Business letters form an important way of communicating in the business world. It is a formal letter and should be written in a formal style with a cordial tone.
Whatever be the reason of writing, keep your business letters short. The saying ‘time is money’ is followed quite religiously in this sector. It is best to address these letters to a particular person, which means a name should precede a job-title. This adds a personal touch and will also ensure that you get the reader’s attention.
After a brief salutation, move directly to the purpose of your writing. State the reason for writing in a simple, direct and effective manner without using any fancy language. Do not use clichés and exaggerated statements, as your earnestness can be undermined in such circumstances.
Business letters must be divided into short paragraphs, which make for easy reading. You can repeat your purpose for writing in the closing paragraph.
While signing off, remember to mention your name and contact details and make sure to pen your signature if it is a hard copy.
This letter is in response to the advertisement posted by your organization in the classified section of Times Jobs on 12th of February 2012 for the vacancy in the position of a software developer. I would like to apply for the vacant position.
I have done my Masters in Software Engineering from the prestigious California Institute of Technology in the year 2007. I have five years of working experience in the field of software development. I have worked for prestigious information technology companies as a freelance software developer. My work has always been appreciated by my clients.
I can assure you that if you hire me for this position, you won’t regret. I am enclosing a copy of my resume along with the cover letter.
Subject: Rejection of the business proposal proposed by you
Respected Mr. Charlie,
This letter is in regards to the business proposal sent by you on 25th of January 2012. We would like to inform you that the business proposal has been rejected by our administration department.
You had sent us a business proposal to develop the work related software for our organization and we had asked for your sample work. Our administration department reviewed the sample sent by you, but they found it to be much below the standard we are looking for. It does not suit our purpose. That is the reason why we have to reject your business proposal.
I hope you understand the reason for the rejection. We would surely look forward to do business with you some other time.
Subject: Refund for the amount paid for the project
Respected Mr. Penn,
This letter is in respect to the amount paid to your organization for the post production of the corporate film produced by our company for one of our clients. We would you like you to refund the amount that we had paid as you are unable to meet the deadline.
We had assigned the post production work to you on 1st of December 2011. You had given us deadline of one month and we accordingly confirmed the same to the client. As you were unable to meet the deadline, you had asked for one week extension. But it has been two months since we assigned you the project and the client is angry with us.
We would like to have refund of the amount we have paid to you as soon as possible.
It gives me immense pleasure to refer the service of Bates Agency for the purpose of advertising and promotion of your organization.
Since last five years our sales and promotion department has been working closely with the employees of Bates Agency. We give the details of our requirement to the agency and they deliver the required ad or the promotion strategy. Since Bates Agency has been providing their service the sale of our product has increased. Above that the agency has good reputation in the advertising world.
I would suggest you to consider the services of Bates Agency and see your business grow. I can assure you that you won’t regret if you avail the services of the agency and rather you would be thanking us for referring their services.
This letter is in response to the business proposal sent by your organization to provide cleaning and repairing service to our organization. We agree to go ahead with the business proposal.
Our management team has gone through the company profile sent by your organization and they are very impressed with it. We are also aware about the reputation of your organization in the market. Above that we would also require a vendor to look after the cleaning of the office premises. We would like to give the responsibility to a responsible vendor and thus, we agree to take your services.
I would request you to send all the required documents so that we can seal all the business formalities. We would also like to know the date from which you can provide your service. I am herewith enclosing the agreement form to be filled in by your organization.
This letter is to let you know that it has been a great pleasure doing business with you. We are closing the operation of our organization in this country and thus wish to bid you farewell.
You have been handling all the advertising and promotion work of our organization since we started our operations in this country. We have had great response due to your advertising work. But, in order to cut down the business cost and due to depression in market we will have to close our operations in this country and shift to Japan where our headquarter is located. Thanking all your staff members for their co-operation and support.
Subject: Cover letter for entering into a business relationship.
Respected Mr. Weather,
We would like to express our desire to enter into a business relationship with your organization. We are the service providing Company with specialization in providing cleaning and janitor services to various organizations.
The name of our organization is Cleaning Mates Limited and started our operations in the year 2008. Since then we have provided our services to the most reputed companies in the country. We have provided hundred percent customer satisfaction and left no scope for complaint.
It would be great honor if you could grant us an opportunity to serve your organization and we can assure you that will be left with no scope for complaint. I am enclosing the company profile and service details of our organization.
Address of the company: ______________________________
It gives me immense pleasure writing this letter and informing you that it will be an honor for us if we can enter into a business transaction with your organization.
We are an organization specializing in manufacture of ______________________ established in the year _____________________. We would like to supply our products to your organization for the purpose of distribution and sale by your organization. The amount we would be charging is ______________________ per _______________. You can make the payment to us in either in cash, cheque or money draft.
I hope you consider the above business offer and enter into a business transaction with us.
Name of the sender: _______________
Designation of the sender: _____________
Name of the sender company: ____________
Address of the company: ______________________________
This letter is in regards to the telephonic conversation we had about the business transaction that we want to enter with your organization.
We had a telephonic conversation with you and informed that we are interested to supply raw materials to your organization for the purpose of manufacturing products and you had asked us to send a letter in writing along with a rough quotation. We specialize in supplying raw cotton material. We take order of minimum one ton of raw materials per consignment. The price per consignment is $3000. We take fifty percent of the consignment amount in advance and the rest after delivery.
I believe that you are fine with all the above mentioned details and it meets your expectations. We are looking forward to a business transaction with your organization.