Business Letter

A business letter is a formal written communication between individuals or organizations,

typically used to convey information, make requests, address issues, or establish professional
relationships.

Layout of a Business Letter

The layout of a business letter is crucial to its effectiveness. A well-structured letter is easy to
read, professional, and conveys the message clearly. Below are the key elements of a standard
business letter layout:
1. Sender’s Information:
o At the top of the letter, include the sender’s full name, company name (if
applicable), address, phone number, and email address.
o This information can be aligned to the left, but in modern business letters, it's
often centered or placed on the right side.
o Skip this section if the letter is on company letterhead.
Example:
John Doe
XYZ Corporation
123 Business Street
New York, NY 10001
(123) 456-7890
john.doe@xyz.com
2. Date:
o The date is placed below the sender's information, aligned to the left. It
represents when the letter was written.
o Use the full date format (e.g., September 19, 2024).
Example:
September 19, 2024
3. Recipient’s Information:
o Below the date, include the recipient’s full name, job title, company name, and
address.
o Ensure that the recipient’s name and title are correctly spelled and formatted to
show respect.
Example:
Mr. David Smith
Director of Operations
ABC Ltd.
456 Corporate Avenue
Los Angeles, CA 90001
4. Salutation:
o Start with a greeting, typically “Dear [Recipient's Name]” followed by a colon
(:).
o If you know the recipient’s name, address them formally using their title and
last name (e.g., "Dear Mr. Smith"). If you don’t know the name, a general
greeting such as "Dear Sir or Madam" is acceptable.
Example:
Dear Mr. Smith:
5. Subject Line (Optional):
o In some cases, a subject line is used to summarize the purpose of the letter. It
can be placed between the salutation and the body of the letter and is typically
bold or underlined.
o It helps the recipient quickly understand the purpose of the letter.
Example:
Subject: Inquiry About Order #4567
6. Body of the Letter:
o The body is the main part of the letter where the message is conveyed. It should
be broken down into three sections:
a. Introduction: The first paragraph introduces the purpose of the letter. Keep it concise and
directly state why you are writing.
b. Main Content: In this section, you provide the details, background information, and the
core message. Ensure your points are logically ordered and clearly explained.
c. Conclusion: In the last paragraph, summarize the letter’s purpose, express any expectations
(like a response or action), and include a call to action if needed. Be polite and thank the
recipient for their time.
7. Example:
I am writing to inquire about the status of our order #4567, which was placed on August
15, 2024. We were informed that it would be shipped within two weeks, but we have yet
to receive any confirmation.
We would appreciate an update on the shipping schedule at your earliest convenience.
If there are any delays, please inform us so we can make the necessary adjustments.
Thank you for your attention to this matter. We look forward to your prompt response.
8. Closing:
o A formal closing phrase is used to end the letter respectfully. Common closings
include "Sincerely," "Yours faithfully," or "Best regards."
 o Leave a few lines of space between the closing and the sender’s name for a
handwritten signature.
Example:
Sincerely,
(Signature)
John Doe
9. Signature:
o If printing the letter, leave space for a handwritten signature between the closing
and your typed name. If sending digitally, a typed signature can be used or the
document can be signed electronically.

10. Enclosures (Optional):

o If there are additional documents attached to the letter (such as a report, invoice,
or resume), note this with "Enclosure" or "Encl." followed by a brief description
of the enclosed documents.
Example:
Enclosure: Invoice #7890
11. CC (Carbon Copy) (Optional):
• If copies of the letter are being sent to other recipients, indicate this at the end of the
letter using "CC" followed by the names of the other recipients.
Example:
CC: Ms. Jane Roberts

Types of Business Letters

• Interview Letter
• Appointment Letter
• Acknowledgement Letter
• Promotion Letter
• Inquiries Letter
• Replies Letter
• Orders Letter
• Sales Letter
• Circular Letter
• Complaints Letter
Interview Letter
An Interview Letter is a formal document sent by an employer to a job applicant to inform
them that they have been shortlisted for an interview. It serves as a professional communication
to invite the candidate to discuss their qualifications and experience in person or through other
mediums like video calls. This letter often includes key details such as:
 • Position applied for
• Date, time, and venue of the interview
• Documents required during the interview
• Contact details for confirmation
An interview letter not only confirms the applicant’s progression in the hiring process but also
ensures that they are well-informed about the next steps.

Purpose of an Interview Letter

1. Professional Communication: Maintains a formal tone to engage with candidates.
2. Clear Instructions: Provides essential details about the interview process.
3. Candidate Preparation: Helps the applicant prepare by mentioning required
documents or materials.
4. Confirmation: Allows the candidate to confirm their attendance.

Example/Specimen of an Interview Letter

Format:
[Date]

[Candidate’s Name]
[Candidate’s Address]
[City, State, ZIP Code]

Subject: Invitation for Interview

Dear [Candidate’s Name],

Thank you for your interest in the [Job Title] position at [Company Name]. After reviewing
your application, we are pleased to inform you that you have been shortlisted for the next round
of interviews.

**Interview Details:**
- **Date:** [Insert Date]
- **Time:** [Insert Time]
- **Venue:** [Insert Venue Address]
- **Mode:** [In-person/Virtual Interview]
- **Contact Person:** [Insert Name of Interviewer/Coordinator]

To ensure the interview process runs smoothly, please bring the following documents:
1. A copy of your updated resume.
2. Academic and professional certificates.
3. Any other relevant documents.

Kindly confirm your availability for the interview by replying to this email or calling us at
[Insert Contact Information] by [Insert Deadline]. If you are unable to attend on the mentioned
date, please inform us so that alternative arrangements can be considered.

We look forward to meeting you and learning more about your suitability for the role.

Sincerely,
[Your Full Name]
[Your Designation]
[Company Name]
[Contact Information]
Example of an Interview Letter
Tech Innovators Pvt. Ltd.
123 Innovation Street,
Jaipur, Rajasthan, 302017

12th December 2024

Mr. Rahul Sharma

56, Green Park Colony,
Ajmer Road, Jaipur, 302006
Subject: Invitation for Job Interview

Dear Mr. Sharma,

Thank you for applying for the position of Software Developer at Tech Innovators Pvt. Ltd.
After carefully reviewing your application and resume, we are delighted to inform you that
you have been shortlisted for an interview.

**Interview Details:**
- **Date:** 20th December 2024
- **Time:** 10:00 AM
- **Venue:** Tech Innovators Pvt. Ltd., 123 Innovation Street, Jaipur
- **Mode:** In-person
- **Contact Person:** Ms. Priya Kapoor (HR Manager)

During the interview, we request you to bring the following documents for verification:
1. A copy of your updated resume.
2. Copies of academic and professional certificates.
3. A valid photo ID.

Please confirm your availability for the interview by 18th December 2024 by replying to this
email at hr@techinnovators.com or contacting us at +91-9876543210.

We look forward to discussing your qualifications and exploring how your skills align with our
organization’s goals.

Sincerely,
Rohan Verma
HR Executive
Tech Innovators Pvt. Ltd.
Email: hr@techinnovators.com
Contact: +91-9876543210
 Appointment Letter
An Appointment Letter is a formal document provided by an employer to a selected candidate
offering them a job position. It serves as an official confirmation of employment and outlines
essential terms and conditions, such as the job title, salary, reporting structure, joining date,
work location, and company policies. It signifies the start of a formal employer-employee
relationship.

Purpose of an Appointment Letter

1. Confirmation: Officially confirms the job offer to the candidate.
2. Clarity: Clearly outlines the terms and conditions of employment to avoid future
disputes.
3. Documentation: Serves as a written record of the agreement between employer and
employee.
4. Onboarding: Acts as the first step in the employee onboarding process.

Key Elements of an Appointment Letter

1. Company Letterhead: Contains the organization's name, address, and contact details.
2. Date: The date the letter is issued.
3. Candidate’s Details: Includes the full name and address of the candidate.
4. Subject Line: States the purpose of the letter.
5. Job Details: Includes the job title, start date, salary, reporting manager, and office
location.
6. Terms and Conditions: Specifies probation period, notice period, and other
employment policies.
7. Conclusion: Welcoming note and signature of the employer or HR manager.

Example of an Appointment Letter

Tech Solutions Pvt. Ltd.
10th Floor, Infinity Tower,
Cyber City, Gurugram - 122002

12th December 2024

Mr. Arun Khanna
45, Maple Street,
Delhi - 110030

Subject: Appointment as Software Developer

Dear Mr. Arun Khanna,

We are pleased to offer you the position of Software Developer at Tech Solutions Pvt. Ltd. Your
selection was based on your excellent qualifications and expertise in software development.

**Details of Employment**
- **Position:** Software Developer
- **Start Date:** 1st January 2025
- **Work Location:** Tech Solutions Pvt. Ltd., Infinity Tower, Cyber City, Gurugram
- **Reporting To:** Ms. Priya Mehta, Senior Project Manager
- **Salary:** ₹8,00,000 per annum

You will be on probation for a period of 6 months, during which your performance will be
assessed. Upon successful completion, your employment will be confirmed.

**Terms and Conditions**

1. You are required to comply with the company's policies, as outlined in the employee
handbook.
2. Either party may terminate the agreement with a 30-day written notice or payment in lieu of
the notice period.
3. This offer is subject to verification of your credentials and submission of required
documents, including academic certificates and a valid photo ID.

Please confirm your acceptance by signing the attached copy of this letter and returning it to
us by 20th December 2024.
We look forward to having you as part of our team and are excited to embark on this journey
together.

Sincerely,
Rohit Sharma
HR Manager
Tech Solutions Pvt. Ltd.

Enclosure: Terms and Conditions of Employment

Acknowledgement Letter
An Acknowledgement Letter is a formal letter written to confirm the receipt of a document,
goods, payment, or correspondence. It acts as an official acknowledgment that the sender's
request, delivery, or communication has been received and noted. Acknowledgment letters are
commonly used in business, professional, or formal settings to maintain transparency and
accountability.

Purpose of an Acknowledgement Letter

1. Confirmation: Ensures the sender knows their communication or item has been
received.
2. Record Keeping: Serves as an official record for future reference.
3. Professionalism: Builds trust and maintains professional relationships.
4. Courtesy: Demonstrates good manners and appreciation for the sender's effort.

Key Elements of an Acknowledgement Letter

1. Sender’s and Receiver’s Details: Includes the name, address, and contact details of
both parties.
2. Date: Specifies the date when the acknowledgment is issued.
3. Subject Line: Clearly states the purpose of the letter (e.g., "Acknowledgment of
Payment Received").
4. Body of the Letter:
o A brief thank-you note or appreciation for the correspondence.
o Confirmation of the item/document/payment received.
 o Additional details, if necessary (e.g., what will happen next).
5. Closure: Ends with a polite closing statement.
6. Signature: Includes the sender's name, designation, and company information (if
applicable).
7. Example of an Acknowledgement Letter

Scenario: A company acknowledges receipt of documents from a job applicant.

Bright Future Corporation

123 Business Avenue
Mumbai - 400001

12th December 2024

Ms. Priya Sharma

45 Rosewood Apartments
Pune - 411007

Subject: Acknowledgment of Receipt of Documents

Dear Ms. Sharma,

We are pleased to acknowledge receipt of the documents you submitted on 10th

December 2024 in support of your application for the position of Marketing Manager
at Bright Future Corporation.

The documents received include:

1. Resume/CV
2. Copies of educational certificates
3. Experience letters

Thank you for providing the required information. Your application is under review,
and our recruitment team will contact you shortly regarding the next steps. Should we
need any additional information, we will get in touch with you.

Please feel free to reach out to us at hr@brightfuture.com or call us at +91-9876543210

if you have any questions.

Thank you for your interest in joining Bright Future Corporation.

Yours sincerely,
Rahul Verma
HR Manager
Bright Future Corporation
 Promotion Letter
A Promotion Letter is a formal letter issued by an employer to inform an employee about their
promotion to a higher position within the organization. This letter typically outlines the new
role, responsibilities, benefits, salary increment (if applicable), and other details related to the
promotion. It serves as both a confirmation of the promotion and an acknowledgment of the
employee’s contributions and achievements.

Purpose of a Promotion Letter

1. Official Confirmation: Provides written confirmation of the employee's new role and
designation.
2. Recognition of Performance: Acknowledges the employee’s hard work, dedication,
and accomplishments.
3. Motivation: Encourages the employee to continue excelling in their new role.
4. Legal Record: Acts as a formal document for HR and payroll purposes.

Key Elements of a Promotion Letter

1. Sender and Recipient Details: Includes the employer's and employee's names and
addresses.
2. Date: Specifies the issuance date of the letter.
3. Subject Line: Clearly states the purpose (e.g., "Promotion to Senior Manager").
4. Salutation: A polite greeting addressing the employee.
5. Main Body:
o Announcement of the promotion.
o Details of the new position, responsibilities, and effective date.
o Mention of salary adjustment or other benefits, if applicable.
o Acknowledgment of the employee's contributions.
6. Closing Statement: Encourages the employee to perform well in the new role.
7. Signature: Includes the employer’s name, designation, and company seal (if
required).

Example of a Promotion Letter

Scenario: Promoting an employee from Assistant Manager to Senior Manager.

Global Tech Solutions

45 Corporate Towers,
New Delhi - 110001

12th December 2024

Mr. Ravi Malhotra

23 Green Avenue,
Noida - 201301

Subject: Promotion to Senior Manager

Dear Mr. Malhotra,

It gives us immense pleasure to announce your promotion to the position of **Senior Manager
– Operations**, effective 1st January 2025.

In your new capacity, you will lead the operations team and oversee the implementation of
strategic initiatives aimed at improving our operational efficiency. You will report directly to
the Vice President of Operations.

As part of this promotion, your annual CTC will be revised to ₹12,00,000, inclusive of all
benefits, starting from the effective date. Additionally, you will receive a relocation allowance
of ₹50,000, as your new role requires you to operate from our head office in New Delhi.

Your exemplary performance, leadership qualities, and commitment to excellence have been
instrumental in achieving our organizational goals. We are confident that you will bring even
greater value in this new role.

Please confirm your acceptance of this promotion by signing and returning the enclosed copy
of this letter by 20th December 2024.

Congratulations on this well-deserved recognition! We wish you all the best in your new role.

Yours sincerely,
Neha Kapoor
HR Manager
Global Tech Solutions

Enclosures: Copy of Promotion Letter

Inquiry Letter
An Inquiry Letter is a formal letter written to request information about a product, service, or
other specific details. It is typically sent by an individual or organization to gather the necessary
data before making a decision, such as purchasing, enrolling, or entering into a business
relationship. Inquiry letters are used in both personal and professional contexts to obtain details
like pricing, availability, terms, or policies.

Purpose of an Inquiry Letter

 1. To Gather Information: Obtain specific details about a product, service, or event.
2. To Request Clarification: Seek additional explanation or details about terms, policies,
or conditions.
3. To Initiate Business Communication: Establish contact with a company or service
provider.
4. To Assess Feasibility: Evaluate options before making decisions.

Key Elements of an Inquiry Letter

1. Sender’s Information: Name, address, and contact details of the sender.
2. Date: Specifies when the letter is written.
3. Recipient’s Information: Name, designation, and company details of the recipient.
4. Subject Line: Briefly states the purpose of the letter (e.g., "Inquiry About Product
Availability").
5. Opening Paragraph: Introduces the sender and clearly states the reason for the inquiry.
6. Main Body:
o Details about what information is required.
o Specific questions or requests.
o Mention of any reference (e.g., advertisement, website, catalog).
7. Closing Paragraph: Polite request for a prompt response and an offer of further
contact.
8. Signature: Sender’s name, designation (if applicable), and contact details.

Example of an Inquiry Letter

Scenario: A student inquires about an English language training course.

Ravi Sharma
123 Greenfield Apartments
Jaipur - 302001

13th December 2024

The Language Academy

45 Knowledge Park
Delhi - 110092

Subject: Inquiry About English Language Training Programs

Dear Sir/Madam,
I am writing to seek information about the English language training programs offered by your
academy. I came across your advertisement on social media and am interested in joining a
program that focuses on improving speaking and writing skills.

Could you kindly provide me with the following details?

1. The available course modules and duration.
2. The fee structure and payment options.
3. The schedule and mode of instruction (online/offline).

If you have a brochure or course catalog, I would appreciate it if you could share it with me.
Additionally, please let me know the procedure for enrollment and the last date to apply.

Thank you for your assistance. I look forward to hearing from you soon. You can reach me at
+91-9876543210 or via email at ravi.sharma@email.com.

Yours sincerely,
Ravi Sharma

Reply Letter
A Reply Letter is a formal response to an inquiry, complaint, or request from an individual or
organization. It addresses the sender's queries or concerns in a clear and concise manner. Reply
letters maintain professionalism and help establish or strengthen business relationships by
providing timely and accurate information.

Purpose of a Reply Letter

1. To Answer Questions: Provide detailed responses to inquiries made about products,
services, or policies.
2. To Acknowledge Complaints: Address and resolve customer grievances.
3. To Confirm Actions: Respond to requests such as reservations, cancellations, or
orders.
4. To Maintain Professionalism: Strengthen goodwill and trust through prompt
communication.

Key Elements of a Reply Letter

1. Sender’s Information: Name, address, and contact details of the sender (organization
responding).
2. Date: Specifies when the reply is written.
3. Recipient’s Information: Name, designation, and address of the person/organization
being addressed.
 4. Subject Line: Clearly states the purpose of the letter (e.g., "Response to Inquiry About
Product Availability").
5. Reference to the Original Letter: Acknowledges the letter or communication being
responded to.
6. Main Body:
o Provides answers to specific questions or requests.
o Offers clarification, solutions, or details requested.
7. Closing Paragraph: Politely reiterates willingness for further assistance and expresses
gratitude.
8. Signature: Name, designation, and contact details of the sender.

Example of a Reply Letter

Scenario: A company replies to a customer's inquiry about the availability and pricing of a
product.

Tech Solutions Pvt. Ltd.

56 Innovation Drive
Mumbai - 400001

13th December 2024

Mr. Arun Kapoor

23 Green Avenue
New Delhi - 110001

Subject: Response to Your Inquiry About Laptops

Dear Mr. Kapoor,

Thank you for your inquiry dated 10th December 2024 regarding the availability and pricing
of our laptops.

We are pleased to inform you that the following models are currently available:

1. **TechPro X5**: INR 50,000 (includes 8GB RAM and 512GB SSD).
2. **TechPro Z10**: INR 75,000 (includes 16GB RAM and 1TB SSD).

Both models come with a one-year warranty and free technical support for the first six months.
Detailed brochures and specifications are attached for your reference.

Should you wish to place an order or require further clarification, please contact us at +91-
9876543210 or sales@techsolutions.com. We look forward to assisting you further.

Thank you for your interest in our products.

Yours sincerely,
Rahul Mehra
Sales Manager
Tech Solutions Pvt. Ltd.

Order Letters

An order letter is a formal correspondence used to place an order for goods or services. It acts
as an official request, ensuring that the supplier clearly understands what the buyer requires.
This document is vital in business communication, as it provides a written record of the order
that can be referred to in case of disputes or clarifications.

Specimen of an Order Letter

ABC Enterprises
123 Market Street
Jaipur, Rajasthan – 302001
Email: abc.enterprises@gmail.com
Phone: +91-9876543210

Date: 14 December 2024

The Manager
XYZ Office Supplies
456 Industrial Area
Delhi – 110001

Subject: Order for Office Stationery

Dear Sir/Madam,

We are pleased to place an order for the following office stationery items for our organization:
Quantity Description
Item
A4 Paper Reams 50 80 GSM, white
Ballpoint Pens 100 Blue ink, medium tip
Staplers 20 Medium size
Notebooks 75 Spiral-bound, 200 pages
Permanent Markers 30 Black ink

Please ensure the delivery of these items to our address mentioned above by 20 December
2024. Kindly ensure all items are delivered in good condition. The payment will be processed
within 7 days of delivery.

We look forward to receiving confirmation of this order, including the final invoice. Should
you have any questions regarding the order, feel free to contact us at the above phone number
or email address.
Thank you for your prompt service.

Sincerely,
Ramesh Sharma
(Manager, ABC Enterprises)

Sales Letter
A sales letter is a persuasive piece of business communication designed to promote a product,
service, or offer. Its main purpose is to grab the reader's attention, create interest, and encourage
them to take action, such as making a purchase, subscribing, or contacting the company. Sales
letters are commonly used in marketing and are an effective tool for reaching potential
customers.

Features of a Sales Letter

1. Attention-Grabbing Opening: Start with an engaging headline or statement to capture
the reader's interest immediately.
2. Introduction of the Product/Service: Briefly jdescribe what you are offering and
how it meets the customer's needs.
3. Highlight Benefits: Focus on the advantages anjd value the customer will receive,
rather than just the features of the product or service.
4. Proof and Credibility: Provide testimonials, statistics, or case studies to build trust.
5. Call to Action (CTA): Clearly state what action jyou want the reader to take, such as
calling, visiting a website, or placing an order.
6. Persuasive Language: Use compelling words and phrases to motivate the reader.
7. Contact Information: Include phone numbers, ejmail addresses, or websites to make
it easy for the customer to respond.
8. Closing Statement: End with a sense of urgency or a reminder of the value being
offered.

Example of a Sales Letter

XYZ Fitness Equipment

123 Health Lane
New Delhi – 110001
Phone: +91-9876543210
Email: sales@xyzfitness.com

Date: 14 December 2024

Dear Fitness Enthusiast,

Achieve Your Fitness Goals with the Best Equipment in the Market!

Are you tired of ineffective workouts and subpar results? At XYZ Fitness Equipment, we offer
the perfect solution to elevate your fitness journey. Our state-of-the-art treadmills, exercise
bikes, and strength training tools are designed to bring the gym experience to your home.
Here’s why you’ll love our products:

• Durability and Quality: Built to last with the finest materials.

• Affordable Pricing: Special discounts available for early buyers.
 • Free Installation: Our team will set everything up for you.
• 1-Year Warranty: Peace of mind with every purchase.

Don’t just take our word for it—over 10,000 satisfied customers are already enjoying their
fitness transformation with XYZ Fitness Equipment!
Act Now! For a limited time, enjoy up to 30% off on selected items. Visit our website
www.xyzfitness.com or call us at +91-9876543210 to place your order today. Offer valid until
31 December 2024.

Take the first step towards a healthier and happier life. Let XYZ Fitness Equipment help you
achieve your fitness dreams!

Yours in Health,

[Your Name]
Sales Manager, XYZ Fitness Equipment

Tips for Writing an Effective Sales Letter

1. Keep it short and engaging.
2. Use a conversational tone to connect with the reader.
3. Focus on the customer's needs and how your product solves their problems.
4. Add a sense of urgency to encourage immediate action.
5. Use bold text or bullet points to highlight key details.

Circular Letters
A circular letter is a type of communication sent to multiple recipients for a specific purpose.
It is often used by organizations to disseminate information, such as announcements,
notifications, policy updates, or invitations, to employees, stakeholders, clients, or members of
a group. Circular letters are formal in tone and ensure consistency in the message delivered to
all recipients.

Features of a Circular Letter

1. Purpose-Oriented: Clearly states the reason for the communication (e.g., an
announcement or update).
2. Formal Tone: Maintains a professional tone, suitable for the audience.
3. Concise and Clear: The information is brief but complete, avoiding unnecessary
details.
4. Mass Distribution: Intended for multiple recipients.
5. Uniformity: The same message is sent to everyone to ensure consistency.
6. Includes Necessary Details: Date, subject, and any specific instructions or actions
required.

Uses of Circular Letters

1. Announcements: Informing about new policies, events, or changes in the organization.
2. Invitations: Inviting stakeholders or employees to meetings, conferences, or
celebrations.
3. Notifications: Sharing important updates or instructions.
4. Reminders: Alerting about deadlines, renewals, or responsibilities.
Example of a Circular Letter

Compucom Institute of Technology & Management

Vaishali Nagar, Jaipur
Phone: +91-141-2783333

Date: 14 December 2024

Circular No.: CITM/2024/005

Subject: Annual Sports Meet 2024

Dear Students,

We are pleased to announce that the Annual Sports Meet 2024 will be held on 10 January
2024 on the college campus. This exciting event aims to foster teamwork, discipline, and
sportsmanship among participants.

The event will feature the following sports:

1. Cricket
2. Football
3. Badminton
4. Volleyball
5. Table Tennis
Key Details:
• Venue: Main Sports Ground, CITM Campus
• Time: 9:00 AM to 5:00 PM
• Last Date for Registration: 5 January 2024

We encourage all students to participate actively and make this event a grand success.
Registration forms are available at the Student Activity Center. For further details, contact the
Sports Coordinator at +91-9876543210.

We look forward to your enthusiastic participation!

Sincerely,
Dr. Ramesh Singh
Principal, CITM

Characteristics of an Effective Circular Letter

1. Clarity: The message should be easy to understand.
2. Relevance: Content should directly address the recipients’ concerns or interests.
3. Call to Action: Encourages recipients to respond or act (e.g., register for an event).
4. Professional Presentation: Well-structured with proper formatting.

Complaint Letter
A complaint letter is a formal letter written to express dissatisfaction or grievances about a
product, service, or situation. It is used to notify the recipient (typically a company,
organization, or individual) about an issue and request a resolution. A well-written complaint
letter is clear, polite, and focused on resolving the problem rather than venting frustration.
Purpose of a Complaint Letter
1. To inform the recipient about the problem.
2. To seek redress or compensation for an issue.
3. To improve the quality of service or product.
4. To document an issue for formal records.

Format of a Complaint Letter

1. Sender’s Details: Include your name, address, and contact information.
2. Date: Mention the date on which the letter is written.
3. Recipient’s Details: Include the name, designation, and address of the recipient.
4. Subject: Clearly state the purpose of the letter.
5. Salutation: Use a formal greeting (e.g., "Dear Sir/Madam").
6. Body of the Letter:
o Introduction: State the issue briefly.
o Details: Provide relevant details, such as dates, invoice numbers, product
descriptions, or service details.
o Request for Action: Specify the resolution you expect (e.g., refund,
replacement, or repair).
o Closing Statement: Express hope for a positive resolution.
7. Signature: End with "Yours sincerely" or "Yours faithfully," followed by your name
and signature.

Example of a Complaint Letter

Rahul Mehta
56 Rose Villa Apartments
Vaishali Nagar, Jaipur
Email: rahulmehta@gmail.com
Phone: +91-9876543210

Date: 14 December 2024

The Customer Service Manager

XYZ Electronics Pvt. Ltd.
123 Tech Avenue
New Delhi – 110001

Subject: Complaint Regarding Defective Washing Machine

Dear Sir/Madam,

I am writing to bring to your attention an issue with a washing machine (Model No. WM12345)
that I purchased from your store on 10 November 2024. The machine stopped functioning
properly within two weeks of purchase, despite following all operating instructions.

The main issues are as follows:

1. The spin cycle fails to operate.
2. The machine leaks water during use.
I have already reported this issue to your customer service team (Complaint ID: 78910) on 25
November 2024, but no resolution has been provided so far.

I request you to arrange for a replacement of the defective product or provide a full refund at
the earliest. I have attached a copy of the purchase invoice and warranty card for your reference.

I trust you will address this matter promptly and ensure customer satisfaction. Please contact
me at the earliest to confirm the next steps.

Yours sincerely,
Rahul Mehta