Business Letter Writing

Business Letter Writing

A business letter is a formal written communication between organisations or between an organisation and individuals. Despite the rise of email, formal business letters remain important for official correspondence, legal communication, complaints, and professional relationships. Well-written letters reflect organisational professionalism.

Parts of a Business Letter

A standard business letter includes: sender's address (or company letterhead), date, recipient's address (inside address), salutation (Dear Mr./Ms./Dr. + surname, or Dear Sir/Madam if name unknown), subject line (optional but helpful — Re: or Subject:), body (opening paragraph states purpose, middle paragraphs provide details, closing paragraph states expected action), complimentary close (Yours sincerely if name used in salutation, Yours faithfully if Dear Sir/Madam), signature, printed name and title, and enclosures (Enc: if documents attached).

Letter Formats

Full block format: all elements aligned to the left margin — the most common modern format. Modified block format: date, closing, and signature are centred or right-aligned while body text is left-aligned. Semi-block format: like modified block but with indented first lines of paragraphs. Full block format is recommended for its simplicity and professional appearance. Maintain consistent spacing: single-spaced within paragraphs, double-spaced between paragraphs.

Enquiry Letters

An enquiry letter requests information about products, services, prices, or terms. Structure: state what information you need and why, be specific about your requirements, request catalogues/brochures/price lists if relevant, mention how you learned about the company, and express willingness for further discussion. Example opening: "We are interested in purchasing office furniture for our new branch and would appreciate receiving your latest catalogue and price list."

Order Letters

An order letter places a formal order for goods or services. Include: order number, detailed description of items (quantity, model, colour, size), unit price and total amount, delivery address and preferred delivery date, payment terms, and any special instructions. Clarity prevents errors and delays. Example: "Please supply the following items as per your quotation dated 15 Baisakh 2083..."

Complaint Letters

A complaint letter addresses a problem with a product, service, or situation. Be factual and specific: state what went wrong, when it happened, reference order/invoice numbers, describe the impact, and clearly state what resolution you expect (replacement, refund, repair, apology). Maintain a firm but polite tone — anger reduces effectiveness. Example: "We regret to inform you that the consignment received on 20th Jestha contained 15 damaged items out of 100 ordered."

Adjustment Letters

An adjustment letter responds to a complaint. If the claim is justified: acknowledge the problem, apologise sincerely, explain what happened (without making excuses), describe the corrective action being taken, and express commitment to preventing recurrence. If the claim is unjustified: explain tactfully why you cannot grant the request, provide evidence, and suggest alternatives. Always maintain goodwill — even when saying no.

Cover Letters and Application Letters

A job application letter accompanies your CV/resume. Opening paragraph: state the position you're applying for and how you learned about it. Middle paragraphs: highlight your relevant qualifications, skills, and experience — explain why you're a good fit for the role and the organisation. Closing paragraph: express enthusiasm, state availability for interview, and provide contact information. Tailor each application letter to the specific job and company — generic letters are easily spotted and dismissed.

Tone and Language

Business letters should be clear (state your purpose directly), concise (eliminate unnecessary words), courteous (respectful and professional), correct (accurate facts, proper grammar), and complete (include all necessary information). Avoid jargon the reader may not understand. Use positive language where possible: "We will dispatch your order by Friday" rather than "We cannot dispatch your order before Friday." The tone should match the relationship and situation — formal for new contacts, warmer for established relationships.

Summary

Business letter writing is an essential professional skill. Mastering letter formats, types (enquiry, order, complaint, adjustment, application), appropriate tone, and clear structure enables effective formal communication that builds and maintains professional relationships.

Sample Complaint Letter (Full Format)

Letter Types Quick Reference

Exam Tips

Tip 1: Letter writing carries 10-15 marks — always follow correct format. Tip 2: “Yours sincerely” if you know the name (Dear Mr. Sharma); “Yours faithfully” if you don’t (Dear Sir/Madam). Tip 3: Include specific details (order numbers, dates, quantities, amounts). Tip 4: Keep tone professional — even complaint letters should be firm but polite.