Business Letter Templates

Here are two example business letters. The first sent as a follow up after an initial email was replied to saying they would like to receive some products for sampling and possible inclusion in the magazine. It’s sharp, short and to the point. That’s all they require. The second is a general layout that can be used in any situation.
Your Business Logo
ABN: 88 888 888 888
Your Street Address
Suburb State Postcode
Phone, Fax, and/or Email
Website URL

Date of letter’s mailing
Name of Who’s Getting the Letter
Their Title
Their Company
Their Street Address
Their City, State, Postcode

Subject line (if any)

Dear Salutation

Thank you for replying to my email dated 12th November 2010.

I have enclosed some samples of our products for you to trial for consideration, which I hope you enjoy using.
I run my business, Blah, from the Gold Coast. We produce and sell natural skincare products through our online shop, www.blah.com.au

The products I have included are our Natural Bath Salts in Heather and Hyacinth fragrance and our Heavenly Soy Candle in Lavender scent. I think these two products would suit the readers of your magazine best as they are both made for relaxing in the bath after a hard day in the garden or at work. It will also be an enjoyable experience for you to try them!

I have also included some information on each of the products.

Thank you very much for the chance to try our products, we appreciate it. Please contact me by email admin@blah.com.au or by phone on 07 8888 8888 if you require more information.

Regards

Your Name
Enc.


Your Business Logo
Your ABN 88 888 888 888
Your Street Address
Suburb, State, Postcode
Phone, Fax, and/or Email
Website URL
Date of letter’s mailing
Name of Who’s Getting the Letter
Their Title
Their Company
Their Street Address
Their City, State, Postcode

Subject line (if any)

Dear Salutation,

Start the body of the letter here. Note that after the salutation, there can either be a comma or nothing – either is appropriate.

Note that paragraphs are not indented, but instead designated by extra spaces. You should also use 2.5cm margins, including after the letterhead, if space permits.

Paragraphs should, like in any business writing situation, be brief, clear, and to the point. Long paragraphs may get skipped and should therefore be devoted to crucial details necessary for the recipient to know or act upon. The first paragraph should handle all the journalistic W’s: why, when, where, who, what, and how. The subsequent paragraphs should then supply the details as needed.

Letters should be formal in nature; informal correspondence should be reserved for memos. Remember that letters will usually be filed and kept as records (by both you and the recipient), so you should never include anything in a letter that can come back to “haunt” you.

Finally, you should close your letter with the appropriate complimentary close. “Sincerely” is usually appropriate, although a “Sincerely Yours” will work if you know the recipient well. The other options are, “Very truly yours,” “Best wishes,” or “Regards.”

Sincerely,

Your name typed, with your signature above
Your title

cc: or encl: (if appropriate)