Importance of effective letter writings
The importance of good business letter writings can not be over emphasized. It is the backbone of a
successful business organization. A good letter can motivate a potential customer, remind the existing
customers and can establish a good relationship which can create the avenue for future business. While
a good letter may sell a new product, a bad letter can spoil the sale of an established one. It can pacify
an angry customer and it can also anger a friendly one. It can collect debts without hurting the
customers’ feeling or it can create an environment where the customer and the money may be lost.
How to write an effective letter: “ True ease in writing comes from art, not chance, As those move
easiest who have learned to dance..”. The art of easy writing is difficult no doubt, but it is not impossible
to achieve. An adequate knowledge of the language and constant reading and writing can make a
person prepare a base for drafting effective business letters. It is in fact nothing more than a
conversation – a piece of conversation by post.
Sample Letters
Format of a Business Letter
Letterhead (Name of the Company/Organization/Firm etc)
Reference to
any previous
matter
Dateline
Inside Address
of the Sender
Subject of the
Letter
Salutation
Body
Introduction
Main idea
Conclusion
Complimentary
Close
Signature of
the Sender
Name &
Designation of
the Sender
Enclosure (if
any)
Distribution(if
needed)
Format of a Business Letter
Letterhead (Name of the Company/Organization/Firm etc)
Reference to
any previous
matter
Dateline
Inside Address
of the Sender
Subject of the
Letter
Salutation
Body
Introduction
Main idea
Conclusion
Complimentary
Close
Signature of
the Sender
Name &
Designation of
the Sender
Enclosure (if
any)
Distribution(if
needed)
Letterhea
d Prime Group of Industries
78 Motijheel Commercial Area, Dhaka
Phone: 017111……76; 01711…………79
E-mail: ………@[Link]; [Link]
Dateline November 15, 2020
Inside Dr. Anwar Mohsin
Address Executive Director
Think-tank on National Development
Road 68/B, Gulshan Avenue
Dhaka
Subject Beating the heat by our system
Salutation Dear Sir,
Body With summer approaching, you must be thinking of how to keep your office cool so that
you and your colleagues can continue to work efficiently. To meet your needs, we have
produced room coolers of different capacities. The detailed specifications are given in the
enclosed pamphlet. We shall give a guarantee for five years against all manufacturing
defects and repair, or replace any part that may cause trouble, at our cost.
At the end of the pamphlet you will find a card. Please fill it in and mail it to us and we shall
send our technician to survey your office, assess your requirements, and advise you about
the location of the coolers so that your entire office may be maintained at the proper
temperature throughout summer.
If you place the order before March 15, we shall give you a special discount of 10%. Our
persons will transport the coolers to your office and install them wherever you want. This
extra service is absolutely free.
We trust you would like to avail yourself of the opportunity of this special offer.
We look forward to working with you as your business partner.
Thanking you
Compliment Yours faithfully/sincerely
ary Close
Initials
Sender’s Aziz Ansari
Name & Sales Manager
Designation
Enclosure 1. A catalogue of our products
2. List of our clients