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Sample Business Letter
Writings / / July 04, 2021
A business letter It is a document that deals mainly with business matters, although the business letter is usually postal, nowadays it is presented by e-mail, which has partially modified its structure to adapt to mail electronic.
The nature of the business letter is because it can deal with topics such as:
- Accuses
- Alliances
- Credits
- Deliveries
- Invitations
- Material's list
- Orders
- Promotions etc.
The commercial letter is useful to address our customers, describing a product or service, how new it is and the advantage of acquiring it with us.
Our business letters must contain the following points:
1. Sender: Here we will generally include the letterhead or logo of our company; In case of using letterhead, this is already included in the paper. This goes on the left side of our header. Aligned to the right, there will be the name of our company, its address and the telephone number or if we have an email address.
2. Date: Here the geographical place from where we write will be indicated. The date must be written in full, without abbreviations. We can include the day of the week, for better orientation. Generally we will write it centered or slightly loaded to the right.
3. Addressee: Below is the recipient's address. Here we will put the name of the company we are addressing, the Department, if it is very specific; or the name of the person to whom we are addressing. Here is his address.
4. Initial greeting: In a respectful way, it will be the entry of our letter. If we are addressing a particular person, we will use simple formulas such as:
Dear Sir:
Dear Customer:
In case of addressing a company we will use an expression in Plural:
Very Sirs. Mine:
Dear customers:
5. Introduction: We will briefly explain the reason for our letter below.
6. The body: In this section we will expose the data of what we want to communicate. We will start with the main data, then secondary data and we can end by exposing some advantage of being acquired or contracted with us. We must not extend ourselves too much, let us try to be clear and concise. We can use separate paragraphs for each topic, improving the order of ideas.
7. Fired: To finish we will say goodbye to our recipients in a cordial way; If we consider it necessary, we can use formulas to invite them to respond:
Waiting for your reply, he cordially says goodbye ...
For no other reason, he says goodbye ...
Receive a greeting from ...
8. Firm: We will finish our letter, with the signature. If the letter is sent by the company, with the name and logo of the company is sufficient. If we send it personally or in the name of our company, we will indicate our name and position. Lately, it is used to put a scanned signature, which is printed at the same time the document is printed. This is useful when hundreds or thousands of letters must be sent. However, whenever possible, it is best to give it the human touch by stamping our signature in ink, preferably blue or black.
Business letter model scheme:
(MEMBER HERE)
Name of our company
Include address
Telephone
e-mail
(Date)
Dear Mr. ____:
Name of the recipient company
Direction
Dear Sir (s) mine (our):
Here is a brief exposition of the subject or objective reason for our letter, by way of introduction, without going into secondary details.
In this area of the body, the main data and topics about what we are offering with the necessary breadth. Background, statistical data and information that support our objective. Let's make sure to use clear, easy-to-read sentences. This area can be divided into the necessary paragraphs.
The closing, in which we will briefly summarize the objective of the letter, indicating, if necessary, the steps to follow, or our guidelines to purchase the product or service, and where appropriate, to obtain a discount special.
Finally, thank the recipient of the letter for the time spent in reading it, respectfully, politely and without excesses. Let's not forget at this point to check the spelling to avoid mistakes that could damage our image, and give a reading of what we have written, to verify that our letter is clear and explicit.
Best regards,
(Name of signatory)
(Position)
(autograph signature)
Example of a business letter:
Editorial Group Lux Ideas
Chapultepec 44, Col. Reform
06060. Mexico DF.
Mexico DF. July 16, 2010
Library "The Illustrated Demon"
For the attention of Mr. Pedro García
Subject: Invitation to seminar
Dear Client:
The reason for this letter is to announce our next seminar on the Middle Ages.
The Seminar will take place on July 31, 2010 starting at fourteen hours, in our conference auditorium; will be taught by the Writer and researcher Tomás Espinoza y Aquino, specialist and author of several historical novels such as "The Light of Dark Ages" and "Daily life during the Shrovetide".
The following topics will be treated: "The cosmic anguish of medieval man", "Hedonism and stoicism in everyday life", "witches and sorcerers" and "The peasant festivals".
This invitation is sent only to select clients, therefore we would be pleased to have your presence, this letter being your entry pass.
Receive a kind greeting.
Sincerely:
Jose Dominguez
Head of Special Events
[email protected]
Business letter template:
July 22, 2010
Avenida Las Flores Celestes nº 8569
A / A: Business Manager of Examplede.com CIA
URUGUAY
Subject: Invitation to presentation of materials
Dear client:
We are hereby pleased to invite you to a new exhibition on materials. Modern events that will be held in the halls of our company on the afternoon of Friday 23 of the present month. Once the important event is over, we will move to the general dining room where hot dishes will be served accompanied by the best national wine. We also inform you that you may attend accompanied by your closest relatives and there will be a park specially designed so that children can enjoy it throughout the entire exposition.
No other particular
Sincerely:
Mauricio Nicolas del Moral
General Manager
Apology Business Letter Format:
Amerlat banking
Thiers 3478-9 México, D. F.
Jan 2009
Dear Cardholder:
Possibly you have noticed one or several errors in the account statements and in the operation of your Credit Card with Investment; If so, we offer our sincere apologies, since these errors, which are of course involuntary, are due to adjustments that we are making in our electronic systems, which are intended to provide you with a more efficient service efficient.
In case you observe some errors in the operation of your Amerlat Credit card and Investment, or notice any other problem, please go to your Amerlat branch, where we will gladly we will attend.
We thank you in advance for your understanding regarding this situation, which we hope to overcome as soon as possible.
Sincerely,
BANCA AMERLAT, S. N. C. Credit Cards Division.
Example of a credit approval business letter:
Banco-Lindo S.A de C.B.V
Dear Customer
We inform you that you have an approved credit card, which has a credit line credit of 50,000.00, which is backed by the good payment margin demonstrated during the last 3 years.
To be a beneficiary of this privilege, it is necessary to present yourself at your nearest branch with your identification, your last account statement and proof of address.
Promotion valid from February 12 to March 30, 2015.
We hope
Lupe Gonzales Llamas
Manager
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08/08/2023