assignment of business letter

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Writing the Basic Business Letter

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Parts of a Business Letter

This resource is organized in the order in which you should write a business letter, starting with the sender's address if the letter is not written on letterhead.

Sender's Address

The sender's address usually is included in letterhead. If you are not using letterhead, include the sender's address at the top of the letter one line above the date. Do not write the sender's name or title, as it is included in the letter's closing. Include only the street address, city, and zip code.

The date line is used to indicate the date the letter was written. However, if your letter is completed over a number of days, use the date it was finished in the date line. When writing to companies within the United States, use the American date format. (The United States-based convention for formatting a date places the month before the day. For example: June 11, 2001. ) Write out the month, day and year two inches from the top of the page. Depending which format you are using for your letter, either left justify the date or tab to the center point and type the date. In the latter case, include the sender's address in letterhead, rather than left-justified.

Inside Address

The inside address is the recipient's address. It is always best to write to a specific individual at the firm to which you are writing. If you do not have the person's name, do some research by calling the company or speaking with employees from the company. Include a personal title such as Ms., Mrs., Mr., or Dr. Follow a woman's preference in being addressed as Miss, Mrs., or Ms. If you are unsure of a woman's preference in being addressed, use Ms. If there is a possibility that the person to whom you are writing is a Dr. or has some other title, use that title. Usually, people will not mind being addressed by a higher title than they actually possess. To write the address, use the U.S. Post Office Format. For international addresses, type the name of the country in all-capital letters on the last line. The inside address begins one line below the date. It should be left justified, no matter which format you are using.

Use the same name as the inside address, including the personal title. If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (for example: Dear Lucy:). In all other cases, however, use the personal title and last/family name followed by a colon. Leave one line blank after the salutation.

If you don't know a reader's gender, use a nonsexist salutation, such as their job title followed by the receiver's name. It is also acceptable to use the full name in a salutation if you cannot determine gender. For example, you might write Dear Chris Harmon: if you were unsure of Chris's gender.

For block and modified block formats, single space and left justify each paragraph within the body of the letter. Leave a blank line between each paragraph. When writing a business letter, be careful to remember that conciseness is very important. In the first paragraph, consider a friendly opening and then a statement of the main point. The next paragraph should begin justifying the importance of the main point. In the next few paragraphs, continue justification with background information and supporting details. The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.

The closing begins at the same vertical point as your date and one line after the last body paragraph. Capitalize the first word only (for example: Thank you) and leave four lines between the closing and the sender's name for a signature. If a colon follows the salutation, a comma should follow the closing; otherwise, there is no punctuation after the closing.

If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures below the closing. As an option, you may list the name of each document you are including in the envelope. For instance, if you have included many documents and need to ensure that the recipient is aware of each document, it may be a good idea to list the names.

Typist initials

Typist initials are used to indicate the person who typed the letter. If you typed the letter yourself, omit the typist initials.

A Note About Format and Font

Block Format

When writing business letters, you must pay special attention to the format and font used. The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs.

Modified Block

Another widely utilized format is known as modified block format. In this type, the body of the letter and the sender's and recipient's addresses are left justified and single-spaced. However, for the date and closing, tab to the center point and begin to type.

The final, and least used, style is semi-block. It is much like the modified block style except that each paragraph is indented instead of left justified.

Keep in mind that different organizations have different format requirements for their professional communication. While the examples provided by the OWL contain common elements for the basic business letter (genre expectations), the format of your business letter may need to be flexible to reflect variables like letterheads and templates. Our examples are merely guides.

If your computer is equipped with Microsoft Office 2000, the Letter Wizard can be used to take much of the guesswork out of formatting business letters. To access the Letter Wizard, click on the Tools menu and then choose Letter Wizard. The Wizard will present the three styles mentioned here and input the date, sender address and recipient address into the selected format. Letter Wizard should only be used if you have a basic understanding of how to write a business letter. Its templates are not applicable in every setting. Therefore, you should consult a business writing handbook if you have any questions or doubt the accuracy of the Letter Wizard.

Another important factor in the readability of a letter is the font. The generally accepted font is Times New Roman, size 12, although other fonts such as Arial may be used. When choosing a font, always consider your audience. If you are writing to a conservative company, you may want to use Times New Roman. However, if you are writing to a more liberal company, you have a little more freedom when choosing fonts.

Punctuation

Punctuation after the salutation and closing - use a colon (:) after the salutation (never a comma) and a comma (,) after the closing. In some circumstances, you may also use a less common format, known as open punctuation. For this style, punctuation is excluded after the salutation and the closing.

Examples of business letter format.

In this section, you will find many instructional materials we’ve developed for our Writing Center teaching.

However, there are limitations to these materials. Assignments vary, and different instructors want different things from student writers. Therefore, the advice here may or may not apply to your writing situation.

Finally, handouts can give only a fraction of the customized guidance that an individual conference with a Writing Center instructor can provide. If you have questions about the information in our handouts, please make an appointment to see a Writing Center instructor.

5 Hill Street Madison, Wisconsin 53700

March 15, 2005

Ms. Helen Jones President Jones, Jones & Jones 123 International Lane Boston, Massachusetts 01234

Dear Ms. Jones:

Ah, business letter format-there are block formats, and indented formats, and modified block formats . . . and who knows what others. To simplify matters, we’re demonstrating the block format on this page, one of the two most common formats. For authoritative advice about all the variations, we highly recommend The Gregg Reference Manual, 9th ed. (New York: McGraw-Hill, 2001), a great reference tool for workplace communications. There seems to be no consensus about such fine points as whether to skip a line after your return address and before the date: some guidelines suggest that you do; others do not. Let’s hope that your business letter succeeds no matter which choice you make!

When you use the block form to write a business letter, all the information is typed flush left, with one-inch margins all around. First provide your own address, then skip a line and provide the date, then skip one more line and provide the inside address of the party to whom the letter is addressed. If you are using letterhead that already provides your address, do not retype that information; just begin with the date. For formal letters, avoid abbreviations where possible.

Skip another line before the salutation, which should be followed by a colon. Then write the body of your letter as illustrated here, with no indentation at the beginnings of paragraphs. Skip lines between paragraphs.

After writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type your name and title (if applicable), all flush left. Sign the letter in the blank space above your typed name. Now doesn’t that look professional?

John Doe Administrative Assistant

Indented Form

15 March 2005

Ah, business letter format–there are block formats, and indented formats, and modified block formats . . . and who knows what others. To simplify matters, we’re demonstrating the indented format on this page, one of the two most common formats. For authoritative advice about all the variations, we highly recommend The Gregg Reference Manual, 9th ed. (New York: McGraw-Hill, 2001), a great reference tool for workplace communications. There seems to be no consensus about such fine points as whether to skip a line after your return address and before the date: some guidelines suggest that you do; others do not. Let’s hope that your business letter succeeds no matter which choice you make!

If you are using the indented form, place your address at the top, with the left edge of the address aligned with the center of the page. Skip a line and type the date so that it lines up underneath your address. Type the inside address and salutation flush left; the salutation should be followed by a colon. For formal letters, avoid abbreviations.

Indent the first line of each paragraph one-half inch. Skip lines between paragraphs.

Instead of placing the closing and signature lines flush left, type them in the center, even with the address and date above, as illustrated here. Now doesn’t that look professional?

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Business Communication  - How to Write a Formal Business Letter

Business communication  -, how to write a formal business letter, business communication how to write a formal business letter.

Business Communication: How to Write a Formal Business Letter

Lesson 7: how to write a formal business letter.

/en/business-communication/business-writing-essentials/content/

How to write a formal business letter

Whenever you need to communicate with another company or share important news, business letters can present your message in a classic, polished style. Unlike internal memos, business letters are usually written from one company to another, which is why they’re so formal and structured . However, letters are also quite versatile, as they can be used for official requests, announcements, cover letters, and much more.

Despite the formality, letters can still have a friendly tone , especially because they include brief introductions before getting to the main point. Regardless of the tone you use in your letter, your writing should remain concise, clear, and easy to read.

Watch the video below to learn about formal business letters.

This lesson focuses on American business letters. Letters written in other parts of the world may have minor differences in formatting.

The structure of a business letter

The business letter’s precise structure is crucial to its look and readability. As you write your letter, you can follow the structure below to create an effective document.

• Opening : Include your mailing address, the full date (for example, July 30, 2017), and the recipient’s name, company, and address. Skip one line between your address, the date, and your recipient’s information. Don’t add your address if you’re using letterhead that already contains it.
• Salutation : Address the recipient using “Dear,” along with their title and last name, such as “Dear Mr. Collins” or “Dear Director Kinkade.” If you don’t know the recipient’s gender, use their full name, such as “Dear Taylor Dean.” Finally, be sure to add a colon to the end of the salutation.
• Body : In the first paragraph, introduce yourself and the main point of your letter. Following paragraphs should go into the details of your main point, while your final paragraph should restate the letter’s purpose and provide a call to action, if necessary.
• Closing : Recommended formal closings include “Sincerely” or “Yours truly.” For a more personal closing, consider using “Cordially” or “Best regards.” Regardless of what you choose, add a comma to the end of it.
• Signature : Skip four lines after the closing and type your name. Skip another line and type your job title and company name. If you’re submitting a hard copy, sign your name in the empty space using blue or black ink.
• Enclosures : If you’re including documents with this letter, list them here.

Another important part of the structure is the layout , which determines how the text is formatted. The most common layout for a business letter is known as block format , which keeps all text left-justified and single spaced, except for double spaces between the paragraphs. This layout keeps the letter looking clean and easy to read.

As stated in Business Writing Essentials , revision is a crucial part of writing. Review your letter to keep it concise, and proofread it for spelling and grammar errors. Once you’re finished writing, ask someone to read your letter and give you feedback , as they can spot errors you may have missed. Also make sure any enclosures are attached to your document and that any hard copies are signed.

After revising the content, consider the appearance of your letter. If you’re printing a hard copy, be sure to use quality paper. Also try using letterhead to give your document a more official look.

Example of a business letter

To see this lesson in action, let’s take a look at a polished business letter by reviewing the example below.

This letter looks great! The structure is perfect, and the text is left-justified and single spaced. The body is formal, friendly, and concise, while the salutation and closing look good. It also contains a handwritten signature, which means it’s ready to be submitted as a hard copy.

Knowing how to write a business letter will serve you well throughout your career. Keep practicing and studying it, and you’ll be able to communicate in a classic style.

/en/business-communication/how-to-write-a-powerful-business-report/content/

Business Writing

What this handout is about.

This handout explains principles in business writing that apply to many different situations, from applying for a job to communicating professionally within business relationships. While the examples that are discussed specifically are the application letter and cover letter, this handout also highlights strategies for effective business writing in general.

What is business writing?

Business writing refers to professional communication including genres such as policy recommendations, advertisements, press releases, application letters, emails, and memos. Because business writing can take many forms, business writers often consider their purpose, audience, and relationship dynamics to help them make effective stylistic choices. While norms vary depending on the rhetorical situation of the writer, business writers and audiences tend to value writing that communicates effectively, efficiently, and succinctly.

If you have been assigned a genre of business writing for a class, it may help to think about the strategies business writers employ to both gather and produce knowledge. A business communicator or writer may use the following forms of evidence: statistics, exploration of past trends, examples, analogy, comparison, assessment of risk or consequences, or citation of authoritative figures or sources. Your knowledge of and relationship to your audience will help you choose the types of evidence most appropriate to your situation.

Who is your audience?

To communicate effectively, it is critical to consider your audience, their needs, and how you can address all members of your audience effectively. As you prepare to write, think about the following questions:

• What are your audience’s priorities and expectations?
• What does your audience need to learn from your document?
• How will you grasp the attention of readers when you are competing for their attention?
• How will you help your reader move through your document efficiently? When is it effective to use bulleted lists, visuals, boldface, and section headers to guide your reader’s attention?
• What does your audience most need to know?
• What is your audience expecting? Is your goal to satisfy their expectations, or do you want to surprise them with a new idea?
• How will you communicate about setbacks? When is it appropriate to spin bad information with a positive outlook? How will stakeholders, customers, or employees respond to bad news?
• In general, how can you tailor the organization and style of your writing to address your audience’s considerations and needs?

When answering the last question, don’t overlook the following considerations:

Title. Is it appropriate to address your audience by their first name, or is a salutation needed? Are you addressing someone who prefers to be addressed by a formal title such as Dr. or Professor? If you are writing about a third party, do you know what title and pronouns to use? When the name of the person you’re writing to is unknown, then it is customary to address your letter “To Whom It May Concern.” But this may be impolite if the person’s name is known or easily discovered. You can find more information on titles, names, and pronouns in our handout on Gender-Inclusive Language .

Language . If you’re writing in English, ask yourself: Is English the first language of all your audience members? Are you using idioms or other expressions that might not be clear to someone with a different background in English? For example, are you using expressions that require U.S.-specific cultural knowledge?

Culture . Does your audience have different customs and cultural norms? How might these customs and norms impact the way they receive your message?

Once you understand your purpose and your audience, you can begin to consider more specific elements, like organization and style.

What is your purpose?

To get a better sense of how the purpose of your writing will impact your style, it can be useful to look at existing messages and documents from the organization with the following questions in mind:

• What type of document is it (e.g. email, cover letter, social media post, memo, etc.)?
• What is the general length of the document?
• How is the document organized?
• How long are the paragraphs or sections?

How is business writing organized?

A common organizational pattern used across genres in business writing is OABC: Opening, Agenda, Body, and Closing. While the exact content of your opening, agenda, body, and closing may change depending on your context, here is the overall purpose of each component of the OABC pattern:

• Opening: This section introduces the reader to the purpose of your document or the subject matter you’ll be discussing. It lets them know why you are communicating with them and why the information is important to your reader.
• Agenda: This section lets the reader know, more or less, what to expect from the rest of the message. You can think of it like a roadmap for your document.
• Body: This section is where you make your main points and communicate your overall message to the reader. This section is often the longest part of a business document.
• Closing: Here, you reiterate the main points for the reader and include any follow-up actions or recommendations as necessary. In most cases, you may request a meeting to discuss your ideas further.

What style considerations are common in business writing?

Business writers tend to prioritize clear and concise communication. When writing in business, carefully considering the following style elements, along with your purpose and audience, can help you communicate more effectively:

Active voice. One skill in business writing is how to tactfully take ownership or distribute blame for certain actions. Active voice refers to a sentence structure that places the actor of the sentence as its grammatical subject. In general, active voice comes across as clearer, more direct, and more concise than passive voice, which are all elements of good business writing. However, the passive voice can be a useful tool in legally-sensitive writing, because the passive voice can convey what has occurred without naming names.

Jargon. Generally, your audience will prefer plain, straightforward language over jargon, because it allows them to read your writing quickly without misunderstandings. However, you may encounter what looks like jargon. Ask yourself if this language may be functioning as shorthand or whether it’s helping establish expectations or norms in business relationships. Understanding your audience and why they may choose to either use or avoid jargon will help you determine what is most appropriate for your own writing.

Tone. While business writing should be clear and concise, “concise” does not necessarily mean “blunt.” As you write, think about how your relationship to the reader and about how your audience may interpret your tone. Consider the following examples:

Nobody liked your project idea, so we are not going to give you any funding. After carefully reviewing this proposal, we have decided to prioritize other projects this quarter.

While the first example may be more direct, you will likely notice that the second sentence is more diplomatic and respectful than the first version, which is unnecessarily harsh and likely to provoke a negative reaction.

If you are wondering how your audience will respond to your writing, it may also be helpful to have a disinterested reader provide you with their impression of your message and tone after reading the document. What is the take-home message? Does any language stand out as surprising, confusing, or inappropriate? Where is the writing more or less persuasive? If you would like more ideas, see our handout on getting feedback .

There are many circumstances in which business writing is your opportunity to make a first impression, such as in a cover letter. In these scenarios, attention detail is especially important. A useful strategy for revising a piece of business writing is to use the acronym CLOUD: Coherence, Length, Organization, Unity, and Development. Contemplating each of these elements can help you to think about how each section communicates your ideas to your audience and how the sections work together to emphasize the most important parts of your message.

Going through the CLOUD acronym, you can ask yourself questions like:

• How coherent is each individual component of your document?
• Does each component follow length guidelines (if provided) or otherwise convey your message concisely? Our handout on conciseness gives 7 common writing patterns that make writing less concise that you may want to keep in mind when writing for business.
• Is the information clearly organized ?
• How unified is the message conveyed by all of the components taken together?
• Are your ideas fully- developed , or might your reader find themselves with any important questions?

As you answer these questions and start revising, revisiting your purpose, audience, style, and structure can help you address the concerns you’ve identified through CLOUD. Once you’ve considered these elements, soliciting feedback from another person can help you ensure your draft is clear and your ideas are fully-developed . Proofreading can help you identify errors and assess the tone of your document, while reading your draft aloud lets you hear your words and estimate your own tone.

Examples of business writing

Now that you’re ready to start writing, you may want to see some examples of business writing to guide your drafting process. Below, you can learn more about and see examples of two business writing contexts: cover letters for applications and cover letters for sending information. For more examples, explore the University Career Services’ Resumes and Letters portal .

Cover letters for applications

Maybe you have been asked to write an application cover letter for a job or a scholarship. This type of cover letter is used to introduce yourself and explain why you are qualified for a given opportunity, and your objective is to catch the reader’s attention and convince them that you are a qualified candidate for the job. Although this type of letter has some unique considerations and conventions, it still follows the OABC organization pattern and is generally 3-4 paragraphs in length.

• Opening: In the opening section of your letter, indicate your reason for writing. This generally includes mentioning the job title (if applicable) and how you heard about the position. Be specific about how you learned of the job.
• Agenda: In a cover letter, your agenda section sets the stage for a discussion of your qualifications by first summarizing your interest in the position, company, or organization. What sets you apart from your competitors? Why are you interested in working in this particular position or company? This section may be combined with the first paragraph.
• Body: This is where you highlight your qualifications for the job including your work experience, activities that show your leadership skills, and your educational background. If you are applying for a specific job, include any information pertinent to the position that is not included in your resume. You might also identify other ways you are a good fit for the company or position, such as specialized skills you have acquired. Illustrate how the experiences and skills from your resume qualify you for the job rather than merely repeating information as it is presented in your resume.
• Closing: Now that you have demonstrated your interest and fit to the reader, it is time to request an interview and, if necessary, refer them to your resume. State how you can be reached and include your contact information for follow-up. Be sure to close the letter by thanking the reader for their time and consideration before typing and printing your salutation and name.

Two sample letters of application are presented below. The first letter (Sample #1) is by a recent college graduate responding to a local newspaper article about the company’s plan to build a new computer center. The writer is not applying for a specific job opening but describes the position he seeks. The second letter (Sample #2) is from a college senior who does not specify where she learned of the opening because she is uncertain whether a position is available.

6123 Farrington Road Apt. B11 Chapel Hill, NC 27514

January 11, 2020

Taylor, Inc. 694 Rockstar Lane Durham, NC 27708

Dear Human Resources Director:

I just read an article in the News and Observer about Taylor’s new computer center just north of Durham. I would like to apply for a position as an entry-level programmer at the center.

I understand that Taylor produces both in-house and customer documentation. My technical writing skills, as described in the enclosed resume, are well suited to your company. I am a recent graduate of DeVry Institute of Technology in Atlanta with an Associate’s Degree in Computer Science. In addition to having taken a broad range of courses, I served as a computer consultant at the college’s computer center where I helped train users to work with new systems.

I will be happy to meet with you at your convenience and discuss how my education and experience match your needs. You can reach me at (919) 233-1552 or at [email protected] . Thank you for your time and consideration, and I look forward to hearing from you.

Raymond Krock

6123 Farrington Road Apt. G11 Chapel Hill, NC 27514

Dear Ms. LaMonica Jones:

I am seeking a position in your engineering department where I may use my training in computer sciences to solve Taylor’s engineering problems. I would like to be a part of the department that developed the Internet Selection System but am unsure whether you have a current opening.

I expect to receive a Bachelor of Science degree in Engineering from North Carolina State University in May and by that time will have completed the Computer Systems Engineering Program. Since September 2019 I have been participating, through the University, in the Professional Training Program at Computer Systems International in Raleigh. In the program I was assigned to several staff sections as an apprentice. Most recently, I have been a programmer trainee in the Engineering Department and have gained a great deal of experience in computer applications. Details of the academic courses I have taken are included in the enclosed resume.

If there is a position open at Taylor Inc., please let me know whom I should contact for further information. I look forward to hearing from you soon. I may be reached at my office (919-866-4000, ext. 232) or via email ( [email protected] ). Thank you for your time, and I look forward to hearing from you.

Rebecca Brock

Cover letters for sending information

Some cover letters simply provide a record of the transmittal of information—say, sending your resume to a recruiter or submitting your project for a class—and may even take the form of an email. Although they are short, to-the-point, and often only one or two brief paragraphs in length, these messages still follow the basic guidelines of business writing by using the OABC organization pattern in a more condensed format:

• Opening: Briefly explain what you are sending and why.
• Agenda: In an optional second paragraph, you might include a summary of the information you are sending as an agenda for your reader. A letter accompanying a proposal, for example, might point out sections in the proposal that might be of particular interest to the reader.
• Body: You could then go on to present a key point or two explaining why your firm is the best one for the job.
• Closing: You might end your letter with acknowledgements, offer additional assistance, or express the hope that the material will fulfill its purpose.

The following are examples of these kinds of cover letters. The first letter (Sample #1) is brief and to the point. The second letter (Sample #2) is slightly more detailed because it touches on the manner in which the information was gathered.

Your Company Logo and Contact Information

Brian Eno, Chief Engineer Carolina Chemical Products 3434 Pond View Lane Durham, NC 27708

Dear Mr. Eno:

Enclosed is the final report, which we send with Eastern’s Permission, on our installment of pollution control equipment at Eastern Chemical Company,. Please call me at (919) 962-7710 or email me at the address below if I can answer any questions.

Nora Cassidy Technical Services Manager [email protected]

Enclosure: Report

Brian Eno, Chief Engineer Ecology Systems, Inc. 8458 Obstructed View Lane Durham, NC 27708

Enclosed is the report estimating our power consumption for the year as requested by John Brenan, Vice President, on September 4.

The report is the result of several meetings with Jamie Anson, Manager of Plant Operations, and her staff and an extensive survey of all our employees. The survey was delayed by the transfer of key staff in Building A. We believe, however, that the report will provide the information you need to furnish us with a cost estimate for the installation of your Mark II Energy Saving System.

We would like to thank Billy Budd of ESI for his assistance in preparing the survey. If you need more information, please let me know.

Sincerely, Nora Cassidy New Projects Office [email protected]

Works consulted

We consulted these works while writing this handout. This is not a comprehensive list of resources on the handout’s topic, and we encourage you to do your own research to find additional publications. Please do not use this list as a model for the format of your own reference list, as it may not match the citation style you are using. For guidance on formatting citations, please see the UNC Libraries citation tutorial . We revise these tips periodically and welcome feedback.

Baker, William H., and Matthew J. Baker. 2015. Writing & Speaking for Business , 4th ed. Provo, UT: Brigham Young University Academic Publishing.

Covey, Stephen. 2002. Style Guide for Business and Technical Writing , 5th ed. Upper Saddle River, NJ: Franklin Covey.

Locker, Kitty, and Donna Kienzer. 2012. Business and Administrative Communication , 10th ed. Boston: McGraw-Hill.

O’Hara, Carolyn. 2014. “How to Improve Your Business Writing.” Harvard Business Review , 20 Nov. 2014. https://hbr.org/2014/11/how-to-improve-your-business-writing .

United States Government. 2011. “Federal Plain Language Guideline.” Plain Language, March 2011. https://www.plainlanguage.gov/guidelines/ .

University of North Carolina Writing Program. 2019. The Tar Heel Writing Guide , rev. ed. Chapel Hill, NC: UNC Writing Program.

You may reproduce it for non-commercial use if you use the entire handout and attribute the source: The Writing Center, University of North Carolina at Chapel Hill

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Writing a Business Letter: A Step-By-Step Formatting Guide

Last Updated: April 12, 2023 Fact Checked

Sample Business Letter

Starting the letter, writing the body of the letter, closing the letter.

This article was co-authored by Shannon O'Brien, MA, EdM and by wikiHow staff writer, Aly Rusciano . Shannon O'Brien is the Founder and Principal Advisor of Whole U. (a career and life strategy consultancy based in Boston, MA). Through advising, workshops and e-learning Whole U. empowers people to pursue their life's work and live a balanced, purposeful life. Shannon has been ranked as the #1 Career Coach and #1 Life Coach in Boston, MA by Yelp reviewers. She has been featured on Boston.com, Boldfacers, and the UR Business Network. She received a Master's of Technology, Innovation, & Education from Harvard University. There are 9 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 4,808,230 times.

Need to write a polished, professional letter? Whether you’re following up on a job interview or sending in a sales pitch, knowing how to format a business letter is a great skill to have. Most business letters follow an established, easy-to-follow format you can adapt for any situation. In this comprehensive guide, we’ll take you through the process of writing a business letter in full-block format, so you can easily put your professional thoughts on the page and excel in all your business endeavors.

Things You Should Know

• Include your company’s name and address, the date, and the recipient’s name and address at the top of the page before your salutation.
• Use a polite and professional tone to clearly explain what you’re trying to say or what action you’d like the recipient to take. Use as few words as possible.
• Finish the letter with a professional closing like “Sincerely,” followed by your signature, typed name, and address. Proofread before sending.

• Keep your font black throughout your letter, even if you’re composing a business email .

• In modified block formats, the heading, close, and signature are right aligned.
• In semi-block formats, each paragraph is indented.

• Hit “Enter” twice between the first, second, and third body paragraphs, as well as the complimentary close and signature.

• If your company has a pre-designed letterhead, use that instead of typing out your own.

• For example, rather than writing “10/15/12,” write the full date as “October 15, 2012” or “15 October 2012.”
• Putting the date before the month is standard in European countries.
• If you are writing your letter over several days, date it with the day when it was finished.

• Address the letter to a specific individual rather than a full company, so it gets to the right person.
• If you don’t know the name of the person you’re sending the letter to, contact the company to see who you should reach out to for your specific demands.

• If you don’t know the recipient well, "Dear Sir/Madam" is a safe choice.
• The recipient's title and last name can also be used: "Dear Dr. Smith."
• If you know the recipient well and have an informal relationship with them, you may consider a first-name address, like "Dear Susan."
• If you’re unsure of the recipient's gender, type their full name: "Dear Kris Smith."
• Use "To Whom It May Concern" only if you don't know whom, specifically, you're addressing.
• Don't forget a comma after a salutation or a colon after “To Whom It May Concern.”

• The first paragraph is your introduction and states the main purpose or subject of the letter. Avoid going into too much detail, and stick to vague points of interest that’ll keep the recipient reading.
• The second paragraph details specific information about your purpose or subject. Put statistics, data, or first-hand accounts in this paragraph. Your second paragraph could consist of more than one small paragraph, as long as it stays on a single page.
• The third paragraph is your conclusion and restates your purpose or subject. Explain your “main idea” or reason for writing again while giving the recipient an incentive to get back to you.

• Don't concern yourself with flowery transitions, big words, or lengthy, meandering sentences. Your intent should be to communicate what needs to be said as quickly, clearly, and cleanly as possible.
• Be persuasive in your letter and state your needs or wants in a way that makes the recipient want to help you.

• Be aware if you’re writing the letter on an organization’s behalf. If you’re stating the company’s perspective, you should use “we” so the reader knows that the company stands behind your statement.

• Passive: The sunglasses are not designed or manufactured with attention to their durability.
• Active: Your company designs and manufactures sunglasses without attention to their durability.

• Use your best judgment when determining how much personality to reveal. Sometimes adding a little humor is helpful in a business setting, but err on the side of caution before making a joke or telling a story.

• Your call to action could be as simple as, "Please read the attached document and send your feedback," or as detailed as, “Let’s work together to fight climate change by integrating eco-friendly transportation and shipping into our company.”

• "Yours sincerely," "Cordially," "Respectfully," "Regards," and "Yours Truly" are also acceptable and respectable.
• "All the best,” “Best wishes," "Warm regards," and "Thank you" are slightly less formal but still professional.

• Avoid using a colored pen when signing a business letter or professional document. Always opt for black or blue ink.
• If you’re signing the letter on someone’s behalf, write “pp:” before your signature. This stands for “per procurationem,” which means “by agency” or “on behalf of.” [15] X Research source

• For example, you may write, "Enclosures (2): resume, brochure."
• “Enclosures” can also be abbreviated as “Encl.” or “Enc.”

• For example, write: “cc: Mary Smith, Vice President of Marketing.”
• If you’re adding more than one name, list the names in alphabetical order and align the second name underneath the first without the “cc:”

• Ask yourself whether the letter is clear and concise. Are any paragraphs more than 3 or 4 sentences long? If so, determine if you can eliminate any unnecessary statements.

Community Q&A

• Print your letter on 8.5” by 11” or “letter size” paper. Thanks Helpful 0 Not Helpful 0
• Consider printing the letter on your company’s letterhead for an extra professional touch. Thanks Helpful 0 Not Helpful 1
• Business letters are typically 1 page long, but if you go over, repeat the letterhead on the next page with the recipient’s name, the date, and the page number. Thanks Helpful 0 Not Helpful 2

You Might Also Like

• ↑ http://techoutreach.extension.msstate.edu/sites/techoutreach.extension.msstate.edu/files/technology-tips/block-format.pdf
• ↑ https://www.hunter.cuny.edu/rwc/repository/files/business-and-professional-writing/business_letter_handout-major-rev.pdf
• ↑ https://www.dummies.com/article/business-careers-money/business/business-communication/how-to-format-a-business-letter-197799/
• ↑ https://www.btb.termiumplus.gc.ca/tpv2guides/guides/wrtps/index-eng.html?lang=eng&lettr=indx_catlog_b&page=9eT0Xdf-62WM.html
• ↑ https://writingcenter.unc.edu/tips-and-tools/business-letters/
• ↑ https://www.plainlanguage.gov/resources/content-types/writing-effective-letters/
• ↑ http://writingcenter.unc.edu/handouts/business-letters/
• ↑ https://thelawdictionary.org/article/signing-a-letter-on-someone-elses-behalf/
• ↑ https://sba.thehartford.com/business-management/marketing/business-letter-enclosure-notation/

About This Article

To write a business letter, start by putting your company's name and address on the top left-hand side of the page. Then, put the date below that, followed by the recipient's name, job title, and address. At the bottom of the business letter, include your name, job title, and contact information so the recipient can get back to you. Also, make sure you're using a professional font like Arial or Times New Roman to write your letter. For more tips, like what you should include in the body of your business letter, read the article! Did this summary help you? Yes No

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When sitting down to complete a business letter assignment in school, students know intuitively that they are engaging in a type of writing that is much different from the typical school assignment. One goal of this resource is to upgrade that intuitive understanding to conscious status and, by doing so, sharpen your understanding of the distinct differences between business and academic writing that must be observed as you transition between the two worlds.

School Writing v. Business Writing

It may sound crass, but the difference between the two can be summarized simply: In school you write to get grades. In the real world, you write to do your job.

It's helpful to think of most school writing as a type of exam: You write to demonstrate to a specific teacher that you understand and can use material in a specific discipline. Those who become outstanding writers in school have usually mastered an important skill of audience analysis: figuring out exactly what an audience of one (the teacher) wants and how he or she wants it delivered.

The audience of one in school becomes the audience of many in the work world. Moreover, everyone who may read your business writing will not be known to you. Especially when your business writing travels outside the company, as it does when in letter format, you have little idea of how many people may read it, much less who they are. And the real kicker is that, unlike teachers, few in the business world get paid to read your writing no matter how poor it is. Other key differences include the following:

Clearly, when authoring a business document, you are taking on a higher degree of responsibility because of potential consequences, both positive and negative, that the writing can have. These consequences are particularly serious for the writer since the lifespan of whatever you write in the work place is potentially your entire career, compared to the duration of a course in school.

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How to Create Your Business Letter

These inherent differences between the two worlds of writing--business and academic--are also reflected in the steps successful writers follow when creating real-world documents like business letters.

Analyze Audience

It's helpful to divide your audience into primary and secondary members. Your primary audience is those whom you are certain will read what you write. The secondary audience is those who may be likely to read it. Your task is to speak directly to the needs of the primary audience while keeping in mind this secondary audience: what they know about the topic and their possible attitudes.

Clarify Purpose

In order for your writing and its purpose to be clear for your audience, it must be twice as clear for you, the writer. Good business writers can provide sharp, succinct answers to the question, "What do I want my readers to know and/or do after reading what I write?" Write the answer down and filter all writing choices through its prism.

Based on the crystal clear idea of what the writing hopes to achieve, the outline represents how the writer will achieve it by arranging information and instructions in the exact order the audience should encounter them for best effect.

The formats for business and technical writing are well known and expected by your audience. These standard formats are usually (1) adhered to rigorously and (2) are modified by any guidelines you have been given by your organization.

Draft & Revise

The first draft is your first opportunity to combine all of the above. However, it should be far from your last. Gone are the days of "once and done" the night before the assignment is due. Especially important is building in some time for a draft to get cold before you revisit with fresh eyes.

Get Feedback

Never let your audience be just the second set of eyes to see what you have written. In between yourself and your audience, insert a knowledgeable person who will act as a proxy for your audience and give you honest feedback.

Business Letter Styles

The two most common formats of business letters today are the full-block format and modified-block format. Note that the full-block format should be used only with letterhead. One variation on these two styles includes indenting paragraphs in the body section. As always, follow the style preferred by your organization unless there is a clear reason not to.

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• Teaching adults
• Upper-intermediate B2

A business letter

In this activity, learners attempt to re-write an inappropriately informal business letter in a more appropriate, formal style.

They then compare their version with a model text, helping them to notice the conventional formulae used in this type of letter, and incorporate some of this new language into another similar letter.

This activity is particularly suitable for higher level Business English students, or adult learners who need to write formal letters in English in real life.

Preparation Make enough copies of these worksheets so that each student can have one.

• Worksheet 1 48k
• Worksheet 2 46k
• Worksheet 3 44k
• Peer evaluation 44k
• In order to get students thinking about business letters, ask how many reasons they can think of for writing this type of letter. Give a couple of examples, then get students to brainstorm in pairs, before feeding back to the class.
• Have they been in contact before?
• What's it about?
• What are the problems with the system?
• Then ask what's wrong with the text. (Too informal, doesn't follow letter-writing conventions). Elicit some of the kinds of things they will need to change to make it more formal (vocabulary, sentence structure, layout, paragraphing, greeting and close).
• In pairs, students re-write the letter to make it more appropriate as a formal letter. Don't help them too much at this stage - the idea is that students write the best letter they are capable of using their existing language resources. This creates a need for the conventional letter-writing language which may be 'missing' from their current knowledge.
• Give students the model letter (Worksheet 2) and ask them to compare it with their letter. Emphasise that the model is only one possible way of re-writing the letter - this can lead to a discussion on whether any differences are equally correct. Ask the students to identify language from the model which they could use to improve their letter. In this way, some of the conventional sentence frames which are so common in business letters are 'fed in'.
• At this stage you might also wish to draw attention to the conventional greetings and endings for formal letters. (In British English, if the name of the person is used, e.g. Dear Mr. Jones, then the ending is Yours sincerely. If you don't know the name of the person you are writing to, then the letter begins Dear Sir / Madam, and ends Yours faithfully.) It may also be worth highlighting the punctuation used here, i.e. a comma after the greeting, as this can vary between languages. In addition, some students are not familiar with the form of address Ms, which refers to a woman without specifying her marital status. Other issues which are problematic for your learners, such as paragraphing, over-long sentences etc., can also be dealt with here.
• Students choose a situation from Worksheet 3, brainstorm in pairs, and select appropriate language from their own letter and Worksheet 2. They then write the letter, working collaboratively. This stage could also be done individually for homework if time is short. The letters can be collected in by the teacher for assessment / correction purposes, or used for a peer-evaluation activity. (See the Peer evaluation form for an example of how this can be done).

Business letter and worksheet

Thank you so much for simplifying the skill of writing business letters. If one follows the procedures suggested here and makes the best use of the worksheets available, writing a business letter could be great fun. I really liked the way worksheets have been designed for use.

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Business letter

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I want to a big than you for this expository lecture on business letter. It is going to be useful for my subsequent class on business correspondence 

I find this activity extremely interesting and useful. I will definitely try it with my students! 

Business letter activity

I really like this activity for students! Would it be possible to update the dates on these letters so that they are more current? Thanks!

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Research and insight

Browse fascinating case studies, research papers, publications and books by researchers and ELT experts from around the world.

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Writing a Business Letter Lesson Plan: High School Writing Lesson

• Trent Lorcher
• Categories : High school english lesson plans grades 9 12
• Tags : High school lesson plans & tips

Business letters are commonly used for job offers, requests for information, or as a letter of introduction. With this lesson plan, students will write a business letter to learn more about a profession of their choice. Review this information with students. Business letters must contain:

• A heading, the address of the business, a greeting, a body, a conclusion, and a signature.
• Formal, polite language with a clear purpose with relevant background information.
• Standard business formatting with consistent spacing and indentations.

Write a business letter to learn more about a profession.

• Prewriting - Choose a topic by listing your strengths and professions that suit your strengths. Remember, some strengths you have yet to develop. Dream big. Use your dream job as the subject of your letter.
• Prewriting - Search the internet, phone book, newspaper classifieds or a business directory to find the address of a business you’d like to contact.
• Prewriting - Note questions you may want to ask in your letter.
• Prewriting - Gather background information on the profession and the company to which you are writing. Research critical issues in choosing a profession : salary, hours, job outlook and opportunities.
• Prewriting - Identify your purpose . Remind yourself of the letter’s purpose by writing a purpose statement and placing it near you as you write.
• Drafting - Begin by selecting a format: block format or modified block format. Make sure the letter contains all essential parts of a business letter.
• Drafting - Remember your audience. You are addressing a busy professional and should write respectfully. Include only essential information. Leave the flowery prose for your creative writing assignment. Make your information clear. Use formal style, vocabulary, and tone.
• Drafting - Be clear on your purpose. Explain what you want the letter recipient to do, if anything. Do you want an interview, talk on the phone, or gather information, for example. Revising - Review your purpose for writing. Find details that support your purpose. Delete details that do not. Revising - Make sure your language is suitable to your purpose and audience.

Written Business Communication

Assignment Letter Sample for Business and School

In business communication, an assignment letter holds a distinct and significant place. These formal documents are used to convey important messages related to the delegation of tasks, responsibilities, or projects within an organization. In this comprehensive guide, we will delve deep into the world of assignment letters, exploring their purpose, structure, key components, and best practices for drafting them effectively.

Assignment Letter Samples

There are various assignment letter sample/samples here, some of which are written to declare trademark registration, to submit assignment to a teacher or a lecturer or professor. The other letters are related to project assignment, task assignment and many others.

Trademark Assignment Letter Sample

Formal Assignment Submission Email Sample

This formal assignment submission email sample is so concise that it can save your time. Just write what the recipient needs to know.

From:  [email protected]

Buy 119+ Effective Business Letter Samples here.

To: [email protected]

Dear Professor Hawkins,

My name is Christopher Williams, from your Applied Linguistics class. I am writing to submit the project you assigned to me. I attached the assignment file  to this email as you instructed the class.

Best regards,

Christopher Williams

Download the letter here.

Formal Assignment Submission Email Template

To: [Recipient’s Email]

Dear Professor/Dr. [Last Name],

My name is [Your Name], from your [Class’s Name] class. I am writing to submit the project you assigned to me. I attached the assignment file  to this email as you instructed the class.

[Your Name]

Job Assignment Letter

This letter is used to formally assign a specific job role or position to an employee, outlining their duties, responsibilities, and reporting structure.

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

Dear [Employee’s Name],

I am pleased to officially assign you the role of [Job Title] within [Company Name], effective [Start Date]. This letter outlines the specific duties, responsibilities, and reporting structure associated with your new position.

Job Title: [Job Title] Department: [Department Name] Reporting To: [Supervisor’s Name] Start Date: [Start Date]

Duties and Responsibilities:

• Primary Responsibilities: In your role as [Job Title], you will be responsible for [Brief Description of Primary Responsibilities].
• Secondary Responsibilities: Additionally, you will be expected to [Brief Description of Secondary Responsibilities].

Reporting Structure:

You will report directly to [Supervisor’s Name], who will provide guidance, support, and periodic performance evaluations. Please be aware that your role may evolve as the needs of the department and company change.

We are confident that your skills and experience will be a valuable asset to our team, and we look forward to your contributions. If you have any questions or require further clarification regarding your new position, please do not hesitate to reach out to [Contact Person/HR].

[Your Name] [Your Title] [Company Name]

Project Assignment Letter

 When assigning a specific project to an individual or team, this letter outlines the project’s objectives, scope, timeline, and resources available.

[Recipient’s Name] [Recipient’s Position] [Company Name]

Dear [Recipient’s Name],

I am writing to formally assign the [Project Name] to your team at [Company Name]. This project holds significant importance for our organization, and I have full confidence in your team’s capabilities to execute it successfully.

Project Objectives: The primary objective of this project is to [state the project’s overarching goal and purpose]. It aligns with our strategic objectives and aims to [mention any specific outcomes or benefits].

Scope: The project scope encompasses [briefly describe the key deliverables, tasks, and boundaries]. It’s essential to maintain focus on these defined parameters to ensure project success.

Timeline: The project is expected to commence on [start date] and conclude on [end date]. Attached is a detailed project schedule outlining milestones and deadlines.

Resources Available: Your team will have access to [list the resources, both human and material, available for the project]. Please liaise with [point of contact] for any additional requirements.

Please confirm your acceptance of this project assignment at your earliest convenience. Regular progress updates will be expected to ensure the project remains on track.

I appreciate your dedication and commitment to our organization’s success. I am confident that your team will excel in delivering this project.

[Your Name] [Your Title] [Company Name] [Contact Information]

Task Assignment Letter

 Used for delegating specific tasks or assignments within a project, this letter specifies the task’s details, deadlines, and expectations.

[Your Name] [Your Title] [Your Company] [Date]

[Recipient’s Name] [Recipient’s Title] [Recipient’s Department] [Company Name]

I hope this letter finds you well. As we move forward with our project [Project Name], I would like to formally assign specific tasks to ensure its successful completion. Your expertise and dedication make you a valuable asset to our team, and I trust that you will excel in your assigned role.

Task Assignment Details: Task: [Task Name] Description: [Brief Task Description] Deadline: [Deadline Date] Expected Outcome: [Specify Desired Outcome]

Expectations:

• Please review the task details carefully and ensure a clear understanding of the objectives.
• Plan and execute the task efficiently, keeping quality and timeliness in mind.
• Regularly update me on your progress, addressing any challenges or concerns promptly.
• Collaborate with relevant team members for a smooth workflow.
• Submit the completed task by the specified deadline.

Your contribution is vital to the success of this project, and I have full confidence in your abilities. Should you require any support or clarification, do not hesitate to reach out.

Thank you for your commitment to our shared goals. Together, we will achieve excellence.

[Your Name] [Your Contact Information]

cc: [List of Relevant Team Members]

Sales Territory Assignment Letter

Sales organizations use this letter to assign specific territories to sales representatives, including geographical boundaries and sales goals.

Dear [Sales Representative’s Name],

I trust this letter finds you in good health and high spirits. As we continue to strive for excellence in our sales operations, I am pleased to inform you of your newly assigned sales territory.

Effective [Effective Date], you are entrusted with the responsibility of managing the [Territory Name] territory. This territory includes the geographical boundaries of [Geographical Boundaries], which have been carefully selected based on market analysis and growth potential.

Your primary objective within this territory is to achieve the following sales goals:

• Revenue Targets : Your annual revenue target for the [Territory Name] territory is [Dollar Amount]. This goal is set to capitalize on the region’s market potential.
• Market Share : We aim to capture a [Percentage]% market share in this territory within the next [Time Frame].
• Customer Acquisition : Focus on acquiring [Number] new customers within the first [Time Frame].

To support your efforts, you will have access to [Support Resources], including marketing materials and dedicated sales support. Regular performance reviews and coaching sessions will be conducted to ensure you are on track to meet and exceed these goals.

Your dedication and commitment are crucial in realizing the full potential of this territory. I have full confidence in your abilities and look forward to witnessing your success in this new role.

If you have any questions or require further clarification, please do not hesitate to reach out.

Congratulations, and best of luck in your new role!

Client Account Assignment Letter  

You can write this letter to assign a particular client account to a team or individual, outlining the client’s needs and expectations.

[Your Company Letterhead]

[Client Name] [Client Address] [City, State, ZIP Code]

Dear [Client Name],

I trust this letter finds you well. We are excited to continue serving your esteemed organization as a trusted partner. At [Your Company Name], we are committed to delivering the highest level of service to meet your unique needs and expectations.

After careful consideration and analysis of your account requirements, we are pleased to inform you that your account will be assigned to our dedicated team led by [Team Leader’s Name]. This team comprises highly skilled professionals with a proven track record in delivering exceptional results to clients in your industry.

Our commitment to you includes:

• Personalized Service: Your dedicated team will work closely with you to understand your goals and requirements.
• Timely Communication: We will provide regular updates and ensure prompt responses to your inquiries.
• Customized Solutions: Tailoring our services to align with your specific needs.
• Continuous Improvement: We will proactively seek opportunities to enhance our partnership.

Please feel free to reach out to [Team Leader’s Name] or myself should you have any questions or require further clarification.

We look forward to a successful partnership and exceeding your expectations. Thank you for choosing [Your Company Name].

[Your Name] [Your Title] [Your Company Name] [Contact Information]

[Enclosure: Additional Information or Documents, if applicable]

Employee Transfer Assignment Letter

 When an employee is transferred to a different department or location, this letter communicates the details of the transfer, including the new position and reporting structure.

[Employee’s Name] [Employee’s Address] [City, State, Zip Code]

I hope this letter finds you in good health and high spirits. We are writing to inform you of an important development in your career here at [Company Name]. After careful consideration and based on your exemplary performance, we are pleased to announce your transfer to a new department/location, effective [Effective Date].

Your new position will be [New Position Title], reporting to [Supervisor’s Name], who will be your immediate supervisor in the [New Department/Location]. This transfer is part of our ongoing efforts to optimize our workforce and align talent with evolving business needs. We are confident that your skills and expertise will make a valuable contribution to the [New Department]’s objectives.

Please note that your terms and conditions of employment, including your compensation and benefits, will remain unchanged. You will receive detailed information regarding your new responsibilities and any necessary training in the coming days.

We appreciate your dedication and look forward to witnessing your continued success in this new role. Should you have any questions or require additional information, please do not hesitate to contact [HR Contact Name] in our Human Resources department.

Congratulations on this exciting new chapter in your career, and we wish you all the best in your new role.

Property Assignment Letter

You can write this letter to assign company assets or property, such as laptops, vehicles, or office spaces, to employees. It includes terms and conditions for use and return.

[Employee’s Full Name] [Employee’s Address] [City, State, Zip Code]

Re: Assignment of Company Property

I am writing to officially assign the following company assets to you, in your capacity as [Employee’s Position] at [Company Name]:

• [List of Assigned Items, e.g., Laptop, Vehicle, Office Space]

You are hereby authorized to use these assets solely for company-related purposes during your employment with [Company Name]. Please take note of the following terms and conditions:

• Care and Maintenance: You are responsible for the proper care and maintenance of the assigned assets, ensuring they are used in a manner consistent with company policies and procedures.
• Return of Assets: Upon termination of your employment or at the company’s request, you must promptly return all assigned assets in good condition.
• Loss or Damage: Any loss, damage, or theft of assigned assets must be reported immediately to [Designated Contact].
• Personal Use: Personal use of company assets is strictly prohibited unless explicitly permitted by company policy.

Failure to comply with these terms may result in disciplinary action, including the potential recovery of costs associated with any damage or loss.

Please acknowledge your acceptance of these terms by signing and returning this letter within [Number of Days] days.

Thank you for your understanding and cooperation.

[Employee’s Acknowledgment and Signature]

I, [Employee’s Name], acknowledge receipt of the above assignment of company property and agree to abide by the terms and conditions outlined herein.

Signature: ________________________

Date: ____________________________

Training Assignment Letter

When employees have to undergo specific training programs, this letter informs them about the training details, including dates, locations, and objectives.

[Your Company Logo]

We are pleased to inform you that you have been selected to participate in our upcoming training program. This initiative is aimed at enhancing your skills and knowledge to contribute effectively to our organization’s goals. Please find the details below:

Training Program: [Program Name] Date: [Start Date] to [End Date] Location: [Training Venue] Objective: The primary objective of this training is to [Specify Training Objectives].

• [Day 1]: [Agenda for Day 1]
• [Day 2]: [Agenda for Day 2]
• [Day 3]: [Agenda for Day 3]

Please arrive at the training venue on time and bring any materials or tools specified in the training agenda. Dress code is [Dress Code].

This training is a valuable opportunity to further develop your skills and contribute to the success of our company. We look forward to your active participation.

If you have any questions or concerns, please feel free to contact [Training Coordinator’s Name] at [Training Coordinator’s Email] or [Training Coordinator’s Phone Number].

Thank you for your commitment to your professional development and our company’s success.

Contract Assignment Letter

In business contracts, one party may assign their rights and obligations to another party. This letter formalizes the assignment of the contract and notifies all relevant parties.

[Your Name] [Your Address] [City, State, Zip Code] [Date]

[Recipient’s Name] [Recipient’s Address] [City, State, Zip Code]

Re: Contract Assignment Letter

I am writing to formally notify you of the assignment of the contract dated [Contract Date], between [Original Party Name], hereinafter referred to as the “Assignor,” and [Recipient’s Name], hereinafter referred to as the “Assignee.”

Pursuant to the terms and conditions of the contract, the Assignor hereby assigns all its rights, duties, and obligations under the aforementioned contract to the Assignee, effective as of [Assignment Effective Date]. This assignment includes but is not limited to [List Key Contractual Terms or Rights Being Assigned].

This assignment is made with the full consent and understanding of all parties involved. All future correspondence, payments, and obligations pertaining to the contract shall be directed to and assumed by the Assignee.

Please be advised that this assignment does not in any way alter the terms and conditions of the original contract, except for the change in the party responsible for its execution.

We kindly request you to update your records accordingly and acknowledge receipt of this letter at your earliest convenience.

Thank you for your prompt attention to this matter. Should you have any questions or require further information, please do not hesitate to contact me at [Your Contact Information].

Yours sincerely,

[Your Name] [Your Title] [Company Name] [Email Address] [Phone Number]

Copyright Assignment Letter

In creative industries, authors or creators may assign their copyright to a publisher or another entity. This letter details the transfer of copyright ownership.

[Your Name] [Your Address] [City, State, Zip Code] [Email Address] [Phone Number] [Date]

[Recipient’s Name] [Recipient’s Title] [Company or Organization Name] [Address] [City, State, Zip Code]

I, [Your Name], am the author/creator of the [Title of Work], which is a literary/artistic work registered under copyright number [Copyright Registration Number], dated [Date of Copyright Registration]. I am writing to formally assign all rights and interests in the aforementioned work to [Company or Organization Name], hereinafter referred to as the “Assignee.”

By this Copyright Assignment Letter, I acknowledge that I am the sole owner of all copyright interests in the work and have full authority to assign these rights to the Assignee. I hereby transfer, convey, and assign to the Assignee, its successors, and assigns, all rights, title, and interest in the work, including but not limited to:

• Exclusive copyright and reproduction rights.
• The right to distribute, display, and perform the work publicly.
• The right to create derivative works based on the original work.
• The right to enforce copyrights against third-party infringement.

This assignment is effective as of [Effective Date], and I understand that the Assignee will have full control over the work’s exploitation. In consideration of this assignment, I agree to receive [Agreed Compensation or Royalties] as per our separate agreement.

I warrant and represent that I have not previously assigned or encumbered the copyright interests in the work and that the work is original and does not infringe upon the rights of any third party. I further agree to cooperate with the Assignee in executing any additional documents necessary to perfect this assignment.

This Copyright Assignment Letter constitutes the entire agreement between the parties and supersedes all prior agreements, oral or written. Any modification to this agreement must be in writing and signed by both parties.

Please sign below to acknowledge your acceptance of this assignment.

[Your Signature]

Accepted by:

[Recipient’s Signature] [Recipient’s Name] [Date]

Vendor Assignment Letter

Businesses may assign their contracts or agreements with vendors to another company. This letter informs the vendor of the assignment and provides instructions for future interactions.

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

Dear [Vendor’s Name],

We hope this letter finds you well. We are writing to inform you of an important change that will affect our ongoing business relationship. After careful consideration and in the interest of streamlining our operations, we have decided to assign all existing contracts and agreements between [Your Company’s Name] and [Vendor’s Name] to [Name of the Assignee Company], a reputable entity that has agreed to assume all rights and obligations outlined in our existing agreements.

This assignment will become effective on [Effective Date], and from that point forward, [Name of the Assignee Company] will be your primary point of contact for all matters related to the aforementioned contracts and agreements. They will honor all the terms and conditions previously established between [Your Company’s Name] and [Vendor’s Name].

We kindly request that you cooperate with [Name of the Assignee Company] as you have with us, ensuring a smooth transition of responsibilities. Should you have any questions or require further information regarding this assignment, please do not hesitate to reach out to [Contact Person at Assignee Company] at [Contact Email] or [Contact Phone Number].

We appreciate the cooperation and partnership we have enjoyed with you over the years and believe that this change will be beneficial for all parties involved. We look forward to continuing our business relationship through this transition and into the future.

[Your Name] [Your Title] [Your Company’s Name] [Contact Email] [Contact Phone Number]

Beneficiary Assignment Letter

In insurance or financial services, this letter designates a beneficiary for a policy or financial account, specifying the beneficiary’s rights and responsibilities.

[Your Company Letterhead] [Date]

[Beneficiary’s Full Name] [Beneficiary’s Address] [City, State, Zip Code]

Dear [Beneficiary’s Name],

I hope this letter finds you in good health. We are writing to inform you about a significant update regarding your policy/account with [Your Company Name]. In accordance with your recent request, we have processed the beneficiary assignment for your policy/account number [Policy/Account Number], which has been updated effective [Effective Date].

This beneficiary assignment is a crucial step to ensure that your financial assets are passed on to the intended recipient in the event of your unforeseen absence. We understand the importance of this decision, and we are committed to making this process as seamless as possible for you.

Please take a moment to review the details of this assignment, which outline your rights and responsibilities as the designated beneficiary:

Beneficiary’s Rights:

• Claiming Benefits: As the designated beneficiary, you have the right to claim the benefits associated with the policy/account upon the insured or account holder’s demise. Please contact our claims department at [Claims Department Contact] to initiate the claims process.
• Beneficiary Designation Change: You have the option to change the designated beneficiary at any time by submitting a formal written request to [Your Company’s Address]. Changes will only take effect upon our receipt and verification of the request.
• Confidentiality: We respect your privacy and will maintain the confidentiality of your beneficiary designation.

Beneficiary’s Responsibilities:

• Notification: In the unfortunate event of the policy/account holder’s passing, it is your responsibility to promptly notify [Your Company Name] by contacting our claims department at [Claims Department Contact].
• Documentation: To initiate the claims process, you will be required to provide necessary documentation, including a copy of the policy/account holder’s death certificate, your identification, and any other documents requested by our claims department.
• Verification: All information provided during the claims process must be accurate and truthful. Falsifying information may result in a delay or denial of the claim.

We recommend that you keep a copy of this letter along with your policy/account documents in a secure location for your records.

Should you have any questions or require further assistance, please do not hesitate to contact our customer service team at [Customer Service Contact]. We are here to assist you and ensure a smooth beneficiary claims process.

Thank you for entrusting [Your Company Name] with your financial matters. We value your continued relationship with us and are committed to providing you with the highest level of service.

Non-Disclosure Agreement (NDA) Assignment Letter

When an NDA is assigned from one party to another, this letter communicates the change and the continued obligation to maintain confidentiality.

[Your Name] [Your Title] [Your Company Name] [Your Company Address] [City, State, ZIP Code] [Date]

[Recipient’s Name] [Recipient’s Title] [Recipient’s Company Name] [Recipient’s Company Address] [City, State, ZIP Code]

I trust this letter finds you in good health and spirits. We are writing to inform you of a significant development concerning the Non-Disclosure Agreement (NDA) signed between [Your Company Name] and [Recipient’s Company Name] on [Date of NDA]. This letter serves as official notice of the assignment of NDA obligations.

Effective [Effective Date of Assignment], [Your Company Name] has transferred all rights, obligations, and responsibilities under the aforementioned NDA to [Assignee’s Company Name]. This assignment has been made in accordance with the terms and conditions outlined in the original NDA.

We wish to emphasize that, despite this assignment, your continued obligation to maintain the confidentiality of any and all confidential information disclosed during our prior business relationship remains unchanged. You are still bound by the terms and restrictions set forth in the NDA.

We kindly request your acknowledgment of this assignment in writing, and we remain available to address any questions or concerns you may have.

Thank you for your attention to this matter.

[Your Name] [Your Title] [Your Company Name]

By signing below, you acknowledge the assignment of NDA obligations as described in this letter:

Recipient’s Signature: ______________________ Date: ___________

[Recipient’s Name] [Recipient’s Title] [Recipient’s Company Name]

Non-Compete Agreement  

Similar to the NDA, this letter communicates the assignment of a non-compete agreement, which restricts an individual from competing with their former employer.

I trust this letter finds you well. We are writing to formally inform you of the assignment of the Non-Compete Agreement (hereinafter referred to as “the Agreement”) originally entered into between [Former Employer’s Name] and yourself on [Date of Original Agreement]. We wish to apprise you that, as of [Effective Date of Assignment], all rights, obligations, and responsibilities under this Agreement have been assigned to [Your Company Name].

This assignment has been undertaken in accordance with applicable legal procedures and regulations. Henceforth, any inquiries, notifications, or matters related to the Agreement should be directed to [Your Company Name] at [Your Company Address].

We wish to reiterate our commitment to upholding the terms and conditions set forth in the Agreement, and we expect your continued compliance with its provisions. Should you have any questions or require clarification regarding this assignment, please do not hesitate to contact us at [Your Company Contact Information].

[Your Name] [Your Title] [Your Company Name] [Your Contact Information]

Note: This letter serves as a formal communication of the assignment of a Non-Compete Agreement and should be reviewed by legal counsel before use.

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