Professional Business Letter English Template: Create Effective Communications

Are you struggling to write a professional business letter in English? Whether it’s for job applications, proposals, or general correspondences, crafting a professional and effective letter can be daunting for many. Fortunately, there’s a solution to this problem: a business letter English template!

By utilizing a well-crafted template, you can save time and ensure that your message is delivered clearly and concisely. Additionally, templates can serve as a valuable tool for developing your writing skills and improving your understanding of the English language.

But where can you find these templates? Look no further than the internet! There are countless examples of business letter English templates available online, allowing you to easily edit and tailor them to your specific needs.

So if you want to make a positive impression with your written correspondence, consider using a business letter English template. With just a few clicks, you’ll be on your way to crafting professional and impactful letters in no time!

The Best Structure for a Business Letter Template

When it comes to writing a business letter, having a well-structured and clear template can be the difference between success and failure. In order to ensure that your letter is received and read by its intended audience, it’s important to follow a specific structure that is both easy to read and understand. Here are some tips for structuring your business letter template:

1. The Heading: Your letter should begin with a header that includes the date, your name, address, and contact information. This information should be centered at the top of the page and be easily visible. Make sure that your contact information is up to date and accurate so that the recipient can easily reach you if they have any questions or concerns.

2. The Salutation: Next, you should address the recipient by name. If you don’t know the recipient’s name, you can use a general salutation like “Dear Sir/Madam.” If you are writing to a company rather than an individual, you can address the letter to the company as a whole.

3. The Introduction: The introduction should be brief and to the point. Begin by stating the purpose of your letter and what you hope to achieve. This section should be clear and concise, so that the reader knows exactly what you’re asking for or proposing.

4. The Body: The body of the letter should contain the bulk of the information that you want to convey. This section should be broken up into several paragraphs, each with its own topic sentence. Make sure that your paragraphs flow smoothly from one to the next, and that you use clear and concise language.

5. The Conclusion: The conclusion should summarize the main points of your letter and restate your purpose. You should also include a call-to-action in this section, urging the recipient to take the next step or respond to your request.

6. The Closing: Finally, you should end your letter with a polite and professional closing, such as “Sincerely” or “Best regards.” Make sure that your closing is appropriate for the relationship you have with the recipient.

By following this structured business letter template, you can ensure that your letter is professional, effective, and easy to read. Remember to proofread your letter carefully before sending it, and to make sure that it is formatted correctly and contains all necessary information. With a well-written and well-structured letter, you can make a great impression and achieve your business goals.

Sample Business Letter English Templates

Letter of Recommendation for Adam Smith

Dear Hiring Manager,

It is with great pleasure that I recommend Adam Smith for the role of a Digital Marketing Manager in your organization. Having worked with Adam for two years, he has demonstrated exceptional skills in developing and executing marketing strategies that drive business growth.

Adam’s experience in creating and optimizing online campaigns, website optimization, and social media management has led to a significant increase in online presence and improved lead generation. His excellent analytical skills and proficiency in data-driven decision-making have been instrumental in achieving the business targets.

Without a doubt, Adam would bring his diverse skills and passion for achieving results to your organization. I strongly recommend him for the Digital Marketing Manager role, and I am confident that he will make an excellent addition to your team. Please don’t hesitate to reach out to me if you have any questions.

Best regards,

John Doe

Letter of Inquiry Regarding Job Opening

Dear Recruiting Manager,

I came across a job posting for the role of a Sales Executive on your company’s website and was immediately drawn to it. As an experienced sales professional with a proven track record, I believe I would be an excellent fit for this position.

I have five years of experience in B2B sales, selling complex software solutions to clients in diverse industries. I have consistently exceeded sales targets and achieved customer satisfaction ratings above 90%. My strong communication skills, ability to build relationships, and keen sense of market trends have enabled me to succeed in a highly competitive industry.

Based on my research on your company’s mission, values, and achievements, I am confident that this role aligns with my career aspirations. I would appreciate an opportunity to discuss how my skills and experience can contribute to your team’s success. Please find my resume attached for your review.

Thank you for considering my application.


Jane Smith

Letter of Apology for Late Payment

Dear XYZ Inc.,

I am writing to apologize for the delay in payment of my invoice #12345, due on 25th June 2021. I understand the inconvenience this has caused, and I take full responsibility for my oversight.

I had an unexpected personal emergency that required my immediate attention, resulting in delays in processing payments. I am now back on top of my finances, and I have made arrangements to pay the outstanding amount in full by the end of this week.

I value our business relationship, and I assure you that this delay is an isolated incident. I appreciate your understanding and patience while I rectify this situation.

Thank you for your time and patience. Please don’t hesitate to let me know if there are any further concerns.

Best regards,

John Doe

Letter of Complaint Regarding Delivery Delay

Dear Customer Service,

I am writing to express my disappointment regarding our latest order #54321. We ordered 20 units of Product A on 10th June 2021, with an expected delivery date of 15th June 2021. However, as of today, we have not received the products, and we have not been notified of any delays.

This delay has affected our business operations, and we have now incurred additional costs to expedite a new shipment from another vendor. This experience has been frustrating, especially given that your company has a fantastic reputation for timely deliveries.

I would appreciate it if you could provide an update on the status of our order and take steps to ensure that such delays are avoided in the future. I look forward to hearing back from you soon.


Jane Smith

Letter of Recommendation for Scholarship

Dear Scholarship Board,

I am writing this letter of recommendation for John Smith, who has requested to apply for a full scholarship to pursue a Master’s in Economics degree at your esteemed institution. As an Economics professor at ABC University, I have had the pleasure of teaching John in various courses, and I can attest to his intellectual ability and passion for the subject.

John demonstrated an exceptional understanding of economic theories and concepts, coupled with his love for research and data analysis. He has a knack for asking insightful questions and proposing innovative solutions to complex problems. Furthermore, John has shown strong leadership skills by organizing various economic forums and mentoring his peers, which demonstrates his commitment to excellence.

I am confident that John will make the most of this fantastic opportunity and will be a valuable addition to your academic community. Please don’t hesitate to reach out to me if you require any further information.

Thank you for considering John’s application.

Best regards,

Professor Jane Smith

Letter of Invitation for Business Meeting

Dear Mr. Johnson,

I am writing to invite you to attend a business meeting scheduled for 20th July 2021 at 11 am EST, at our office premises. The purpose of this meeting is to discuss possible partnership opportunities between our companies.

As you are already aware, our company specializes in developing innovative software solutions for the healthcare industry. Based on our market research, we believe that your company would be an essential partner for us in expanding our reach and offering our services to a broader audience.

We are excited to discuss this opportunity further and explore ways to create a mutually beneficial working relationship. Please RSVP to this invite to confirm your attendance, and don’t hesitate to contact me with any further questions.

Thank you for your time, and we look forward to meeting you soon.


Jane Smith

Letter of Resignation

Dear HR Manager,

Please accept this letter as my official resignation from the position of Marketing Manager at XYZ Inc. My last day of work will be 31st July 2021, as I have accepted a new opportunity in another company that aligns with my career goals.

I am grateful for the professional development opportunities that XYZ Inc. has provided me with during my tenure, and I have enjoyed working with a fantastic team. I am committed to ensuring a smooth transition of my responsibilities during this notice period and will do my best to wrap up any outstanding projects before my departure.

Please let me know if there are any further steps that I need to take regarding my resignation, and I thank you for your understanding regarding this decision.

Best regards,

John Doe

Tips for Writing Business Letter English Template

Writing a business letter is a crucial part of communication in the corporate world. It is important to follow a proper format and use appropriate language to convey the message effectively. Here are some tips that will help you create an effective business letter English template:

1. Use a professional tone

Use a professional tone while writing the letter. Keep it polite and respectful. Avoid using any slang or informal language that can be misinterpreted.

2. Know your audience

Before writing a letter, it is important to know your audience. This will help you draft the message accordingly and use the right tone and language. For instance, if you are writing to a prospective client, your tone should be more persuasive and engaging.

3. Keep it simple and clear

Avoid using complex sentences and technical terms that might be difficult for the recipient to understand. Use simple and clear language that conveys the message effectively.

4. Follow the proper format

Follow the proper format of a business letter. Begin with the sender’s address and date, followed by the recipient’s information, opening salutation, body of the letter, closing salutation, and signature. Always proofread and edit your letter before sending it out.

5. Highlight the key points

Highlight the key points and important details in the letter. Use bullet points to break down lengthy paragraphs and make it easier for the recipient to follow the message.

6. Use a positive tone

Use a positive tone in the letter. Avoid any negative language that might create a bad impression. For instance, instead of saying “Unfortunately, we cannot offer the discount,” say “Thank you for your interest, however, we are unable to offer the discount at this time.”

7. Call to action

End the letter with a call to action. Encourage the recipient to take the necessary action or respond to the letter. For instance, “I look forward to hearing back from you soon,” or “Please let me know if you have any questions or concerns.”

Frequently Asked Questions about Business Letter English Template

What is a business letter English template?

A business letter English template is a preformatted document that provides a structure and layout for writing professional business letters using the English language.

What are the benefits of using a business letter English template?

Using a business letter English template can save you time and effort as it already provides a standard layout and structure for a professional letter. It also helps ensure that your communication is clear and follows the accepted standard for business correspondence.

What are the common elements of a business letter English template?

A business letter English template typically includes a header, date, recipient’s contact details, salutation, body, closing, and sender’s contact details.

How do I customize a business letter English template?

You can customize a business letter English template by adding your company’s logo or letterhead, changing the font style and size, and updating the content to suit your specific needs and purpose.

What style should I use when writing a business letter using an English template?

When writing a business letter using an English template, it is recommended to use a formal and professional tone. Use clear and concise language and avoid colloquialisms or slang.

What should I include in a business letter English template for international communication?

For international communication, include the address format and country name in the header, use an appropriate salutation, and ensure that the content is culturally sensitive and easily understood by the recipient.

Where can I find a free business letter English template?

You can find free business letter English templates online on various websites, including Microsoft Word, Google Docs, and template-specific websites.

Wrapping Up

Well, that’s the end! I hope this article was helpful in teaching you how to write a professional business letter using the English template. Remember, when you’re writing a business letter, content is key and structure is everything. I can’t wait to see the letters you’ll write with this template! Thanks for reading and make sure to visit again soon for more tips and tricks on everything from business writing to casual conversation. Have a great day!