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Business Cover Letter for Word & Google Docs

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• Get the template in Word or Google Docs format.
• Present your company's solutions in a style that reflects its personality from the very first sentence.
• Share your company's mission to generate empathy with customers.
• Communicate the most notable achievements of your business.
• Personalize the document with your company's corporate image.
• Print the business cover letter in your preferred format or share it with colleagues via email.

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What is a business cover letter, how do you write a business cover letter, can i edit this template, is this template free, related tags:.

• Proposals, Estimates & Quotes
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Business Letter Format With Free Template

Updated: Aug 22, 2022, 8:26pm

Table of Contents

When to use a business letter, 7 essential elements to include in a business letter, how to format a business letter, download free business letter template, business letter examples, writing an email business letter, frequently asked questions.

As straightforward as a business letter may initially seem, it can be a challenge to sit down and write one with the correct format. Since business letters are written by an organization or professional to another organization or individual for professional communication, it’s important to use an established business letter format to form a good first impression.

Keep reading to know the essential elements of a business letter, how to format it and tips for writing effective business letters. We’ve also provided a free template that can make drafting your letters easy.

A business letter is used by an organization or an individual for professional communication with other individuals or companies. Examples of business letters are job offer letters , sales letters, investor interest letters, resignation letters, business circulars, shareholder letters, letters of recommendation , etc.

Your Contact Address

If the contact address is already included in the letterhead, skip it. Otherwise, include these in your contact information:

• City, state, ZIP Code
• Phone number
• Email address

This is the date when you are writing the letter. If your contact information is included on the letterhead, your business letter starts with the date.

Recipient Address

The address should include:

The salutation that you use depends upon how familiar you are with the recipient.

Use “To whom it may concern” if you’re not sure about who will receive and read your letter.

If you know the recipient formally, use Dear [last name].

If you know the recipient informally, use the salutation Dear [first name].

Letter Body

This is the meat of the business letter. Use single line spacing for readability. You can use extra lines between paragraphs, after the salutation and above the closing salutation.

Closing Salutation or Valediction

Again, the closing salutation depends upon how formal or informal your relationship is with the recipient. Some of the most commonly used closing salutations in business  include:

• Kind regards
• All the best

Your Signature

You should always end with a handwritten signature even if the letter is typed and printed using a computer. Handwritten signatures help in establishing a rapport with the recipient even if this is your first communication. Always write your full name and title below the signature.

Optional Things To Include

If you are including any additional documents pertaining to the letter, make a list of those enclosures after your signature and name. If you are sending a sales letter, you may consider including a call to action (CTA) at the bottom of the letter.

A business letter must be formatted for clarity and ease of understanding. Here are some points to consider while formatting the letter:

• Block or indent. In the block format, all elements of the letter are left-aligned. But, if you want to use an indented format, right-align your address, date, closing salutation and signature. The rest of the elements will be left-aligned.
• Font. Use a professional font such as Arial, Calibri, Times New Roman, Helvetica, etc. The size must be from 10 to 12.
• Margins. A one-inch margin on all four sides of the page is the standard. You can increase it to one-and-a-quarter inches to differentiate it from other types of letters.
• Spacing. Use a single line for the body of the letter. Use extra lines after your address, date, recipient address and salutation. Also, leave an extra line before the closing salutation.

Business letter is a formal document and you are accountable for the information you pass in it. So you must be very intentional about its content and format. We have discussed this in detail in the article. Here are a few examples for your reference.

Here is an example of a business letter from Purdue University’s Online Writing Lab . The sample also specifies recommended margins and spacing for the letter.

This is a marketing letter example from GCF Global . Note that as CTA, the writer had provided multiple ways (contact number and email ID) to reach out to her. This makes it easier for the reader to respond.

If you have to send the business letter through email, you need to tweak the format a bit. For example, while the salutation, body and signature will remain the same, you will need to add the subject line to notify the recipient of the purpose of your email and you can include both links and attachments.

Here’s how a business letter via email differs:

• Add a subject line to include the topic you are writing about
• Your address and contact information should come below your signature
• Option to add links as well as attachments

Bottom Line

It’s not that difficult to write an effective business letter that gets you the desired results. Use the template shared here to ensure each section of your letter adheres to the appropriate style and format.

What are the seven parts of a business letter?

The seven parts of a business letter are: sender’s address, date, recipient address, salutation, body, closing salutation and signature. If you have documents attached with the letter, include a list of enclosures after the signature.

Why should I use a business letter format?

When you use a standard business letter format, it establishes your commitment to the recipient and forms a good first impression.

What is a business letter?

A business letter is a formal document used by companies for professional communication to other companies, employees and stakeholders.

What is the best font to use for a business letter?

When writing a standard business letter, the preferred fonts are either Times New Roman or Arial, especially if you are sending the letter to a conservative company. The preferred size of the type is 12. For a more modern or liberal company, you can be a little more creative in your font choice, but it should still be legible. Calibri, Verdana, Courier New, Cambria and Verdana are also possible options to consider.

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Business Proposal Presentation

Used 4,997 times

Reviewed by Anna Werigo

Use this free business proposal presentation template to create a strong deck that impresses your potential clients.

e-Sign with PandaDoc

Prepared by: ​ [Sender.FirstName] ​ [Sender.LastName] [Sender.Company] [Sender.Email] ​

Business proposal presentation

Table of Contents

1. Cover Letter 2. Executive Summary 3. About Us 4. Services 5. Scope of Work 6. Challenges and Solutions 7. Objectives 8. Deliverables 9. Timeline 11. Why Us 12. Testimonials 13. Case Study 14. Contacts 15. Thank You

I am writing on behalf of [Sender.Company] . We are a company known for (describe services)…

We have been in this business for XX years and have worked with (client examples and reviews)…

It would be a pleasure to work with you on (describe project). Please do not hesitate to reach out anytime if you have any questions.

Thank you for your time and consideration!

DEAR MR/MS. [Client.LastName] ​,

​ [Sender.FirstName] ​ [Sender.LastName] ​ [Sender.Title] ​ [Sender.Company] ​

Cover Letter

Executive Summary

State the main purpose of this proposal e.g. to explain how your company's services are the right solution for the prospective client's objective.

Tell your prospective client about your company summed up in a short elevator pitch.

Founded in XXXX

XXX employees

Located in CITY, STATE

(list awards received)

X star average customer reviews

Outline the key services your company provides, especially as they relate to the proposed project, e.g. content writing, paid advertising, email marketing, etc.

Scope of Work

Explain the actions to be performed in the scope of work, including a brief description and the hours involved.

Description

Challenges and Solution

Poorly structured website for SEO purposes.

SOLUTION

Perform on-page SEO restructuring

State the key objectives that the client hopes to accomplish through this process e.g. generate leads, increase sales, improve search engine rankings, etc.

GENERATE LEADS

INCREASE SALES

IMPROVE SEARCH ENGINE RANKINGS

Deliverables

Summarize what you'll be delivering to the client through the process e.g. # of content pieces, a marketing campaign, graphics, etc

Nubmer of content pieces

Marketing campaign

Lay out an overall timeline for the project's completion and identify certain milestones along the way e.g. delivery of raw video footage for review, finished product, etc.

Briefly describe all the actions on this stage

Share available pricing options or explain how projects are priced e.g. custom per individual project.

PACKAGE 1 $X,XXX

PACKAGE 2 $X,XXX

PACKAGE 3 $X,XXX

Includes…

Sell your company in as few words as possible while highlighting some of the major reasons clients typically choose you.

Best reviewed provider in AREA

XX% cheaper on average than our competitors

Awards and certifications

Testimonials

Share some of the best testimonials you've received from other clients.

"I wouldn't go anywhere else to find a solution for my financial needs. (Company) was professional, a great value, and took the time to understand my situation."

Name, Company

Rank a website for a group of targeted keywords

Increased rankings for XX keywords by an average of XX.

Give an example of a real project that was similar to your prospective client's and how you were able to get a successful outcome.

List some of the key contacts your client can follow up with about this proposal including their title and contact information.

Phone number

Email address

Post address

“Don’t sit down and wait for the opportunities to come. Get up and make them.”

Madam C.J. Walker, the first female self-made millionaire

Care to rate this template?

Your rating will help others.

Thanks for your rate!

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Top 15 Business Proposal Cover Letter Templates With Samples and Examples

Lakshya Khurana

You’ve worked day and night on your business proposal. It is a work of art that is guaranteed to get you that contract. You are here because you think the god is in the detail, and everything about your ideas and execution has to be the best-in-class. Now, you wish to make the business proposal cover letter just as attractive and match up to your skills on the ground.

Presto! You’ve come to the right place. We at  SlideTeam, bring you 15 amazing cover letters, each of which is a perfect introduction to your business proposal. These are content-ready and 100% editable, saving you a lot of time and money!

Let’s start the journey to give your business proposal the presentation it deserves.

Template 1: Cover Letter for Cultivation Business Proposal

We present a soothing cover letter for businesses in agriculture and the sectors within it. With details covered, this cover letter PPT Template will ensure your business proposal makes it to the top of the list. Whether your business is in farming, warehousing, poultry, or any other related field, this presentation template is for you. Download it now!

Download this template

Template 2: Cover Letter for New Business Proposal

Are you looking for a cover letter template that will make the audience nod in appreciation? This PowerPoint Layout is your chance to make a great first impression on potential investors, partners, and clients. Whether you're seeking funding from investors or simply trying to land that big client, make sure you start on the right foot. Download this presentation template now!

Grab this template

Template 3: Cover Letter for Agriculture Business Proposal

Are you in the agriculture business and looking to make a proposal to a potential client? You're going to need an awesome cover letter. With the green color scheme, you'll be able to wow your clients and win some business. Showcase your knowledge of agriculture in the text of the cover letter if you want. Download it right away.

Template 4: Cover Letter for HR Outsourcing Business Proposal

If you're looking to make a persuasive case for outsourcing your company's HR functions, this cover letter PowerPoint Template is exactly what you need. It comes complete with an infographic highlighting key points you want to make.  It's got a modern and stylish design, with plenty of room for your text and images. Get it now.

Template 5: Cover Letter for Business Venture Proposal

If you are seeking funding for a business venture, this PPT Theme is designed to grab the attention of potential investors and convince them to support your project. This presentation template also delineates the key points that should be included in a proposal, such as an overview of your business and financial needs. Download now.

Template 6: Cover Letter for Pressure Washing Business Proposal

Let’s take the example of pressure washing as a business. First impressions matter a lot. This cover letter PPT Preset has a clean, modern design that's bound to make a good impression on potential clients. It will help you showcase market opportunities, business models, value propositions, and more. Download it now.

Template 7: Industrial Plant Business Proposal Cover Letter

Are you in need of an industrial plant business proposal cover letter? Look no further! This cover letter will give you a head start on writing your own persuasive and informative one-pager. After going through this infographic, you will know how to present your proposal's key points. Download now.

Template 8: Cover Letter For Business Proposal

A more generalized template for business owners, this infographic cover letter provides you with the functionality of an overview, products and services, finances, project timeline, and more. How about an FAQ section that will answer any questions that the client may have? Get this template right away.

Template 9: Cover Letter for New Business Proposal

Getting funding for a new business is difficult. Doing it without a proposal that has a killer cover letter is well-nigh impossible. It covers key points that should be included in a successful business proposal and presents them in a clear and concise manner. Download it now.

Template 10: Cover Letter Freight Forwarding Business Proposal

Our freight forwarding business proposal one pager covers all the bases, from an overview of your services to your company's unique selling points. It's the perfect way to introduce yourself and your business to new clients. We also offer tips on how to stand out from the competition so you're sure to make a lasting impression. Get it now!

Template 11: Cover Letter Sample Business Proposal One-Pager

Another generalized cover letter template that you can personalize to your needs, this layout has everything you could need to introduce your proposal. It is short, sweet, and to the point; clients appreciate brevity. Download it now.

Template 12: Cover Letter for E-Mail Business Proposal

The digital age comes with the advantage of creating a digital cover letter for your proposal. It is the perfect way to introduce your proposal in a professional and persuasive manner. The document includes a sample cover letter you can customize to fit your proposal. Get it now!

Template 13: Cover Letter for Tourism Business Proposal

Are you in the travel and tourism industry? Perhaps you are looking to break into this field with a new business proposal. If so, you will want to make sure that your proposal is top-notch and gets the attention it deserves. Having a great cover letter is essential to making a good first impression. Download it now.

Template 14: Cover Letter of Business Proposal One-Pager

This one-pager cover letter is perfect for writing a crisp introduction to your business proposal. We have taken care of the design so that you can focus on the content, making sure that your proposal stands out from the rest. Download it now.

Template 15: Cover Letter for Apartment Cleaning Business Proposal

Looking to get your apartment cleaning business off the ground? Simply edit the text to fit your specific needs, and you will be ready to send out your proposal in no time at all. Plus, the stylish design is sure to impress potential clients. So why wait? Download it now.

The Three-Pronged Strategy

You introduce yourselves and your company, and then you get straight to the heart of the matter. What makes your business proposal the right fit for the client’s needs? You break down the proposal into three key sections: What you can do, how you'll do it, and what will it cost? This makes prospective clients see the value of working with you. You finish on the strong foot with a call to action and your contact information.

All this and more, in a neat, readymade package, is there for you. Download our PowerPoint Templates now.

FAQs on Business Proposal Cover Letters

What is a Business Proposal?

A business proposal is a written offer to sell or purchase goods and/or services. It's an essential document in any business transaction, as it presents your company's case for why the other party should accept your offer and do business with you. It is the tool that can make your value offering stand out and signal your high professional ethos and work ethic. A business proposal cover letter represents your commitment to excellence. It is a must-have in your business portfolio.

What is a Business Proposal Letter?

A business proposal letter is a document that sets out the details of your proposed business venture. To write a business proposal letter, you should include the following:

• An introduction that briefly describes your company and the type of services or products you provide.
• A description of your target market, including details about your customers, competitors, industry trends, and existing market share.
• Information about any financing or other investment required to start and run your business.
• Details about how you plan to market your product or service, including the price, availability, and the estimated market share you hope to corner.
• A call to action in which you outline what the recipient needs to do next, such as contacting you with questions or making a decision about investing in your business.

What should you include in a business proposal?

When drafting a business proposal, there are elements that you should consider including in your document. These include:

• An executive summary outlining your proposal’s key points that help convince the reader to continue reading.
• Background information about your company or organization, including any relevant experience or achievements that will demonstrate your ability to complete the project successfully.
• Specific details about your proposed solution, including any features or specifications relevant to the project.
• Estimated costs, timelines, and other financial information can help convince your reader that you have a viable plan for completing the project on schedule and within budget.
• Relevant contact information, including your name and contact details, as well as the names and contact information of other stakeholders involved in the project.
• Any additional supporting materials that will help to strengthen your proposals, such as references, case studies, or testimonials from previous clients.

What are the types of business proposals?

There are many business proposals, each with a particular purpose and function. Some of the common ones are:

• Companies typically use requests for proposals (RFPs ) to solicit bids from potential vendors or suppliers to provide goods or services that meet specific requirements.
• Informational proposals are used when a company wants to gather information from potential customers. These proposals typically serve as introductions and do not require the respondent to provide a formal proposal or business plan.
• Executive summaries are often included as part of a formal proposal or business plan and are intended to provide an overview of the document. It should be a standalone document that explains what the proposal is trying to achieve.
• Companies often use proposals for new products or services to gather potential customers' interest before undertaking the full production process.

How do you write a business proposal?

Key steps to writing a business proposal:

• Include all information your target audience or client will need to decide about your product or service, including a clear description of what you offer. Any specific certification/qualification that sets you apart from other vendors or providers in your industry must also be listed.
• Tailor your proposal to the needs and requirements of your target audience, paying close attention to formatting and the tone of voice that you use throughout your proposal.
• Include a well-written executive summary at the beginning of your proposal, which states the benefits and features of your product or service in an engaging, interesting manner.
• Do plenty of research ahead of time to anticipate any potential questions or concerns from your audience. Address concerns that may arise during the proposal review process.
• Communicate clearly and concisely when writing a business proposal, using proper spacing and formatting throughout the document.
• Be confident in your ability to present your ideas in a compelling way, and be persistent in your efforts to win new business.
• Invest the time and effort needed to write a well-crafted business proposal--it is definitely worth it in the long run! To learn more about how to write an effective business proposal, check out these helpful resources online.​

What is the purpose of a Business Proposal?

The purpose of a business proposal is to gain approval from an organization in order to move forward with your project, idea, or initiative. This can involve anything from raising money for a new product, pitching the benefits of a new marketing strategy, or simply presenting your case for more funding.

Although there are types of business proposals, they share the same goal: convincing your audience to accept your idea. You need to be able to present a clear and concise argument that addresses any concerns or objections raised by the decision-makers in your target organization.

Do you wish to create the perfect restro proposal? Check out this blog to gain access to the templates!

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Business Writing in Action

Learning objectives.

By the end of this section, you will be able to:

• Describe the fifteen parts of a standard business letter.
• Access sample business letters and write a sample business letter.

Letters are brief messages sent to recipients that are often outside the organization (Bovee & Thill, 2010).They are often printed on letterhead paper, and represent the business or organization in one or two pages. Shorter messages may include e-mails or memos, either hard copy or electronic, while reports tend to be three or more pages in length.

While e-mail and text messages may be used more frequently today, the effective business letter remains a common form of written communication. It can serve to introduce you to a potential employer, announce a product or service, or even serve to communicate feelings and emotions. We’ll examine the basic outline of a letter and then focus on specific products or writing assignments.

All writing assignments have expectations in terms of language and format. The audience or reader may have their own idea of what constitutes a specific type of letter, and your organization may have its own format and requirements. This chapter outlines common elements across letters, and attention should be directed to the expectations associated with your particular writing assignment. There are many types of letters, and many adaptations in terms of form and content, but in this chapter, we discuss the fifteen elements of a traditional block-style letter.

Letters may serve to introduce your skills and qualifications to prospective employers, deliver important or specific information, or serve as documentation of an event or decision. Regardless of the type of letter you need to write, it can contain up to fifteen elements in five areas. While you may not use all the elements in every case or context, they are listed in Table 13.1 “Elements of a Business Letter”.

Table 13.1 Elements of a Business Letter

Strategies for Effective Letters

Remember that a letter has five main areas:

• The heading, which establishes the sender, often including address and date
• The introduction, which establishes the purpose
• The body, which articulates the message
• The conclusion, which restates the main point and may include a call to action
• The signature line, which sometimes includes the contact information

A sample letter is shown in Figure 13.5 “Sample Business Letter”.

Figure 13.5 Sample Business Letter

Always remember that letters represent you and your company in your absence. In order to communicate effectively and project a positive image,

• be clear, concise, specific, and respectful;
• each word should contribute to your purpose;
• each paragraph should focus on one idea;
• the parts of the letter should form a complete message;
• the letter should be free of errors.

Key Takeaways

• Letters are brief, print messages often used externally to inform or persuade customers, vendors, or the public.
• A letter has fifteen parts, each fulfilling a specific function.

1. Create a draft letter introducing a product or service to a new client. Post and share with classmates.

2. Find a business letter (for example, an offer you received from a credit card company or a solicitation for a donation) and share it with your classmates. Look for common elements and points of difference.

3. Now that you have reviewed a sample letter, and learned about the five areas and fifteen basic parts of any business letter, write a business letter that informs a prospective client or customer of a new product or service.

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Purdue Online Writing Lab Purdue OWL® College of Liberal Arts

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.

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Business Letters

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