Business letter is to notify you or follow up on our conversation of date about a problem I am having with the name of product or service performed that I bought, leased, rented or had repaired at your name of location location on date.
Writing Tips of Business Letters
Use the title Ms. if you are unsure of what business letter template the person prefers between Mrs. and Ms. Use two names in the salutation when there are two recipients, like this: Dear Mr. Lodge and Ms. Cooper: or Dear Maine and Thomas: Titles Mr., Ms., Mrs., and Dr. do not have to be spelled out. But do spell out titles like these:
“Professor, Dean, Sister, Rabbi, Imam, Senator, Governor, Captain, Admiral, Judge”
If unsure of a person’s gender, you may use the full name rather than a title:
Dear Lea Swift: / Dear Ed Green:
Avoid “To whom it may concern.” Instead, choose the job title or a generic greeting:
If you are writing to a company rather than any specific individual, use the company name: Dear Trex Printing:
Uses of Business Letter
As for the format of a business letter, the University of Wisconsin – Madison identifies two basic formats for a letter:
The Block Form – All the parts are indented to the left
The Indented Form – The return address, date, closing, and signature of the author are indented to the right and the rest to the left
Samples of business letters
Complaint Letter / Personal, no letterhead needed: From Georgia’s Office of Consumer Protection
Your city, state, zip code
Name of contact person (if available)
Title (if available)
Consumer Complaint Division (if there is no contact person)
City, state, zip code
Account number or other reference to your complaint
Dear Contact Person:
This letter is to notify you or follow up on our conversation of date about a problem I am having with the business letter sample name of product or service performed that I bought, leased, rented or had repaired at your name of location location on date.
I am dissatisfied with your service or product because describe problem. I have already attempted to resolve this problem by describe attempts and actions taken. I have enclosed copies of my records. Include copies of receipts, canceled checks, contracts, and other relevant documents
Unfortunately, the problem remains unresolved. I am hereby requesting that you: List specific actions you want (such as: refund, exchange or repair the item)
Please contact me within number of days days to confirm that you will honor my request. I have prepared a complaint for submission to the proper agencies for investigation. I will not file the complaint if you resolve the problem within this time period I have indicated.
Thank you for your anticipated assistance in resolving my problem. Please contact me at telephone number and/or e-mail address if you have any questions.
Enclosures of Business Letter
cc: Name(s) of anyone to whom you are sending a copy of this letter
Different Types of Business Letter: Inter-office Documents
Some say that how businesses communicate and deal with their partners and clients reflect their way of handling their own internal communications. This is, according to the Saylor Foundation, a non-profit institution in Washington D.C., organizational communication. It involves “sending and receiving of messages among interrelated individuals within a particular environment or setting to achieve individual and common goals.” The process is strictly anchored on the organization’s context and culture. This can be conducted using mediated channels, face-to-face, or written. Each written internal communication has its purpose, which directs a document’s details, tone, and style.