Selling a business feels like closing one chapter while opening another. The letters you write during this process can make the difference between a smooth transaction and months of complications. Whether you’re reaching out to potential buyers, informing employees, or updating customers, your words carry weight.
Most business owners underestimate how much communication goes into a successful sale. From the first inquiry to the final handover, you’ll write dozens of letters and emails. Each one needs to strike the right tone, share the right information, and move things forward. The samples below will help you handle every situation with confidence.
Sample Letters of Selling Your Business
These ten letters cover the most common scenarios you’ll face when selling your business. Each one serves a different purpose and audience.
1. Initial Inquiry to Potential Buyer
Subject: Business Opportunity – [Business Name]
Dear [Recipient Name],
I hope this letter finds you well. After running [Business Name] successfully for [number] years, I’ve decided to explore selling the business to focus on new ventures.
Our [type of business] has shown consistent growth and profitability. Last year, we generated $[amount] in revenue with a net profit margin of [percentage]%. The business operates from a prime location at [address] and serves over [number] regular customers.
The sale would include all equipment, inventory, customer database, and goodwill. I’m asking $[amount] for the complete package, though I’m open to discussing terms that work for both parties.
Would you be interested in learning more? I can provide additional financial details and arrange a private viewing at your convenience.
Looking forward to hearing from you.
Best regards,
[Insert sender’s name and title]
2. Response to Buyer Inquiry
Subject: Re: Interest in Purchasing [Business Name]
Hi [Buyer Name],
Thanks for reaching out about [Business Name]. Your timing couldn’t be better since I’ve been thinking about this transition for months.
Let me share some key details that might interest you. We’ve been profitable every year since opening, with 2024 being our strongest yet. Monthly revenue averages $[amount], and our customer retention rate sits at [percentage]%.
The business practically runs itself at this point. I have three excellent employees who know the operation inside and out. Most customers have been with us for years, and we get plenty of new business through word-of-mouth.
I’d love to sit down and walk you through everything. How about we meet this [day] at [time]? We can look at the books, tour the facility, and discuss what a transition might look like.
Give me a call at [phone number] if this works for you.
Best,
[Sender’s name and position]
3. Letter to Employees About Potential Sale
Subject: Important Update About Our Company’s Future
Dear Team,
I wanted to share some important news with all of you before you hear it elsewhere. After much consideration, I’ve decided to explore selling [Business Name].
This decision wasn’t made lightly. Running this business has been the highlight of my career, largely because of the incredible team we’ve built together. However, it’s time for me to step back and pursue other interests.
I want to assure you that any potential buyer will need to understand what makes this company special – and that’s each of you. During negotiations, protecting your jobs and maintaining our company culture will be my top priorities.
Nothing will change in how we operate day-to-day while I explore options. We’ll continue serving our customers with the same excellence they expect from us.
I’ll keep you updated as things develop. Please feel free to reach out if you have questions or concerns. We’ll get through this transition together.
Thank you for your continued dedication.
Sincerely,
[Your name and designation]
4. Confidentiality Agreement Request
Subject: Confidentiality Agreement – Business Sale Discussion
Dear [Prospective Buyer],
Thank you for your interest in acquiring [Business Name]. Before we proceed with detailed discussions, I need you to sign the attached confidentiality agreement.
This document protects sensitive business information including financial records, customer lists, supplier relationships, and operational procedures. The agreement ensures that any information shared during our negotiations remains confidential regardless of whether the sale proceeds.
Key points covered in the agreement: – Non-disclosure of all business information for 5 years – Prohibition on using information to compete with the business – Return of all documents if negotiations end
Once you’ve reviewed and signed the agreement, I’ll provide comprehensive financial statements, customer analytics, and operational details. This information will give you everything needed to make an informed decision.
Please return the signed agreement within one week so we can move forward promptly.
Thank you for your understanding.
[Insert your name and role]
5. Letter to Key Customers About Ownership Change
Subject: Exciting News About [Business Name]
Dear Valued Customer,
I have some exciting news to share. After [number] wonderful years as owner of [Business Name], I’ve decided to pass the torch to [New Owner Name], who shares my commitment to exceptional service.
This transition represents growth, not goodbye. [New Owner Name] brings [relevant experience/background] and plans to expand our services while maintaining the personal touch you’ve come to expect.
During the transition period, which begins [date], you won’t notice any changes in your service. The same team members you know and trust will continue serving you. All existing agreements, warranties, and commitments remain in full effect.
[New Owner Name] will be reaching out personally to introduce themselves and discuss any questions you might have. They’re as excited to work with you as I’ve been over the years.
Thank you for your loyalty and support. It’s been my pleasure serving you, and I know you’re in excellent hands going forward.
Warmest regards,
[Sender name and title]
6. Formal Purchase Agreement Cover Letter
Subject: Purchase Agreement – [Business Name] Acquisition
Dear [Buyer Name],
Attached you’ll find the formal purchase agreement for the acquisition of [Business Name]. This document reflects all terms we discussed during our negotiations.
The agreement includes:
Purchase price of $[amount] with $[amount] due at closing and the balance financed at [percentage]% over [number] years. Closing date is scheduled for [date] at [location]. All assets, inventory, and goodwill transfer with the business. I’ll provide 90 days of transition support at no additional cost.
Please review the agreement carefully with your attorney. If you find anything that doesn’t match our discussions, let me know immediately so we can address it.
I’ve also included copies of all financial records, customer contracts, and supplier agreements referenced in the purchase agreement. These documents support the representations made in the contract.
Once you’re satisfied with the terms, please sign and return both copies. I’ll countersign and provide you with a fully executed original.
I’m excited about completing this transaction and seeing you take [Business Name] to new heights.
[Your name and business title]
7. Letter to Suppliers About New Ownership
Subject: Important: Change in Ownership – [Business Name]
Dear [Supplier Name],
I’m writing to inform you that [Business Name] will be under new ownership effective [date]. [New Owner Name] will be taking over all operations, including our supplier relationships.
This change should strengthen our partnership. [New Owner Name] has extensive experience in [relevant field] and is committed to maintaining our existing relationships while exploring opportunities for growth.
All current purchase orders, credit terms, and agreements will remain unchanged during the transition. [New Owner Name] will honor all existing commitments and looks forward to continuing our business relationship.
[New Owner Name] will contact you within the next two weeks to introduce themselves personally and discuss any questions you might have about the transition.
Please update your records to reflect the ownership change and direct future correspondence to [New Owner Name] at [contact information].
Thank you for your partnership over the years. I’m confident this change will benefit everyone involved.
Best regards,
[Insert sender name and position]
8. Due Diligence Information Request Response
Subject: Due Diligence Materials – [Business Name]
[Recipient address placeholder]
Thank you for your comprehensive due diligence request. I appreciate your thorough approach to evaluating [Business Name] as an acquisition target.
I’ve organized the requested materials into the following categories for your review:
Financial records including three years of tax returns, monthly profit and loss statements, balance sheets, and cash flow analyses are in the blue binder. Customer information including our database of 500+ active clients, contract details, and retention statistics are in the red folder. Operational documents covering employee records, supplier contracts, lease agreements, and equipment lists are in the green section.
Two items require additional time to compile. The detailed equipment appraisal should be ready by [date], and the environmental compliance report will follow by [date]. Both will be forwarded as soon as they’re available.
All materials are confidential per our signed agreement. Please return everything if you decide not to proceed with the acquisition.
I’m available to answer questions and can arrange meetings with key employees or customers if that would be helpful.
[Your full name and role]
9. Letter Declining a Purchase Offer
Subject: Response to Your Purchase Offer – [Business Name]
Dear [Buyer Name],
Thank you for your offer to purchase [Business Name]. I sincerely appreciate the time and effort you put into preparing your proposal.
After careful consideration, I’ve decided not to accept your offer of $[amount]. While the financial terms are reasonable, I have concerns about your plans for the existing staff and the significant operational changes you’re proposing.
[Business Name] has succeeded because of its people and established processes. Your vision for restructuring would fundamentally change what makes this business special.
I wish you the best in finding an acquisition target that better matches your business model. Perhaps our paths will cross again in the future under different circumstances.
Thank you again for your interest and professional approach throughout this process.
Sincerely,
[Name and business designation]
10. Final Closing Confirmation Letter
Subject: Closing Confirmation – Sale of [Business Name]
Dear [New Owner],
Congratulations on becoming the new owner of [Business Name]! All closing documents have been executed, and the business is officially yours as of [date].
The wire transfer of $[amount] was received and confirmed by my bank this morning. All keys, passwords, and access codes have been transferred as discussed. The transition binder contains everything you’ll need for the first few weeks of operation.
As promised, I’ll be available for the next 90 days to answer questions and help with any transition issues. You can reach me at [phone number] or [email address]. Don’t hesitate to call if anything comes up.
I’m confident you’ll do great things with the business. The customers, employees, and suppliers are all rooting for your success.
Thank you for making this transaction smooth and professional. I wish you tremendous success in your new venture.
Best of luck,
[Insert your name and former title]
Wrap-up: Business Sale Communication
These ten letter templates provide a solid foundation for communicating throughout your business sale process. Each situation demands a different tone and approach, but clarity and professionalism should guide every message you send.
Success in selling your business often comes down to how well you manage relationships and expectations. The right words at the right time can prevent misunderstandings, build trust, and keep everyone focused on achieving a successful outcome. Use these samples as starting points, but always customize them to fit your specific situation and personality.