Sample Business Letters
Find the wording that fits your message
A complete example makes it easier to write a request, update, or agreement. These sample business letters show how to explain the situation and give the reader a clear next step.
Copy a sample and replace the fictional details with your own. Create your letter online to print or download as a PDF.
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Choose a Sample Business Letter
The ten business examples below cover common requests and decisions. A separate student inquiry shows how to ask a company for information about internships. Each letter includes copy-ready wording and a preview you can open at full size.
Use the business letter template hub for the general structure. The type guides explain the details for each task.
1. Letter of Intent
Greenline Landscaping proposes buying another business's assets. The letter gives a starting price and a review period, leaving the final agreement for later.
View Letter Preview (opens in a new tab)Complete Letter of Intent
Greenline Landscaping
427 Willow Road
Salem, OR 97301
September 29, 2026
Reference: GL-LOI-0926
Elena Brooks
Cedar Grove Grounds
615 Cherry Lane
Salem, OR 97302
Subject: Letter of Intent: Proposed Purchase of Cedar Grove Grounds
Dear Ms. Brooks:
Greenline Landscaping is interested in purchasing the business assets of Cedar Grove Grounds. As a starting point, we propose a price of $240,000, subject to reviewing the financial records, equipment, customer agreements, and assets to be included.
We would like to complete that review by November 15, 2026. If we both wish to proceed, we could then work toward a purchase agreement by December 1, 2026. The price, scope, and dates above are proposals for discussion.
This letter expresses our interest only and does not commit either party to a sale. Any purchase would require a separate written agreement signed by both parties. Please let me know if you would be open to a meeting next week.
Sincerely,
Taylor Reed
Owner
(503) 555-0182
hello@greenline.example
greenline.example
The Letter of Intent Template helps you outline a possible deal before the details are settled. For agreeing to provide services, see the engagement letter.
2. Offer Letter
Nimbus IT Services offers an hourly support role. The candidate can see the pay, start date, conditions, and reply deadline in one letter.
View Letter Preview (opens in a new tab)Complete Offer Letter
Nimbus IT Services
4800 Skyline Avenue, Suite 220
Denver, CO 80202
September 30, 2026
Reference: NIM-HR-0926-04
Ms. Avery Brooks
127 Maple Street
Denver, CO 80203
Subject: Offer of Employment: Client Support Specialist
Dear Ms. Brooks:
Nimbus IT Services is pleased to offer you the full-time position of Client Support Specialist in our Denver office, beginning October 26, 2026. Your pay will be $28.00 per hour, paid biweekly. This is a nonexempt position, with overtime paid as required by applicable law.
You will be eligible for our health coverage, paid time off, and retirement plan under the terms of each program. We will provide the plan details during onboarding.
This offer is contingent on satisfactory completion of our standard background check. Employment is at will; you or Nimbus may end it at any time, subject to applicable law. We will also complete Form I-9 during onboarding to verify your identity and authorization to work in the United States.
Please reply by October 9, 2026 to accept this offer. We look forward to welcoming you.
Sincerely,
Lena Ortiz
People Operations Manager
(303) 555-0176
careers@nimbusit.example
nimbusit.example
Use the Offer Letter Template to adapt the role, pay, and reply date, then have the employment wording reviewed for the location. The termination letter page covers letters for ending an existing arrangement.
3. Termination Letter
Keystone Realty gives notice that its photography services agreement will end. The letter also explains what happens to unfinished work and project files.
View Letter Preview (opens in a new tab)Complete Termination Letter
Keystone Realty
260 W Lake Street, Suite 500
Chicago, IL 60606
September 30, 2026
Reference: KR-0926-014
Mr. Daniel Price
Account Manager
Northstar Media Co.
800 Market Street
Chicago, IL 60607
Subject: Notice of Termination: Photography Services Agreement
Dear Mr. Price:
This letter gives formal notice that Keystone Realty will end its Photography Services Agreement with Northstar Media Co., dated March 1, 2026. Section 6 of the agreement allows either party to terminate it with 30 days' written notice. The termination will take effect on October 31, 2026.
Please complete work already approved for delivery by October 31 and send a final invoice for services performed through that date. We will coordinate the transfer of project files and the return of any property or access materials covered by the agreement.
Thank you for the work your team has provided. Please confirm receipt of this notice and contact me to arrange the handover.
Sincerely,
Priya Shah
Operations Director
(312) 555-0164
operations@keystonerealty.example
keystonerealty.example
Use the Termination Letter Template to adapt the notice and handover to the actual agreement. For starting an employment relationship, see the offer letter.
How to Adapt a Sample Business Letter
A good sample gives you a starting point. Keep the message specific to the person you are writing to and the result you need.
- Choose a Sample: Pick the letter closest to the task you need to complete.
- Replace the Details: Enter your sender and recipient details. Replace the sample date, reference, amounts, and deadlines. Keep only statements that match your situation.
- Ask for a Next Step: Say what response you need and when. Include a way for the reader to contact you.
- Check the Layout: Use US Letter paper, readable type, clear paragraph spacing, and signature space. Preview your letter before printing or downloading the PDF.
Docelf uses a slightly modified block format. The date and reference sit to the right, while the recipient details and body start on the left. Use a written-out date, such as September 30, 2026.
Before You Send
- Replace every fictional name, contact detail, amount, and reference.
- Check the requested action and response date against your actual situation.
- Have employment, agreement, and collection wording reviewed where appropriate.
For more layout guidance, use the US business letter format guide. Add a subject, reference, enclosure, or cc only when it helps the reader.
After You Send
Know When to Follow Up
For letters emailed from Docelf, check the document history to see when the email was delivered and the letter opened. If the requested response date passes, follow up with the same reference and a short reminder of what you need.
For letters sent outside Docelf, keep a copy and note the date you sent them.
Once the wording fits your situation, put it into a letter you can send. Keep the sample nearby while you check your own details.
Turn the Sample Into Your Letter
Use the sample wording as a starting point and enter your own details. Docelf gives your letter a professional layout. Review it, then print it or download a PDF.
4. Demand Letter
A fictional law firm writes on behalf of a printing business about an unpaid invoice. Use your own sender details and role.
View Letter Preview (opens in a new tab)Complete Demand Letter
Hale & Moreno Law
200 Harbor Avenue, Suite 410
Seattle, WA 98104
September 30, 2026
Reference: HM-WP-0926-03
Mr. Evan Turner
Finance Manager
Alderbrook Events LLC
450 Market Street
Seattle, WA 98104
Subject: DEMAND FOR PAYMENT: Unpaid Invoice WP-2048 - $2,480
Dear Mr. Turner:
We represent Westhaven Printing regarding invoice WP-2048, issued July 15, 2026, for event signage delivered to Alderbrook Events LLC. According to our client's records, the $2,480 balance was due August 14, 2026 and remains unpaid.
Please pay $2,480 to Westhaven Printing using the payment details on the invoice by October 14, 2026. If you have already paid or believe the balance is incorrect, please send the relevant details to our office by that date so we can review them with our client.
If we receive neither payment nor a response by October 14, our client may consider further steps to recover the balance. We hope to resolve this promptly.
Sincerely,
Olivia Moreno
Partner
(206) 555-0148
office@halemoreno.example
halemoreno.example
The Demand Letter Template helps you state the balance, deadline, and requested response. Have the wording reviewed before sending. For an earlier payment reminder, see the collection letter samples.
5. Business Introduction Letter
J. Park Design introduces its services to a hospitality business. The invitation to talk gives the recipient a simple way to respond.
View Letter Preview (opens in a new tab)Complete Business Introduction Letter
J. Park Design
126 Cedar Avenue, Studio 4
San Diego, CA 92103
September 30, 2026
Reference: JP-INTRO-0926
Ms. Sofia Ramirez
Creative Director
Harborview Hospitality Group
915 Bay Street
San Diego, CA 92101
Subject: Introducing J. Park Design
Dear Ms. Ramirez:
I'm Jordan Park, founder of J. Park Design, a San Diego studio that creates brand identities, menus, and signage for hospitality businesses. I'm writing to introduce our work to Harborview Hospitality Group.
Our projects begin with a practical question: what should guests notice and understand at each point of their visit? We use the answer to create consistent materials, from the entrance and dining room to the website. If Harborview is planning new locations or updating existing ones, I would welcome a chance to hear about your goals.
You can see selected projects at jparkdesign.example/work. If a brief conversation would be useful, please let me know a convenient time next week.
Sincerely,
Jordan Park
Founder & Creative Director
(619) 555-0129
hello@jparkdesign.example
jparkdesign.example
The Business Introduction Letter Template helps you explain what you offer and why it matters to the recipient. If an existing order needs attention, use the complaint letter guide.
6. Authorization Letter
Larkspur Consulting authorizes one named person to collect specific project documents. The letter limits what they can collect and how long the permission lasts.
View Letter Preview (opens in a new tab)Complete Authorization Letter
Larkspur Consulting
830 Willow Street, Suite 210
Austin, TX 78701
September 30, 2026
Reference: AUTH-0926-18
Ms. Hannah Cole
Records Coordinator
Cedar Ridge Print & Archive
175 Congress Avenue
Austin, TX 78701
Subject: AUTHORIZATION LETTER: Project LC-2026-118 Document Pickup
Dear Ms. Cole:
I authorize Daniel Ruiz, Project Coordinator at Larkspur Consulting, to collect the completed site assessment and three printed drawing sets for project LC-2026-118 from Cedar Ridge Print & Archive on our behalf.
This authorization is valid from October 1 through October 15, 2026, and applies only to the documents named above. Mr. Ruiz will present a photo ID at pickup. This letter does not authorize him to approve additional charges or collect other records.
Please call me if you need to verify this authorization before releasing the documents. Thank you for your assistance.
Sincerely,
Amelia Grant
Managing Director
(512) 555-0142
office@larkspurconsulting.example
larkspurconsulting.example
The Authorization Letter Template helps you make the permission clear: who can act, what they may do, and when it ends. An engagement letter describes the work a service provider will carry out.
7. Complaint Letter
Mesa Workspace asks a supplier to replace three damaged chairs. The letter identifies the order, explains the problem, and asks for a response.
View Letter Preview (opens in a new tab)Complete Complaint Letter
Mesa Workspace
428 Wren Street, Suite 210
Phoenix, AZ 85003
September 30, 2026
Reference: COS-1842
Ms. Claire Benton
Account Manager
Canyon Office Supply
780 Copper Avenue
Phoenix, AZ 85007
Subject: Damaged Conference Chairs - Order COS-1842
Dear Ms. Benton:
I'm writing about order COS-1842 for eight conference chairs delivered to Mesa Workspace on September 25, 2026. Three arrived with cracked armrests, and one of those chairs also has a loose base. Our receiving photos document the damage.
Please arrange replacements for the three damaged chairs at no additional charge. We need them for a client meeting on October 14, so please let us know whether they can arrive by October 12. If replacements are unavailable, please refund the three damaged chairs.
Please confirm the next steps by October 6, 2026. Thank you for helping us resolve this.
Sincerely,
Maya Cole
Operations Manager
(602) 555-0143
hello@mesaworkspace.example
mesaworkspace.example
The Complaint Letter Template has more wording for requesting a replacement, refund, or correction. For a first contact to introduce your services, see the letter of introduction.
8. Collection Letter
Summit Roofing sends a first reminder about a business invoice. It leaves room for a payment already made or a question about the account.
View Letter Preview (opens in a new tab)Complete Collection Letter
Summit Roofing
1128 Summit Avenue
Denver, CO 80202
September 30, 2026
Reference: SR-2048
Mr. Marcus Hale
Facilities Manager
Pinebrook Properties LLC
4820 Briar Street
Denver, CO 80211
Subject: Friendly Reminder: Invoice SR-2048
Dear Mr. Hale:
I'm following up on invoice SR-2048 for the roof flashing repair at Pinebrook Commerce Center, completed August 19, 2026. The $1,840 balance was due September 19 and appears to be outstanding in our records.
If payment is already on the way, thank you. Please let us know the payment date so we can update the account. Otherwise, please arrange payment using the details on your invoice by October 9, 2026. I can send another copy if helpful.
If anything on the invoice needs attention or you would like to discuss payment timing, please contact me. We appreciate your business and look forward to hearing from you.
Sincerely,
Riley Morgan
Accounts Coordinator
(303) 555-0186
billing@summitroofing.example
summitroofing.example
Use the Collection Letter Template to adapt the reminder to your account records. Verify the balance and have the wording reviewed for your situation. See the demand letter for a more formal example.
9. Price Increase Letter
Brightside Coffee Roasters announces a new wholesale price. The reader can see which orders keep the current price and when the new rate begins.
View Letter Preview (opens in a new tab)Complete Price Increase Letter
Brightside Coffee Roasters
1490 Orchard Road
Tacoma, WA 98402
September 30, 2026
Reference: BCR-1026-01
Ms. Olivia Chen
Purchasing Manager
Harbor Lane Café
815 Pine Street
Seattle, WA 98101
Subject: Wholesale Price Update: House Blend
Dear Ms. Chen:
I'm writing to let you know that the wholesale price of our 5-lb House Blend bags will change from $68 to $74 per bag for orders placed on or after November 1, 2026. Orders placed through October 31 will remain at the current $68 price.
The cost of sourcing and packaging the coffee has increased. This adjustment will help us continue roasting and delivering the blend to the standard you expect. Your delivery arrangements will stay the same.
If you would like to order at the current price or review your upcoming quantities, please contact me by October 20. I'd be happy to discuss what works best for Harbor Lane Café.
Thank you for your continued partnership.
Sincerely,
Daniel Reyes
Wholesale Accounts Manager
(253) 555-0174
wholesale@brightsidecoffee.example
brightsidecoffee.example
Use the Price Increase Letter Template to explain your new prices and effective date. A quote can set out the price for a new order. If a customer's earlier invoice is overdue, use a collection letter to follow up on that balance.
10. Engagement Letter
Crestview CPA confirms a bookkeeping engagement. The letter explains the work, monthly fee, records needed, and proposed start date.
View Letter Preview (opens in a new tab)Complete Engagement Letter
Crestview CPA
670 Pine Street, Suite 410
Boston, MA 02110
September 30, 2026
Reference: CV-ENG-1026
Ms. Naomi Price
Managing Member
Willow & Hart Interiors LLC
280 Summer Street, Suite 300
Boston, MA 02210
Subject: Monthly Bookkeeping Engagement
Dear Ms. Price:
This letter confirms a monthly bookkeeping engagement for Willow & Hart Interiors LLC from November 1, 2026, through April 30, 2027. Crestview CPA will reconcile bank and credit card accounts and prepare a monthly income statement and balance sheet from the records you provide.
Our fee is $450 per month, billed at month-end and payable within 15 days. Please send complete records by the fifth business day after each month-end and review the reports promptly. This engagement does not include an audit, review, tax preparation, or assurance.
We will agree in writing on the scope and fee before doing any additional work. Please confirm your acceptance by October 16 so we can begin November 1.
We look forward to working with you.
Sincerely,
Elisa Bennett, CPA
Principal
(617) 555-0181
office@crestviewcpa.example
crestviewcpa.example
The Engagement Letter Template helps you define the work, fee, and responsibilities before work begins. Have the agreement wording reviewed for your situation. An estimate is useful earlier, when you are still discussing the likely cost.
11. Student Business Inquiry
A graphic design student asks a packaging studio about summer internships. The letter asks when to apply and what portfolio materials to send.
View Letter Preview (opens in a new tab)Complete Student Business Inquiry
Leah Turner
284 Willow Street, Apt 3
Portland, OR 97205
October 1, 2026
Ms. Natalie Brooks
Studio Manager
Juniper Packaging Studio
730 Alder Avenue
Portland, OR 97204
Subject: Summer Internship Inquiry
Dear Ms. Brooks:
I am a second-year graphic design student at Willow Creek College. I’m writing to ask whether Juniper Packaging Studio plans to offer design internships in summer 2027.
I’m especially interested in packaging for small food brands. Could you share when applications open, what portfolio materials students should provide, and where to apply? I would also welcome a link to any information you have posted.
Thank you for your time. I appreciate any guidance you can offer.
Sincerely,
Leah Turner
Graphic Design Student
(503) 555-0128
leah.turner@student.example
leahturner.example
For an internship inquiry, check the company’s careers page first so you can ask about anything it does not already explain. The Business Letter Format Guide covers the layout, and the greeting and closing guide helps when you do not know the reader’s name.
Choose a Format for Your Letter
The Word and Google Docs templates give you a page layout to fill in. Choose a letterhead design for your business details, or use the guides below for help with the structure and wording.
Sample Business Letter FAQs
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Can I copy these sample business letters?
Yes. Use the copy icon in the top-right corner of the letter, then paste the text into your document. Replace the fictional names, dates, references, and amounts, then read the whole letter to make sure it fits your message.
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How can I edit a sample business letter?
Copy the wording into Word or Google Docs and replace the fictional details. For a prepared page layout, choose one of the six editable letter templates on the Word or Google Docs page. You can also write your letter in the online generator.
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Which business letter example should a student use?
The student inquiry asks a packaging studio about summer internships. For a class assignment or another inquiry, you can use the same structure: introduce yourself, explain why you are writing, and ask two or three specific questions.
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What is the difference between a sample and a template?
A sample shows a finished letter with fictional details. A template gives you a structure to fill in. Use the samples to understand the wording, then replace the details in your own letter.
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Can I print or download my own business letter as a PDF?
Yes. Write your business letter in Docelf, review the wording and layout, then print it or download it as a PDF.
Ready to Write Your Business Letter?
You have a starting point. Give your reader a letter with a clear message and a useful next step.
- Add your own sender and recipient details
- Adapt the wording to your task
- Review, print, or download your letter as a PDF
