Business Response Letter

Response Letter


Whenever there is a business inquiry or any question regarding the brand sent to the business, a response letter is sent to back them with an answer. A Response letter is written in reply to an inquiry.  It is considered a good business ethics or, if on a personal note, courteous, to forward a response to a query. The letter of reply should be polite no matter what form of response is given – positive or negative. A response should be written in humble and gracious keeping in mind the fact that you’re representing a brand. It is essential to respond to a business query as it’s the customers right to demand information. While writing a response letter, another thing to be kept in mind is to avoid any grammatical errors as it could put up a bad name on your company.

Another important thing you have to keep in mind while sending a response letter is timing as it should not be delayed and procrastination should be highly avoided. It is always advised to mention the relevant information and all questions should be cleared. You should avoid any comments or any personal criticism if it’s not complimentary.  If it’s a declination, you should write it gracefully. A long letter is not a necessity. It’s always better to thank the reader for their time and interest. Lastly, the tone should always be positive.

Sample letter

Given below is a sample response letter


Ali Mayer

Event Manager

Samson Engineering

1273 Riedel Street
Fort Mcmurray, AB T9H 3J9



Mandy Jacobs

Function Manager

Eastside Grand Hotel

65121, Eastside Street

Lenexa, KS 66271

Dear Sir,

 Subject: Reservation of Function Hall

I am writing to confirm the reservation for the dates DD/MM/YYYY -DD/MM/YYYY for Samson Engineering for which you had enquired about. As requested we will be making the necessary arrangements of arranging 110 more seats than usual.

Also, we would like to inform you that as per your request, you can use the banquets for extra hours than normal hours 5 pm to 10 pm, which would be charged separately.

In response to your query for the decoration, we have plenty of options available and would request you to come and check those out. If you have any more questions, do not hesitate to ask us!

Thanking you.

Yours Sincerely,

Ali Mayer

Event Manager

Samson Engineering

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