Mastering Business Communication: A Guide to the Purdue Owl Business Letter Sample

[Your Name]
[Your Street Address]
[Your City, State, Zip Code]
[Your Phone Number]
[Your Email Address]

[Date]

[Recipient's Name]
[Recipient's Title]
[Company Name]
[Company Street Address]
[Company City, State, Zip Code]

Dear [Mr./Ms./Mx. Last Name]:

I am writing to you today on behalf of [Your School Name]'s [Club/Department] to inquire about your company's [specific product/service] that was featured in [mention where you saw it, e.g., a recent industry publication]. We are currently researching potential [solutions/partnerships] for an upcoming [project/event] and believe your offerings could be of great interest to us.

Could you please provide us with more detailed information regarding your [product/service], specifically its [mention specific features or benefits you're interested in]? We would also appreciate any brochures, price lists, or case studies you may have available. Furthermore, we are interested in understanding if your company offers any educational discounts or partnership opportunities for student organizations.

Thank you for your time and consideration. I look forward to hearing from you soon and learning more about how [Company Name] can potentially assist us. Please feel free to contact me directly if you require any further information.

Sincerely,

[Your Typed Name]

[Your Name]
[Your Street Address]
[Your City, State, Zip Code]
[Your Phone Number]
[Your Email Address]

[Date]

[Hiring Manager's Name] (If known, otherwise use title)
[Hiring Manager's Title]
[Company Name]
[Company Street Address]
[Company City, State, Zip Code]

Dear [Mr./Ms./Mx. Last Name]:

I am writing to express my enthusiastic interest in the [Job Title] position at [Company Name], as advertised on [Platform where you saw the advertisement]. With my strong background in [mention relevant skills and experience, e.g., customer service and team collaboration] and a passion for [mention industry or company's mission], I am confident that I possess the qualifications and drive to excel in this role and contribute positively to your team.

In my previous role at [Previous Company], I was responsible for [mention a key responsibility and a quantifiable achievement, e.g., managing customer inquiries, resulting in a 15% increase in customer satisfaction]. I am particularly drawn to [Company Name]'s commitment to [mention a specific company value or project] and believe my skills in [mention another relevant skill] would be a valuable asset in achieving your company's goals.

I am eager to learn more about this opportunity and discuss how my skills and experience align with the needs of [Company Name]. My resume, attached for your review, provides further detail on my qualifications. Thank you for your time and consideration.

Sincerely,

[Your Typed Name]

[Your Name]
[Your Street Address]
[Your City, State, Zip Code]
[Your Phone Number]
[Your Email Address]

[Date]

[Customer Service Department/Manager's Name]
[Company Name]
[Company Street Address]
[Company City, State, Zip Code]

Dear [Sir or Madam/Mr./Ms. Last Name]:

I am writing to express my dissatisfaction with a recent experience I had with your company. On [Date of Purchase/Service], I purchased [Product Name/Service] (Order Number: [Order Number], if applicable) from [Location of Purchase/Service]. Unfortunately, I encountered [clearly state the problem, e.g., the product was defective and did not function as advertised].

Specifically, the issue was [provide details of the problem, e.g., the screen flickered constantly, and the sound quality was extremely poor]. I have attempted to [mention any steps you have already taken, e.g., troubleshoot the issue according to the manual], but the problem persists. This has caused me considerable inconvenience, as I rely on [Product Name/Service] for [explain why it's important].

To resolve this matter, I would appreciate it if you could [state your desired resolution, e.g., provide a full refund for the product, offer a replacement, or schedule a repair at no cost]. I have attached a copy of my receipt and any relevant documentation for your reference. I trust that you will take prompt action to address this issue and would appreciate a response within [number] business days.

Thank you for your attention to this matter.

Sincerely,

[Your Typed Name]

[Your Name]
[Your Title]
[Your Department/Organization]
[Your Street Address]
[Your City, State, Zip Code]
[Your Phone Number]
[Your Email Address]

[Date]

[Recipient's Name]
[Recipient's Title]
[Company/Institution Name]
[Company/Institution Street Address]
[Company/Institution City, State, Zip Code]

Dear [Mr./Ms./Mx. Last Name]:

It is with great pleasure that I recommend [Applicant's Name] for the [Position/Program Name] at [Company/Institution Name]. I have known [Applicant's Name] for [Number] years in my capacity as [Your Relationship to Applicant, e.g., their professor in X course, their supervisor at Y company]. During this time, I have consistently been impressed by [his/her/their] dedication, intelligence, and strong work ethic.

[Applicant's Name] consistently demonstrated [mention specific positive qualities, e.g., a keen analytical mind, exceptional problem-solving skills, and a remarkable ability to collaborate effectively with peers]. In [mention a specific project or accomplishment], [he/she/they] not only [mention achievement] but also [mention another positive attribute, e.g., took initiative to mentor junior team members]. [He/She/They] are a highly motivated and responsible individual who consistently goes above and beyond expectations.

I am confident that [Applicant's Name] will be a valuable asset to your [company/institution] and will contribute significantly to your [team/program]. Please do not hesitate to contact me if you require any further information. I can be reached by phone at [Your Phone Number] or by email at [Your Email Address].

Sincerely,

[Your Typed Name]

[Your Name]
[Your Street Address]
[Your City, State, Zip Code]
[Your Phone Number]
[Your Email Address]

[Date]

[Recipient's Name]
[Recipient's Title]
[Company Name]
[Company Street Address]
[Company City, State, Zip Code]

Dear [Mr./Ms./Mx. Last Name]:

I am writing to express my sincere gratitude for [mention the specific reason for your appreciation, e.g., your generous support of our recent fundraising event, the excellent customer service you provided during my visit on X date, the valuable advice you shared regarding Y project]. Your [action or quality, e.g., contribution, assistance, guidance] made a significant difference, and I truly appreciate it.

[Elaborate briefly on the impact of their help, e.g., Thanks to your support, we were able to exceed our fundraising goal and provide much-needed resources to our community. OR Your prompt and helpful assistance allowed me to resolve my issue efficiently and with minimal hassle. OR Your insights were incredibly valuable and have helped me to approach this project with renewed clarity and confidence.] It's always a pleasure to interact with individuals and organizations who demonstrate such [positive adjective, e.g., generosity, professionalism, expertise].

Thank you once again for your kindness and support. I hope to have the opportunity to reciprocate your thoughtfulness in the future.

Sincerely,

[Your Typed Name]

[Your Name]
[Your Street Address]
[Your City, State, Zip Code]
[Your Phone Number]
[Your Email Address]

[Date]

[Your Manager's Name]
[Your Manager's Title]
[Company Name]
[Company Street Address]
[Company City, State, Zip Code]

Dear [Mr./Ms./Mx. Last Name]:

Please accept this letter as formal notification that I am resigning from my position as [Your Job Title] at [Company Name]. My last day of employment will be [Your Last Day of Employment, typically two weeks from the date of the letter].

I want to express my sincere gratitude for the opportunity to have worked at [Company Name] for the past [Number] years/months. I have learned a great deal during my time here, and I appreciate the support and guidance I have received from you and my colleagues. I particularly enjoyed [mention something positive about your experience, e.g., working on X project, the collaborative team environment].

I am committed to ensuring a smooth transition during my departure. I am happy to assist in training my replacement and completing any outstanding tasks. Please let me know how I can be of further assistance during this period. I wish you and [Company Name] all the best for the future.

Sincerely,

[Your Typed Name]

[Company Letterhead]

[Date]

[Employee's Full Name]
[Employee's Street Address]
[Employee's City, State, Zip Code]

Dear [Mr./Ms./Mx. Last Name]:

This letter serves as formal notification that your employment with [Company Name] is terminated, effective [Date of Termination]. This decision is based on [clearly and concisely state the reason, e.g., a restructuring of the department, failure to meet performance expectations as previously discussed on X dates, violation of company policy as outlined in the employee handbook].

Your final paycheck, including payment for any accrued and unused vacation time as per company policy, will be issued on [Date of Final Paycheck] and will be [mailed to your address on file/available for pickup at X location]. You will also receive information regarding [mention benefits continuation, e.g., COBRA continuation coverage, details of your retirement plan]. Please return all company property, including [list specific items, e.g., laptop, ID badge, keys], by the end of your workday today.

We understand this is a difficult situation. We have provided you with [mention any resources offered, e.g., outplacement services, a list of community resources] to assist you during this transition. We wish you the best in your future endeavors.

Sincerely,

[Your Name/HR Manager's Name]
[Your Title]
[Company Name]