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Letter Formats
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Business Letter Format
February 8th, 2012 | Published in Cover Letter Format, Letter Formats
A business letter format is an effective writing tool for business since most of the layout and professionalism style is already
done. All any person needs to do is find the niche that fits your needs and copy the formatting into your own text editor or word
processor, such as Microsoft Word.
There are many ways to utilize a letter template to your own advantage.
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There are endless everyday occurrences when a business letter is needed and unless you have a routine letter that goes out to
the masses, chances are you will be starting over when it comes to a specific situation that needs a specific type of business
letter. Its not only about formatting and layouts. There are writing styles that have a purpose. Some are stern and to the point
right out of the gate and others may be used for opening dialogue for new business, sale announcements or writing a letter of
recommendation.
Before you begin writing you should know the following;
1. Purpose of writing a business letter.
2. What the message is you want to convey.
3. How you would like your reader to react.
Tags: block, business, cover, formal, friendly, professional
Progress Report on Project
November 11th, 2010 | Published in Letter Formats, Progress Report
A good way to keep a customer up to date on the progress of a project is to send a letter to the client. This is very important
during projects since the consumer is the recipient of the work. The letter should be concise and should contain all the
information about the project. A time line or a Gantt chart should be included in order to show the progress much more clearly.
This is a good indicator of the direction and accomplishments done for the purpose of the consumer. The letter is used in the
field of engineering, construction and other fields where long and short-term projects are done.
The letter should include graphical representations of the actual results in order to better show the consumers the
accomplishments done. Many letters would include a compilation of photos and pictures showing the product from its initial
appearance up to the latest results. Everything done should also be included such as the tools and materials used. Aside from
that, the methodology and procedure should be enumerated.
People in construction firms use this kind of letter to show the progress of the structures currently being built. This is a way of
communication between the builders and the client seeking their services. The letter is sent on a regular interval as a form of
Delegate
Disagreement Letter
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update. With the request of the client, the contents of the past letters can be included. Here is an example of the letter:
Sample Letter
May 3, 2010
Bob’s Construction
#42 St. Dylan Drive,
Utah City, Utah
Mr. Robert Bates
Owner and Developer
Property Development
Bates Construction Company
#2334 St. Carlos St,
New York City, NY
Dr. Mr. Bates,
We are now entering the final phase of the construction and we have finished cementing all the floors. Also, the windows are
currently being installed. All the electrical and plumbing aspects of the structure has been installed and rechecked for mistakes
and damage.
The photographs of all the rooms and stairs are included below the letter. We are currently on schedule since we still have a
month left to finish painting and installing wallpapers.
Respectfully Yours,
Liza Masters
Overall Project Head
Taking Minutes of a Meeting
November 1st, 2010 | Published in Letter Formats, Minutes
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Taking the minutes of a meeting requires good listening and writing skills. The minutes serves as a written record of what
transpired in a meeting. It should be checked for accuracy and conciseness and disseminated to attendees before the next
meeting. Well-written minutes of a meeting should not have grammatical and spelling errors.
Apart from the time, date, meeting venue and attendees, the minutes should list the key agenda, main points discussed, and
the people responsible for carrying out certain actions. Because the minutes encapsulates business and operational
decisions, it may be frequently referred to.
Here’s a sample minutes of a meeting:
Sample of Minutes
Minutes of Meeting
Company: Banyan Tree Holdings Limited
Date : 9 June 2010
Time : 10 AM
Venue : Executive Boardroom
Attendees:
Present : Mr. Dharmali C. Kusumadi – Chairperson
Ms. Nathalia M. Barazal
Mr. Hector G. Bal – Treasurer
Mr. John R. Battersby
Mr. Andrew S. Tan
Mr. Streisand C. Tuason
I. Introduction
The management meeting was presided by DCK, who called the meeting to order at 10 a.m. and welcomed the members.
II. Approval of minutes of the last meeting
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Minutes of the last meeting were approved as an accurate record.
III. Discussion
Topic Key Points Action Item Person Responsible
1. Finance Update The treasurer presented the latest report on the Beach Club’s financial standing. Next report to be presented
a succeeding meeting. HGB
2. Special Event The chairperson informed the members that there will be a special exhibit to be held at the Beach Club lobby
and there will be a broker’s event that will run simultaneously at the main function room. For implementation NMB, SCT
3. Construction Matters The chairperson asked project team heads to explain the causes of delays in the construction of the
Jacana condominium units For monitoring AST, SCT, JRB
4. Other Matters NMB brought up plan to bring in a consultant for well-planned and tested way finding signs for the beach &
country club. NMB suggested a budget and several names of suppliers to be approached. NMB
5. Close The chairperson thanked all members for their participation and adjourned the meeting at 10:45 a.m.
Call up Christine Palafox at local 1101 if you have additions or corrections to these minutes.
Notify Customer On Delayed Shipment
October 3rd, 2010 | Published in Letter Formats, Notification Letter
You should know how to inform your customers if the shipment they are expecting will be delayed. The initiative should
come from you so your customers can make necessary adjustments caused by the delay.
Informing your customers is a good sign that you are taking the responsibility for the delivery of their orders in good condition.
This will not only make them satisfied in your current business but will also exude professionalism. It can also help you in
acquiring future business, gaining more clients, and receiving higher customer satisfaction.

In writing a notification letter for a delayed shipment, it is important to have an accurate estimate as to ETA (estimated time of
arrival) of the merchandise. It is also important to inform your customers on why the merchandise was delayed. You do not
need to give them the detailed cause especially if it involves internal issues on your part. Simply give them an overview and
prepare all necessary information in case they want to know the deeper cause of the problem.
It is also advisable to give them your word on the issue. This is to provide your customer an assurance that their requests are
being handled properly.
Lastly, apologize for the trouble it may cause them. Remember that they also have their own business to run and they need to
readjust their schedules for every delay that they encounter.
Here is a sample letter of delayed shipment. In the example, Mr. Johnson placed a request from an overseas hardware
company and shipping will be delayed because of some problems in the customs office.
Sample Letter
August 1, 2010
TO:
Mr. Scott Johnson
Chief Logistics Officer
General Services and Logistics Department
Optronix Technology Incorporated
5th Floor, Rodney Square, Wilmington, Delaware
FROM:
Richard Stephens
Junior Sales Manager
Marketing and Sales Department / Imaging and Optical Division
Crystal Optics Manufacturing Ltd.
Road 20, Crystal Optics Manufacturing,
International Tech Park, Bangalore
Dear Mr. Johnson
Good day.

We are sorry to inform you that your request for one million optical scanner heads will be delayed by one week. The items were
already boarded for shipping but were temporarily put on hold in compliance to the new rules and regulations by our local
customs office. Expected delivery date of the scanner heads to your office is on August 25, 2010.
We are already addressing the issue and rest assured that the items will be delivered to your office in best condition.
Again, we are sorry for the trouble it may cause you.
Thank you and best regards.
Richard Stephens
Write A Collection Letter
September 19th, 2010 | Published in Collection Letter, Letter Formats
Writing collection letters is an uncomfortable task for many managers because you have to strike a balance between gently
reminding the customer of their overdue payment while still being firm enough to achieve the desired result – the settling of the
late account. The secret behind writing a good collection letter is to always take a positive stance and not to automatically
assume malice on the part of the customer when they are late with their payments. The tone of the letter should be
professional, direct and to-the-point without being accusatory, since the implicit assumption is that the customer is willing to
pay. If the initial letter fails to elicit the desired response, subsequent letters can be more firm and direct.
The initial collection letter should begin with a reminder to the recipient that they have an overdue account that they need to
settle. You should mention the amount of the unpaid bill and the date by which you would like it to be settled. The letter should
also state that the receiver should ignore the notice if they have already sent the payment. You may end by thanking the
customer for their prompt action in resolving the problem.
If initial notices do not work, in subsequent letters you can state that you may have to take legal action for redress if the bill is not
settled by the soonest possible date, or that you will cut off the service that is being provided if payment is not given by a certain
date. But this should be used only as a last resort, when the customer is already several months behind with their payments.

Below is a sample of a collection letter that you can adapt for your own use.
Sample Letter
July 20, 2010
Gold Times Savings and Loan Corporation
Jacksontown, New Orleans
companyemail@server.com
www.url.com
Mr. Richard Prentiss
325 Privet Avenue
Smithville, New Orleans
Re: customer number 10-100
Dear Mr. Prentiss,
Greetings!
According to our records, you have an unpaid balance with us of $8,256.23 for the billing period June 15 to July 14, 2010. As this
may be an oversight on your part, we urge you to settle your account with us by July 30 in order to avoid the inconvenience of
legal action being taken against you. If you have any questions, you may contact Dean Driver at 025-314-5302.
If you have already paid your overdue balance, please ignore this notice.
Thank you for your prompt action on this matter.
Respectfully yours,
Branson Smith
Head, Collections Department
Gold Times Savings and Loan Corporation

Member Dues or Fees Reminder Letter
September 7th, 2010 | Published in Letter Formats, Reminder Letter
Being an officer in an organization can be stressful especially when you need to collect a membership fee or any other fees,
duties or pledges. You cannot deny the fact that there are still those organization members who do forget to pay for their fees.
There are also those organization members who are not even willing to pay for their share.
So, as much as you do not want the extra work, you still need to send reminders to your members of their scheduled dues.
Usually, what organization officers do is send them a reminder through a letter.
Through this letter, you can remind your members who have forgotten that they have an obligation in your organization. To guide
you on what to say to your members in your letter, here is a sample.
SAMPLE LETTER
Incognito Digital Photography
789 North Stamford, Fairfield County
Connecticut 09602, USA
123-456-7890
Incognito.photography@gmail.com
June 11, 2010
Michael McGregor
345 South Harpeth, Nashville
Tennessee, USA
37215
Dear Mr. McGregor:
The organization would like to remind you to pay for the fees for the upcoming photo shoot on Sunday, June 13, 2010. The fees

included are the:
Membership fee $ 50
Organization t-shirt 10
T-shirt printing 10
Photo shoot studio 100
Total $170
These fees are needed for the success of our upcoming photo shoot. With these fees, you can be assured to have an excellent
experience in this photo shoot practice. The best photography equipments are already available in the photo studio. There are
also hired experienced models present on the said date. And for the identification of the members of the organization, the
officers have decided to create a design and logo for the t-shirts, which resulted to related fees.
As a member of the Incognito Digital Photography, you are required to pay for these fees. Failure to do so is considered as not
joining for the photo shoot practice on June 13, 2010. Again, you are reminded that the deadline for the payment of the fees is
tomorrow, Saturday, June 12, 2010.
We appreciate your participation and cooperation regarding the said event. Thank you.
Sincerely,
Jeff McPaul
President
Promise to Pay Creditor Letter
September 5th, 2010 | Published in Letter Formats, Personal Letter
There are those times when a debtor cannot immediately pay for his debt. The tendency of this debtor is to create a letter that
describes his financial situation and that asks his creditor to still give him the chance and the time to accumulate his finances
in order to pay for his debt. Individuals and companies alike do write these letters.

They promise that they are surely going to pay their debt, though delayed and not on their initially agreed date and terms. You
just might be given the favor if you send an effective letter containing your promise of delayed payment to a creditor.
Just state a valid reason and be able to give a specified time when you can already pay your debt from them.
SAMPLE LETTER
Mark McGregor
Tennessee 37125, USA
(e-mail address)
333-4545
June 11, 2010
PERSONAL
Mr. Alexander Hobbs
C&B Finance Company, Inc.
123 North Stamford, Fairfield County,
Dear Mr. Hobbs:
This letter would like to notify your good company of a delayed payment of my personal debt. I would also like to request your
company to give me a grace period of two to three weeks before the payment. This could certainly help me pay you the full
amount, which includes the interest and principal. I would also like to assure you that you are going to receive the full payment
within this additional time.
As additional assurance, I, Mark McGregor, am promising to pay C&B Finance Company, Inc. in full after two to three weeks. The
delay is caused by a hospital emergency involving my wife. I need to pay for a certain amount of hospital bills though she is
already secured with an insurance. This is temporary, and after two to three weeks, I have already accumulated the money I
need to be able to pay my debt from your company. This is simply a delay in payment, I promise to pay you in full after I am able
to recover my finances.
Thank you for your consideration and I am sorry for the inconvenience that I might be causing your company. I hope I am still

worthy of the trust of your company.
Sincerely,
Mark McGregor
Request for Payment Letter on Personal Loan
September 1st, 2010 | Published in Letter Formats, Request Letter
Financial institutions are usually the ones that offer personal loans to individuals. Typically, these personal loans expose
financial institutions to a higher risk since they are unsecured loans. This means that the financial institution cannot go after the
borrower’s assets in case he cannot pay for the personal loan.
The only remedy that these financial institutions have is to request payment of a personal loan. This request is usually in the
form of a letter to be sent to the borrower. A request for payment must still be polite despite the borrower’s unpaid accounts.
This can help a financial institution establish a good reputation, which can even lead to the immediate payment of the personal
loan.
Here is a sample letter of request for payment of a personal loan. This might give you the idea on what to include in your own
letter.
Sample Letter
Golden Finance Company
908 North Stamford, Fairfield County
Golden.finance@qmail.com
June 11, 2010

Glenda Miles
Tennessee, USA
37215
Dear Ms. Miles:
Our company would like to request for the payment of the personal loan you have made 8 months ago, on October 2, 2009. The
terms of this personal loan, in which you and our company have agreed upon, include monthly payment of an interest of 5% and
the payment of principal last April 2, 2010. You have only complied with this agreement for three months that includes the
payment of 5% interest rate compounded monthly.
Please be informed that the remaining three months, from January to March, are not yet paid. In addition to that, you are also
now required to pay for the principal. We have granted your request to give you two months grace period before you pay for the
three months’ interest and the principal. However, we still have not heard from you since then.
The company has already given you two months grace period. We can still modify the terms for this loan to help you pay for it.
You are still in our best interests. We want to hear from you soon regarding this personal loan. The company really appreciates
an immediate reply to this letter. Thank you.
Sincerely,
Mary Gold
President
Endorse a Previous Employee’s Performance
August 29th, 2010 | Published in Endorsement Letter, Letter Formats
There will come a time wherein you will have to write a reference letter for someone. It could be for a friend or for an employee.
Reference letters are mostly needed in resumes. You could always help someone to have that impressive resume on the way

you advertise or endorse a previous employee’s performance.
If you don’t know how to start your letter, you can always ask for your employee’s resume and a list of his or her
accomplishments. This will serve as a guide when you compose your letter. State in the letter how long you’ve known the
person. Also, don’t forget to write the dates of employment and the details of the work. Include positive characteristics of the
person and the reason why he or she is a good candidate for the job position.
SAMPLE LETTER
June 2, 2010
Joanna Tabor
ABS Engineering Company
4321 Sundance Street
Athens, CO 88823
XYZ Performance Parts Company
Production Department
9876 Starlight Drive
Ephesus, CO 88821
To Whom It May Concern:
I am writing to endorse to you Ms. Jenna Brookes, my previous employee. I was his manager in ABS Engineering Company for
almost five years. I didn’t make a mistake in promoting her to mechanical engineer last term. She makes it a point that she
submits good outputs that even exceed the requirements’ necessitated quality.
Ms. Brookes is an enthusiastic employee. She can work well with other people and also individually. But she is really more of a
leader than a follower. She can manage and supervise other employees as well. Little or no supervision is needed when she is
working. She has a reliable working habit that gives you the assurance that you can always count on her.
Ms. Brookes is also good in management planning and implementing programs and techniques. She is also open and willing
to learn new things. I assure you that hiring her will be a good decision as she is one of the best employees that I had. She
could be an asset to your team and the whole organization as well. In cases of emergency, she is always willing to help.
Should you need more information, please feel free to contact me. Thank you very much and have a nice day.

Sincerely,
Joanna Tabor
Projects Supervisor
ABS Engineering
Canceling or Suspending a Customer’s Credit Account
August 25th, 2010 | Published in Cancellation Letter, Letter Formats
In business transactions, there are certain terms and agreements that have to be followed. However, there are instances
wherein clients fail to meet these agreements. As a consequence, certain sanctions have to be implemented so as to remedy
the problem. Having knowledge on how to properly cancel or suspend a customer’s credit account is very important.
First, you have to be courteous when you are canceling your client’s credit account. Make sure that you have explained well to
them the reason why you are suspending their account. Do not make them feel as if they are being humiliated or hated. Always
offer them other possible options regarding their credit accounts.
Below is an example letter on how to cancel or suspend a customer’s credit account. This sample letter can be of great help to
you when you will have to cancel or withdraw a customer’s credit account.
SAMPLE LETTER
Date
Sender’s Address
Address
Customers name
Customer Address
Dear (Insert name of addressee),

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This letter is to inform you that your credit account, #134232424, has been temporarily disabled due to delay in payments. We
have reviewed your account and found out that you’ve been consistently late in paying your bills for the last four months.
According to our policy, any client who cannot follow the terms shall be subject to deactivated accounts.
We have been trying to call you for two weeks now but we haven’t received any response from you. The company is assuming
that you are undergoing a financial crisis. In light of this, we will give you the opportunity to sort things out as we still look forward
to doing more business transactions with you.
Please contact us at our customer service center so that we can make an agreement on how you can settle your accounts. We
will offer you different ways of payment. But for now, we are temporarily cancelling your account. We are grateful for our
association with you. We are looking forward to solving this problem and continuing the good business relationship.
We hope to hear from you soon. Thank you very much and have a good day.
Sincerely Yours,
Writer’s Signature
Writer’s Name
Writer’s Title
Department
Sample Cover and Business Letters Samples are intended as a guide only. These are simply samples to help you get started. Although these are actual letters, they are based on situations. If you are
not sure about the letter, consult w ith an appropriate professional first.
©2012 Sample Business Letters
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