Meaning of Business Letter
What is Commercial Letter:
The commercial letter is a document that is directed to clients, suppliers, businesses or companies in order to establish or maintain a commercial relationship with the recipient, about a particular product or service.
The business letter can be presented in a printed or digital format, as well as, deal with various commercial issues that captivate or generate interest in the recipient.
Therefore, the business letter is characterized by having a formal and expository content about the advantages and benefits that can be obtained from a commercial commitment after a purchase, a sale or an affiliation with a particular company.
Likewise, the business letter can deal with various commercial content such as request for a meeting, catalogs, price list, credits, promotions, orders, discounts, invitations, among others.
Hence, through the commercial letter, important alliances or negotiations are established that benefit the parties involved.
Parts of a business letter
Below are the parts that make up the structure of a business letter.
- Letterhead: it is composed of the data of the sending company which are the name, the address, the contact numbers and the email. It is located at the top of the letter.
- Place and date: the place and date on which the letter was written are indicated.
- Recipient's name: first and last name of the person to whom the letter will be sent.
- Greeting or heading: a short greeting is written using the formulas of courtesy and respect. The salutation precedes the subject of the letter. For example: "Dear sir", "Dear customer", "Distinguished customer", "Dear customer".
- Subject: it is a short text in which the reason for the letter such as the invitation to an event, the presentation of a new product or service or a talk, among others, is exposed.
- Body of the message: it is the most important part of the letter where the reason for the letter is exposed and developed in order of importance. The writing must have a sense of respect and avoid spelling errors.
- Farewell: it is a paragraph with which the main idea of the letter closes. It should be brief and should maintain the courtesy stated in the greeting. For example: "For no other reason, he says goodbye", "Best regards."
- Signature: the name of the sender, position (if it is a natural person), and the seal of the company or trade are placed.
Example of a business letter
Here is a simple example of a formal letter.
We are hereby pleased to invite you to the talk that will be held on June 21, 2017, at 7:00 p.m., in the auditorium of our prestigious company, presented by the renowned author and researcher on sustainable consumption, Mr. Luis Armando Lopez.
The talk will cover the following topics: "Types of consumption", "Consumption and environment", "Sustainable consumption", "How to carry out sustainable consumption?".
This invitation is only for our most exclusive clients, that is why we would be pleased to have your presence.
A cordial greeting.