A business letter is a formal document used for official communication between two parties, usually between companies, clients, vendors, employees, or government offices. It is written with a professional tone and follows a specific structure.
---
? Definition of Business Letter:
> "A business letter is a written message from one business professional to another, or between a company and its stakeholders, with the purpose of conveying official information, requests, or decisions."
– Oxford Dictionary of Business
---
❓ Why Are Business Letters Written?
Business letters serve various purposes, including:
1. Making inquiries
2. Sending orders or quotations
3. Giving instructions
4. Submitting complaints or claims
5. Applying for jobs
6. Requesting payments or clarifications
7. Maintaining formal business relations
8. Communicating decisions or policies
---
⭐ Functions of a Business Letter
1. Facilitates Formal Communication
2. Records transactions
3. Establishes accountability
4. Creates goodwill
5. Helps in legal documentation
6. Builds corporate image and professionalism
---
? Importance of Business Letter
Purpose Benefit
Document communication Serves as written evidence
Professional image Enhances company reputation
Time-saving Replaces time-consuming meetings
Clarity of message Structured and focused communication
Long-distance correspondence Useful for cross-border or international communication
---
? Types of Business Letters
Type Purpose
Sales Letter Promote products or services
Order Letter Place an order for goods or services
Complaint Letter Report dissatisfaction
Inquiry Letter Request information or clarification
Adjustment Letter Response to a complaint or claim
Cover Letter Sent with a résumé during job application
Resignation Letter Formal notice of leaving a job
Recommendation Letter Endorse someone’s skills or experience
---
? Parts of a Business Letter
1. Sender’s Address
2. Date
3. Receiver’s Address
4. Subject Line
(Optional but useful for clarity)
5. Salutation
(e.g., Dear Sir/Madam, Dear Mr. Verma)
6. Body of the Letter
a) Introduction – Purpose
b) Main Content – Explanation/details
c) Conclusion – Summary or request
7. Complimentary Close
(e.g., Yours sincerely, Yours faithfully)
8. Signature and Name
9. Enclosures (if any)
10. CC/BCC (Carbon copy if others are to be notified)
---
✅ Do's of Business Letter
Use professional language and tone
Maintain clarity and brevity
Use proper format and alignment
Proofread for spelling and grammar
Include subject line and contact details
Keep a copy for future reference
---
❌ Don’ts of Business Letter
Don’t use slang or informal language
Don’t be emotional or rude
Avoid vague statements
Don’t forget to sign the letter
Don’t use all caps or over-formatting
Don’t send without proofreading
---
✍️ Sample Questions You May Be Asked:
1. What is a business letter?
2. State any five types of business letters with examples.
3. Write the parts of a business letter in order.
4. Explain the importance and functions of a business letter.
5. What are the dos and don’ts of writing a business letter?
---
? Conclusion
A business letter is a powerful tool in professional communication. Whether you're making deals, solving problems, offering services, or building relationships, a well-written business letter reflects the sender’s competence, courtesy, and professionalism.
