Sample letters to suppliers Letter (a): Initial notification Dear Sir, E-procurement Change of Business Address Announcement Letter This package contains (1).
One of the critical parts of a successful commercial move is the business relocation letter. The letter serves as official notice of the move for customers, vendors, business partners, and anyone else that interacts with your company. Effectively planning, writing, and delivering a business relocation letter can help everything from office moving to industrial moving go as smoothly as possible.
The first step to writing and delivering an effective business relocation letter is to develop a plan. You may not realize it at first, but even something that seems as simple as a business relocation letter is actually somewhat involved if you want to pull it off effectively.
Develop your plan at least six weeks prior to your move date. That should give you enough time to perform all of the following functions before you distribute your letter.
Deliver your business relocation letter three weeks prior to your move date. Three weeks’ notice should be plenty of time for customers, vendors, and other individuals and organizations that your share business relationships with to note the change of address and update their records.
Once you’ve figured out the calendar dates you can start building your mailing list.
The first component of your plan should be to build your mailing list or lists. After all, you’re going to want to make sure everyone who needs to know about your commercial move is adequately informed. To do that, you’ll need to determine who to contact and how to contact them, whether through postal mail, email, or both.
Companies usually interact with several different kinds of individuals and organizations, including customers, vendors, and business partners. When you’re planning on moving your business you may want to consider crafting a business relocation letter for each target audience.
For example, you may want to let your customers know why you’re moving your business. If you’re moving your business so you can have a bigger warehouse for inventory or a more central location for retail shoppers, your customers may benefit from knowing the details. This information can also be used to deliver a subtle brand message about improving your ability to serve them more quickly or conveniently.
Or you may want to let vendors and business partners know that you’re moving for positive reasons, to assuage any assumptions that you’re moving locations to save a buck because things are tight. “Business is so good that we’re expanding and moving our location to accommodate our growth” is a simple message that answers questions and delivers positive reinforcement.
Ultimately, whether you craft a separate message for each target audience, and what messaging you might want to include, boils down to several factors, including time and whether you think something like that is even necessary. Many companies simply craft one letter and mail it to everyone they need to contact. If that’s the best plan for you, do it.
The next step is determining how you’re going to contact the individuals and organizations on your mailing list. The options for your business relocation letter are postal mail and email.
You’re also going to want to reach out to people on your website and through social media, depending on how you engage folks, but we’ll cross that bridge later.
Grab a sheet of paper and write down all of your company’s current and future contact information:
Once you determine how you’re going to contact your mailing list(s) and gather all your company’s contact information, you’re ready to sit down and start writing your business relocation letter.
When you write your business relocation letter, make sure you do two things:
Contact information is valuable, so make sure those on your mailing list have all of it. Even if one or more pieces of your information won’t change, such as may be the case in an on-site campus move, you should still include it in your business relocation letter. That way folks on your mailing list can choose to update any holes they have regarding you contact information. And you may end up enabling someone to reach out to you in a way they hadn’t tried before, like through social media.
And make sure you’re concise. Your readers need to get the pertinent information, along with any messaging, quickly and clearly.
When writing your letter, include the following items, in order:
After you write your business relocation letter, make sure you mail or email it three weeks before your move date.
Some businesses have the capability to handle the production, postage, and mailing of the letters (or the email production and blast) themselves. If not, there are other companies that can handle the entire process for you.
When you mail your business relocation letter, make sure to syndicate the information if doing so could be beneficial. Syndication means posting information from the letter on your website and using whatever social media channels you have to announce the move and start a conversation or drive traffic back to your website, where they can read about the move in more detail.
Syndicating your letter will maximize your chances of reaching customers or others that may not have been on your mailing list and maybe even generate some buzz or conversation about your business and its pending move. Just make sure that if you start a conversation about your move on your website or social media that you participate in the conversation.
Syndication is ideal for some companies and overkill for others. It depends on your business and how you engage customers, vendors, and business partners. If you don’t have the time, resources, or need, you can avoid this step entirely.
Here’s a sample business relocation letter that takes into account everything we’ve talked about. It’s just an example, so feel free to use it as a template that you can customize for your own letter:
[Current Street Address][Current City, Current State] [Current ZIP]
Dear [Firstname Lastname/Organization],
Business is so good that we’re expanding and moving our location to accommodate our growth. We will close our office Friday, April 4, 2014 at 5:30 p.m. to begin the moving process and will re-open at our new location Monday, April 7 at 8:30 a.m.
Our business, including website, email, and telephones, will be fully operational during the moving process and you will not experience any changes or delays in service, production, or shipping during that time.
Please update your records with our new contact information:
[Street Address] [City, State] [ZIP] [Telephone] [Fax]
Our other contact information will remain the same:
Website: [website URL] Email: [email address] Facebook: [Facebook page name] LinkedIn: [LinkedIn page name] Twitter: [Twitter handle]
As a valued [customer, vendor, business partner] we thank you for taking the time to update your records. Please feel free to contact us at [phone number] with any questions.
Very formal (for official business letters) Use only when you do not know to whom you must address the letter, for example, when writing to an institution.
This page will teach you the how to properly format a business letter, as well as provide a wealth of examples, templates, and writing guides to help you write yours.
Table of Contents
We’ve provided extensive how-to guides for writing the following common examples of business letters. Just click the images below to download our free letter templates.
The business world is filled with intricate behavior guidelines and overly formal communication styles. A business letter allows multiple parties to exchange relevant information professionally. It can also be more impactful to a reader than an email, due its formalized structure, content, and tone.
Our general business letter template can be used for any kind of professional communication/correspondence, including cover letters and letters of interest. Simply decide if you want a letterhead, click the download button, and let our template guide you through the writing process.
Business Letter Format – Without Letterhead (Text Format)
[1234 Street Address]
[City, State, Zip]
[1234 Street Address]
[City, State, Zip]
In this paragraph, deliver a friendly and clear introduction. State the main point of the letter here. Keep this section short and to the point.
In this paragraph, explain the importance of the main point by providing compelling and persuasive reasoning.
In this paragraph, continue to provide background information to back up your reasons. You can use facts, data, and other quantifiable metrics to support your claim.
Close by restating the main point of the letter, and if you can, include a call to action.
When it comes to how to format a letter, you need to pay attention to the format of both the page and the content. Both are essential for creating the professional look that is the foundation of any proper business letter.
Before you begin writing, decide which layout you want to use. There are two common formatting styles: block and modified block. The block format has a left-aligned address and closing, while those in the modified block are right-aligned. While the block format is used more often, both are acceptable for a formal letter.
The following are the standard rules that should be adhered to when formatting the page of a formal letter:
All proper business letters should be left-aligned, any other type of alignment is considered unacceptable in most professional settings.
Your letter should be single-spaced. In addition, there should be a space between the date, address, salutation, and each paragraph. Include four line breaks between the closing and your printed name to leave space for your signature.
The standard font style is Times New Roman, size 12. However, you can use other sans-serif fonts such as Helvetica, Arial, Courier, or Geneva, also at size 12. Sans-serif fonts have been credited with increased readability because of their balanced typeface.
When using a letterhead, be sure to add a horizontal line underneath it. You can refer to our letters above to see some examples.
Keep your margins between 1 to 1.5 inches. Generally speaking, 1-inch margins are the most widely accepted format for professionals.
If you want to be taken seriously, make sure all of your punctuation is used correctly.
The following tips cover all the parts of a business letter in order from top to bottom.
Most professional business letters include a letterhead – which is comprised of your name, address, phone number, and email address.
Letterheads are meant to make your letter unique, as well as help verify its authenticity to the recipient. Likewise, you can include your company’s logo on the letterhead for brand recognition and a more trustworthy appearance.
Check out the example letterheads below — both of which are acceptable methods for displaying your name and contact information. For more ideas, you can check out ourcover letter templates. See the letterhead sample:
Using a letterhead is always preferable when writing a business letter. However, if you decide to not use one, you must use the following format to maintain a professional appearance:
Example of format when not using a letterhead:
The date should be the day on which you completed the letter, written in standard U.S. format (eg. October 28, 2017). It should be written underneath the letterhead, or underneath the address on the top left of the page.
Write the recipient’s (or “addressee’s”) address on the top left side underneath the date. Begin with the name of the addressee on the first line. Some research may be necessary to find the name (LinkedIn, the company’s website, even Google search are all great tools).
Even if you’re sending your letter as an email attachment, you should still include the address to maintain a professional appearance.
The salutation you will use depends on the title of your addressee, your familiarity with them, and also the context of the letter.
If you are familiar with the addressee, then use their first name (unless they have specifically asked you otherwise).
When it comes to salutations, it is always better to err on the side of caution and be polite as possible.
The body of the letter is located underneath the salutation, and is the field where you get down to business and discuss the reason you’re reaching out to this person. Usually, the body includes several strategic paragraphs meant to inform, persuade, and convey gratitude.
Examples of calls to action:
You should always close with a positive sign-off, such as “Thank you,” “Sincerely,” or “Respectfully.” Remember to only capitalize the first word of this closing line, and to leave four lines of space between the closing line and your typed name to make room for your signature.
An enclosure note is an often neglected aspect of letter writing in the digital era. In fact, not many people actually know what ‘enclosure’ means. When you write “enclosure” in any letter you’re implying that another document is attached to the file.
Think of it as something akin to a “see attachment” note in an email. It alerts the reader to another part of your correspondence – and helps prevent them from overlooking a crucial document.
The image below shows where the word “enclosure” should be placed:
Knowing how to write a business letter is a fundamental skill for your professional life. A proper one will have most or all of the elements mentioned above. Be sure to carefully review the grammar, spelling, and format of your business letter numerous times before you send it out, to avoid leaving a poor first impression with your correspondent.
Looking for some more ideas on how to write a letter? Our experts have written of guides on how to write various types of formal letters. Check out our comprehensive letter of recommendation sample libraryfor more inspiration!
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When you are applying for a job, how you format your cover letter is important because the letter is one of the first impressions you'll make on an employer. In fact, how you format your letter is almost as important as what you write in it. A cover letter that is formatted incorrectly, or is difficult to read, can quickly eliminate you from the pool of candidates, so it's critical to pay just as much attention to the formatting of your letter as to its content.
Remember, "formatting" includes factors such as page margins, font type and size, line, paragraph and section spacing, and document type. For example, a letter without the correct spacing between paragraphs, or with too much text on a page, is going to look cluttered, or a letter saved as a file type that is not meant for a text document (such as a .jpg or a .png) may prevent the reader from opening and viewing it.
Adhering to typical standards in formatting is especially important considering that communication skills are important in nearly every field, and failing to compose a readable cover letter will certainly not inspire confidence in your abilities. On the other hand, a cover letter that is saved correctly and uses sufficient white space, a simple, reasonably sized font, and an appropriate salutation and closing will make a positive impression on your potential employers.
Here's information on cover letter formatting guidelines including setting page margins, choosing a font style and size, paragraph and section spacing, and more tips on how to format cover letters for employment.
Employer Contact Information (if you have it)
City, State Zip Code
Dear Mr./Ms. Last Name,
Body of Cover Letter
The body of your cover letter lets the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow-up. Organize the body of your cover letter into the following paragraphs:
Handwritten Signature (for a hard copy letter)
The easiest way to format a letter is to write the letter first, then format it. Once you have all the content (contact information, why you are applying and qualified, signature, etc.) on the page, you can then easily adjust the margins, font, and alignment. Here's an overview of each section.
Here are some formatting tips to keep in mind when you are writing your letter:
Download the Word Template
21 Spring Street
Anycity, NY 12000
August 1, 2018
321 Main Street
Anycity, NY 12000
Dear Mr. Brown,
I wish to apply for the sales position advertised on Monster.com. Terry Johnson suggested that I contact you directly, as we have worked together, and he felt that I would be a good fit with your team.
For the past two years I have been working in sales for Goodman & Co.. I have consistently exceeded my targets and I was recognized last quarter for outstanding service. As an avid cyclist and user of many of your products, I'm aware that Acme Corp. is a company with tremendous potential. I am confident that my experience, communication skills, and ability to convey product benefits effectively would enable me to excel in the sales role.
I would be delighted to discuss with you how I might be an asset to the Acme Corp. sales team. Thank you for your consideration; I look forward to hearing from you.
Keep in mind that employers will be more interested in what you can do for them over a list of your work experience.
Of course, if you have worked in a service industry, it’s best to recount a personal time when you were able to provide service above and beyond what the customer expected.
Sample letters to announce a new business location. Our new address is Main Street, Springfield, Kansas. Our telephone and fax numbers remain the.
The address that you show on line 1 begins the first segment. The address that you show on line 2 begins the 2d segment, and so on. A segment begins with an .