Business Letter is a formal, written document used for external professional communication. Its primary purpose is to convey official information, make requests, lodge complaints, or create a permanent record. Key characteristics include a standardized format (with sender/recipient addresses, date, salutation, body, closing, and signature), a formal tone, and clear, concise language. Unlike emails, business letters carry significant weight and are used for contracts, official proposals, formal inquiries, and legal matters. Their physical or PDF form provides a sense of gravitas and is essential for formal, legally-binding, or highly important correspondence.
Inquiry Letter
An inquiry letter is written to request information about a product, service, policy, or procedure. Businesses use it to obtain details such as prices, availability, discounts, or delivery terms. It should be polite, precise, and to the point, clearly stating what information is required. A well-written inquiry letter builds professional relationships and ensures quick responses. The tone should be courteous and businesslike.
Example:
To: Sales Manager, BrightTech Pvt. Ltd.
Subject: Inquiry About Laptop Bulk Purchase
Dear Sir/Madam,
Please provide details regarding bulk discounts and warranty terms for 50 laptops (Model B-500).
Regards,
Ravi Mehta, ABC Enterprises
Complaint Letter
A complaint letter is written when a customer or organization faces dissatisfaction due to poor service, defective goods, or delay in delivery. The purpose is to express concern politely and seek corrective action. It should include facts such as order number, date, and nature of the issue, avoiding harsh or emotional language. Effective complaint letters help maintain goodwill and encourage prompt redressal.
Example:
To: Customer Service, FreshMart Pvt. Ltd.
Subject: Complaint Regarding Damaged Goods
Dear Sir/Madam,
We received 10 damaged cartons (Order No. FM/1245). Kindly arrange replacement or refund at the earliest.
Yours faithfully,
Neha Kapoor, Manager, Sun Traders
Adjustment Letter
An adjustment letter is sent by the seller or service provider in response to a complaint. It acknowledges the issue and explains the corrective action taken, such as replacement, refund, or apology. The tone must be courteous, empathetic, and reassuring to preserve business relationships. An effective adjustment letter restores customer trust and demonstrates the company’s commitment to service quality.
Example:
To: Ms. Neha Kapoor, Sun Traders
Subject: Replacement of Damaged Goods – Order No. FM/1245
Dear Madam,
We regret the inconvenience caused. Replacement cartons have been dispatched today via Speed Logistics. We assure improved quality checks in future.
Sincerely,
Rajiv Sharma, FreshMart Pvt. Ltd.
Collection Letter:
A collection letter is written by a creditor to remind or request payment from a debtor. It should be polite in the early stages but firm if delays continue. The purpose is to recover dues without damaging the customer relationship. The letter usually mentions the outstanding amount, due date, and payment methods. A tactful approach maintains goodwill while ensuring financial discipline.
Example:
To: M/s Rohan Distributors
Subject: Reminder for Outstanding Payment
Dear Sir,
Your account shows an unpaid balance of ₹85,000 due on 20th September 2025. Kindly clear the dues within seven days to avoid interest charges.
Regards,
Finance Department, Apex Supplies Ltd.