A Business Letter is a written message used for formal communication between businesses, organizations, or individuals regarding business matters.

• It is formal, official, and polite.
• It is used to communicate information, requests, complaints, acknowledgments, or orders.
• Business letters are usually typed or written in legible handwriting.

Business letters are written for several purposes:

1. To give or request information.


2. To place orders or make inquiries.


3. To confirm agreements or transactions.


4. To complain or follow up on problems.


5. To apply for jobs or offer services.


6. To maintain professional communication between individuals or organizations.

1. Letter of Inquiry – to ask for information about a product, service, or business matter.


2. Letter of Complaint – to report dissatisfaction with goods or services.


3. Letter of Adjustment – response to a complaint, often correcting an error.


4. Letter of Order – to request goods or services from a supplier.


5. Acknowledgment Letter – to confirm receipt of goods, payments, or communications.


6. Letter of Application – sent by a job applicant to apply for a position.


7. Reference Letter – to recommend someone for employment or admission.

A business letter usually has five main parts:

1. Heading – Includes the sender’s address and the date.


2. Opening – Includes the receiver’s address, salutation (e.g., Dear Sir), and subject/reference line.


3. Body – The main content of the letter, including:
   
   
   • Introduction: Purpose of the letter.
   
   
   • Details: Explanation of the matter clearly.
   
   
   • Conclusion: Action required or next steps.
   
   
4. Closing – Polite ending phrases such as “Yours faithfully” or “Yours sincerely.”


5. Layout – Proper alignment, spacing, and order of all parts of the letter.

1. Sender’s Address: Address of the person or organization writing the letter.


2. Date: The date the letter is written.


3. Receiver’s Address: Address of the recipient.


4. Salutation / Greeting: Polite greeting (e.g., Dear Sir, Dear Madam).


5. Subject / Reference Line (Optional): Briefly states the purpose of the letter.


6. Body: Contains the introduction, details, and conclusion.


7. Closing / Complimentary Close: Polite ending.


8. Signature: Name and designation of the sender.

1. Use formal and polite language.


2. Be clear, concise, and precise.


3. Maintain proper layout and spacing.


4. Avoid slang or informal expressions.


5. Ensure correct spelling and grammar.


6. Always date the letter.


7. Address the recipient appropriately.

---

Summary

• A Business Letter is a formal document for professional communication.


• It has a clear structure: heading, opening, body, closing, and layout.


• Types include inquiry, complaint, order, acknowledgment, and application letters.


• Proper formatting, polite language, and accuracy are essential.


• Assignments must be well-typed or neatly written, formatted, and printed for presentation.