You have enough business tasks to take care of, and creating letters from scratch does not have to be one of them. These business letter templates for Microsoft Word can help show you what to write and how to deliver your message professionally.
Let's take a closer look at some commonly used business letter formats, and how you can format a business letter suited to your needs.
What Are the Common Types of Business Letter Formats?
There are many kinds of business letters written for a variety of purposes. Whether you are writing to a prospective employer requesting information regarding a job opening, or can't come in to work due to illness, the content will highly depend on your audience and purpose. Let's take a look at some of the professional business letter templates below:
1. Company/Business Letter of Introduction
A company letter of introduction may be the first communication your potential client, new customer, or business contact receives from your organization. With this in mind, your initial impression is key to the success of that relationship.
Template Lab provides you with templates that come with professional formatting and explains what should be included in the letter. Both of these can help you to start off that communication in the right direction.
Download: Template Lab (Free)
2. Letter of Intent
You can use a letter of intent, or letter of interest, in various business situations, including negotiations, acquisitions, contracts, and purchases. This type of communication can help to ensure that all parties are on the same page with a clear picture of your organization's intent.
From Vertex42, this template allows you to enter contact information easily and also prompts you to include the necessary information for the letter.
Download: Vertex 42 (Free)
3. Letter of Apology
Be it a customer, your boss, or even a close friend, wording an apology can be a difficult task. You may need to apologize to a customer regarding an order mistake or to your boss for unprofessional behavior.
Template.net offers terrific templates for writing apology notes to a customer, boss, or friend, and you can, of course, edit the letter to suit your situation. This template combination is useful for getting you off to a great start with your I'm Sorry.
Download: Template.net (Free)
Use a Professional Letter Format for Drafting Thank-You Letters
Thank-you letters help you maintain a positive relationship with customers and clients, and help build your reputation. A well-written thank-you note can increase customer loyalty, improve brand perception, and generate more sales. Let's take a closer look.
4. Donation Thank You
If you are in the business of fundraising or have just organized a single event, then you know that sending your appreciation to donors is a no-brainer. Whether you received a donation in the form of money, items, or time, a brief and sincere note of thanks is in order.
The template from Vertex42 is short and comes with a bonus donation receipt at the end. This is perfect for giving your donors what they need for their taxes while you are thanking them at the same time.
Download: Vertex 42 (Free)
5. Interview Thank You Letter
If you have been on the job hunt, then you know how hard the competition can be. So, if you are lucky enough to land yourself an interview, be sure to follow it up with a thank-you letter.
This template from Vertex 42 has the wording all ready, and you can adjust and personalize it as needed. Just add in the contact information, change it as you like, and send it off for a better chance with your potential employer.
Download: Vertex 42 (Free)
Use These Formal Letter Formats for Job-Related Correspondence
Job-related letters are written to inform, request and provide information. These letters are used in the corporate world and may be required by certain employers, such as HR departments, supervisors, or employees. Let's take a closer look.
6. Letter of Resignation
When it is time to bid farewell to a current employer, it is almost always proper and often times required to submit a formal letter of resignation. The letter should include your job title and last date of service, at the very minimum.
Template Lab has samples that include language regarding the signing of a contract with your new employer, if needed. Or, you can simply remove this paragraph and complete the rest for a professional and official resignation.
Download: Template Lab (Free)
7. Letter of (Offer) Acceptance
Once you receive a job offer, a letter of acceptance is often necessary. This provides an official acceptance of the position and reiterates its details for a full understanding between parties.
Vertex42 has a template that explains exactly what you should include, and you are able to express your communication in your own words.
Download: Vertex 42 (Free)
8. Letter of (Offer) Rejection
If you have received a job offer that you do not wish to accept, then you will need a letter of rejection. Not only is it a formal way to reject the offer, but it lets you remain professional for a future connection with the interviewer and the company.
Also from Template Lab, this template allows you to express in your own words why you are rejecting the offer, but provides guidance at the same time. You can check out these templates to respond to job rejection emails.
Download: Template Lab (Free)
9. Letter of Termination
If you are currently in a position where terminating employees is part of your job, then having a letter of termination template is a wise idea. For most, this type of task is unpleasant enough, so a template will ease the job.
Another useful job-related template from Vertex42, the letter of termination, walks you through the items needed. With an official and specific date of termination, reasons, prior warnings, and details on company items and compensation, this template is ideal.
Download: Vertex 42 (Free)
10. Letter of Recommendation
An additional template to have handy if you are in a position of authority is a letter of reference. Like it or not, companies lose good employees all the time. And, if someone asks you to provide a reference letter, a template can certainly help you to say the right words.
From Microsoft Office, this template has a little more appeal than the other letter templates, but does not go overboard. The language is professional and to the point.
Download: Microsoft 365 (Free)
Microsoft Word Business Letter Templates
If you are a Microsoft Word user, then you may have already delved into the many templates available.
Simply go to File and then select New to open the template section. You can select Business below the search box and then Letters on the right. Or, just type in the words Business Letters in the search box for results to show up.
11. Bid Acceptance Letter
Most times, an official bid acceptance is required in writing. Keeping a letter template for this situation close at hand means you can rush the communication out and get the ball rolling.
Download: Word Excel Templates (Free)
12. Letter of Authorization
When it is time for the work to begin, you can use a letter of authorization for the official start. This can reiterate the terms and specifics for the job at hand. You can easily adjust it for professional situations.
Download: Word Excel Templates (Free)
13. Freelancer Business Proposal Template
The business proposal letter is used by a freelancer to promote his or her work and pitch the idea to potential clients. The letter should include information on why the client would benefit from hiring the freelancer and examples of previous work.
Download: Template.Net (Free)
Business Letter Templates Can Speed Up Your Workflow
Business letters are a good way to maintain a formal relationship and administrative communication with clients, and prospective and current employees. There are important things to keep in mind as you write business correspondence. Every letter type has its own style and format that helps the reader to understand your message.
Whether you compose business letters on a regular basis or occasionally, having a template can certainly save time and point you in the right direction as to what to write.