types of business letters

C O M P I L E D F O R T H E S C H O L A R S O F A L B U K H A R Y I N T E R N A T I O N A L U N I V E R S I T Y

Types of Professional Letters

Professional English Friday, 28 September 2012

Introduction

The most important element you need to ensure in any business letter is accuracy.

One of the aspects of writing a business letter that requires the most accuracy is knowing which type of business letter you are writing.

If you know the form to use, you will significantly increase your odds of getting a reply.


Resume Cover Letter

The cover letter is the first impression you as a job seeker will make on your potential employer.

Employers often use the cover letter as a test to determine whether the resume is worth reading.

Highlight the experiences and skills that prepared you for the job you are seeking.

Use action verbs frequently; find keywords in the help wanted ad or job description (such as detail oriented) to use in your letter.


Writing the Cover Letter

When applying for a job, the cover letter is as important as the curriculum vitae or CV.

It should be written on presentable paper. It should be neat and nicely designed. It should be made to fit in one page, with

the objective of attracting the reader to react favorably to the letter.


Cover Letter

When you are applying for a position, write a cover letter to accompany your resume.

A cover letter's goal is to direct the reader to your resume.

Explain something that is not apparent on your resume and to express why you want to work for that specific company.


2. Cover Letter (Resume)

A cover letter that accompanies a resume should be brief.

Take as little time and as few words as possible to accomplish one task: persuading the reader to anticipate reading your resume.

Mention the title of the job for which you are applying, as well or one or two of your strongest selling points.


Application and Cover Letter

The person reading your letter will use your document to decide if it is worth giving you a personal interview.

In an application letter, include previous experience, current skills and any other pieces of information that are pertinent to your goal.

A cover letter should be much briefer and more concise than an application letter and should focus primarily on the person receiving the letter, as well as the resume being sent with it.


Application Letter

You write an application letter to apply for admission to a university, apply for a job or seek approval for a bank loan.

The contents of the application letter will be different according to what type of application you write.

Keep your letter brief and to the point. You should put the letter's main purpose in

the first paragraph so that when the reader first looks at it he will see, at first glance, what the subject is.


Application Letter

Place all essential details in the following paragraphs. Describe facts like work experience, education and references. Also list your relevant qualities and skills.

The application letter should focus on your uniqueness and the reason that you should be chosen for the job interview or for admission to the particular college or university.

End the letter on a positive note.


Application Letter

The parts of application letters are: Heading Inside AddressGreetingBodyComplimentary Close, (yours truly or

thank you)Signature Line


Employment Letter

Employment letters should be printed on company letterhead and must be addressed to a certain person.

The language of the letter should be direct, clear and concise, and the tone should be positive and soft.

Make sure the first paragraph of the employment letter contains the reason for writing it.

Try to make a feeling of respect and mutual trust flow throughout the letter.


Employment Letter

A few types of employment letters are employment acceptance letter, employment resignation letter, employee reference letter and employee leave application letter.

Employment letters should consist of the following parts: heading, inside address, greeting, body, complimentary close and signature line.


Interview "Thank You" Letter

One common letter that some may forget about is follow-up after a job interview.

The interview does not end with a shake of hands and polite goodbyes.

In a tight race, the candidate who followed through with a quick note of appreciation may get the job.

In a thank-you letter, do not explain discrepancies or gaps that may have happened during the interview.

Make it sweet and simple, to end on an enthusiastic note, name names and titles (check the spelling), and leave the door open to a second opportunity to interview, and/or a hopeful reiteration of why you believe you are the best candidate for the job.


Announcement Letter

Announcement letters announce events in either your personal or your professional life.

Examples are: announcing to an investor quarterly results, announcing a particular event or announcing an engagement or a wedding.

Announcement letters can be used for personal and business purposes.


Announcement Letter

This type of business letter is used to make an announcement of something happy that has occurred in your life.

Make the letter direct, clear and concise. Use a positive tone. Write a short and friendly announcement

that states the news at the very beginning of the letter.


Announcement Letter

Each announcement letter should consist of the following parts: Heading Inside AddressGreetingBodyComplimentary Close Signature Line


Persuasive Business Letter

If you are writing a persuasive business letter, you are trying to convince the recipient to take actions you recommend.

You may write this type of business letter to an employee, supervisor, client or colleague, or to other parties within or outside of your organization.

A persuasive business letter must state the purpose (to convince) within the first few sentences.

Business writing is concise because businesspeople are usually busy.

It is very important for your letter to get to the point quickly and not waste time with unnecessary introductions, socializing, or details.



State the course of action that you would like your reader to take within the first few lines and spend the body of the letter outlining the benefits of the action or explaining why it should be taken.

Make sure to clearly include any necessary details.

Clearly state if you require a response.



When you write a persuasive business letter, analyze your audience.

Who you are writing to will determine what information you include.

For example, you would only add an introduction if the person you are writing to does not know you.

In addition, a manager would find different benefits in the course of action than a client.


Letter of Request

In many business situations, one party needs to request services, materials or assistance from another party.

In a letter of request, be as specific as possible. If you require several pieces of information or several types of materials, use a bulleted list to help the recipient easily refer to it to understand your request.

Ask for or specify a time frame in which you can expect to receive the requested item or information.


1. Letter of Complaint

A letter of complaint can result in an official response if you approach it from a businesslike perspective.

Make the complaint brief, to the point and polite.

Politeness pays off regardless of the anger you are feeling while writing this letter.


Letter of Complaint

A letter of complaint is perhaps the most touchy business letter to write.

The writer cites problems with merchandise or service and asks for reparations.

The most common letters of complaint relate to inadequate goods or poorly provided services.


Complaint Letter

When you are dissatisfied with a service or product, complain in writing to the appropriate person or organization.

Keep the language of the letter positive and state only objective facts.

For example, you may write, "I was told when I placed my order that I would receive the item in six to eight weeks. Currently, it has been 12 weeks since I placed the order and I have yet to receive the item or receive any communication from your company regarding my order's status."

Furthermore, this written documentation can help support your case if you are unhappy with the results of the complaint.


Complaint Letter

One may complain about bad customer service, employment discrimination, issues with a landlord or housing authority, or a consumer matter concerning a deficient service or product.

Outline the facts involved, including the approximates date and/or time of the incident.

Whenever possible, include additional proof, such as copies of receipts and photographs.

Note that aggression can cause unnecessarily negative results.

Use the words "with all due respect," or imply them if you don't state them directly.


Complaint Letter

A complaint letter is written to inform someone of a complaint the business may have.

This could be to the manufacturer of a supply or tool the businesses uses to produce its product or services.

A complaint letter outlines the specific order or issue in question, what was expected and how the company expects the issue to be fixed by the manufacturer.

These are often written to inform a business of poor service, so the business is aware of the issue and can do what is necessary to address it.


Letter of Recommendation

When someone is looking for a job, a promotion or a business-related referral as an independent contractor, they may ask you to write a letter of recommendation.

In this kind of letter, you may want to remark about the person's work ethic and overall personality, or the business entity's industry reputation, as well as why you think this person would be ideal for the position.



Employees may ask the business owner for a letter of recommendation.

A letter of recommendation is a document written by the owner that highlights the employee's achievements in the business and provides the employer's opinion of the worker.

This type of letter is often used by an employee to get additional or new jobs in her field or industry.



Write a formal letter when you want to recommend a colleague, client or former employee for a position.

The purpose of a letter of recommendation is to state the person's positive attributes and why you think she would be successful in the position for which she is applying.



Use a few well-chosen words to the effect of letting someone else know how highly you value a third party.

Resist the temptation to go overboard; write your recommendation in a straightforward manner that still allows you to get the point across.


Resignation Letter

If you decide to leave your current position, it is recommended that you write a formal resignation letter.

Your human resources department may require this to document your departure.

Even if it is not a requirement at your place of work, writing an official resignation letter is a respectful and professional course of action.


Letter of Resignation

An official letter of resignation should be fair and tactful.

Try not to burn any bridges that you may need to cross again in the future.

Offer a valid reason for your resignation.

Avoid self-praise.


Acceptance Letters

When a person applies to a college or university, for a checking or banking account, for a credit card and so on, he will await an acceptance or denial letter.

The acceptance letter states that the person has been accepted into the school or approved for the account, and typically begins with "congratulations."


Denial Letters

In contrast, a letter of denial typically begins with "after careful consideration."

A letter of denial encourages the person to continue on and wishes the person luck, or that he should try back at a later time.


Job Applicant Not Hired

This is to inform a job applicant that he was not chosen for an open position.

Begin with a note of thanks for his time.Compliment him on his experience or

education.Explain that he was just not what the

company is looking for at the present time.


Formal Invitation

A formal invitation is used to invite businesses, prominent individuals or customers to big events, either hosted by the company or local events that may be industry-related.

The invitation outlines what the event is for and what guests might get out of the event.

Formal invitations are written with the purpose of marketing the company or company involvement in the community.


Declining a Dinner Invitation

Declining a dinner invitation is a business letter that, if not done tactfully, may result in a social disadvantage.

Extend your appreciation for the invitation and mention that you already have an engagement for that date.

Do not go into detail about what the engagement is.


Acknowledgment Letter

An acknowledgment letter acknowledges an action taken, a fact or a situation.

An acknowledgment letter says thank you to an individual who has supported or helped you.

This type of letter should be direct in acknowledging actions and deeds.

This kind of business letter helps you to build a bond or strengthen a relationship with the person to whom you are writing.

This kind of letter also serves as a confirmation that you have received a report or letter and that you are working on the project.


Acknowledgment Letter

Use a positive tone. Do not mention conflicts in the past.

Parts of a business acknowledgment letters are: Heading Inside addressGreetingBodyComplimentary close Signature line


Acknowledging a Gift

It is polite to write a formal business letter to let someone know that you have received her gift.

Extend a personalized thanks and show that you know the contents of the gift.

If possible, include an idea that suggests that you put the gift to use.


Appreciation Letter

Write a formal acknowledgment or appreciation letter when you want to thank someone for a job well done.

These letters give the recipient something to add to his career portfolio and demonstrate that he has exceeded expectations in the workplace.


Appreciation Letter

An appreciation letter is written by a company worker to someone who has contributed to the company in some way, either by performing some work or by donating money to the non-profit organization.

An appreciation letter is a formal way of thanking a person for contributing to the business and letting the person know that the help is greatly appreciated.


8. Notification of Error

When sending a business letter that lets the receiving party know that an error has been corrected, include a copy of the error in question.

Make the offer of additional copies of material involved in the error if necessary.


9. Thanks for Job Recommendation

A letter of thanks for a party that helped you get a job should be professional and courteous.

Try not to go overboard in your thanks. Be aware that your skills also helped

you land the job and it was likely not handed to you as a result of the third party.


10. Information Request

A business letter that requests information should make the request specific and perfectly understandable.

It is also a good idea to state the reason for the information request.

Extend advance appreciation for the expected cooperation of the recipient.


Demand Letter

Most demand letters are collection letters, or demands for payment.

The common practice is to send a demand letter thrice, maximum.

Make the nature of the dispute very simple and clear. Be as polite and professional and honest as possible. Ask for or offer an appropriate resolution. The third and final letter could say that, if the person

doesn't meet the demand in a timely manner (usually 10-60 days), you intend to file suit and let a judge decide the matter.


Apology Letter

An apology letter is written to a consumer who may have had a bad experience with a product or service, or may have received a faulty or broken product.

The letter will often provide the company's apology, along with a new product for the customers.

Some businesses also provide a discount for the customer for future purchases.


Letters of Apology

Although they are one of the most common types of business letters, letters of apology are also one of the hardest to write.

You must write to "save face," allowing your business to retain integrity while offering a sincere apology for the indiscretion.

In a letter of apology, never appear to defensive.

Get straight to the point.


Letters of Apology

In the first paragraph, state the letter is to apologize, and what you are apologizing for.

Ask the wronged party to forgive the mistake. Explain how the error was made. Explain all that is being done to make sure it

won't happen again. Re-state your apology and offer a discount,

free merchandise or another appropriate way. Always provide the contact information of

someone who can best address the issue.


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