A business justification is a justification for a proposed business venture or expense. Usually in written form, the document is often included in business plans created as part of a loan application.
When writing a business justification letter, the first thing is the contact information for the sender and receiver of the letter. The letter should start with the sender's information, including the sender's name, address, phone number and email address. Space down before placing the date that the letter is written on. Follow with another space before the receiver's information, which should include their name, title, company and address.
Next, space down and enter the salutation addressing the receiver of the business justification letter. Senders should use the salutation of dear, followed by the name of the person they are sending the letter to. If they know the person that will receive the letter they can use that name, such as Mr. or Mrs. Smith. The sender should also use any titles associated with the person, including Judge, Dr., or other professional titles. Finally, if the sender has no idea who will receive the letter, he can simply put "To Whom it May Concern."
After the salutation, the business justification letter writer needs to address the reason they are sending the letter to the recipient. This includes an introductory first paragraph, followed by a space. The sender should then write additional paragraphs going into more detail about their proposal and the justifications for their request, always making sure to put a space in between paragraphs. The final paragraph should wrap up the justification letter by reiterating the reasoning behind the request and thanking the receiver for their consideration.
Closing and Signature
The sender should finish the letter with an appropriate closing. Most often, this is in the form of "Thank you," with the first letter capitalized, Other closings include "Respectfully yours," "Kindest regards" or "Sincerely." Finish off by spacing down at least four spaces to leave enough room for a signature, with the sender's typed name below that space.
Expense Worksheet and Enclosures
Another option for many business justification letters is to include supporting documents with the letter. To signify this, the sender can space down below the closing and add the word "enclosure." Furthermore, the sender can list out the included documents below this to indicate the receiver as to which documents to look for when receiving the letter.
Some writers of business justification letters like to also include an expense worksheet. An expense worksheet breaks down how much the total venture should cost in terms of dollar amounts. Expenses can include any travel expenses resulting from flights, rental cars and hotel rooms. In addition, the sender needs to list any additional expenses, such as any needed registration fees, food per day and other expenses often associated with doing business. The sender should also signify how many people the proposal includes, such as additional employees needed, and multiply the expenses according to that number to come up with a final cost.