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60+ Samples of Business Letter Format [Free Templates]

You might think that composing a business letter by hand and having it delivered by post is an outdated method of communication. After all, we have electronic means of communication these days. Electronic methods of communication are quite dependable, so do we really need to learn to compose a business letter? The answer is: Yes. Business letters convey a more personal message and are more likely to cement a relationship with the recipient than an email.

Composing a business letter can be more daunting than many people realize. This is why we’ve come up with this helpful, detailed, and easy-to-follow guide for composing perfect formal business letters following different formats. Feel free to use these business letter formats to compose resignation letters, sales, resume cover letters, inquiry letters, and more.

How to Format a Business Letter

A business letter is to be composed on the company’s letterhead, with margins of 1 to 1.5 inches all around the page, with allowances given for the company’s letterhead style.

A formal business letter format has the following elements:

  • Name and Address of Recipient
  • Date
  • Reference
  • Salutation
  • Body
  • Closing
  • Signature
  • Typist initials
  • Enclosures

Recipient’s name and address

The business and/or personal name of the recipient goes here. No formal business letter should be left without this information. Include the recipient’s name, title, business name, and address on the header side of the business letter


The date refers to the actual date the business letter was composed. The date should always be written out in the month, day, and year format, such as January 18, 2018.


If necessary, use this section of the business letter to give a simple description as to what the business letter is about. For instance, if the letter is about an invoice complaint, then it would read RE: Complaint regarding invoice number 12345


Salutations vary from business to business. Examples of salutations are Dear Sir or Madam, Dear Dr. Hempstead. The salutation should end in a colon, Dear Ms. Conner:


The body of the business letter is single-spaced, with a double space between paragraphs. The first paragraph concerns the purpose of the letter. The following paragraphs describe the purpose in more detail. The final paragraph should reinforce the purpose of your letter, make a request for communication, and thank the recipient for considering the letter. Always remember this is a business letter, so keep the sentences short and to the point. Avoid digressing from the topic at all costs. In business, time is money so keep the entire body short and sweet.


There are several ways to close a business letter. One of the most used is ‘Sincerely’. Other closings include: Best regards, Yours truly, Yours sincerely. Capitalize the first word in the closing, using lower case for the second.


The signature is made by the person whom the letter is from, not the person who typed the business letter.

Typist Initials

Place the initials of who typed the business letter here. If you prefer, you can place the initials of the composer and typist together. The individual who composed the letter comes first, and in caps, while the typist is second and in lower case: PT/jc.


This refers to any attachments you are enclosing in your business letter. These may include contracts, ads, brochures, etc. This is more important than it seems, as you are alerting the recipient that the letter should contain further content which may be crucial to the correspondence.

Three Types of Business Letter Format

In this last section, we present you with detailed examples of formatting a business letter, including placement and how do you space a business letter. However, always remember that people are free to customize each style to fit their personal taste and business correspondence style.

Business letters will have one of three format types:

  • Block business letter
  • Modified Block business letter
  • Semi-Block business letter

Block Business Letter Format

Block formatting is typically used for the most formal business letters. With the Block business letter format, all written words, from the addresses, salutation, body, and closing, are all left justified and single-spaced. Each block in such a business letter is separated by a double space.

Sender’s address
Sender’s phone number
RE: (If necessary)
(4 lines down)

Recipients name
Recipients business name
Recipients address
(1 line down)

Attention: Individual who letter is directed to
(1 line down)

Dear Name:
(1 line down)

Body of letter: All paragraphs are to be aligned to the left, typed using single spacing with double spaces between paragraphs.
(1 line down)

(4 lines down)

cc: Name

Modified Block Business Letter Format

Modified block formatting is similar to block business letter format, except the date, return address, closing and signature start at the center-line of the business letter.

Sender’s name

Sender’s address

(1 line down)


(4 lines down)

Recipient’s place of business

Attention: Individual letter is directed to

Recipient’s business address

(2 lines down)

Dear Name
(2 lines down)

Body of the Letter: All paragraphs are to be aligned to the left, typed using single spacing with double spaces between paragraphs.
(2 lines down)


(4 lines down)




Enclosures (if any)

cc: Name


Semi-Block Business Letter Format

Semi block business letter format is similar to the modified block format. All items are aligned to the left. The only difference is that the start of each paragraph is indented five spaces, with a double space between each section. The semi-block business letter format is known as the least formal style of all three formats and should not be used for important correspondence.

(4 lines down)

Recipient’s name of business
Attention: Individual it’s directed to
Recipients address
(1 line down)

Dear Name:
(1 line down)

     Body of Letter: Indent the first line of each paragraph 5 spaces. Paragraphs are single spaced, with double spaces between paragraphs.
(1 line down)

(4 lines down)

cc: Name

Sample Business Letters

Supermax Jewellers,
Block 7, La Salette,
40F Manhattan,
New York 91230,

20th August 2018

Ryan Paul,
General Manager,
SQL Tech industries
18 Red Blvd,
New Jersey 66898

Dear Mr.Paul,
We are happy to inform you that during the board of directors meeting held on 18th September, your proposal for the provision of internet services to this company in the forthcoming financial year was chosen. Everyone was satisfied with the details mentioned in the proposal. We would like to offer you this contract for one year.

We will be sending a representative from our company to you for completion of the paperwork as you receive the token amount to start with. As you had mentioned, we decided to stick to the price specified in your proposal. The entire amount will be paid in three installments. The first installment will be given on the contract date, and the remaining two within two months at separate times.

We shall rely on your services as your company is well-known for its quality services. We look forward to having a cordial relationship with your company.

Yours Sincerely,

The world of business has been stuffed with overly formal communication styles and intricate behavior guidelines, a business letter can allow many people to exchange significant information in a professional manner. It can also provide more impact on a reader than reading an email, because of the formalized content, structure, and tone used in the business letter.

Business Sales Letter Samples

A business sales letter is like a messenger of the products and services a particular company is offering. It assists in creating awareness about any new launch of a product or service in the market, with the purpose of bringing forth shortcomings of the highlight and brand of competitors. This type of business letter affects the benefits any customer is likely to derive from the usage of the product or get availed of any of the services on offer. While writing business letters, however, the ethics of businesses need to be followed.

The business letter is not supposed to name the competitors or even their brands. If you want to emphasize what you are offering is quite better, then you can easily state that similar services or products lack in the market, and so on. In other words, the letter has to win the confidence of as many customers and eventually persuade them that it is in their best interest to endeavor to do business with you. A business sales letter is a useful and strong tool used for promoting a business to enhance in catching hold of customers’ emotions and feelings.

Sales Letter Template

Date: (Date the letter is being issued)

(The company’s name)
(Recipient’s name)

Dear Sir/Madam,

We are very glad to (now introduce the service/product). It is (mention important benefits and features). This (name product) has been on the market for now more than three months and we already have positive responses from most of our customers. We will actually feel glad to (now introduce your purpose).

I will be extremely proud to (you can reintroduce features of this Product). I would like you to have a practical demonstration. We look forward to having a good business relationship and you will surely reap the benefits.

(name of the firm)
(your name)

Sample Business Sales Letter

20th September 2018.

Ryan Buck
The Purchasing Manager,
ABC Co. Ltd.
Virginia, USA

Dear Sir/Madam,

We are glad to make an introduction of our new software to you. It is a user-friendly software, and have great capabilities. It will to a large extent reduce the workloads you have. This software has been on the market for more than three months now, and we have received positive responses from the majority of our customers. We will also feel glad to assist you in making tasks easier and help you reduce operational costs as well.

I will be very proud to give an introduction to you of the software’s features and also provide you with a practical demonstration. This tool will be important to help you run your work in an efficient and effective manner. We look forward to doing business with you.

Thanks & regards,
XYZ Software Developers,
Texas, USA.

Business Cover Letter Samples

A cover letter is an introduction document to the employer which summarizes key points in the resume. It illustrates how applicants’ skills and experience relate to the job they are applying for. It is supposed to create the first impression and to demonstrate the applicant’s communication skills to the employer.

A well-written and formatted cover letter are therefore as important as its content. A cover letter should have the Sender and Recipient’s address, date, body, and proper formal closing. The applicant should state the position they are applying for, why they are best suited for the position, and finally how they will follow up.

Cover Letter Template

[Sender’s address]
[Recipient’s address]

Dear, [surname of the recipient]

I am interested in the position of [position] that you advertised in the [source of the advert].

I am self-driven, very organized and motivated professional. I have 4 years experience as [your current qualification]. I worked for [Company A] for 1 Year as a first line manager, then moved to [Company B] as a Second line manager, the position I have been holding for the last 3 years.

I am comfortable with various aspects of [position you are applying for] including concepts such as [list concepts that specifically relate to the position]. I have vast understanding of these concepts and skills which are very instrumental in delivering on the advertised position.

I have a BSc [your qualification], with a background in [other qualifications] hence fully qualified for this position.

In addition to this, I possess excellent communication and presentation skills. My good interpersonal skills will enable me build a very cohesive team where employees will discuss their concerns freely. I believe I will bring a lot of value to this role.

Also, attached is my resume. I look forward to having an opportunity for a face to face interview.

[First name, last name]

Sample Resume Cover Letter

Michael Fine
67 Jacksonville Street,
Jacksonville, FL 00567

21 August, 2018

John Brake,
Jacksonville Elementary School,
Gates Street,
Jacksonville, FL 87506

Dear Mr Brake,

I am interested in the position of a science teacher that you recently advertised in the Daily Post. I am an accomplished secondary school teacher with a strong background in skills development and communications skills.

I graduated in 2014 with a Bachelor of Education, Science degree and I have 3 years of teaching in both urban and rural schools. I am currently pursuing Masters Degree in education administration. My teaching experience and my passion to engage communities in rural setting make me an ideal teacher for your school.

I am currently teaching science in Florida Rural School and I am also the representative of education coordination committee from my school. I am keen on integrating classroom work with community service projects which presents me with a great opportunity to utilize this strength as teacher in your school.

I am looking forward to hearing from you soon.

Michael Fine

Business Acknowledgement Letter Samples

An acknowledgment letter is a formal business letter confirming receipt of documents, goods, or services. In situations where there was a meeting or a phone conversation, an acknowledgment letter confirms points of discussion and any future actions that were agreed upon. Basically, it is a professional letter of receipt. It can be used to confirm receipt of the job application file, a resignation letter, or receipt of goods or document-business acknowledgment letter.

This business letter should be short and mainly serve the purpose to confirm receipt of goods or documents. In general, an acknowledgment should have the following key areas:

  • Recipient’s address.
  • Date when the letter was sent.
  • The subject should clearly state the goods or documents that were received and state in which they were received. Also indicate the exact date when the goods were received.
  • Finally, inform the recipient on the agreed actions such as payment, job interview date among others.
  • Close by using proper formal greetings.

Acknowledgement Letter Template

[Sender’s address]
[Recipient’s address]

Dear [Recipient’s surname],

I acknowledge receipt of £23,475, received on [date]; being payment for a house you bought from [Recipient company]. Please find attached a statement from [recipient bank name] reflecting the amount you transferred.

We will consider your request to pay the balance of £34,475 in three monthly installments starting from January, 2019. The initial agreement was for you to start paying the balance on October, 2018. You will get feedback within 7 working days on whether this has been approved by the board or not.

[Sender’s name]
[Company name]

Sample Acknowledgement Letter

James Ford,
754 Parkways,

21 August, 2018

Dennis Young,
Human Resource Director,
Trademark Solutions,
5th Avenue,

Dear Mr Dennis Young,

This is to acknowledge that I received a job termination letter from Trademark Solutions on 19 August, 2018. I fully agree with the reasons for the termination as stated in the letter but I do not accept the termination.

I would like to appeal the termination based on the fact that my performance for Q1 and Q2 was affected by personal issue I had explained to my then direct manager, Mr John Bells. I followed the procedure as clearly stated in the Organization’s SOPs. I would like to schedule a meeting with you to have more discussion about this.

I look forward to meeting you soon.

Yours Sincerely,
James Ford,
Production Manager,
Trademark Solutions.

Business Inquiry Letter Samples

A business inquiry letter is a type of business letter written to a business organization asking for more specific information about products, services, or a job. They are mostly written to seek further clarification in response to an advertisement. Two main types of business inquiry letters are job inquiry letters and product inquiry letters. This kind of business letter should be short, precise, and specific on the required information.

Product Inquiry Letter Template

[Sender’s address]
[Recipient’s address]

Dear [specific name of recipient],

My name is Dr [your name] and I am head of Surgery in [hospitals name]. I picked a brochure detailing one of your new antibiotic, [product name], during the Surgeons Conference last week at [venue of conference]. Since this is a new antibiotic, I would like to learn more about it. I would greatly appreciate if you could send me the full antibiotic prescribing information on [product name].

I would also like to request whether you can come and make a product presentation in the department of Surgery during our monthly breakfast meeting on [date].

I look forward to your response.

Yours faithfully,

[Sender’s signature]
[Sender’s title and designation]

Sample Inquiry Letter

David Grey
4th Kings Street

20 August 2018

Geomark Limited
34 Downing Street

Dear Kevin,

My name is David Grey, sales manager with 7 years experience. I would like to enquire whether you have a job opportunity that matches my qualifications. I am a team leader with excellent communications skills. I approach difficult tasks with energy and resilience thereby motivating a team to deliver on set goals while adhering to organization’s code of conduct.

Given an opportunity, I am willing to discuss my capabilities in an interview to explain how I can lead a winning sales team. Please find enclosed my resume.

I look forward to meeting you soon.

Yours faithfully,
David Grey.

Job Appointment Letter Samples

A job appointment letter serves two main purposes: Formally informing a candidate of their acceptance to fill a vacant position and also welcoming them into a company or organization.

This type of business letter should contain a congratulatory message, the position, reasons for their selection, and reporting date among others.

Below are a sample and template of a formal job appointment letter.

Sample Job Appointment Letter

Thomas Weiner,
45 Runner Street,
65074 Liveoak, FL

24th January 2018

Philip Baxter,
56 Franklin avenue,
65074 Liveoak, FL

Dear Baxter,
I wish to congratulate you on being selected as a construction manager at ABC Company. You were selected on account of your outstanding academic qualifications and previous work experience. We are confident in your skills and abilities to help propel our company to the next level.

You are to report to work in our headquarters at Newyork on Monday 2nd September at 8.00am. On arrival, please check in with the secretary who will direct you to your assigned office. As per our agreement, your annual remuneration shall be $200,000 plus other additional benefits. Furthermore, you shall be allocated a car and a personal chauffeur who will be at your disposal.

You will be responsible for overseeing all our projects as per the site we shall be working on. This shall include planning, scheduling, the hiring of staff, and supervision of construction works.

Again, welcome to our company, we are happy to have you on board. Further information with regards to the terms and conditions of your contract shall be conveyed once you formally accept this position in writing. Looking forward to working with you.

Yours faithfully,
Thomas Weiner,
Human Resource Manager
ABC Company.

Job Appointment Letter Template

{Your Name}
{City, state}


{Recipient Name}
{Recipient Address}
{City, State}

Dear {Name}

We are pleased to inform you of your success in the interview. XYZ Company would like to offer you the position of a {Name of position}

You are expected to begin on {date} at {time} in {place}. Working days shall be from {days}. The expected wear is {form of appropriate and expected clothing}. When you arrive you shall report to {concerned individual}

Your monthly salary will be {amount}. Moreover, you shall also benefit from {Include benefits if any}.

You shall be responsible for {roles and responsibilities}

Once you formally accept this position through an official letter we shall make an announcement to the entire company and introduce you.

We are thrilled to have you join our team and look forward to your contribution. In case of any inquiries, you can get in touch with me.


Job Application Letter Samples

A job application letter is usually sent together with the resume to highlight key skills and qualifications in relation to the job being applied for. It should clearly outline why the applicant is the ideal candidate for the position. The application letter should be formatted properly and should not have errors. Errors can be a simple reason for outright disqualification. A job application letter should have the sender’s and recipient’s contact information, date, body, professional greetings, and a closing.

The body of such a business letter should have specific information about the company and the position being applied for. It should also emphasize why the applicant is the ideal candidate for the role. The letter should be short – not more than 4 paragraphs-with simple font such as Arial or Times New Roman. It should be single-spaced with a space between each paragraph and between contact information.

Job Application Letter Template

[Applicant contact information]
[Recipient contact information]

Dear [recipient name],

I would like to apply for the position of [position] that was advertised in Daily Mail on [date of advertisement]. Considering my education, experience and skill set, I believe I am a suitable candidate for this position.

I am a self-driven professional with great passion to develop my career in [your field of expertise]. I have a degree in [qualification], with further specialization in [specialization] which enhances my commitment to take this position.

I have 6 years experience where I have worked with 3 different companies. This has enabled me to apply my skills in diverse working environment thereby gaining extensive insight in the field of [your field of expertise]. Specifically, my key competencies include [list the key competencies in your area of expertise].

I am very interested in this position because it will offer me an opportunity to work in a challenging but rewarding environment. Please find enclosed my resume. Your consideration will be highly appreciated.

[Your name]

Sample Job Application Letter

Janet Brown,
6th Avenue,
Greenville, Ohio 01706

21 August, 2018

Jackson Hill,
Human Resource Manager,
Dewmark Dairy, Inc.
760 University ways
Gardens, Ohio 05443

Dear Mr. Hill,

I would like to apply for position of dairy farm manager, in reference to an advertisement on your website last week. I hold a Bachelors Degree in Dairy Science and Master of Science Degree in Dairy Production. I have 11 years of experience in farm management; 7 years as a junior manager in charge of animal production department and 4 years as overall farm manager.

I have extensive experience in leading initiatives in animal health, on-farm practices and production systems. My expertise in dairy science and overall knowledge in the dairy industry will enable me to successfully manage Dewmark Dairy, Inc to the best productivity level.

Please find enclosed my resume which give more details about my qualifications and experience in dairy farm management. I am looking forward for an opportunity to further discuss my suitability for this position in an interview.

Thank you for taking time to consider my application.

Janet Brown

Resignation Letter Samples

A resignation letter should be spot on. You should not fumble through many words; keeping it simple, clear, and straight to the point is the way to go.

Here are a good example and template of a resignation letter.

Sample Resignation Letter

Margaret Simpsons,
99 Roane Avenue,
Rockville, MD 984535th July 2018Annette Hudson,
Operations Manager,
XYZ Company,
54 Park Avenue,
Rockville, MD 98453


Dear Annette,

Kindly accept this letter as a formal communication of my resignation as an office assistant with Bridge ways Limited. My last reporting day will be on 6th October 2018.

Thank you for entrusting me with this position for the past 8 years. I have tremendously grown in experience and I am sure what I have learned will prove invaluable in my future career path.

Between now and my last day I will ensure to finish all my work and if necessary, train the person who will take over this position. I am also open to performing any other task that will ascertain a soft landing for you and the company.

I wish nothing but the best for the company in its future ventures.

Yours Faithfully,
Margaret Simpsons.

Resignation Letter Template

{Your Name}
{City, State}


Mr/Mrs/Miss/Ms {Full Name}
XYZ Company,
{City, State}

Dear, {Concerned Person’s Name}

Kindly receive this letter as an official communication of my resignation as a {position} at XYZ Company as from {effective date}.

It has been a pleasure working with you, for the organization. I have enjoyed my time here and have gathered vital skills and knowledge which will prove indispensable in my future career path.

I will use the remaining time to finish my work and also handle any other task that you will assign to ensure a smooth running of activities when I am gone.

I wish the company the best in its continual growth.


Recommendation Letter Samples

A recommendation letter is a professional note written about someone to a prospective employer, college, or scholarship sponsor. It helps you vouch for that person to get whatever it is they intend to; hence should only give off a positive vibe.

Below are a sample and template of a well-written recommendation letter.

Sample Employee Recommendation Letter – (To a Prospective Employer)

To whom it may Concern,

I am delighted to personally recommend Mr. Bernard as a great asset to any company. He has worked with us as a customer care assistant for over 2 years. During this time he has been nothing short of a smart, hardworking and committed employee.

He first began to work with us a call center agent where we quickly noticed his diligence at work. This led to him being promoted to a supervisor. The acquired position entailed being in charge of mentoring new employees, supervision of customer care agents and ensuring customer satisfaction. He always presented his work and reports accurately and exactly as required.

He is an excellent team player which prompted me to propose his name for another promotion during our just concluded annual reviews.

Mr. Bernard has been of great value to our company and though we are sad to let him go, we wish him the best in his future endeavors.

In case you may require more details about him, feel free to contact me through +5555-89707.

Your’s Faithfully,
Peter Kyle,
Customer care Supervisor,
ABC Company.

Recommendation Letter for an Employee Template


To whom it may Concern,

It is my utmost pleasure to recommend {Name} as a diligent and highly reliable employee. He/She has worked with me as a {position} for {number of years} His/her duties involved {Mention the specific duties}. {Name of applicant} demonstrated incredible skills and knowledge in handling all his/her tasks.

As a {position} he/she {mention an example of what made him/her stand out}. In addition {a second example} not to forget {a third example}

Moreover {name} outstanding {mention impressive character traits} contributed to him/her being an exceptional team player. It helped him/her achieve {mention an accomplishment}

I absolutely recommend {Name} and would be glad to provide any further information you may require.

{Company Name}
{Phone Number}
{Email Address}

Business Follow Up Letter Samples

You made a great first impression with your interviewer or potential business partner, what next?

There are two options involved, you can either choose to sit and wait for a response or write a follow-up letter, of which the latter is a much better choice.


  • A follow-up letter projects a professional image of you.
  • It emphasizes your interest.
  • It keeps you memorable.
  • It further strengthens the relationship between you and the other party.
  • You are bound to get a faster response.

However, you should be careful not to come out as irritating or desperate. Here’s how to write a professional and effective follow-up business letter.

Sample Business Follow Up Letter

Sophia Clays,
ABC Company,
122 Midway Road,
65574 Rogers ,AR


Dear Clays,

I attended an interview last week for the position of an IT Specialist. I have not yet received any response from your end. I would like to know of your decision and where I stand in the selection process.

I was very much impressed by what you told me about your company and would like to work with you. I strongly believe my skills and abilities in web hosting; cloud hosting and configuration are a great fit for this position. In addition, my attention to detail will prove invaluable to your company.

Your response will be highly appreciated. Thank you in advance.

Signature (sign)
Sophia Clays

Business Follow-up Letter Template

{Interviewer’s Name}


Dear, {Their Last Name}

I attended an interview at {location and day} for the position of {name the position). I wanted to thank you again for your consideration. Hearing about your company’s {name something you liked} made me excited and eager to work with you. I believe I am the best choice for this position because {Highlight your qualifications and what makes you stand out}.

If there is anything else you may require from me, do not hesitate to contact me. Looking forward to hearing from you soon.

Yours sincerely,
{Signature} –for hard copy

Business Adjustment Letters

An adjustment letter is written by a business in response to a complaint from the customer. It is essential for a business to develop a plan that will ensure those client complaints are dealt with for an increased market share. Such a business letter is used by the seller to confirm a mistake and make rectifications. Adjustment letters are used to resolve disputes between the buyer and seller in the market. The letter is supposed to provide detailed information to the client regarding the material claim from the business.

Sample Adjustment Letter

Splendid Enterprises
P.O. Box 234,

August 21, 2018.

Ref: Damaged products during the shipping process

Dear Mr. John,

I have received your letter dated August 17, 2018, about the damaged goods which you had bought from our company. Splendid Enterprises is focused on ensuring that there is proper service delivery to the consumers. We regret that the products shipped were damaged in the delivery process.

The purchasing manager will send an inspector to evaluate the damage and it will be paid by our company. We apologize for the inconveniences caused by the damaged products and we will ensure that the inspection process is fast. In the meantime, we will send $150 based on your valuation of the damages. However, we will send an inspector to evaluate the damages further.

Please accept our apologies for the damaged products that you purchased from our company. Splendid Enterprises is consumer oriented and will focus to eliminate such problems in the future.

Yours Sincerely,
Mr. Joseph Browns
Customer Service Representative

Business Order Letter Samples

Number 401, king Street
Luhag , manchester City

March 15 2018

Kelly Johnson
Bensha enterprise
Mandaue, Manchester
United kingdom

Dear sir / 

I am writing this letter to place an order for goods or our continuing project. Last month I ordered few goods and I thought they would be enough but it seems they are less. Find the attached list on everything we require. We need the goods as soon as possible so that the project can continue smoothly. I will make all the payments on delivery.

Thank you
Yours faithfully
Kelly Johnson

Order Letter Sample 2

Subject: order

Dear sir/madam

I am writing this letter to place an order for the things we need to complete our on-going project. Few weeks we ordered enough goods but the quantity seems to be less. Therefore, we require more goods. find the attached list of our requirements.

I hope you will send the goods soon, so that the work can continue swiftly.

Thank you,

Yours Truthfully,

Business Complaint Letter Samples

A complaint letter is a formal business letter to a business describing a negative experience you had and seeking reedier action. This type of business letter should be clear, short, and to the point, and should be relatively formal. Although complaint letters are negative in tone, they should not be overly emotional or aggressive.

Complaint Letter Template

Dear [insert addressee name here]:

I am writing to file a formal complaint against [insert name here]. I hired them to [insert service provided here], and I did not receive the professional service I was expecting. [describe problems here] This has had a continuing negative effect on me because [insert reasons here]. I would reasonably expect that you [insert action here] to resolve the problem. I look forward to your response and will seek action with a consumer protection agency or legal professional if I don’t hear back from you in [insert time here].

[insert name here]

Sample Service Complaint Letter

Dear Mr. Smith,

I am writing to formally complain about your employee, Mr. Brown. I hired them to fix my washing machine a few weeks ago, on the 10th of August, and I received very poor service. Mr. Brown did not show up on time, and once he did finally arrive, he took a very long time to fix the machine and made a huge mess in my house. He was also very unprofessional in his personal appearance and conduct. Once he left, I realized that my washing machine was still not draining properly. This has been very frustrating for me and my family, because not only can we still not wash our clothes, but I had to take time out of my day to attend to him while he was here, and I had to clean up the mess he made. In my opinion, you should offer a refund for this service and reconsider your employment with Mr. Brown. I am eagerly waiting for your reply and will wait one month before taking further action.

Brad Jones

Business Letter Templates & Examples

Sample Business Proposal Letter

Sample of Resignation Letter

Thank You Letter Example

Sample of Interview Thank You Letter

Sample of Employee Complaint Letter

Sample of Business Complaint Letter

Sample of Meeting Request Letter

Sample of Transfer Request Letter

Sample of Vacation Request Letter

Sample of Job Offer Acceptance Letter

Sample of Apology Acceptance Letter

Sample of Business Cover Letter

Sample of Business Proposal Cover

Sample of Job Cover Letter

Business Leave Letters

Sample of Maternity Leave

Sample of Annual Leave Request Letter

Sample of 30-Day Notice Letter

Sample of Two Weeks’ Notice

Sample of Business Offer Letters

Sample of Purchase Offer Letter

Sample of Job Offer Letter

Sample of Official Leave Letter

Sample of Official Thank You Letter

Sample of Budget Proposal

Sample of Personal Introduction Letter

Business Permission Letters

Sample of Business Recommendation

Sample of Job Recommendation

Sample of Equipment Lease Termination

Sample of Employment Termination

Business Letter Templates

Business letter format

business letter format formal

business letter format example 04

Sample Business Letter about Meeting Appointment

Sample Business Letter (about Dissolving Partnership)


    Once you compose and format your business letter, it’s time to proofread it for any typos and possible errors of punctuation and grammar. No matter how well laid out your business letter is, the recipient will immediately dismiss the letter and its contents if errors are present. If you don’t feel comfortable proofing it yourself, you can give it to someone else, or use one of the many online proofreading services such as Paperrater.


    We hope you’ve found our comprehensive guide to formatting a formal business letter useful. While these are the basic formats, individuals and companies are free to make alterations to the rules to suit their needs. However, by following these basic rules, you should be able to quickly compose, type, and print out a professional formal business letter quickly and easily. Feel free to use our sample business letter examples below as convenient templates to follow, simply insert your information and follow the line spacing.

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