Professional Business Letter Format and Example
Business Letter
Format and sample of Business Letter; Classifications
Types of business letters
There are different types of business letters. They can include:
Recommendation
You would write this letter if you were recommending someone for a particular position, placement, or award. If one of your friends was being considered for election to the student council, you might write a letter to your principal describing why they would be suited to a leadership position.
Acknowledgement
In an acknowledgement letter you might be expressing thanks for something that someone has done, achieved or contributed.
Appreciation
An appreciation letter is a formal version of a thank you letter. You would send a letter of appreciation to someone in a senior position, such as your principal or the chairperson of a company.
Enquiry
You might also call this type of letter a letter of interest. Perhaps you have heard about a fun holiday program and would like to find out more about it.
Application
If you were writing a job application, you might describe your personal qualities, your educational qualifications and why you would be suited to the position.
Reference
In a reference letter you describe someone’s characteristics or skills in order to help them get a job, placement or position.
Announcement
You write this type of letter to announce something. You might receive one saying that a teacher is leaving your school, a new teacher is arriving, or perhaps announcing an engagement, wedding or birth.
Political campaign or lobbying
These are likely to arrive in the period leading up to election times. Politicians release statements and leaflets describing why you should vote for them. Your household might sometimes receive letters from your local council alerting you to something happening in your suburb or community.
- Complaint
Types of personal letters
There are many different types of personal letters. Here are a few you might have heard of:
Pen pal
A pen pal is someone you communicate with by sending letters regularly.
Fan mail
You write fan mail to someone you idolize or admire. You might choose to write to a famous actor, rock star, author, or sports hero.
Love
You can write a love letter to someone whom you love or care about. In this letter, you express feelings of affection and romance.
Farewell
In a farewell letter you would say goodbye and good luck to someone who is moving interstate or overseas or changing schools.
Get well
You send a get- well letter to wish someone a speedy recovery from illness.
Condolence
In a condolence letter you show sympathy, usually for the death of someone close to the recipient. You might wish them strength through their grief, say you are sorry for their loss, or share fond memories of the person they have lost.
Congratulations
You would send this letter to congratulate someone on a birth, wedding, achievement or award.
Thank you
When you write a thank you letter, you are showing your appreciation to someone. Perhaps they invited you to their birthday party, gave you a thoughtful gift, or did you a favour. This is less formal than an appreciation letter and would be sent to a friend or family member.
Holiday / Celebration
Your holiday letter could celebrate a birthday, Christmas, New Year, Bar mitzvah or any other special event or holiday.
Parts of a formal letter
- Heading or Letterhead
- Dateline
- Inside Address
- Subject
- Salutation
- Body
- Complementary Close
- Signature
- Enclosure or Copies
Headline:
simply a printed, typed, or written a company’s or person’s name, address, phone number and email in upper right- hand corner of the paper one and one-half inches from the top .
Dateline:
correct date as written on the day in the left side.
For example, 26th July 2017/ 26 July 2017/ July 26, 2017.
Inside Address:
It contains the recipient’s name, title, company division or department (if any), mailing address, and in a single space with the left margin. For example,
Mohammad Rubayet Hasan
Auditor
Wax Securities Company
2/B, Banani, Dhaka 1212.
Salutation:
In the left margin, the salutation is typed two lines. For example,
Dear Mr. Rubayet
Dear Ms. (or Miss or Mrs.) Mili
If the recipient’s name is known, the salutation will be: Dear Sir/ Dear Madam.
Dear manager/ Executive
Body of the Letter:
Paragraph 1: Catch the reader’s attention telling some interest that he or she can be keen or giving some information of yours.
Paragraph 2: Tell the needs or service.
Paragraph 3: Finish the body what the action or idea that you want the reader to consider.
Complimentary Close: It would be depending on occasions:
Highly formal in diplomatic correspondence:
Respectfully yours,
Respectfully,
Formal closings may be used in institutions or prestigious associations, government agencies and the like:
“Yours sincerely” are appropriate sign offs if you have used the recipient’s name. If you have said “Dear Sir” or “Dear Madam”, use “Yours faithfully” instead.
Semi-formal letters can begin with Dear Mr/Mrs + surname and end Best wishes/Yours + first name/full name
Very truly yours,
Yours truly,
Less formal :
Sincerely,
Cordially
Signature: Here are a signature, name, title, division, and mailing address, phone number, and email.
Enclosure: Encl: or Enclosure(s): Map
cc: or Copies: Harun, General Manager
Zamal, Chief Executive
Some titles:
Chairman: Chair, Chairperson (write)
Salesman/ lady: Salesperson/ Sales Associate (write)
Draftsman: Drafter (write)
Fireman: Firefighter (write)
Watchman: Guard, security Officer (write)
Newsman: Reporter, news people (write)
Foreman: Supervisor (write)
Policeman: Police officer (write)
British Business Letters vs American Business letters
| British Format | American Format | |
| Heading | The heading is usually placed in the top right corner of the letter (sometimes at the center) | The heading is usually placed in the left alignment |
| Date | 21 January 2019 (left aligned below heading) 1 blank line | January 21, 2019 (left aligned below heading) 2 blank line |
| Salutation | Dear Mr. Kalam,/ Mrs. Kalam, Dear Sir,/ Madam, Dear Sirs, (after salutation use a comma (,) | Dear Mr. Kalam :/ Mrs. Kalam: Dear Sir:/ Madam: Dear Sirs: (after salutation use a colon (:) |
| Complementary Close | Sincerely, Yours sincerely, Yours faithfully, | Sincerely, Sincerely yours, Yours truly, |
Business Thank You Letter
Mr. Monir Hossen Srabon
Manager (HR Department)
Eastern Bank Limited Head Office
Gulshan- 1, Dhaka.
March 12, 2017
Shah Poran
Head of the Marketing Department ABC International
House# 3, Road# 5, Block# F
Gulshan 1, Dhaka-1212.
Subject: Thanks for joining hands with ABC International
Dear Mr. Poran:
Good morning. I would like to sincerely express my gratitude for accepting partnership with our organization; ABC International. We assure you that this venture between Eastern Bank Limited and ABC International will benefit both the organizations for a very long period of time.
We would be starting the project on smartphone very soon and will send you the details regarding the same. Hope your employees are also motivated for the same.
Once again, thank you for believing in us.
Sincerely yours,
( )
Shah Poran
Head of the Marketing Department ABC International
House# 3, Road# 5, Block# F
Gulshan 1, Dhaka-1212.
Complaint Letter
Mr. Monir Hossen Srabon
Manager
Abahoni Youth Football Club
House# 3, Road# 4, Kolabagan, Dhaka-1204.
July 15, 2006
Shah Poran
Head of the Marketing Department ABC
Sports Store International
House# 3, Road# 5, Block# F
Gulshan 1, Dhaka-1212.
Dear Sir:
I have recently ordered a new pair of soccer cleats (item #6542951) from your website on March 2, 2017. I received the order on March 8. Unfortunately, when I opened it I saw that the cleats were used. The cleats were dirty and there was a small tear in front of the part where the left toe would go. My order number is AF26168156. To resolve the problem, I would like a credit to my account for the amount charged for my cleats, I have already purchased a new pair of cleats at my local sporting goods store so there is no need to replace the defective cleats. Thank you for taking the time to read this letter. I have been a satisfied customer of your company for many years and this is the first time I have encountered a problem. If you need to contact me, you can reach me at 0171111111.
Sincerely,
Mr. Monir Hossen Srabon
Manager
Abahoni Youth Football Club
House# 3, Road# 4, Kolabagan, Dhaka-1204.
Leave of Absence
12 March 2017
Abul Hossen
Branch Manager
Eastern Bank Limited, Comilla-3412.
Subject: Application for Leave of Absence
Dear Mr. Abul Hossen,
I am writing this letter to inform you that I am in need of leave of absence from office for three days starting from 13th March 2017. Since, I have a personal problem to be solved with my family; I am unable to mention the exact reason for my absence from office.
I have transferred the work that I was dealing at the moment to Ahsan Ali and he was already in my team and he can handle that well. I am available via phone anytime.
I kindly request you to grant me leave on the above mentioned days and help me to solve my family issues.
Thanking You,
Yours sincerely,
( )
Mr. Monir Hossen Srabon
Officer
Eastern Bank Limited, Comilla-3412.
Resignation letter
12 March 2017
Mr. Monir Hossen Srabon
Manager (HR Department)
Eastern Bank Limited Head Office
Gulshan- 1, Dhaka.
Sub: Resignation Letter
Dear Sir,
I am writing to inform you in my resignation as a Sales Executive in Eastern Bank Limited. I want to bring your attention to the poor work conditions at the Sales Department, which I have informed not only the Department Head but your kind self also. However, no positive action was taken to rectify the situation after 6 months.
Therefore, I have decided to submit this letter of resignation, as the conditions are not favorable for my productivity. I trust that the company will clear any outstanding dues to me quickly before my last day at work here, which is the end of this month.
Thanking you.
Yours faithfully,
( )
Hannan Nuruzzaman
Sales Executive
Eastern Bank Limited Head Office
Gulshan- 1, Dhaka.
Show Cause Letter
Mr. Monir Hossen Srabon
Manager (HR Department)
Eastern Bank Limited Head Office
Gulshan- 1, Dhaka- 1212.
March 12, 2017
Md. Noman Chowduri
Senior Officer
Eastern bank Limited
12/4, Dilkusha, Motijheel, Dhaka- 1000.
Subject: Show Cause Notice for Habitual Late Attendance
Dear Sir:
We have perused your attendance record for the last 6 months and find that you have reported late on duty for not less than 6 to 8 times a month in last six months.
It may be please be noted that late attendance on not less than four occasion in a month is a misconduct within the meaning of standing orders applicable to you. Your excessive late attendance as detailed in the annexure is despite the fact that your supervisors have advised you and even orally warned for the same, but you have not shown any improvement and hence this show cause notice.
Please show cause why action should not be taken against you for your late coming as detailed in the annexure within 3 days of the receipt of this show cause notice, failing which company will proceed further in the matter.
With regards,
( )
Mr. Monir Hossen Srabon
Manager (HR Department)
Eastern Bank Limited Head Office
Gulshan- 1, Dhaka- 1212.