Letter writing may be considered a dead art, but it's alive and well when it comes to writing business letters. A business’ written correspondence comes in many forms, but they are commonly created with all the text aligned to the left or with slight variations. Business letters are printed on company letterhead, showing your company's complete contact information. Content is arranged from the top, including the date, attention line, inside address, subject line, salutation, body of the letter, complimentary closing and signature. Reference initials, enclosure notation and copy notation are used if necessary.
Letters of Inquiry
Letters of inquiry are sent by company officials, executives, managers and others conducting company business to request information from outside the company, such as equipment features and pricing, or service offerings.
Accounting or sales managers may need to notify customers of adjustments to their accounts, bills or lines of credit with a formal letter acknowledging these business transactions.
Congratulations and Appreciation
Company officials involved in management, outside business units, or community partnerships or sponsorships write letters of congratulations and appreciation for workers, departments and members of the wider community who have reached milestones or deserve formal recognition.
Business invitations to events such as conventions, exhibitions, fundraising dinners or other important events are written as business letters.
Business announcements of important activities such as opening a new line of business, hiring a new company president or CEO, or going public are drafted as business letters to notify community leaders, business partners and others.
Sales managers or business development managers may send formal business letters to acknowledge large or special orders, especially for key accounts that require special attention.
Letters of Credit
Accounting managers and chief financial officers notify customers that credit lines have been established, authorized or extended with letters of credit that represent a legal financial agreement.
Accounting managers, collections managers and account representatives notify customers who are late paying invoices with payment reminders as well as impending collection activity with collection letters.
Company officials tell shareholders about quarterly and annual profits, losses and other business, financial and organizational information through formal letters.
Letters of Condolence and Sympathy
Companies send formal letters of condolence and sympathy to good customers, local community organizations, government officials, suppliers, vendors, and others when a death or tragedy occurs.
- 300+ Successful Business Letters for All Occasions; Alan Bond and Nancy Schuman
Heidi Cardenas specializes in human resources, business and personal finance, small-business advice, home and garden and home improvement. Her professional background includes human resources and business administration, technical writing and corporate communications. She has studied horticulture and business administration, and enjoys guest blogging for publications including Herb Companion Magazine, Natural Home Living Magazine, and Mother Earth Living.