Write a business letter with AI
Pick the type of letter and the recipient, and a draft with a subject, greeting, body and signature appears beside it. Describe the situation in your own words: the AI turns it into business language.
Prompt sent to the chat: «Write a business letter reminding about a payment, addressed to the director of a partner company, strictly formal. Situation: Invoice No. 512 of 1 October 2026 for 84,600 roubles is unpaid, due 15 October, we expect payment by 28 October. Structure: subject, greeting, the point in the first paragraph, deadlines and what we need from the recipient, signature. Polite but firm, no bureaucratic clichés.»
Business letters are a text scenario, free on the Starter plan (30 units of energy).
Reminder: invoice No. 512 is overdue
Dear Mr Orlov,
This is a reminder that invoice No. 512 of 1 October 2026 for 84,600 roubles under agreement No. 14 of 2 September 2026 remains unpaid. Under the agreement, payment was due on 15 October. Please settle the balance by 28 October or let us know when you plan to pay.
Yours sincerely, Alexey Ilyin Commercial Director, Sever Ltd
The preview is a sample. In the chat the letter is built around your amounts, dates and names; it arrives as text you can paste into an email or onto letterhead.
A letter to a partner for a routine occasion
Most business letters are not creative writing but notices: a new director, a new address, new bank details, a payment that came in wrong. The eight most common occasions, one click each.
Instead of a template with someone else’s details, you get a letter for your situation. Click an occasion, add the dates and document numbers and send it to the chat. If you have not given the bank details, names or amounts, the AI leaves them in square brackets for you to fill in.
How to write a business letter: six parts
A letter with all six parts will not need rewriting. The AI puts them together; you check the facts.
- 1. Header
- What to write: Who it is from (letterhead or company details), the reference number and date; then who it is for: name, title, company.
- Example from the preview: “Mr Sergey Orlov, CEO, Vector Ltd”
- 2. Subject
- What to write: One line that lets anyone find the letter six months later. Not “Letter” but what it is about.
- Example from the preview: “Reminder: invoice No. 512 is overdue”
- 3. Greeting
- What to write: “Dear Mr/Ms + surname” for formal correspondence, “Hello + first name” once you already work together.
- Example from the preview: “Dear Mr Orlov,”
- 4. The point in the first paragraph
- What to write: What happened and what you need from the recipient. Details and background go below.
- Example from the preview: “invoice No. 512 for 84,600 roubles remains unpaid”
- 5. Deadline and action
- What to write: What to do and by when. Without a deadline the letter is easy to put off.
- Example from the preview: “Please settle the balance by 28 October”
- 6. Signature
- What to write: Title, name, contact details. Enclosures listed at the end, if there are any.
- Example from the preview: “Alexey Ilyin, Commercial Director, Sever Ltd”
Polite but firm: taking the emotion out of a letter
A business tone is not officialese but a calm voice: fact, request, deadline. On the left, typical heated phrases; on the right, their business versions.
- You still haven’t paid! How long are we supposed to wait?
- What business correspondence says: This is a reminder that invoice No. 512 remains unpaid. Please settle the balance by 28 October.
- We had a look and decided it doesn’t work for us
- What business correspondence says: We have studied the terms carefully and are not ready to accept them yet.
- Send the statement right now, accounts are breathing down our necks
- What business correspondence says: Please send the reconciliation statement by 30 October: we need it to close the reporting period.
- Sorry to bother you, if it’s not too much trouble…
- What business correspondence says: Please let us know when you plan to pay.
- If you don’t pay, we’ll sue and take everything you have
- What business correspondence says: If payment is not received by 28 October, we will have to send a formal claim.
Rewrite your own text in a business style
Already written the letter, but it sounds harsh or, the other way round, too eager to please? Paste it into the chat and ask to “rewrite in a business style”. The AI removes the emotion, keeps the facts and adds a deadline. If the recipient is a long-standing partner, ask for “warmer, but to the point”.
If the letter has to be in another language
Ask for the letter straight away in the language you need, with a translation underneath, so you know what you are sending. More about translation is on the AI translator page.
Internal memos and common mistakes
Internal memo
An internal document addressed to your manager: asking for approval, reporting a problem, explaining a delay. The structure is the same as a letter’s, only shorter: to, from, the point, the reasoning, the request, date and signature. Write what needs approving and why, and the AI will lay it out.
Mistakes that stop a letter from working
- A subject like “No subject” or “Question” – the letter gets lost in the inbox.
- The point in the third paragraph, after the history of the relationship.
- No deadline: “please pay” with no date.
- Threats instead of consequences: “we’ll take everything” instead of “we will send a formal claim”.
- Someone else’s details left over from a downloaded template – check every figure.
- Addressing an unfamiliar director by their first name.
If the correspondence has hit a dead end and you need a document with demands, move on to writing a complaint letter. If the letter is meant to sell, you need a sales proposal. And a cover letter for a job application is on the resume page.
Write a business letter for free
FAQ
Is it free?
Yes. Business letters, internal memos and rewriting text in a business style are text requests, included in the Starter plan with 30 units of energy.
Where can I get a sample letter to partners about a new director or new bank details?
Click the occasion you need in the “Letters to partners” block: the AI writes a letter for your situation and leaves the dates, names and bank details in square brackets. That is more reliable than editing someone else’s template.
Does the AI know my company’s details?
No. You provide the bank details, contract numbers and amounts yourself – in the prompt or later in the text. Check every figure before sending.
What form will the letter come in?
As text in the chat. You can paste it into an email, onto letterhead or into your document system. Edits are made in words in the same dialogue: “shorter”, “add a deadline”, “soften the second paragraph”.
How do I rewrite my text in a business style?
Paste your text into the chat and write “rewrite in a formal business style, keep the facts and deadlines”. The AI removes colloquial words and emotion and keeps the meaning.
Can I reply to a client’s complaint?
Yes, pick the “Reply to a complaint” type. If the complaint is serious and involves money or a court case, show the draft to a lawyer. To write a complaint of your own, see the complaint letter page.