What is a Business Letter?
A business letter is a formal written communication used in professional settings. It is used for official communication such as inquiries, complaints, job applications, orders, or business proposals.
Parts of a Business Letter (in Order)
- Sender’s Address
Written at the top. It includes the name, company (if any), and full address of the sender. - Date
Written below the sender’s address. It shows when the letter is written. - Receiver’s Address
Includes the name, designation, company name, and address of the receiver. - Subject
A short line that clearly states the purpose of the letter. - Salutation
Formal greeting such as:
Dear Sir/Madam, or Dear Mr. Sharma, - Body of the Letter
Divided into three paragraphs: - Opening Paragraph: Introduces the purpose.
- Main Paragraph: Gives details.
- Closing Paragraph: Polite conclusion and action request.
- Complimentary Close
Examples:
Yours sincerely, or Yours faithfully, - Signature
Sender’s name, designation, and contact details.
Sample of the Business Letter
Ashu Kumar
Patna, Bihar
Email: info@xyz.com
Date: 21 December 2025
The Manager
ABC Enterprises
New Delhi
Subject: Inquiry Regarding Bulk Purchase of Office Supplies
Dear Sir/Madam,
I hope this letter finds you in good health. I am writing to inquire about the availability and pricing of office supplies offered by your company for bulk purchase.
Our organization is planning to procure stationery items such as notebooks, printer paper, pens, and folders in large quantities. Kindly provide us with a detailed price list, discount structure, and delivery timeline.
We look forward to your prompt response. Thank you for your time and cooperation.
Yours faithfully,
Ashutosh Kumar
Contact No: 9XXXXXXXXX
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