Letter Templates
Business correspondence — thank-you, complaint, request, recommendation.
Instant downloads • Fully editable • Export to Word, Excel or PDF
342 templates
Includes Letter of Intent — Acquisition of Business, Job Offer Letter Template (Long Form), Resignation Letter and 339 more.
At a glance
What it is
Business letter templates are pre-structured documents that cover the full range of professional correspondence — from requesting action to confirming agreements, resolving disputes, and recognising employees. Each template in this filter supplies the correct tone, structure, and key language so you can send an accurate, professional letter in minutes rather than hours.
When you need one
You need a business letter template whenever a situation calls for formal written communication that will be sent outside your organisation or placed in a personnel or legal file. Letters carry more legal and professional weight than email, so the right template ensures nothing important is omitted.
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Which template fits your situation?
The right letter depends on the relationship you are writing to and the outcome you need. Use the scenarios below to find the template that fits your exact situation.
How to write a business letter
A well-structured letter takes less than 30 minutes when you start from the right template; the steps below apply to every letter type in this filter.
Identify the letter's single purpose
Before opening a template, write one sentence stating what you need the recipient to do — every other element of the letter supports that sentence.
Choose the matching template
Select the template whose label most closely matches your situation; using a purpose-built template (e.g. Demand Letter vs. generic letter) ensures the legal and professional language is already calibrated.
Fill in the recipient block and reference line
Use the recipient's full legal name and title, and add any invoice number, contract reference, or case ID that connects this letter to prior documents.
State facts in the body — dates, amounts, obligations
Replace every placeholder with specific, verifiable details; vague language weakens both the professional impression and any legal standing the letter might carry.
Make the request or action explicit
Name the exact outcome you need and give a clear deadline — 'please remit $4,200 by 15 June 2026' is stronger than 'please settle as soon as possible'.
Add consequences or next steps where appropriate
For dispute or demand letters, state plainly what you will do if the deadline is missed; for positive letters, describe the next milestone.
Proofread, sign, and send in an appropriate format
Export to PDF for a tamper-evident record, print and sign letters that will be filed physically, and retain a dated copy in your own records.
Glossary
- engagement letter
- A letter that defines the scope, fees, and terms of a professional services relationship before formal work begins.
- demand letter
- A formal written notice that instructs a recipient to take a specific action — typically payment or compliance — or face legal consequences.
- letter of intent (LOI)
- A document that outlines the proposed terms of a deal or transaction before a binding contract is drafted.
- cease and desist letter
- A written notice ordering a party to stop a specific activity — often trademark infringement, harassment, or breach of a contractual obligation.
- acknowledgement letter
- A brief letter confirming that a document, request, or item has been received.
- severance letter
- A letter issued to a departing employee that documents the terms of their separation, including any compensation or benefits offered.
- letter of reference
- A letter written by someone familiar with a person's work that vouches for their skills, character, and suitability for a role or opportunity.
- breach of contract letter
- A formal letter notifying a counterparty that they have failed to meet one or more contractual obligations.
- funding request letter
- A letter addressed to a lender, investor, or grant body that requests a specific amount of capital and explains how it will be used.
- cover letter for RFP
- A letter submitted alongside a formal proposal in response to a Request for Proposals, introducing the bidder and summarising the proposal's key points.
- late payment letter
- A letter sent to a debtor reminding them of an overdue invoice and specifying a new deadline for payment.
- incumbency certificate letter
- A letter issued by a company's secretary confirming the names and authority of its current officers, commonly required in banking or legal transactions.
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Frequently asked questions
What letter templates are available?
342 letter templates, including Letter of Intent — Acquisition of Business, Job Offer Letter Template (Long Form), Resignation Letter, Employee Dismissal Letter, Acceptance of Resignation.
What is the difference between a business letter and a business email?
A business letter is a formal written document intended to create a permanent record, carry legal weight, or represent your organisation in a professional context. Email is faster and less formal, but it can be harder to authenticate, easier to overlook, and less persuasive in a dispute. For hiring decisions, contract disputes, legal notices, or any communication that may later need to be produced as evidence, a formal letter is the right channel.
Which letter template should I use when a client has not paid?
Start with the Late Payment Letter (D448), which sets out the amount owed, the original due date, and a new payment deadline. If the client does not respond, escalate to the Demand Letter (D13262), which puts them on formal notice that legal action may follow. Keep copies of both letters and any delivery confirmation.
Can a letter of intent be legally binding?
It depends on the language used. In many jurisdictions, a Letter of Intent signals serious interest without creating a binding contract, but certain clauses — such as exclusivity, confidentiality, or a break-up fee — can be enforceable. Consider having a lawyer review the letter before sending if any clause could be read as a commitment. Business in a Box templates do not constitute legal advice.
When do I need an engagement letter vs. a contract?
An engagement letter defines the scope, fees, and expectations for a professional services relationship — it is commonly used by consultants, accountants, and lawyers. It functions as a lightweight agreement, but for complex or high-value engagements a full contract with additional clauses (IP ownership, liability caps, termination) is typically more appropriate. Use the Consulting Engagement Letter (D13259) or Engagement Letter (D13681) to get the relationship started quickly, then layer in a fuller agreement if scope expands.
How do I write a strong recommendation letter for a former employee?
Use the Letter of Reference_Long (D491) for a full endorsement that covers role, tenure, key achievements, and a personal recommendation, or the Letter of Reference_Short (D492) when a concise endorsement is sufficient. Be specific: name the projects the employee led, the skills they demonstrated, and the outcomes they achieved. Generic references add little value and can damage your credibility as a referee.
What should a cease and desist letter include?
A Cease and Desist Letter (D12916) should identify the sender and recipient clearly, describe the infringing or harmful behaviour in factual terms, cite the legal or contractual basis for the demand, state precisely what must stop and by what date, and outline the consequences if the activity continues. Because this letter can be the first step in litigation, consider having a lawyer review it before sending.
Do I need a letter template for internal HR decisions?
Yes. Written HR letters — dismissal, demotion, salary increase, severance — create the documented record you need if a decision is later challenged. Templates such as the Employee Dismissal Letter (D508), Employee Demotion Letter (D13666), Increase Of Salary Letter (D13354), and Severance Letter (D13283) include the key fields that employment lawyers and HR professionals expect to see.
How is a letter of interest different from a letter of intent?
A Letter of Interest (D12656) expresses that you want to explore a potential opportunity — a partnership, acquisition, or job opening — without committing to specific terms. A Letter of Intent (D12655) goes further: it outlines the proposed terms, timeline, and conditions of a deal, and is typically exchanged after initial discussions have taken place. Use a Letter of Interest to open the door; use a Letter of Intent once both parties are ready to move toward a formal agreement.
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How our templates are made
Every template is written by the Business in a Box editorial team and published by Bruno Goulet, CEO & Editor-in-Chief. Business in a Box has published business and legal templates for more than 20 years. Each document page explains what the template covers and how to fill it in; for legal documents, have a qualified professional review the final version when the stakes warrant it.
