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What is the Purpose of a Business Letter?

A business letter is a formal way for two or more people to communicate with each other. Common reasons for writing a business letter include sales efforts, relationship building, problem solving, and consideration. They are addressed among others to clients, potential clients, managers, employees, and business partners.

Different types of business letters exist. Depending on the intended recipient, they can be written in a persuasive, informative, commercial, or motivating tone. They have different aims and objectives, and are directed at specific individuals or groups. When introducing a new product to a customer, a business generally sends a sales letter accompanied by a brochure and an order form. In addition to establishing relationships and expressing appreciation to business partners or clients, business letters are also used to build relationships. Another reason to compose a business letter is to offer loyal customers sales incentives, such as discounts, coupons, and rebates. Additionally, it is used to order goods through a purchase order, which is a legal contract between a supplier and a customer. The company also sends official letters acknowledging client concerns, such as product damage, shipping errors, and customer service issues. It is very important for companies to respond promptly to customer complaints to avoid potential legal problems. Business letters are also used to contact lost and inactive consumers who haven’t purchased a company product in a long time.

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