Forms of Business Letters

by Linda Ray

Clear communication is the cornerstone of a successful business, and writing letters is one of the primary means through which you communicate. Whether your business letters are delivered in hard copy or electronically, the words and message make an impression on the recipient. Business letters also provide documentation, so make sure you use them appropriately. Mastering the most common forms of business letters to employees, customers and stakeholders will ensure your communications are effective.

Sales Letters

Sales letters are common tools used to promote your goods or services. These letters are persuasive in nature and provide a call to action at some point. For example, if you run an accounting firm, you could send a letter to prospective clients at tax time introducing yourself and offering your services. As with most of your business communications, you should identify the reader before writing the letter. You’ll most likely want to frame a general letter that you’ll send to unknown potential customers on a mailing list differently than a personal letter to a CEO, for example. Even when sending sales letters to a group you gleaned from a mailing list, you should make every effort to address the letter to a named individual. Include features and benefits in the letter and ask for a visit, phone call or purchase.

Response Letters

As a small business owner, you’ll often be asked for responses to inquiries from clients, investors and potential employees. A prompt response can play a significant role in how your letter is received. Refer to the inquiry in the opening of the letter and offer gratitude for the interest in your business. Answer the question clearly and refer to any enclosed brochures, price sheets or website addresses you might include in the letter. Finally, you’ll either have to grant or refuse the request that came in the inquiry. Be clear and unapologetic about your decision. Offer a short explanation if you must refuse a request, combined with suggestions where the person may turn for assistance. When granting a request, use the letter as an opportunity to sell additional goodwill through a short paragraph promoting your company.


Whether you have a claim and need a response from a vendor or supplier, or are answering a claim from a customer, you most likely will encounter the need to respond with a claim or adjustment letter. Be clear in your writing and specific about the problem the letter addresses. Maintain a respectful tone to get the best results. Honor the feelings expressed by dissatisfied customers asking for an adjustment or refund. Remember that every communication you write provides an opportunity to build goodwill.


All your business letters should follow a precise format to maintain a professional tone. If you don’t use a letterhead from your company, put your name and address at the top of the letter, followed by the date you send it. Next write the name and address of the person to whom you’re sending the letter, followed by the salutation. Do some research to find a name and correct title of the person to whom you’re writing. For example, doctors notice when you address them as "Mr." or "Ms." instead of "Dr." After the greeting, write your letter using a block format, with each paragraph justified to the left, using a double space between paragraphs. Clarity and brevity are valuable business tools and should be used when writing a business letter. Get to the point quickly. Back up your particular request or response with supporting details. Close with a recapitulation of the opening, followed by a call to action if necessary. Close with “sincerely,” or “thank you,” then leave about four spaces to sign the letter.

About the Author


Photo Credits

  • Photodisc/Photodisc/Getty Images
bibliography-icon icon for annotation tool Cite this Article