Business Letter Writing


Business Letters are written to express good news, bad news, thanks, acknowledgement, invitation, request, Problem, denial or complaints. It is usually sent via email and bears the company letterhead.

A business letter is divided into three parts −

  • Introduction − Opens with greetings and/or references to previous mails.

  • Middle − Contains details and added information.

  • Conclusion − Suggests or mentions action to be taken and the ending.

Business Letter Writing

Format of a Business Letter

A business letter normally contains the following elements −

  • Letterhead
  • Organization name
  • Address
  • Telephone number
  • Date
  • Reader’s name (Position preferred)
  • Address
  • Dear Mr. /Ms. [reader’s name]
  • Your ref. id (if in use) and Subject
  • Introduction
  • Body
  • Conclusion
  • With Regards
  • Writer’s signature
  • Name
  • Position

Example - Business Letter

Letter head

Tutorialspoint Pvt. LTD.

Address- 388-A, Road no 22

Jubilee Hills, Hyderabad, Telangana.

500033, Ph: 91 40 23542835

Date- 23/04/2015


The Manager

Hasta La Vista Café Pvt. LTD

Address- 318-W, Road no 12

Jubilee Hills, Hyderabad, Telangana.

500033, Ph: 91 40 23542836

Dear Sri

Ref ID:< IBDFC172187323: Confirmation Call>

Subject:< Booking an appointment to discuss Interior Décor>

Greetings from Tutorialspoint

We are a Hyderabad-based educational organization and are one of the fastest growing firms in the world of online training. Your firm was referred to us by one of our associate firms and had complimented your commendable job.

We would like to avail your services for the purpose of interior decoration of our office premises. We would like to meet your representatives, hence kindly let us know of a date and time for the meeting so that we discuss the details.

Looking forward to hearing from you soon. Have a nice day.

With Regards

(Insert signature)

Vineet Nanda

Lead, Learning & Development

Soft Skills, Tutorialspoint Pvt. LTD.