Writing a Personal Business Letter (with Sample) Use this sample personal business letter as a template for your formal business letter. Last updated on January 18th, 2019
There are several reasons a person may need to write a personal business letter. They may need to resolve a problem with a company, request a replacement item under warranty or dispute an item on a bill.
Personal business letters may also be written to ask for a donation to a cause or charity or to compliment an employee. This type of letter is valuable because it allows the sender to communicate clearly and precisely and gives a record of the communication. A well-crafted business letter gives credibility to the writer and is a hallmark of professionalism. A poorly crafted letter signals indifference or incompetence.
Some of the most common reasons a personal letter may be written are: • To request something from the recipient • To congratulate a business partner or employee • To express thanks or gratitude • To follow-up after a meeting or conference • To formalize a decision taken in an informal meeting Some examples of when a personal business letter may be required are: • From a consumer to a business • From a job applicant to a company • From a citizen to a government agency or official • From an employer to an employee • Between staff members • From a charity to a prospective donor
The letter should be printed on plain white paper and not have any cartoon or floral embellishments. It is, after all, a business letter. It should also contain the sender’s contact information. This includes an address, phone number and email address where the sender can receive return correspondence.
Formal Business-Letter Format
Even though the letter is personal, it is about a serious subject and should follow formal business-letter format. This includes using block format, which means the entire letter left justified and single spaced except for double spacing between paragraphs, addresses and closing signature. It is recommended to use a generally accepted font such as New Times Roman size 12 because it is easy to read.
The letter should be addressed to the proper person. If it is a complaint letter to a company, the sender should find out the name of the person in charge of customer service. Many companies have several offices and addresses including post office boxes, so the sender must take the time to find the correct address.
A RE line after the address, tells the receiver exactly what the letter is about. If the sender has an account or billing number, it can be put in this line.
Tone of the Letter
The tone of the letter should be cordial and polite. Even if the letter is to make a complaint, it should not have an angry tone. If there is an issue to be resolved, a polite letter will have a better chance for getting a favorable result.
All the information should be stated clearly including why the letter is being sent and what are the sender’s expectations if there are any. For example, if the sender wants an item removed from their bill, or if they want to have a defective product repaired or replaced they should state it clearly. If the letter is to solicit a donation, it should be made clear at the beginning.
Here is a sample personal business letter. Since it is a formal letter, it should be sent by certified mail, so the sender knows when it was received. If there are any enclosures such as a resume or a brochure, it should be listed after the closing signature. The sender should save a copy of the letter in case the receiver loses it or passes it on to someone else who doesn’t give it any consideration.
Sample Personal Business Letter Sender’s Name Sender’s Address City, State, Zip Code
Receiver’s Name Receiver’s Address City, State, Zip Code
RE: Hiking boots order number NUMBER
Dear Receiver’s Name:
I ordered a pair of hiking boots from your online store on DATE and received a confirmation of payment received email the next day. Your company promises to send products the next working day after payment is confirmed that will arrive three to five days later. As you can see, it has been three weeks and my boots have not yet arrived. I would like to know if you have any information about why my order is delayed and where the boots are now.
I have purchased several items from your website in the past and never had any problem. The items arrived within a week. I am taking a trip to the Himalayas in three months and was hoping to break in the boots before I go. Thank you for any help you can give me for getting my boots here as soon as possible.
I can be reached at 555-123-4567 or at [email protected] if you have any questions or will inform me of any progress. I have given my purchase confirmation number above.
Sincerely, Signature of Sender Printed Name of Sender