Business Letter Examples
The following business letter samples are meant to give you an idea of how to structure a proper business letter. Each example will show you how to format your business letter under the following categories:
- Collection Letters
The sole purpose of a business collection letter is to get the customer to pay up. Writing a collection letter can be difficult because you have to use a certain tone to elicit a response.
Steps to Write Collection Letters
Check the spelling of the client's name. Use a gender specific courtesy title only if you are certain of the recipient's gender. Getting a collection letter is bad enough, getting a collection letter that's addressed improperly adds to the irritation.
The first part of the letter will state the situation, including the concern, the date of purchase, the amount owed and the due date.
The next part of the letter should indicate the deadline for paying the outstanding amount and any resulting penalties if not payed. If your company has any policies regarding late payments such as grace periods and alternative payment plans, you can state it here.
The third part of the letter should state the consequences of not paying.
This part of the letter has a call to action. It should encourage the client to send full payment or to call you directly to arrange payment. End with goodwill and a positive attitude that this situation will be resolved in a satisfactorily manner.
July 15, 2004
Dear Mr. Adams:
Thank you for shopping with us. You are a valued client and we appreciate your business and know that you want to keep your account current with us.
On May 3, 2004, you purchased $400 of merchandise from our store in Yourtown. Your payment of $150 is now overdue.
In the credit arrangement you signed, you agreed to pay off your bill in three payments. The first payment of $150 was due June 3, 2004. Please send this amount now.
Failure to pay on time may affect your ability to charge merchandise at our store. Thank you for your prompt attention to this matter.
You may call me at 1-888-895-2563 if you have any questions or concerns. Your continued patronage is important to us.
Sales and Promotional Letters
Sales and promotional letters are used by salespeople to set up appointments, announce sales promotions, congratulate salespeople, announce specials, and introduce new specials.
Steps to Writing Sales and Promotional Letters
The first part of the letter states your purpose. Depending on the reason for writing the letter, this may vary from requesting an appointment to introducing a new salesperson. Remember, you want to interest your reader. Always identify the benefits to the reader.
The second part of the letter backs up the first part. That is, it gives the details or background information regarding the purpose. This is the part of the letter that will stimulate the interest of the reader. If you are making a request, than this part would give the reason for the request.
The last part of the letter states a call to action and as a summary of the general nature of the letter.
Tone Deaf Music
August 15, 2004
Dear Mrs. Goodman:
I will be in Yourtown on September 5, 2004 and would like to meet with you at your office to discuss the new guitar models that you may be interested in for the upcoming year.
I have enclosed our latest catalogue. Please note the items in light blue highlights. They are the new guitar models to come in and are now on a special to preferred clients.
I will contact you later this week to schedule an appointment. If you need to get in touch with me, please call me at 1-888-457-7896. I look forward to talking with you. Thank you for your continued business.
Customer Relations Letters
These types of letters are very useful at keeping contact with your customer base. If you've been keeping your customers contact information (which you should be doing at all cost!), you can send your customer base a thank you letter and a special offer or buying incentive.
This is a great way to test new marketing ideas. These letters are designed to improve or maintain customer relations. I'd like to point out that you must keep you customer in mind at all times. The laws of good copy writing apply.
However, you want to generate interest and not sell your customer outright with a customer relations letter. You want to thank your customer and let them know how much you appreciate their business. On top of that, you want to thank them by offering a special deal just for preferred customers. It works .
Steps to Writing Customer Relations Letters
The first part of the business letter states your purpose. This can be anything from acknowledging a complaint to thanking a customer for their ongoing patronage.
The second part of the letter explains the purpose. If you are thanking a customer for their ongoing patronage, you would go into a little more detail here.
The last part summarizes the letter. This part can be an added incentive or simply reiterate the customer's value to your business.
Tone Deaf Music
December 16, 2004
Dear Mrs. Goodman:
On behalf of Tone Deaf Music we wish to express our sincerest appreciation for your continued patronage. It is because of valued customers like you that we are able to continue to offer you the finest in modern musical instruments.
Tone Deaf Music has been in business for 30 years. We are dedicated to bringing you the finest in acoustic and electric guitars, bass guitars, drums and amplifiers. Our motto is to provide our customers with the best value for the lowest price We've been following this motto for the past 30 years.
Tone Deaf appreciates your ongoing patronage and because of that, we are offering you a special deal on all new signature acoustic models. If you call our offices within the next 15 days, we will give you a 15% discount on all new signature models purchased in the month of January.