Business Letter Template for Any Occasion

Letters are essential to good communication in business and are key to maintaining strong client relationships. Without the correct business letter template, you may miss out on opportunities to successfully communicate. Business letters are mainly used to sell products, improve public relations, and for other business purposes. Therefore, you need to make sure that they are high quality and effective. 

There are many ways to improve your communication through business letters. This includes your tone of voice, avoiding jargon, and drafting messages before sending the final letter. However, you also need an accurate and reliable template to get you started. But, how do you decide what template to use for different occasions?

Thankfully, this article will tell you everything you need to do about choosing the right business letter template for any occasion

Business Letters Don’t Have to Be Difficult

When it comes to sending client letters, you may consider email as a effective method of communication over handwritten letters. A business thank you note is a small gesture that can make a big difference in your customers’ experience. Especially since they can both communicate the same message. However, in the age of technology, when most of what we consume is digital, it is rare to receive a handwritten letter that you have to physically open.

A business letter stands out and shows that you take individualized attention for each client. It also sends the message that you care about your reputation and you want people to feel appreciated for working with you.

Other Benefits of Handwritten Letters

As well as providing a personalized experience, handwritten letters also serve a powerful, lasting impression. Unlike other businesses, sending a customized letter will make you stand out and convey the message that you value their business. 

Another reason to send handwritten letters is that they also act as a present. It can be expensive to send gifts to all your clients, or business associates during the holiday season so sending a personal letter is a great substitute.

People often keep letters and it can make all the difference when you are looking to build a better professional relationship with someone. 

Of course, the obvious benefits of handwritten letters are for the recipient but the process of drafting a message is also enjoyable for you. It gives you a break from the hustle and bustle of work, and a moment to relax. 

Business Letter Template for Any Occasion

When the time comes that you need to send a business letter, you’ll need to know about different templates for varying occasions. You’ll also need to word your message just right to engage the recipient.

To begin with, the introduction needs to be brief. You want to keep it simple and use targeted language. This is the same for most business letters ranging from causal and professional topics. 

For business letters sent from one company to another, there is a similar format that you should follow.

Formal Business Letter Template for Small Businesses

The letter will be divided into different sections that address different topics. Normally, the structure looks like the following: greeting, body, call to action (CTA), benefits, closing phrase, and signature.

Here’s what to include in each section:

Your Contact Information

  • Name
  • Job 
  • Company
  • Address
  • City, State, Zip Code
  • Phone Number
  • Email Address
  • Followed by the Date

Recipient‘s Contact Information

  • Name
  • Title
  • Company
  • Company’s Address
  • City, State Zip Code


  • Details about announcement
  • Any crucial information to spark the recipient‘s attention

Call To Action (CTA)

  • Describe the action you would like them to act upon
  • State where they may take the specific action


  • Summarize how the announcement will benefit the company

Closing Phrase

  • Sincerely,…”
  • “Respectfully yours”
  • “Cordially”
  • “Respectfully”
  • “Thanks in advance”
  • “Looking forward to your response”

Your Signature

This is the ideal format to follow when writing a formal business letter for small businesses. However, if you are looking for a business thank you letter template then you will need to alter the outline slightly. 

Referral thank you example for businesses

A Thank-You Business Letter

The good news is, the basic structure remains the same. However, the body of the text should be focused on expressing thanks and appreciation. You should include specific details about why you are writing the letter, not just a generic “thank you” as that will show that you have paid attention to the gift, or service they gave you. 

As well as this, you should alter the closing phrase to something more personal and inviting like “Have a wonderful weekend!”, or “Thanks again!” as it will give the recipient the opportunity to respond. You may also choose to keep the conversation going is also to ask a question or request feedback in the letter

The main difference between personal business letters and formal business letters is the language used. These are subtle changes such as tone of voice, word choice, and what you choose to say. 

For more formal occasions you might want to keep the language direct, whereas for personal thank-you notes or invites, you should use friendly speech. Ultimately, it all depends on what occasion you are writing for and who the recipient is. 

Occasions to Write a Professional Letter on Behalf of Your Business

You may think a business letter is only for thank-you notes or addressing a big topic, but there are many other occasions when you can replace an email with a handwritten letter

Here is a list of different types of business letters that you can replace with a handwritten message:

  • Letters of recommendation
  • Cover letters
  • Interview follow-up letters
  • Sales letters 
  • Offer letters
  • Letters of resignation
  • Letters of commendation
  • Thank you letters
  • Complaint letters
  • Apology letters
  • Anniversary letters
  • Welcome letters
  • Request letters
  • Announcement letters
  • Termination letters

These are all wonderful occasions to impress your clients or business colleagues with a personalized letter. However, there are also some things to be aware of and to avoid when writing the message.

Mistakes to Avoid

Writing a letter takes time and effort. After you’ve written your message, you’ll want to review it for errors. You also want to ensure that you have used the correct language.

Traditionally, letters have always been addressed with “Dear Sir or Madam”, as it was seen as professional and respectful. However, the digital world has changed, as well as the way we communicate with others. Therefore, addressing someone as “Sir or Madam” could end up being more insulting than flattering. Why is this?

The term implies that you do not know the name of the reader and also suggests that you are sending a copied message sent to someone else. This can make your business look lazy.

And, as we know, the first 30 seconds of a message is the most vital to grabbing the attention of your audience. Plus, searching for the name of the recipient only takes a few minutes with a quick google search.


Addressing your reader is step one in writing a successful business letter, but another aspect to be careful about is grammar. You want to make sure that the message has no punctuation errors or grammar mistakes. 

As well as taking the time to find out their name, writing with proper grammar also shows that you have taken careful time and consideration when thinking about what to write. 

Too Much Text

The last thing someone wants at the end of a workday is a letter that is far too long and complicated to read. Everyone has busy lives so you want to be clear and concise when writing your letter

If you make the message too long, the recipient will most likely stop reading the letter and you will fail to make an impression. 

Don’t Forget Your Reader

It is easy to forget your reader when you get immersed in a letter and draft a nice message for someone. For instance, you need to consider, what message do you want to give? and, how much detail will be included?

To make sure you do not leave anything out, or forget your reader, you should plan and structure your letter. You can do this on a notepad or on your desktop, that way you will avoid any minor mistakes! 

Handwrytten Is Here to Help Your Business

Without a doubt, having the right business letter template can help speed up the process of writing letters. however, it can still take some time to craft the perfect message. Even if you want to send personalized and handwritten letters, it might simply be too time-consuming. Luckily for you, Handwrytten is here to help! 

You can have the charm of a handwritten letter with the help of technology to make the process more efficient, and also create high-quality letters. 

What could be better? Find out more about what Handwrytten can do for you today! 

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