompt attention to this matter.

    Sincerely, [Your Name] [Your Contact Information]

    Enhance Your Business Connections with Handwritten Letters

    By understanding the different types of business letters and their key components, you can effectively communicate your message and achieve your desired outcome. Consider elevating your correspondence by opting for handwritten letters through Truly Handwritten to add a personal touch and leave a lasting impression.

    Use our form to order your custom, handwritten business cards, or contact us to discuss your needs. Tell us about your desired delivery date, number of recipients, whether you want to include a flyer or one-sheet, and any other specific requirements.