A business closure letter serves as a timely announcement to the customers and all those who are related to a business regarding its closure process. The closure letter is particularly written to those who are the main participants in the business activities (suppliers, customers, etc.). The letter helps in conveying lot of information to the reader, and it can also be considered to be an important part of customer service. It helps in thanking the customers or suppliers for the key role they played and provides the information (if any) regarding what they should do because of the closure of business. Writing a business closure letter also provides a professional ending to one’s business contacts.
Importantly, the business closure letter should have the date of closing of the business. The customers should be informed at least 20-30 days in advance in order to conclude any pending business transactions, whereas the suppliers should be informed 60 days earlier in order to settle any accounts. The reader should also be informed regarding any dealings/activities that should be carried out before the closure (for example, settling of bills, taking back any belongings, etc). The business owner should provide information regarding whom to contact for any clarification of doubts in the future. The sender should thank the respective people for the roles they played in the business.
The business closure letter should mainly include the following:
- Sender’s address and contact information
- Date of writing
- Recipient’s name, company/business, address and contact information
- Salutation, message regarding the closure of the company/business, valediction, and the sender’s name, title and company.
The message body should be started by providing an outline of the contents of the letter, which includes the name of the company and the intention of the letter (i.e., about the closure of business). Hence, this will clearly convey the purpose of the letter to the receiver at the very start of the body of the letter. Alternatively, a subject line can be included before starting the letter.
Further, the details regarding business closure must be given. Whoever is associated with the business must be aware of the closing of services and the resulting changes. Clearly mention anything regarding the future of business: for instance, if it is closed temporarily, then the clients may be in touch for future plans. In addition to the basic outline, a few more areas should be covered – for example, selling of machinery and the requirement to meet any person. Contact information, such as an email address or mailing address, can also be given so that the customers or clients can contact the business owner if the need arises. As a conclusion, write a message thanking the reader for all the support extended by him/her to the company/business.
It is not wise to send the same letter to all readers. Moreover, it is necessary to categorize the letters according to the type of reader (customers, suppliers, etc.). Checking the letter content before sending it will help in finding out any missing information or details. Once again, make sure that everyone associated with the business is informed about the business closure.
Finally, before sending the letter, it must be thoroughly proofread to avoid any errors or typos. To check the quality of the letter of business closure, one can compare it with the closing letter of a fellow business owner. It is advisable to obtain legal advice from an attorney to follow the procedure of closing of the business and dealing with clients, customers, and suppliers.
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