4 Formal Business Letter Samples
Formal business letters aren’t nearly as common as they used to be. Email has largely replaced them, but there are still situations where knowing how to write a proper business letter is important. Letters of recommendation, follow-up letters, job acceptance and rejection letters, appreciation and resignation letters, cover letters, and interview thank you letters are all good examples. In this article, you’ll find examples of simple business letters for a number of these categories.
General Guidance
Formal business letters should be succinct and matter of fact. They aren’t used for general correspondence, and shouldn’t be familiar.
Your intro paragraph shouldn’t dwell on pleasantries. Instead, it should get right to the point. You might start with a sentence like, “I’m writing today in reference to…” and then briefly establish the reason for your letter.
You should also carefully conform to commonly accepted formatting standards. These determine the order of common letter elements, their arrangement, and the information included. The examples of simple business letters that follow will demonstrate these rules in action.
Letter of Recommendation
Recommendation letters are still fairly common. An email can suffice, but a formal business letter makes a bolder statement and demonstrates that you fully support the candidate you’re endorsing. Here’s an example you can build from.
John Jefferson
1234 Somewhere St.
Anywhere, MD 12345
555-555-5555
jjefferson@generic.com
August 19, 2020
Leslie Hunt
Director of Operations
Corporation, Inc.
321 Blastoff Rd.
Placetown, MO 56789
Dear Ms. Hunt,
I’m writing today in reference to a position you’re looking to fill. Steven Jones recently applied to be your new office manager and asked if I would speak to his professionalism and his abilities.
I worked closely with Steven for eight years. I was his manager when he worked at ABC Company and I have only praise for his efforts. He was a dedicated employee that worked tirelessly to keep costs down while creating an open and collaborative work environment.
He was equally proficient in his accounting responsibilities and his HR commitments, and his coworkers valued his input and regularly sought it. In the years I worked with him, he saved the company significant amounts of money on a consistent basis. I would recommend him without reservation for any company looking for their office to run smoothly and efficiently.
I hope you found this helpful. Good luck finding the right candidate!
Sincerely,
Signature (hard copy letter)
John Jefferson
Resignation Letter
Printed business letters are still the right choice when resigning from a position. They’re properly respectful and give your employer a tangible document to include in your employee folder. Try using this example the next time you’re moving on to new prospects.
Shawna Smith
111 Street Rd.
Locationville, NY 13531
555-555-5555
ssmith@fauxmail.com
August 19, 2020
Robert Duncan
Director of Human Resources
Important Business, Inc.
2222 Parkway Dr.
Heresburg, NV 53135
Dear Mr. Duncan,
I am writing to announce my resignation from Important Business Inc., effective two weeks from the date of this letter.
Please understand I have mixed emotions regarding this decision. My time with the company has been a wonderful experience. I’ve learned a lot and met a number of people that will stay in my life for years to come. However, I’ve recently found a position that’s a better fit for where I am in my life right now.
I very much appreciate everything you and the company have done for me. The opportunities I’ve found here have helped shape the trajectory of my career. I wish nothing but good things for the company going forward. Please let me know if there’s anything I can do to aid this transition. Thanks again!
Sincerely,
Signature (hard copy letter)
Shawna Smith
Interview Thank You Letter
Sending a formal thank you letter after an interview is an excellent way to put your name back at the top of your interviewer’s mind. Using a formal business letter in lieu of an email demonstrates professionalism and shows that you’re serious about the position. Here’s some sample language.
Ernie Barnes
321 Contact Ln.
Cityville, MN 23432
555-555-5555
ebarnes@yeehaw.com
August 19, 2020
Hugh Langston
Director of Production
Digital Agency
911 Emergency Rd.
Countrytown, MN 23434
Dear Mr. Langston,
Thank you for your time this afternoon. I enjoyed meeting with you and talking about the production position you’re trying to fill. I think your approach to the department structure is visionary and I agree that it should create unprecedented efficiencies. I’d love to play a role if you’ll have me.
As I said in my interview, I think I’m an ideal candidate for the position. I’ve been working actively in the industry for over 15 years, guiding projects for notable clients such as Gaggle, Orange Computer, Nile, Specific Electric, and more. I’ve spearheaded campaigns that touch the full range of digital media, achieving stellar results.
I’m excited to discuss this opportunity with you in greater detail. Please don’t hesitate to arrange a follow-up interview at your leisure.
Thank you,
Signature (hard copy letter)
Ernie Barnes
Job Inquiry Letter
When you’re interested in working for a company but they don’t have any positions advertised you can use a job inquiry letter to open the door. They may not have anything open at the moment, but they may keep you in mind for the future.
Susan Winters
234 Asphalt Rd.
Somewhere, PA 12345
555-555-5555
swinters@gmale.com
August 19, 2020
Sara Manning
General Manager
Acme Marketing
1122 Three Lane Rd.
Pebble, CO 54321
Dear Ms. Manning
I appreciate you taking the time to review my resume. My wife and I are looking to relocate to be closer to my wife’s family so I’m currently in the market for a position in the Pebble area.
I’ve read wonderful things about your company on Glassdoor and would love the opportunity to work with you. I’d be interested in any openings you have in your accounting or HR departments. I have over ten years of experience in both domains and feel I could bring a lot of value to your organization.
Please reach out if you have any questions. I’m happy to discuss my qualifications and my past work history in more detail. My phone number and email address are at the top of this letter.
Thank you again for considering my resume. I’m excited to speak with you sometime.
Sincerely,
Signature (hard copy letter)
Susan Winters
SEE ALSO: WHY HANDWRITTEN MAIL IS THE BEST WAY TO MAKE AN IMPACT WITH YOUR CUSTOMERS
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