types of application letter in business communication

6 Communications Cover Letter Examples

Communications professionals excel at conveying messages clearly and effectively, bridging gaps and fostering understanding. Similarly, your cover letter is your chance to communicate your professional journey, skills, and passion in a way that resonates with recruiters. In this guide, we'll delve into the best cover letter examples for Communications professionals, helping you to articulate your unique story in a compelling manner.

Cover Letter Examples

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The best way to start a Communications cover letter is with a strong, engaging opening that immediately grabs the reader's attention. This could be a brief anecdote about a relevant experience, a compelling fact about your skills or achievements, or a bold statement about your passion for the field. Be sure to tailor your introduction to the specific role and company you're applying to, demonstrating your knowledge of their work and how you can contribute. Remember, the goal is to make a memorable first impression and encourage the reader to continue reading.

Communications professionals should end a cover letter by summarizing their interest in the role and their qualifications. It's important to reiterate how their skills and experiences align with the job requirements. They should also express enthusiasm for the opportunity to contribute to the company's communication efforts. For example, they could say, "I am excited about the opportunity to bring my strategic communications skills to your team and help drive your brand's message. Thank you for considering my application. I look forward to the possibility of discussing my qualifications further." Finally, they should end with a professional closing like "Sincerely" or "Best regards," followed by their name. It's also a good idea to include their contact information below their name for easy reference.

A Communications cover letter should ideally be about one page long. This length is enough to succinctly present your skills, experiences, and your interest in the role without overwhelming the hiring manager with too much information. In terms of word count, aim for 300-500 words. Remember, the goal is to provide a snapshot of your qualifications and how they align with the job requirements. As a communications professional, your ability to convey information clearly and concisely is key, and your cover letter is a great place to demonstrate this skill.

Writing a cover letter with no experience in Communications can seem challenging, but it's all about showcasing your transferable skills, passion for the industry, and eagerness to learn. Here's a step-by-step guide on how to do it: 1. Start with a Professional Greeting: Address the hiring manager by name if possible. If not, use a professional greeting like "Dear Hiring Manager." 2. Open Strong: Begin with a compelling opening paragraph that explains why you're interested in the role and the company. Show enthusiasm for the industry and the opportunity to start your career in Communications. 3. Highlight Transferable Skills: Even if you don't have direct experience, you likely have skills that are relevant to a Communications role. These could include writing, public speaking, project management, or social media skills. Use specific examples to demonstrate these skills. For example, if you managed a project for a college club, explain how you communicated with team members and stakeholders. 4. Show Your Knowledge: Research the company and the industry and demonstrate this knowledge in your cover letter. This shows that you're proactive and genuinely interested in the field. 5. Education and Training: If you've studied Communications or a related field, be sure to mention this. Include any relevant coursework or projects. If you've attended any workshops or completed any online courses in Communications, include these as well. 6. Show Your Passion: Employers want to hire people who are passionate about their work. Show your passion for Communications by talking about why you're interested in the field and how you plan to contribute to it. 7. Close Professionally: Thank the hiring manager for their time and express your interest in discussing the role further in an interview. 8. Proofread: Make sure your cover letter is free of errors. This is especially important for a Communications role, as it demonstrates your attention to detail and communication skills. Remember, everyone starts somewhere. Even without direct experience, your enthusiasm, transferable skills, and willingness to learn can make you a strong candidate for a Communications role.

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How to Write a Business Application Letter: A Comprehensive Guide for Success

Crafting a business application letter can feel like an intimidating task, but it doesn’t have to be. It’s all about presenting your qualifications in the best possible light and capturing the reader’s attention right from the start. Your business application letter is your initial introduction to a potential employer or partner, and it serves as a crucial first impression.

You’re not just writing a letter; you’re selling yourself, your skills, and your enthusiasm for the position or partnership at hand. That’s why each word you choose should reinforce the idea that YOU are indeed THE BEST candidate for this opportunity.

So how do you write a compelling business application letter? The key lies in understanding what your audience needs to see, organizing your thoughts clearly and concisely, then artfully weaving those elements together into an engaging narrative that commands attention. Let’s delve into some practical strategies to help guide you through this process.

Understanding the Basics of a Business Application Letter

Diving into the world of business, you’ll often find yourself needing to write a business application letter. Whether you’re applying for a job, pitching your services, or seeking funding for your startup, knowing how to craft an effective letter can give you an edge.

First off, it’s essential to grasp what a business application letter is. In essence, it’s a formal document used by individuals or corporations to conduct professional correspondence. You might use one to showcase your qualifications and express interest in an opportunity.

Now let’s break down its key components:

• Header : This section contains your contact information (like name and email) as well as the recipient’s details. Accuracy is paramount here; double-check everything!
• Salutation : It addresses the recipient directly. If possible, always try to find out their name.
• Body : Here lies the heart of your message. Keep it concise yet compelling enough to grab attention.
• Closing and signature : Wrap up your thoughts neatly and sign off gracefully.

Remember that every word counts in such letters! Make sure each sentence adds value and moves towards achieving your goal: persuading the reader in some way.

Here’s a nifty table summarizing these points:

Lastly, consider tone – maintaining professionalism doesn’t mean losing all personality! Inject some warmth where appropriate; after all, there’s a human on both ends of this communication!

With these basic guidelines under your belt, you’re ready to start crafting impactful business application letters!

Key Elements to Include in Your Letter

When you’re writing a business application letter, there are some key elements you need to include. By incorporating these components, you’ll boost your chances of making a great impression and getting that all-important call back.

First off, your contact information is crucial. It’s essential for the recipient to have your details at their fingertips if they want to get in touch with you. This includes:

• Phone number
• Email address

Next up is the date . Including the date at the top of your letter makes it clear when it was written – an important detail if there’s any delay between writing and receiving.

Then comes the recipient’s information . You should know who you’re addressing – not just the company or organization but also the individual person if possible.

The next must-have element is a salutation like ‘Dear Mr./Ms./Dr.’ followed by their last name. If you don’t know who specifically will be reading your letter, a simple “To Whom It May Concern” will do.

Now we’re getting into the meat of it – the body of your letter , which can be divided into three parts:

• Introduction: Explain why you’re writing.
• Main content: Describe what makes YOU the right fit for this opportunity.
• Conclusion: Summarize and express hope for further communication.

Lastly, don’t forget about closing remarks , such as ‘Sincerely’ or ‘Best regards’, and then leave space for your signature before typing out your full name underneath.

While this might seem like a lot to remember, it’s really quite straightforward once you’ve got the hang of it! And remember – while these elements are all important inclusions in any business application letter, what REALLY sets yours apart from others will come down to how effectively YOU present yourself within them!

Setting the Right Tone for Business Correspondence

When it comes to writing a business application letter, the tone you set is just as important as the content. Your tone represents your professional persona and can significantly influence how your message is received.

First impressions matter , especially in a business setting. You don’t get to meet face-to-face in written communication, so it’s crucial that your words speak volumes about your professionalism and competence. This starts with the greeting – ensure it’s formal and respectful. Avoid slang or overly casual language.

Remember that brevity is key in business correspondence. Your application should be concise yet comprehensive – striking a balance between providing enough information and keeping things brief will show respect for the recipient’s time.

Your choice of words also plays an important role in setting the right tone. Aim for clear, straightforward language that conveys your intent without ambiguity. Utilize industry jargon sparingly – while it can demonstrate your knowledge, overuse may come across as pretentious or confusing.

Here are some more tips:

• Maintain politeness throughout.
• Be confident but avoid sounding arrogant.
• Use active voice where possible.
• Keep sentences short and paragraphs well-organized.
• Don’t forget to proofread – typos or grammar errors can undermine even the most professionally crafted messages!

Lastly, remember that different situations call for different tones – what works for a job application might not suit a complaint letter or resignation note. Always consider context when shaping your tone.

With these strategies in mind, you’re now equipped to write business correspondence that not only gets noticed but also makes a great impression!

Crafting an Effective Opening Paragraph

Crafting a compelling opening paragraph for your business application letter is crucial. It’s this first impression that can make or break your chances of getting noticed in the sea of applicants. Remember, you’re not just introducing yourself; you’re marketing your skills and qualifications.

Don’t rush into listing out all your credentials right off the bat. Instead, start with a powerful hook that piques the reader’s interest. Maybe it’s a noteworthy achievement relevant to the position, or perhaps it’s an innovative idea on how you plan to contribute to their organization.

You’ve got their attention? Good! Now, it’s time to establish why you’re writing. Be clear about the role you’re applying for and where you learned about the opportunity. But remember – keep it concise yet informative.

Here are some key points to consider while drafting:

• The salutation: Addressing the recipient by name shows initiative and respect.
• A strong introduction: Start with something compelling – an accomplishment, a unique skill set, or personal connection to their work.
• Clear intent: Explicitly state what job you’re applying for.
• Connection with company: Drop hints demonstrating familiarity with their work – aligning yourself with their mission and values can be quite effective.

Remember not to overdo details in this section; there will be plenty of time later in the letter for specifics about your qualifications and past experiences.

As always, proofread rigorously for any errors – grammatical or factual. After all, accuracy is paramount in professional communication!

By following these guidelines, you’ll craft an opening paragraph that’s engaging and sets a solid foundation for showcasing why you’re the best candidate for the job!

Highlighting Your Skills and Experiences

When it’s time to write your business application letter, you’ll want to make sure your skills and experiences take center stage. So, how do you go about this? It’s easier than you might think.

First off, identify the key skills the company is seeking. You’ll often find these listed in the job description or advertisement. Once you’ve got a clear idea of what they’re looking for, it’s time to match those requirements with your own abilities.

Don’t be shy about showcasing your talents! If you’ve got a knack for project management or a proven track record in sales, make sure that comes across loud and clear. Use concrete examples from previous roles to highlight not only what you did but also how well you did it.

Let’s say sales was one of your strong points in a past role:

• Increased annual sales by 20% through effective client relationship management.
• Led a team that exceeded quarterly targets by 15% consistently over two years.
• Implemented new strategies which resulted in an additional $100k revenue per quarter.

Remember, each bullet point should be concise and impactful. Avoid fluff – stick to quantifiable achievements when possible.

But what if you’re fresh out of college with little work experience? Don’t worry, we’ve all been there! Highlight relevant coursework or academic projects that demonstrate applicable skills. Did you ace a marketing class? Or perhaps led a successful fundraising drive for a student organization? These experiences matter too!

The same rules apply – keep things succinct and focus on results:

• Achieved top marks in Advanced Business Strategy course.
• Raised $5k for local charity as Student Union Treasurer.

Finally, don’t forget transferable skills – abilities like problem-solving, communication, teamwork – essentially anything that could potentially benefit any employer regardless of industry.

In short, remember: identify key skills required; match them with your own; provide concrete examples , even from academia; highlight transferable skills . By following these steps diligently, your skills and experiences will shine brightly on paper!

Making Your Case: Tailoring the Content to the Job Description

Crafting a compelling application letter isn’t about ticking off all the boxes on your resume. It’s about making your skills, experiences, and personality shine in a way that resonates with the job you’re applying for. Here’s how to tailor your content effectively.

Firstly, understand that the job description is your friend . It’s not just a list of duties or qualifications—it’s a blueprint for what the company values in an employee. So take time to dissect it thoroughly.

• Look for recurring themes or phrases.
• Identify key skills or competencies mentioned.
• Highlight any specific examples of success outlined.

Once you’ve analyzed these points, align them with your own experiences and strengths. For example:

Next, let’s translate this analysis into compelling content within your business application letter. Don’t just state facts—tell stories that demonstrate how you meet each requirement.

For instance, instead of saying “I have strong communication skills”, narrate an instance where those skills led to tangible results: “In my previous role as project manager at XYZ Corp., I utilized effective communication strategies during team meetings which increased productivity by 20%.”

Another vital tip is using keywords directly from the job description – but in moderation! Overstuffing will make your letter sound robotic and insincere; balance is key here.

Remember, tailoring doesn’t mean faking it till you make it! If there are requirements that don’t match up perfectly with your experience, be honest but optimistic about learning new things.

Finally, proofread and revise until every sentence underscores why you’re the right fit for this particular job . Crafting such an application letter takes effort—but when done correctly, it can significantly boost your chances of landing that dream position!

In conclusion (but without starting with “In conclusion”), successful business application letters require thoughtful tailoring based on thorough understanding of the job description. With attention to detail and authenticity shining through every word written, landing your dream job may be closer than you think.

The Importance of a Strong Closing Statement

Your closing statement in a business application letter is your final opportunity to leave a lasting impression. It’s crucial for several reasons. First, it summarizes the key points you’ve made throughout your letter and reiterates why you’re the ideal candidate for this position. Second, it provides an opportunity for you to show enthusiasm and eagerness about the potential of joining the team.

A strong closing statement isn’t just about summarizing your qualifications or expressing interest though; it’s also a chance for you to convey how serious and committed you are. This can be done by initiating further action – like suggesting a follow-up meeting or indicating that you’ll reach out within a certain timeframe.

Here are some components that make up an impactful closing statement:

• Summary of key points : Recapitulate on what makes you stand out as an ideal candidate.
• Expression of interest : Show enthusiasm towards the job role and company.
• Call-to-action : Indicate next steps (e.g., looking forward to an interview, will follow up in one week).

If done correctly, these elements together can create a compelling conclusion that leaves no doubt in the reader’s mind about your suitability for the role.

Remember, recruiters scan through hundreds of applications daily. A concise but powerful ending can set yours apart from others by leaving a memorable impression in their minds. So don’t underestimate its impact – spend time crafting it with care because every word counts!

In summary, when writing your business application letter, pay as much attention to crafting a strong closing statement as you would any other part – after all, it could be what clinches the deal for getting called into that interview room!

Proofreading and Editing: Ensuring Professionalism

Proofreading and editing are crucial components of writing a business application letter. They’re not just optional extras – they’re essential to ensure your professionalism shines through.

When you’ve completed your draft, don’t rush to hit the send button. Instead, take some time to proofread it thoroughly. You’ll want to check for any spelling or grammar errors that might have slipped in unnoticed. These can be detrimental as they can project a lack of attention to detail.

It’s also important to review the structure and flow of your letter. Make sure all points are logically arranged and easily understandable. Remember, conciseness is key in business communication – long-winded sentences can lose the reader’s interest.

Note: Don’t rely solely on spellcheckers. While these tools are handy, they might miss context-specific mistakes or homonyms (words that sound alike but have different meanings).

Editing goes beyond mere error-checking though. It involves refining your message for maximum impact:

• Check if you’ve addressed all requirements mentioned in the job description.
• See whether each paragraph contributes effectively towards building your case.
• Evaluate if there’s repetition; if so, eliminate it.
• Ensure you’ve maintained a professional tone throughout.

Here’s a quick checklist for proofreading and editing:

Remember, it’s always beneficial to get another pair of eyes on your work before finalizing it – fresh perspective often catches overlooked issues.

In sum, proofreading and editing aren’t just about finding typos; they’re integral steps towards creating an effective business application letter that leaves an impression. So don’t skimp on them; instead, use them as powerful tools to make sure every word counts!

Sample Business Application Letters for Inspiration

Let’s dive into some examples of business application letters that can inspire you. These samples will provide a practical understanding of how to structure your own letter and what key points need to be included.

The first example is an application letter for a marketing position . Here, it’s crucial to highlight your relevant skills, previous marketing experiences, and achievements in the field:

Another sample caters to those seeking a role in project management . Notice how it emphasizes organization skills, leadership qualities, and past projects:

For those looking towards finance roles , observe how this next example showcases knowledge about financial models and data analysis:

Remember these general tips when crafting your own application letter:

• Tailor it specifically towards the job requirements
• Highlight relevant skills and experiences
• Showcase achievements related to the applied position
• Keep it concise yet comprehensive
• Be professional throughout

These samples should serve as excellent starting points when creating your own compelling business application letters!

Conclusion: Mastering Your Business Application Letter Writing

You’ve made it! You’re now equipped with the knowledge and tools to craft a compelling business application letter. Remember, success in writing these letters isn’t about using big words or complex sentences. It’s more nuanced than that.

Your goal is to convey your message succinctly and clearly. Don’t forget to:

• Start strong with a compelling introduction.
• Highlight your relevant skills and experiences.
• Showcase how you can add value to the organization.

The power of brevity should never be underestimated. Keep your letter concise – generally no more than one page in length. Respect your reader’s time while ensuring they get a full picture of what you bring to the table.

Proofread, proofread, then proofread some more. Nothing undermines your professionalism like typos or grammatical errors.

Lastly, don’t underestimate the sign-off – it’s your final chance to make an impression. Leave them eager for further interaction by expressing anticipation for their positive response.

Writing a business application letter may seem daunting at first glance but remember, practice makes perfect. The more you write, the better you’ll get at honing this vital skill.

So go ahead – put pen to paper (or fingers to keyboard) and start crafting that killer business application letter today! With persistence and dedication, you’ll soon master this integral aspect of professional communication.

Module 14: Finding a Job

Writing effective cover letters, learning outcome.

• Identify characteristics of an effective cover letter

What Is a Cover Letter?

A cover letter is a letter of introduction, usually three to four paragraphs in length, that you attach to your résumé. It’s a way of introducing yourself to a potential employer and explaining why you are suited for a position. Employers may look for individualized and thoughtfully written cover letters as an initial method of screening out applicants who may lack necessary basic skills or who may not be sufficiently interested in the position.

Often an employer will request or require that a cover letter be included in the materials an applicant submits. There are also occasions when you might submit a cover letter uninvited: for example, if you are initiating an inquiry about possible work or asking someone to send you information or provide other assistance.

With each résumé you send out, always include a cover letter specifically addressing your purpose.

This purpose is to let the receiver know how well you match their needs. It is a careful blend of the direct and persuasive letters you read about earlier in this book.

Characteristics of an Effective Cover Letter

Cover letters should accomplish the following:

• Get the attention of the prospective employer
• Set you apart from any possible competition
• Identify the position you are interested in
• Specify how you learned about the position or company
• Present highlights of your skills and accomplishments
• Reflect your genuine interest
• Please the eye and ear

The following video features three tips on how to create a letter that highlights your strengths and how they are relevant to the employer.

Practice Question

Cover letter resources, contribute.

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19.4 Writing the Application Letter

Traditionally, the application letter or cover letter is a formal letter that accompanies your résumé when you apply for a position. Its purpose is to support your résumé, providing more specific details, and explaining in writing why you are a strong candidate for the specific position to which you are applying. It should not simply reiterate your résumé; it’s an opportunity for you to make a case for your candidacy in complete sentences and phrases, which gives the reader a better sense of your “voice.”

As always, it’s helpful to start by first thinking about the audience and purpose for the application letter. What information does your reader need to glean from your letter? At what point in the hiring process will they be reading it?  As you draft the letter, consider what you would want to say if you were sitting across the desk from your reader. It should be written in a formal, professional tone, but you still want it to flow like natural speech; this will make it easier for your reader to absorb the information quickly.

What to Include

It can be helpful to think about writing the application letter in sections or “blocks.” This provides a basic structure for the letter. Once you have an understanding of this foundation, you can customize, update, and personalize the letter for different applications and employers.

Introductory Paragraph

Open the letter with a concise, functional, and personable introduction to you as a job candidate. This is your chance to establish the essential aspects of your qualifications and to set the themes and tone for the rest of the letter.

• Name the position you’re interested in (by exact name and number, if available)
• Clearly state that you are applying for the position
• Summarize your best qualification and how it’s relevant to the position
• Indicate you’ve enclosed your résumé for additional information

Optionally, you might also take the opportunity at the beginning of the letter to express your interest in working for this particular company and/or your passion for and interest in the field. This sets a nice tone and shows that you are engaged and enthusiastic. It is also an opportunity to demonstrate your knowledge about the employer and what they do.

Education & Academics Paragraph

The purpose of this paragraph is to paint a detailed picture of your training and credentials and how this is relevant to the position. Your opportunity in this paragraph is to explain the activities and knowledge you have gained and/or are developing that most matter for this position and employer. Carefully consider what the employer will value most about your educational experiences. If you have a lot of project management experience or several key experiences that you want to highlight, this information may be written in multiple paragraphs. Describe how your academics/training have shaped your understanding of the field you are entering and significant skills you are developing, but always tie it back to what the employer is looking for; stay focused on the information your audience needs and what they will care about.

Employment Paragraph

It is important for employers to feel that they are hiring responsible, reliable people. If you do have work experience in this field such as a previous job or internship, this is a perfect time to discuss that. If you have previous work experience not related to your field, this is your opportunity to describe the value of that experience—the value for you, but, more importantly, the value to your reader. Describe your previous work experience that shows you’re a good employee and explain how this is relevant to the position. Be specific about the company, the time frame, your responsibilities, and the outcomes/results. Focus on your relevant and transferable skills.

Other Qualifications Paragraph (if applicable)

Awards you’ve received, publications you’ve achieved, and your activities and involvement outside of your academic life and work experiences, such as community organizations, clubs, and volunteer work, are great pieces of information to include that show you are a well-rounded, motivated person with good time management skills. Personal, human connections are an important part of the job application process, and describing some of these activities and interests can help your reader start to feel a more personal connection. Describe your specific actions and involvement honestly, while still trying to connect to transferable skills and the keywords in the job posting.

Concluding Paragraph

As you conclude the letter, tie everything together, politely express interest in an interview, and end on a positive note. Reiterate interest in the position and the employer, and provide contact information.

Letter Formatting Considerations

Your application letter should use formal letter formatting. In today’s job market, where many applications are online, the letter might be delivered in a variety of different formats. For example, it might be a PDF file uploaded to an online application system or it might be simply sent in the body of an email. Make sure you submit your cover letter in the file format and way the job advertisement specifies.

Fundamentals of Business Communication Revised (2022) Copyright © 2022 by Venecia Williams & Nia Sonja is licensed under a Creative Commons Attribution-ShareAlike 4.0 International License , except where otherwise noted.

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Business Communication  - How to Write a Formal Business Letter

Business communication  -, how to write a formal business letter, business communication how to write a formal business letter.

Business Communication: How to Write a Formal Business Letter

Lesson 7: how to write a formal business letter.

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How to write a formal business letter

Whenever you need to communicate with another company or share important news, business letters can present your message in a classic, polished style. Unlike internal memos, business letters are usually written from one company to another, which is why they’re so formal and structured . However, letters are also quite versatile, as they can be used for official requests, announcements, cover letters, and much more.

Despite the formality, letters can still have a friendly tone , especially because they include brief introductions before getting to the main point. Regardless of the tone you use in your letter, your writing should remain concise, clear, and easy to read.

Watch the video below to learn about formal business letters.

This lesson focuses on American business letters. Letters written in other parts of the world may have minor differences in formatting.

The structure of a business letter

The business letter’s precise structure is crucial to its look and readability. As you write your letter, you can follow the structure below to create an effective document.

• Opening : Include your mailing address, the full date (for example, July 30, 2017), and the recipient’s name, company, and address. Skip one line between your address, the date, and your recipient’s information. Don’t add your address if you’re using letterhead that already contains it.
• Salutation : Address the recipient using “Dear,” along with their title and last name, such as “Dear Mr. Collins” or “Dear Director Kinkade.” If you don’t know the recipient’s gender, use their full name, such as “Dear Taylor Dean.” Finally, be sure to add a colon to the end of the salutation.
• Body : In the first paragraph, introduce yourself and the main point of your letter. Following paragraphs should go into the details of your main point, while your final paragraph should restate the letter’s purpose and provide a call to action, if necessary.
• Closing : Recommended formal closings include “Sincerely” or “Yours truly.” For a more personal closing, consider using “Cordially” or “Best regards.” Regardless of what you choose, add a comma to the end of it.
• Signature : Skip four lines after the closing and type your name. Skip another line and type your job title and company name. If you’re submitting a hard copy, sign your name in the empty space using blue or black ink.
• Enclosures : If you’re including documents with this letter, list them here.

Another important part of the structure is the layout , which determines how the text is formatted. The most common layout for a business letter is known as block format , which keeps all text left-justified and single spaced, except for double spaces between the paragraphs. This layout keeps the letter looking clean and easy to read.

As stated in Business Writing Essentials , revision is a crucial part of writing. Review your letter to keep it concise, and proofread it for spelling and grammar errors. Once you’re finished writing, ask someone to read your letter and give you feedback , as they can spot errors you may have missed. Also make sure any enclosures are attached to your document and that any hard copies are signed.

After revising the content, consider the appearance of your letter. If you’re printing a hard copy, be sure to use quality paper. Also try using letterhead to give your document a more official look.

Example of a business letter

To see this lesson in action, let’s take a look at a polished business letter by reviewing the example below.

This letter looks great! The structure is perfect, and the text is left-justified and single spaced. The body is formal, friendly, and concise, while the salutation and closing look good. It also contains a handwritten signature, which means it’s ready to be submitted as a hard copy.

Knowing how to write a business letter will serve you well throughout your career. Keep practicing and studying it, and you’ll be able to communicate in a classic style.

/en/business-communication/how-to-write-a-powerful-business-report/content/

ENGL210: Technical Writing

Job application letters.

This chapter focuses on the application letter (sometimes called a "cover letter"), which together with the resume is often called the "job package". You may already have written one or both of these employment-seeking documents. That's okay. Read and study this section, and then apply the guidelines here to the resumes and application letters you have created in the past.

In many job applications, you attach an application letter to your resume. Actually, the letter comes before the resume.

The role of the application letter is to draw a clear connection between the job you are seeking and your qualifications listed in the resume. To put it another way, the letter matches the requirements of the job with your qualifications, emphasizing how you are right for that job. The application letter is not a lengthy summary of the resume – not at all. It selectively mentions information in the resume, as appropriate.

Common Types of Application Letters

To begin planning your letter, decide which type of application letter you need. This decision is in part based on employers' requirements and, in part, based on what your background and employment needs are. In many ways, types of application letters are like the types of resumes. The types of application letters can be defined according to amount and kind of information:

• Objective letters – One type of letter says very little: it identifies the position being sought, indicates an interest in having an interview, and calls attention to the fact that the resume is attached. It also mentions any other special matters that are not included on the resume, such as dates and times when you are available to come in for an interview. This letter does no salesmanship and is very brief. (It represents the true meaning of "cover" letter.)
• Highlight letters – Another type of application letter, the type you do for most technical writing courses, tries to summarize the key information from the resume, the key information that will emphasize that you are a good candidate for the job. In other words, it selects the best information from the resume and summarizes it in the letter – this type of letter is specially designed to make the connection with the specific job.

How do you know which to write? For most technical-writing courses, write the highlight letter. However, in "real-life" situations, try calling the prospective employer; study the job advertisement for clues.

Common Sections in Application Letters

As for the actual content and organization of the paragraphs within the application letter (specifically for the highlight type of application letter), consider the following common approaches.

Introductory paragraph. That first paragraph of the application letter is the most important; it sets everything up – the tone, focus, as well as your most important qualification. A typical problem in the introductory paragraph involves diving directly into work and educational experience. Bad idea! A better idea is to do some combination of the following:

• State the purpose of the letter – to inquire about an employment opportunity.
• Indicate the source of your information about the job – newspaper advertisement, a personal contact, or other.
• State one eye-catching, attention-getting thing about yourself in relation to the job or to the employer that will cause the reader to want to continue.

And you try to do all things like these in the space of a very short paragraph – no more than 3 to 4 lines of the standard business letter.

Main body paragraphs. In the main parts of the application letter, you present your work experience, education, training – whatever makes that connection between you and the job you are seeking. Remember that this is the most important job you have to do in this letter – to enable the reader to see the match between your qualifications and the requirements for the job.

There are two common ways to present this information:

• Functional approach – This one presents education in one section, and work experience in the other. If there were military experience, that might go in another section. Whichever of these section contains your "best stuff" should come first, after the introduction.
• Thematic approach – This one divides experience and education into groups such as "management", "technical", "financial", and so on and then discusses your work and education related to them in separate paragraphs.

If you read the section on functional and thematic organization of resumes, just about everything said there applies here. Of course, the letter is not exhaustive or complete about your background – it highlights just those aspects of your background that make the connection with the job you are seeking.

Another section worth considering for the main body of the application letter is one in which you discuss your goals, objectives – the focus of your career – what you are doing, or want to do professionally. A paragraph like this is particularly good for people just starting their careers, when there is not much to put in the letter. Of course, be careful about loading a paragraph like this with "sweet nothings". For example, "I am seeking a challenging, rewarding career with a dynamic upscale company where I will have ample room for professional and personal growth" – come on! give us a break! Might as well say, "I want to be happy, well-paid, and well-fed".

Closing paragraph. In the last paragraph of the application letter, you can indicate how the prospective employer can get in touch with you and when are the best times for an interview. This is the place to urge that prospective employer to contact you to arrange an interview.

Background Details in the Application Letter

One of the best ways to make an application letter great is to work in details, examples, specifics about related aspects of your educational and employment background. Yes, if the resume is attached, readers can see all the details there. However, a letter that is overly general and vague might generate so little interest that the reader might not even care to turn to the resume.

In the application letter, you work in selective detail that makes your letter stand out, makes it memorable, and substantiates the claims you make about your skills and experience. Take a look at this example, which is rather lacking in specifics:

Now take a look at the revision:

Checklist of Common Problems in Application Letters

• Readability and white space – Are there any dense paragraphs over 8 lines? Are there comfortable 1-inch to 1.5-inch margins all the way around the letter? Is there adequate spacing between paragraphs and between the components of the letter?
• Page fill – Is the letter placed on the page nicely: not crammed at the top one-half of the page; not spilling over to a second page by only three or four lines?
• General neatness, professional-looking quality – Is the letter on good quality paper, and is the copy clean and free of smudges and erasures?
• Proper use of the business-letter format – Have you set up the letter in one of the standard business-letter formats? (See the references earlier in this chapter.)
• Overt, direct indication of the connection between your background and the requirements of the job – Do you emphasize this connection?
• A good upbeat, positive tone – Is the tone of your letter bright and positive? Does it avoid sounding overly aggressive, brash, over-confident (unless that is really the tone you want)? Does your letter avoid the opposite problem of sounding stiff, overly reserved, stand-offish, blasé, indifferent?
• A good introduction – Does your introduction establish the purpose of the letter? Does it avoid diving directly into the details of your work and educational experience? Do you present one little compelling detail about yourself that will cause the reader to want to keep reading?
• A good balance between brevity and details – Does your letter avoid becoming too detailed (making readers less inclined to read thoroughly)? Does your letter avoid the opposite extreme of being so general that it could refer to practically anybody?
• Lots of specifics (dates, numbers, names, etc.) – Does your letter present plenty of specific detail but without making the letter too densely detailed? Do you present hard factual detail (numbers, dates, proper names) that make you stand out as an individual?
• A minimum of information that is simply your opinion of yourself – Do you avoid over-reliance on information that is simply your opinions about yourself. For example, instead of saying that you "work well with others", do you cite work experience that proves that fact but without actually stating it?
• Grammar, spelling, usage – And of course, does your letter use correct grammar, usage, and spelling?

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No matter what kind of business you have, communication is a must! Business letters are still the formal way to communicate. But, what is business letter? Well, it is a letter that contains the purpose of business. These letters provide many functions for a company. With good content, the letters can help in building relationships. 

In this guide, we’ll explore the purpose and examples of an effective business letter.

Purpose of Business Letters

A Business letter enables formal and documented communication for various organizational purposes. 

There are various forms of a business letter that cater to different needs of communication. For example, inquiry letters and cover letters focus on different communication needs. Here are some of the key functions these letters:

a. Sales and Marketing

A business letter writing should put a strong emphasis on sales and marketing. Sales inquiry and correspondence help businesses connect with prospective clients. They allow the promotion of the products. And they also help address prospect concerns. It ultimately drives sales.

In a similar way, the marketing letters may help with the lead generation. Additionally, they may help with stakeholder relationships and general brand building. The letters to prospects are carefully crafted. 

They may enhance the sales and marketing efforts. Moreover, understanding the different forms of a business letter is a must! It allows the experts to convey the messages to the stakeholders.

b. HR and Internal Communication

The HR uses the letters to address the employee grievances. They also give the policy updates and conduct the disciplinary notifications. Additionally, they also share other vital information. 

The memos assist in communicating any kind of new initiatives. The letters should be carefully written. They are a must as they boost employee satisfaction. They also resolve any HR issues. The significance of a business letter is in the ability to communicate.

c. Business Partnerships and Vendor Communication

Securing business partnerships and relationships with vendors is crucial for operations. Introduction letters and partnership proposals are common communication touchpoints here. 

Clear and personalized partnership letters can get deals initiated for an organization. Additionally, understanding the various kinds of a business letter is essential. And it is vital for effective correspondence.

d. Conveying Important Company Information

Generally, businesses rely on formal letters and memos. They do so to relay important company announcements. 

The communications of structural changes happen via letters. Thoughtful letters here are tremendously impactful.

Types of Business Letters

To define business letter, you should first know the different types of business letters.

Different types of business letter in business communication serve specific purposes. Some standard forms of a business letter include:

1. Sales Letters

Building promising sales literature is an art. Many kinds of sales letters help businesses promote products. Also they help with services and ultimately gain new customers. 

Sales inquiry letters respond with product details. Sales proposal letters formally quote prices and terms to close any sales. Other letters help to collect feedback and recover failed contracts.

2. Customer Service Letters

Every business needs to provide excellent support and service. Customer service letters help resolve complaints and provide guidance. 

They aim to provide positive and helpful responses. These responses improve customer satisfaction. They also help document communication trails in case of legal needs.

3. Business-to-Business Letters

Getting stakeholder partnerships is essential for success. Businesses utilize the introduction letters to connect with prospective strategic partners. Additionally, they can interact with vendors, referral partners, and affiliates. 

Partnership development letters aim to cultivate relationships. Also, they formalize partnerships for mutual benefit. The tone is usually more professional here.

4. Internal Memos

HR and internal communication memos can range based on company-wide announcements. 

It is altered to department/team-specific guidelines. On one hand, informal communication occurs regularly in organizations. On the other hand, the memos make information official.

5. Job Application Letters

Hiring processes involve large formal correspondence. Cover letters complement the resumes. And it does it to introduce candidates. It also helps in showcasing qualifications to prospective employers. 

Conversely, businesses rely on application response letters. They do so to notify applicants of statuses. Reference request letters gather more insights on candidates.

Learning about the different kinds of a business letter is a must for skills. The skills are best to communicate effectively across various contexts and audiences.

Structure & Format of Business Letters

The ‘business letter meaning’ can be different to different people. Constructing clear and organized business communication is vital. And it is especially important for making the right impact on recipients. 

An individual letter style can vary based on purpose. It can also vary on great business correspondence shares some common structural elements:

• Header: The header comes at the very top of the letter. It generally includes key basic information. This information is the sender’s address and recipient’s address. This sets the stage for communication context.
• Salutation: The salutation directly addresses the reader, establishing a welcoming yet professional tone. Greeting choices like “Dear Mr./Ms.  [Name]” or “Hi John,” make letters personable.
• Subject Line: Clearly summarizing the purpose in a subject line prevents confusion. Additionally, it also clarifies the desired next steps. The subject frames the reason for writing. And it is true whether applying for a role or resolving a complaint. 
• Introduction: A strong introductory paragraph introduces the sender and highlights the letter’s purpose. Moreover, it engages readers. 

Additionally, it may establish context and common ground if there is a shared history. 

• Body Paragraphs: The real content comes within body paragraphs. It is where the key messaging resides. Ideal body content generally gets directly to the point. Also, it contains relevant facts/details, and uses clear logic and structure. Write to motivate readers toward intended action ultimately.
• Call to Action/Conclusion: An impactful conclusion summarizes key points. It generally includes a call to action with specific instructions. These instructions are for what senders expect/want recipients to do next. It also expresses gratitude for the reader’s consideration.
• Closing Salutation, Signature: “Best Regards” or “Sincerely” are must in the closing part. The sender’s names and titles formalize the signatures.

This basic structure makes sure that the letters highlight purpose. It also ensures to engage readers early and share relevant details. Additionally, it influences them to express appreciation. There is a strong importance of a business letter. 

Templates and Examples of Business Letters

Here are some templates and real examples from various business domains:

Sales Inquiry Letter

Reply to prospect inquiries with a sales letter structured like this:

Customer Service Response Letter

Proper responses to customer complaints may look like:

Internal Memo

The standard memo format looks like this:

Job Application Response Letter

Here’s a template structure businesses can utilize:

The Bottom Line

Every employee should acknowledge the ‘Importance of business letter’. In this digital era, forms of business letters can seem very old school. However, they remain a professional necessity for effective formal correspondence. 

As we explored, HR matters and vendor partnerships carry tremendous significance. It is true when it is done with proper structuring. Generally the templates offer helpful starting points. The truly intended outcomes and tailored messaging are a must for target audiences. 

It is because it transforms letters from mediocre to compelling. With practice and personalization, organizations can leverage correspondence to win in business.

Q1. What are the different kinds of business letters used in business communication?

Ans: Some common types include sales letters for promoting products/services. It can also be the customer service letters for addressing complaints. Additionally, these can be the internal memos for company-wide announcements. And it can be the job application letters for hiring processes.

Q2. How do business letters help in building relationships and achieving goals?

Ans: The kinds of business letters in business communication are crucial in building relationships. They are also vital for achieving organizational goals. And it can be done by facilitating formal communication. They enable businesses to connect with clients and address employee concerns. It also helps in securing partnerships. Additionally, it assists in conveying important company information.

Q3. Why is it important to structure business letters properly?

Ans: Structuring business letters properly is vital. It is because it helps convey messages and achieve desired outcomes. A well-structured letter with structured body paragraphs is a must! It ensures the message is organized and easily understood.

Q4. How can businesses tailor business letters to specific recipients and situations?

Ans: Businesses can tailor business letters to specific recipients and situations. And they can do so by personalizing the content and highlighting relevant details. These details are specific to the recipient’s needs or concerns. 

Q5. Are there any templates or examples available for different types of business letters?

Ans: Yes, many ‘kinds of business letter’ and examples are available. These templates provide a helpful starting point for businesses. With that, they can craft their own letters and ensure consistency in communication.

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What Is a Business Letter? How to Communicate Professionally

February 27, 2023

by Grace Pinegar

In this post

• Easy-to-understand business letter format

Business letter best practices

Types of business letters.

Business communication is not the same as regular communication.

The average day in a corporate environment involves communicating via the phone, video calls, or business letters. Communicating at work is formal and professional - or so it should be. Even in a relaxed culture, you should create and record written correspondence with document creation software .

Business letters are often private and confidential, and the nature of them varies on the stakeholder you're sending them to. The subject matter should be cut-and-dry and purpose-driven, encouraging immediate attention.

For every speaker invitation, testimonial, vendor payment, or client follow-up, you can write a business letter.

What is a business letter?

A business letter is a written document you share with your clients, investors, potential hires, and other companies. It addresses the issues or agenda at hand and suggests ways to complete it. Business letters have a specific format and are written in formal language. Business letters are an ideal way to connect, communicate, and collaborate with people in a professional environment.

To draft an ideal business letter, you must pay special attention to the recipient. When writing to an investor, your language should be persuasive and clear. If you are emailing a freshly onboarded client, list the product implementation timeline. Also, ensure you use the organization’s official letterhead while sending the letter. Some examples of business letters we will discuss are recruiter emails, thank you letters, recommendation letters, appreciation letters, and client onboarding letters. 

No matter the use case, a business letter should sound crisp, action-driven, and professional. Hone your writing skills and be prepared for what's coming your way.

Easy-to-understand business letter format 

First, let's talk about how you should format a business letter. The specifics of each letter will look different, but if you need to send a generic business letter, you need to go by a structural representation. 

1. Heading: Like any letter, you should have a heading with the address and the date. 

Grace Pinegar Content Marketing Specialist G2  1234 Generic Ave. Chicago, IL 60622 Feb 21, 2023

2. Salutation : Next, you should write the salutation. Mention the name. email, designation, and address of the sender and the recipient of the letter. The standard format is the recipient's name followed by their title, company, and address. 

Ms. Claire Brenner Senior Content Marketing Specialist G2 20 N Upper Wacker Chicago, IL 60622

2. Then comes the subject line. Summarize the moot of the business letter in one line before moving to the next section.

Subject: Oncoming content projects for FY23-24 

Then comes the body of the letter. You'll need to refer to the recipient by name. If you don't know their name, you can address the letter to "To whom it may concern." 

Once you have finished writing your (very important) business letter, you'll sign off with a polite signature. 

I hope you found the brief to your liking. If there are any questions, please feel free to contact me. Sincerely, Grace Pinegar

Let's piece it all together to create a rough business letter template that you can use to evaluate project success and improvement.

Subject: Oncoming content projects for FY23-24  I ntroduction:  Facilitate the senior member or peer with a proper greeting  Paragraph 1 : Introduce the main subject of the letter, which is "content projects and audit." List all the projects you wish to discuss, involved people, timelines, resources, and other factual details.

Paragraph 2:  Elaborate more on the subject. If you are discussing content projects, mention the progress till now, new ideas, concepts, and early completion strategy. Shed light on your strengths, challenges, and newer ways to expedite work.  Closing paragraph: Finally, end on a positive note with an affirmation to hit the targets soon; also, keep an open door for cross-questioning.

I hope you found the brief to your liking. If there are any questions, please feel free to contact me.

Signing off, Yours sincerely Grace Pinegar

As you get in the groove of letter-writing, remember business letter is not a birthday party invitation. Or an annual barbeque dinner with your team members. You need to skip the pleasantries and get straight to the point.

One way to make sure your message is received as intended is to abide by the following best practices, no matter the letter's unique purpose. 

• Proofread: Be sure to go over your letter two or three times, checking for grammar and spelling mistakes. This will make sure you seem more astute in your communications. 
• Peer edits : If you have a friend, colleague, or mentor you know would be willing to edit the document for you, don't be afraid to ask. Having a fresh mind look over the letter will catch mistakes your brain has glossed over. 
• File format: Make sure your letter aligns with the requested file format. For example, send cover letters as PDFs, but send sales letters per your company's preference. 
• Check name spelling:  I know I already mentioned proofreading, but checking to see that you spelled names correctly should be a step. This is especially true for cover letters and letters of intent. It's a sign of respect to get the name of an individual or organization right. 
• Letter length:  Control the word length of your business letter. Skip the flowery jargon or introduction, and if possible, list the content in bullets. Break down your concerns, one by one, in a clear tone. Don't confuse your recipient with a bulk emailer. 
• Right tone:  Avoid sarcasm while writing the letter. Ensure at no stage your recipient feels as if they are being compelled or ordered to complete a certain task. Be intuitive, empathetic, and kind, as these are the cornerstones of a good professional.

We can't put our finger on any one kind of business letter that holds importance. One business letter cannot have the same content as another. Hence, following a rough draft and editing it every time might be malpractice. 

Business letters are split up according to their purpose. Not every piece of communication aims to send the same message. Some letters end your time at a company; others get you noticed by a new hiring manager. Some are a summation of your tenure as an employee; others are surveys to gauge your satisfaction with your current workspace. 

Below is a list of different business letter formats, along with samples of business letters that would help you digest the meaning better. 

• Email to recruiter
• Cover letter
• Thank you letter
• Resignation
• Reference letter
• Letter of intent
• Sales letter
• Complaint letter
• Adjustment letter
• Order letter
• Acknowledgment letter

To maintain a professional rapport within the workplace, familiarize yourself with the following types of letters and when to use them.

1. Emailing the recruiter

As you enter the swamp of the corporate world, look out for ways to safeguard yourself. Every job seeker fills out applications and personal details and submits a resume. That doesn't catch the trained eye.  How can you stop yourself from falling into this ditch of redundancy? By sending an email to the recruiter . 

We are currently witnessing the most competitive phase of the century. For each job vacancy, candidates are lining up in hundreds and even thousands. The job description for an entry-level role includes unrealistic expectations like "top tier MBA," "five years of experience," and whatnot. Humble candidates have no place to go if they don't ace the history of academics. A well-written email to a potential recruiter can pull you out of this rut and make your application shine.

Example of business letter to recruiter, requesting re-evaluation of candidature

Dear [Mr. or Mrs.] [Recruiter name],

Subject:   Appeal for re-evaluation of the candidature for [position name]

I am writing this email to you in the interest of my current job application status for the position of [Position Name] in your esteemed organization. As the application has been withdrawn by the company, I am putting my appeal for re-evaluation of the same.

I have completed my Bachelor's in International Marketing from [Institute Name] with a GPA of 7.5 (all-rounder).  Right after graduation, I interned at [Previous Company] as a [Position Name] for eight months. During my internship, I was trained extensively on [hard skill 1], [hard skill 2], and [hard skill 3].  I also attended workshops on business communication that mustered my [soft skill 1] and [soft skill 2].  

To summarize my concern, I request you reconsider my application or state a detailed reason for rejection. I truly believe my professional experience and academic expertise can be a perfect fit for this responsibility.  Hoping for a revert!

[Your name]

2. Cover letter

A cover letter is a letter that you send to a company when you wish to be considered for a job opportunity. It covers additional aspects of the professional journey you have covered till now, apart from what's mentioned in your resume. You can go personal and touch on a few quirks to attract your recruiters with your mind. Cover letters are typically submitted alongside your job application and resume.

Cover letters aim to hire you for who you are. This is information they typically wouldn’t be able to glean from your other professional materials.

For more information on how to write cover letters, read everything you need to know about cover letters . 

Example of business letter to HR department for re-evaluation of candidature

Subject:   Cover letter for the position of [position name] at [organization name]

I am submitting this cover letter and my resume for the position of [position name] at your esteemed organization. I wish to take this moment and highlight my soft skills.

From my college days, I have always been a front-desk student. Diligently copying notes, eyes bent upon my books and notebooks and sparing time to only play basketball.  I identified myself as a problem solver. Someone with the knack of being consistent with her work. 

Soon after graduation, I was interviewed by a handful of companies for several positions. I was appointed as [position name] at [company name]. At that point, I was dedicated to gaining professional thrust. Although the initial days were hard, I slowly adapted to diverse business scenarios. I received appreciation for my communication, problem-solving, analytical, and email skills. 

As I stand on the verge of a new role, I cannot contain my excitement for all the amazing ventures. I would focus on my goals and will help the company scale new pillars of growth and excellence. 

You should write a cover letter whenever you are trying to get hired for a job in the corporate world. Many job applications will say a cover letter is optional. However, I encourage you to write one anyway.

3. Thank you letter

A thank you letter is a token of appreciation towards the recipient for any help or time they provided to you. You can write a thank you letter to a potential interviewer, manager, or peer who helped you swim through challenges and emerge confident. Typically, professional thank you letters are written to the hiring managers or interviewers from a candidate who has been interviewed and considered for a job.

Thank you letters are a way of signaling gratitude to your potential new organization, as well as showing managers you’re not afraid to take the initiative.

Example of a thank you business letter after getting a promotion

Respected [Mr.] or [Mrs.] [Manager Name]

Subject:   Expressing my sincere thanks for promoting me to [new position]

I wish to express my sincere gratitude to you for promoting me to the coveted role of [new position name]. This news came as a surprise today and left me in a state of amazement. For every employee, there is no bigger gift than being understood, valued, and appreciated for their work. I wish to give you sheer credit for believing in me, mentoring me, and encouraging me to take that leap of faith.

As I gear up for the new position of [Position Name], I promise to uphold the virtues of integrity, team effort, and constant improvement. I am fortunate to have learned so much and come this far in the journey. I hope to aim for even greater peaks and set new bars of excellence. 

Thank you once again!

You should write a professional thank you letter for a number of reasons, but in this scenario, we’re referring to letters as an ode to the employer. For interviewees, they should thank the employer before they organize during a personal video interview .

4. Letter of resignation

  A letter of resignation formally informs your current employer that you will no longer be working there after a brief period of time. In more extreme or urgent cases, a letter of resignation informs your employer that you will be quitting, effective immediately.

In most scenarios, employees will turn in this letter with two or three weeks’ notice. This means you’ve informed your employer that you’re leaving but will continue working for a predetermined amount of time to help out with the transition of either hiring a replacement or losing an employee altogether.  

To demand your full and final (FnF) settlement from your ex-employer, use the following draft:  

Example of business letter to ex-employer for release of the full and final settlement 

Respected Madam

Subject: Release of full and final settlement for [position name] from [date start] to [date end]

You should write a letter of resignation when you are ready to quit your job. The amount of notice you give will depend entirely on your situation. Do not, however, turn in a letter of resignation unless you are ready to quit within the next two or three weeks.

5. Reference letter

A reference letter is written by a professional or personal connection that vouches for a candidate’s skills and experience in the hopes of helping them get a new job offer. Reference letters are often written by former managers or other executives or teachers, professors, and mentors. Reference letters will sometimes, but not often, be written by friends or neighbors.

No matter who writes them, they should be positive recountings of a professional’s experience working with or overseeing the candidate. They should mention specific anecdotes and describe aspects of the candidate’s character. A reference letter is also known as a "letter of recommendation."

Example of reference letter for a potential friend/acquaintance

Dear [Mr.] or [Ms.] [ Name]

Subject: Submitting a referral of [Name] for [Position Name]

Greetings to you.

I am writing this letter to refer [Name], who has been my acquaintance and colleague in [previous company], for the current role of [new role] in our company.

I have known [name] for [x years] at [previous company] and was on the same team as her. She was promoted twice and was appointed to lead the entire [project name] on the client side. She is an [qualification] in [discipline of education] and has a diverse professional portfolio. I have found her level-headed, thought-driven, and passionate about her job. She rarely missed any meetings and maintained a near-perfect attendance record throughout. She also led workshops on [hard skill 1] and [hard skill 2] as the team transitioned into different software. She took the responsibility to educate the entire team and was always up for doubt-solving.

I strongly recommend [name's] candidature for the position of [position name]  as I believe she has the potential to be an asset to our team. Please feel free to write back in case of any potential concerns.

Best regards

You should write a reference letter if you have been asked to write reference letter. You should only say yes if you can honestly and positively speak to a person’s character and work experience. If someone you don’t know well or don’t think highly of asks you to write a reference letter, it might be best to decline politely.

6. Letter of intent

A letter of intent is exactly as it sounds: it is a letter that declares your intentions. Letters of intent are used to form an agreement between various parties. They can be used when drafting a proposal, applying for or accepting a job, or agreeing to a particular deal.

A letter of intent displays your affirmation for a certain task. You might be assigned to a new project but do not know how to start. A letter of intent can display your likeability, help you seek guidance, and jazz things up. 

Example of business letter of intent for a job opportunity as a social media marketer

Subject: Interested in the position of social media marketer in [company name]

I am writing in response to your recent job vacancy for a full-time social media marketer. I have been working in the content and social media marketing space for over three years now. My core strengths include social media campaigning, brand activation, copywriting, hygiene handling, scriptwriting, and email marketing for business-to-business (B2B) clients. I am a trained SEO specialist and have received recognition as a "tech marketer" in the social media community. 

As far as my personal education goes, I have completed my Bachelor's in Computer Science and Master's in Brand Marketing. When I started as an early adopter in the social media space, I was not sure of how it worked. But I grew my proficiency with time.

I cross-collaborated with product and engineering teams to learn about new releases and how we can leverage them for consumer acquisition. The results unraveled an impressive conversion rate optimization of over 3% in the last GTM launch alone. I am highly interested in this full-time position that will help me achieve a successful future and career growth. 

If donned with the opportunity, I will bring my skills on board, along with my penchant for growth, and help the team touch new heights!

You can use a letter of intent to communicate future concerns, as well as to announce or make your preferences public. A letter of intent binds both parties in an "implicit" agreement with some common bridge of interest. 

8. Sales letter

A sales letter, perhaps more prominently understood as a sales email, is a form of communication that exists to engage and interest the reader in learning more about a product or service.

There are many different strategies regarding how one should write a sales letter. Ultimately, you should pursue the strategy your company lays out in its playbook. All sales letters , however, should include a call-to-action, as well as a method of contacting you should the reader be interested.

Example of a sales letter to pitch an Education CRM product to a potential B2B lead.

Subject: One platform to manage, streamline and grow your admission enrolments

Admission management remains an uphill journey for educational institutions.

Students are now making smarter choices. When pursuing further studies, they analyze the if's and but's of every university program. They do not get lured into "spray and pray" marketing gimmicks online institutions throw at them. To survive this tough hour, you must look past standard, horizontal CRM solutions. But that's what we were feeding on till now for lead gen.

What's the change?

An education CRM specifically tailored for your students and your admission teams. Tieing these entities together in a single knot results in a personalized journey and more conversions. Integrating the efforts of all stakeholders involved, like admission, finance, management, and counseling, into one single CRM solution eliminates silos, peaks ROI, and puts you on the path to success. 

That's our synergy at <company name>. We have successfully partnered with over [number of colleges], including stalwart names like [college 1], [college 2], and [college 3].  <A word from our partners> If you find this useful, you can drop us a line or schedule an appointment through <company website>. I hope this goes somewhere in the future!

You should write a sales letter when you are seeking to gain a professional or an organization’s attention. In other words, when hoping to interest someone in a deal or sale.

9. Complaint letter

A complaint letter is a letter you write when you have a bone to pick with an organization or individual. It whistleblows on your concerns and raises them to the limelight. One complaint can speak on behalf of several other team members. Say, you received horrendous customer service, or you found an ad targeting you inappropriately.

You’d write a complaint letter to inform an organization of the situation and allow them to decide the next steps.

Although it has the word “complaint” in the title, not all complaint letters have to be rage documents wherein you ream out a company for some wrongdoing. They could be a simple description of your dissatisfaction with a few suggested expectations for recourse.

If you are angry, though, by all means, have at it.

Example of a complaint letter to an apartment rental agency on account of denying security deposit.

Subject: Raise a complaint for delayed security deposit

I, [name], am a resident of [Apartment Name], which is located in [area] in [city]. I wish to bring to your concern that I have rented this apartment through your agency services. I have been living over here for the past year. I had paid a security check of [Amount] prior to my onboarding for [number of months]. Yesterday, I received a call from the department head, saying that my request to retrieve the security deposit has been declined.

Per my rental agreement, I am liable to receive my full security amount. I had put in a request for evacuation 30 days before leaving the apartment. I served the entire notice period and paid my utility, electricity, gas, water, and all other bills on time. The landlord has also conducted a thorough inspection of the property. Nothing has been worn off, stolen, or damaged. I am failing to understand why the money hasn't been released.

I also wish to highlight the poor sense of duty of your agents, who do not assist tenants in hard times. Please look into the needed resolution for this matter. In case you want document proof, do let me know. 

You should write a complaint letter when you have a complaint. Granted, we have many other methods of complaining these days (lucky customer service reps).

It’s more common to see someone calling a company’s customer service hotline or even chatting with a representative online. A letter is a more formal way of communicating, but it does get the message across that you’re serious enough about this issue to write in.

10. Adjustment letter

Adjustment letters are a company or individuals responding to a complaint letter. The letter should clearly state the company’s stance in the case.

If you’re siding with the customer, state that immediately. If you’re not siding with the customer, be sure to communicate that clearly while still offering exceptional customer service.

You should write an adjustment letter after your company has received a complaint letter from a customer. It’s important to respond to support queries to save face and keep customers loyal.

Adjustment letter from the rental company's end on denial of security deposit.

Subject: Regarding the security deposit for your rented apartment

Greetings from [company name]

I am extremely sorry for the experience you have had. This is extremely unacceptable and apology-worthy on our behalf. Rest assured; the matter will be immediately looked into and sorted out. However, please allow us to look into the entire situation and assess things from our end.

You will be shortly receiving a call on your registered mobile number. The call would be from an assigned [company] executive who would attend to your queries. As far as the security deposit is concerned, if you have submitted a 30-day prior notice request, you are eligible to receive it. If you encounter any unwanted or misleading behavior of our staff, I suggest you raise a complaint ticket from the help desk. We strive to make our services better for everyone and would not tolerate behavioral inadequacy,

I appreciate your patience, and please remain connected.

Company Name

11. Order letter

An order letter is a document wherein business managers, or owners communicate to their manufacturers the specifics of what they will buy. Order letters contain information such as quantities, sizes, colors, product names and order numbers, and the anticipated price.

Order letters are often formatted as a form rather than an official business letter. This is because forms and spreadsheets make it easier to understand the bigger picture of what a person wants.

You should write an order letter when you’re ready to purchase wholesale goods for retail sales. Some business managers and owners will include payment for goods in the order letter, so it’s imperative you don't’ send in an order letter until you are ready and able to make the purchase.

12. Acknowledgment letters

Acknowledgment letters are like order confirmations. Businesses send them out to let a customer or relation know they have received prior phone calls, emails, letters, etc.

Acknowledgment letters do not guarantee anything. They also do not communicate that a business has taken steps to improve a situation. Rather, they tell a customer they have been heard.

Businesses should write a letter of acknowledgment when they feel it is necessary for an individual or organization to know they have received their correspondence. This is especially necessary if the original communication regarded something serious, such as an in-store injury.

A letter of acknowledgment does not imply that you have taken any action. Rather, it is the business equivalent of a read receipt – offering reassurance.

To the letter

A business letter explains the brevity of the situation and suggests ways to go about it without harm. Think of it as a replacement for professional coffee table conversations. You need to hold your pen carefully, lest you'll spill unprofessionalism.

Hopefully, this gives you an idea about business letters. Make it your official way of interaction so that the other party has very little to say in objection.

The stronger the company culture, the fewer negative business letters. Incorporate best company culture practices and be at the forefront of employee satisfaction. 

Have a print-eresting day!

Create, manage, and monitor work documents with ease and simplify content collaboration with document creation software.

Grace Pinegar is a lifelong storyteller with an extensive background in various forms such as acting, journalism, improv, research, and content marketing. She was raised in Texas, educated in Missouri, worked in Chicago, and is now a proud New Yorker. (she/her/hers)

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What is Job Application Letter in Business?

What is Job Application Letter Meaning of job application letter, Definition of job application letter, Types of Job Applications Letters -Job application may be the first important business letter after in a person has got graduation from a college or university. There is always though competition in the job market and the prospective employers will from their first impression about the job seeker from his application. A job application letter is a letter which is written by the job seeker to a prospective employer for a position is his organization. In fact, a job application letter is written to sell one’s qualities and services to an employer.

What is Job Application Letter

According to Quible and Others , “A letter of application is a message designed to inform the reader of your desire for a position in his or her organization and to request an interview for that position.”

From the above discussion, we can say that a job application letter is a written appeal to an employer for a position by a job seeker. Application letters must be written from employer’s point of view (you point of view). Before writing an application letter the applicant must analyze carefully the job requirement and his own achievements.

Types of Job Applications Letters

There are two types of job application letter, such as Solicited application letters and unsolicited application letter-

Solicited Application Letter : Solicited application letters are written in response to an advertisement for hiring or recruitment. Here the job seeker knows the vacancy and can tailor his application as per the requirements of the said post. If you’re sending a solicited application letter, you will usually know what qualifications the organization is seeking. In this case, highlight the chief qualifications and mirror the requirements specified in the advertisement. You should grab the attention by focusing on the phase Proven Skills, sometimes used in the advertisement. An example of solicited job application letter is given below:

March 1, 2016 To, The Managing Director, Dream Merchant Technologies Ltd. 53, New York C/A, USA- 10001 Subject: Application for the post of Management Trainee Officer. Sir, In response to your advertisement published in The New York Times on February 05, 20016, I would like to offer my candidature for the above mentioned port. The details relevant to the post are enclosed herewith my resume for your kind consideration. I am looking ahead to immediate hearing form you. Your sincerely Michel John Enclosure: 1. Resume 2. Photocopies of all academic certificates 3. Two recent passport size photos.

Unsolicited Application Letter : Unsolicited applications letters are written at the writer’s own initiative to the organization. Who has not advertised for recruitment? Unsolicited application letter is also called prospecting letter. But in case of writing an unsolicited letter, you have a better chance of being read and receiving individualized attention. You can gain attention by focusing on the needs of the employers and how they will be gained by employing you. An example of unsolicited job application letter is given below:

March 1, 2016 To, Personnel Manager, Continental Computers Ltd. 53, New York C/A, USA- 10001 Subject: Application for a suitable position. Dear Personnel Manager, New York is my idea of the perfect place to live. As a graduating senior in computer science at New York University, I am interested in pursuing my career in computers. The New York Chambers of Commerce and Industry has given me your firm’s name as a leader in this field. The enclosed resume indicates my background in computer science and human relations. Although I am unaware of any position you might have available, I would be able to visit your organization over our spring break, April 2 through 11. Should you have opening, I would be very interested in visiting with you and taking about those positions. I am available daily after 3 p.m. at 805956. I can be reached by mail at the address above. I would appreciate any effort on your part of contact me. Yours Sincerely Michel John

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Thank you for providing these information however, I would appreciate you properly reading your works before publishing it. There are some errors in your compositions. r

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31 Employment Applications and Resume Writing

Dr. Mani Shreshtha

1.      Module 31: Employment Applications and Resume Writing

2.      Learning Outcomes :

·         write a persuasive employment application letter

·         create a professional Resume

3.      Introduction :

Writing an employment application is probably a graduate students’ first interaction with formal business writing. An employment application is also referred as cover letter. An employment application provides an opportunity to the applicant to impress a prospective employer. An employment letter or cover letter is generally an accompanying letter to a Resume. It helps in creating a distinct position of applicant in the mind of an employer. A well written employment application can lead an employer to go through your Resume and increase the chances of you getting an offer. With the advent of email as a popular mode of communication in corporate sector, the employment application also adopted the paperless form. While communicating through email, an employment application becomes the main body of the email and Resume is send as an attachment. In all, a cover letter is an opportunity through which you can differentiate yourself from rest of the applicants.

4.      Self Analysis :

Before starting any activity to write an employment application or creating a Resume, it is very important for you to do a self analysis. A self analysis is am exercise for answering the question: who are you? Generally, we are having a feeling that we always know everything about us. But many a times we are only having a surface awareness about us. While writing a cover letter, we must get deeper information on the areas like skills, interests, and personal values held by us. A good self analysis can help you in better projecting yourself in front of an employer and hence getting closer to the job offer.

5.      An Employment Application / Cover Letter / Application Letter

A letter of application has a special relevance which differentiates it from other forms of letter writing. It possesses a quality of a persuasive sales letter where the applicant is trying to convince the prospective employer to buy a product. In this case, the product is ‘You’. Just like in sales letter, you should present the features of the product that might appeal the reader. You should also mention about the benefit the prospective employer will get after selecting you. Generally, two types of cover letters written. One doesn’t include Resume while other includes it. The first type of covering letter mentions everything about you such as qualifications, skill, experience, personal information etc. As it is a detailed letter, it is relatively lengthy. Employers sometimes get irritated to see such lengthy letters. In the second type of covering letter, the application is divided into two parts: a brief application and a detailed Resume. In the brief application, reference of the job   advertisement along with your most significant attributes related to the job is mentioned. On the other hand, a Resume provides detailed information about your personal profile, skill set, experience, achievement, references etc. Second type of covering letters is more popular among the employers for their specificity of purpose.

5.1. Application Letter Structure : Before drafting an application letter, it is important to understand various parts of its structure.

5.1.1. Address of the applicant and date: It includes the address of the person who is writing the employment application. It is important to mention the complete address for better correspondence. The applicant’s address should be mention at the top of the letter and aligned left. It must be in line with the left margin. The date of writing the application must be mentioned below the applicant’s address. Format of date should be correct. Write month first then date followed by comma and the year. For example:

July 24, 2002 and September 2, 2002

5.1.2. Employer’s name and address: In this part, name and address of the employer is mentioned. Provide atleast spaces below the date and the employer’s name. Again, left align the matter. It is important to correctly spell the name and designation of the employer. A mistake of misspelt names can be fatal for your chances of getting a job.

5.1.3. Salutation: It means greeting the receiver of the mail. It indicates the courtesy extended by the applicant to the prospective employer. It also specifies the receiver of the message. While addressing the receiver of the application, it is preferable to write Dear Sir rather than writing Dear Mr Sehgal .

5.1.4. Main content of the letter: Main content in the letter should be written as per the guidelines of writing effective letters. Broadly, matter need to be organized, sequenced, checked grammatically, include vital information, and properly formatted. While writing this part, it is important to check whether we are using a detailed or brief format.

5.1.5. Closing: An application letter must drive for action in the end. Also a complement should be added in the end. The complementary close must go with the salutation. For example: Yours faithfully, yours respectfully, your truly are the more popular complementary closes. But the usage of ‘ Sincerely ’ or ‘ Sincerely yours ’ is preferred during formal communication.

5.1.6. Signature: A signature is distinctively marking the name of the applicant in ink on a paper. Below a signature, name of the applicant is mentioned. Nowadays, digital signatures can be created and used.

5.1.7. Enclosures: Enclosures are mentioned below the signature and name of the applicant. It indicates the list of documents that are attached with the application letter. Enclosures can be mention as ‘Encl:’ and list of documents attached is mentioned in front of it.

Format of an Application Letter

   5.2. Developing the message for application letter : The content developed for the message must be properly organized and presented in the application letter. For that a logical approach is followed. The total content is divided into three parts: opening, middle and end. Every part is having its own relevance. Purpose of opening part is to gain attention of the reader. Middle part of the letter mentions about the data and details of the applicant. The end part of the letter puts a request by you asking for an action.

5.2.1. Attention gainer opening: This is the introductory paragraph of the letter. It must bear all the qualities of a sales letter. It is worthy to remember that receiver of the letter might be of senior position and very busy. So, your writing must gain desirable attention, right from the beginning. Examples of some of the distinctive openings are as follows:

•  Stan Consulting and RR Capitals. Both these companies provided me a chance to prove my ability in the field portfolio management. For last one year, I am working for JJ Finance, where I am heading a financial restructuring team responsible for optimisation of investments in South-East Asia.
• Please refer to your advertisement No. AAJ/456 in The Times of India dated September 6, 2002 for the post of Copy Writer. I wish to be considered for this post.
•   Dr JK Singh, Professor in Marketing Management and my mentor has forwarded to me a possible opening in your organization as a Marketing Manager. I am associated with professor Singh for last four years and got sufficient qualification and knowledge to justify my candidature as Marketing Manager. Here is what I have to offer.
• Are you in need of a Marketing Manager? Handling a marketing team of 50, instrumental in designing marketing plans, sound market understanding, and an achiever. These attributes and experience lead me to approach you for the position of a Marketing Manager.

5.2.2. Informative middle paragraph: This part of the application letter is used to provide a justification and proof of what you have claimed in the attractive opening paragraph. It acts like a persuasive paragraph. While mentioning any information in this paragraph, an applicant must take care about connecting the information with the requirements of the advertised job. The reason being, the employer would be interested in knowing those specific qualities in the applicant which are essential and desirable for the completion of a job. In this paragraph, do not forget to highlight your achievements and performances. Such information might lead the prospective employer to your Resume for details of contributions. You can also present the information related to your education, work experience, interest areas, and personal qualities. Examples of some of the information for the middle paragraphs are as follows:

•  My internship at KCL Bank honed my skills to handle day to day queries through understanding the perspective of customers. The training also allowed me to apply my theoretical understanding of customer relationship management in solving real time issues at the bank.
•   In my major, I studied marketing with a specialization in consumer behaviour. My CGPA indicates effort put in by me especially during the research project on ‘Perceptual Mapping of Mobile Service Providers in the National Capital Region’.
•      I got a black belt certification for training program on six-sigma, proving my proficiency in handling quality related issues.
•   In addition to the above achievements, I am a team player and gel very well in diverse environments.
•  I lead a State level team at National Basketball Championship held at New Delhi on November 8, 2005.
•  Six years of work experience at the country’s top most retail store have given me insights regarding changing preference of customers in the retail sector.

5.2.3. Action oriented end paragraph: The end part of the application letter must lead to the action proposed in the close. Decision about the action sought is totally at the discretion of the applicant. Depending upon the purpose, a desired action can be driven. An action could be a request for a meeting, an invitation to discuss further, asking for a reference check. It is not advisable to request for offering an employment in the first communication. The action words should be clear and specific. You should not sound too aggressive or pushy while closing the letter. Also, end paragraph presents information related to your contact detail such as email address and phone number. An Examples of some of the information for the end paragraph are as follows:

• These brief facts and the detailed information in my Resume justify my suitability to the job of Operations Manager. Please let me know a suitable time and place for further discussions on the issue. You can contact me at 0 78 78 45 12 56 during weekdays to arrange for a meeting.
• My educational qualification and experience have equipped me to work as a Operations Manager in your organization. May I meet with you to further discuss about how I can contribute more to your organization as a Operations Manager. You can email me at [email protected] or call me at +91 77 90 97 93 87 to arrange an interview.

Example of an Employment Application Letter

6.      Resume / Curriculum Vitae / Bio- Data

A Resume is a summary document that provides information regarding your education, work experience, skill set etc. It is generally used to highlight specific competencies for a given job opportunity. Curriculum Vitae (CV) and Bio- Data are the other popular terms associated with Resume. Although these terms are used interchangeably but there exists a slight difference among them. A curriculum vitae is a more comprehensive and detailed document when compared with Resume. Length of a CV is longer than that of a Resume. On the other hand, a Bio- Data is defined as one’s life and work experiences. In a bio-data, focus is given on providing personal  details such as date of birth, height, weight, colour of skin, photograph, and nationality. It is more traditional in comparison to its counterparts. For the matter of simplicity, we will only discuss about Resume as a tool for applying to an employment opportunity.

    Preparation of a Resume involves collecting the relevant information pertaining to the applicant and arranging it in a logical and aesthetic manner. The information is related to applicants’ career objective, work experience, education, personal qualities, personal information, skill set, and references. Each of the information should be arranged in a reverse chronological order. It facilitates the reader to know your work experience or education from present to past.

Example of a Resume

7.      Summary :

An effective employment application or cover letter can bring an applicant closer to a job. A cover letter serves two purposes; firstly it helps in creative first impression on the prospective employer. Secondly, it leads the reader of the letter to the Resume. Before deciding what to write in a cover letter, it is important to do a self assessment exercise. This exercise will help you in knowing more about ‘you’.

A covering letter is having several structural elements such as address of the applicant, date, name and address of the employer, salutation, main body, closing, and signature. Main content can further be divided into three subparts namely opening, middle and end. Opening paragraph must gain attention of the reader. In the middle paragraph of a covering letter, applicant should mention data based details justifying the candidature. Finally, the end part should indicate an action request closing.

A Resume is summary of applicants’ education, skill set, work experience, personal qualities and personal details. The total information about the applicant should be logically and aesthetically presented to the prospective employer. An attractive Resume can bring an applicant closer to the final placement.

Few important links to learn more about Employment Applications and Resume Writing:

• https://owl.english.purdue.edu/media/pdf/20080218121324_723.pdf
• http://www.macalester.edu/dotAsset/85c89425-1bdc-4135-973b-aebe825c38fe.pdf
• https://studentaffairs.stanford.edu/sites/default/files/cdc/Stanford_CPH_12-13_06-Resumes-CoverLetters.pdf
• http://www.bucknell.edu/documents/CDC/Creating_An_Effective_Resume.pdf
• http://www.vaughn.edu/assets/downloads/resume-writing-tips.pdf

Did you know?

You can also mention these 4 things in your Resume:

• Volunteer Work : Giving time to a local non-profit you’re passionate about What it Shows : Leadership, project management
• Professionally Relevant Hobbies : Writing, photography, or computer programming What it Shows: Your accomplishments, creativity, and portfolio—plus the initiative you’ve taken in creating them
• Non-Professional Experiences : Study abroad, side jobs, running a blog What it Shows : Initiative, good use of your time off (especially if you have a gap in employment), plus any language skills or technical skills you acquired in the process
• Interests : A non-profit cause, athletic activities, open-source projects

What it Shows : Culture fit, personality

For details access the source.

Source: http://www.forbes.com/sites/dailymuse/2012/02/02/4-things-you-didnt-know-you-could-put-on-your-resume/

Points to Ponder:

• An effective cover letter creates good first impression on prospective employer.
• Doing a self- assessment is imperative for creating an effective Resume.
• An employment application letter should be written as per the format.
• A cover letter should lead a reader to the Resume.
• While drafting a cover letter, opening should be attention getting.
• Resume must include education, skill set, experience, personal details.

An attractive Resume can bring an applicant closer to the final placement

4.4 Business Letter Types

There are several types of business letters. This chapter looks at three common examples—inquiry letters, bad news letters, and complaint and adjustment letters. The following chapter(s) will cover employment documents—namely, cover letters and resumes .

Inquiry Letters

The inquiry letter (or email) is useful when you need information, advice, names, or directions. Be careful, however, not to ask for too much information or for information that you could easily obtain in some other way—for example, by a quick trip to the library or an internet search.

• Early in the letter or e-mail, identify the purpose —to obtain help or information (if it’s a solicited communication, information about an advertised product, service, or program).
• In an unsolicited letter or e-mail, identify who you are and why you need the requested information .
• In the communication, list questions or information needed in a clear, specific, and easy-to-read format. If you have a number of questions, consider making a questionnaire and including a stamped, self-addressed envelope. If it’s e-mail, just put the questions in the body of the e-mail or attach a separate questionnaire document.
• In an unsolicited letter or e-mail, try to find some way to compensate the recipient for their trouble. You might, for instance, offer to pay copying and mailing costs, to accept a collect call, to acknowledge the recipient in your report, or to send him or her a copy of your report. In a solicited letter or e-mail, suggest that the recipient send brochures or catalogs.
• In closing an unsolicited letter or e-mail, express gratitude for any help that the recipient can provide you, acknowledge the inconvenience of your request, but do not thank the recipient “in advance.” In an unsolicited letter or e-mail, tactfully suggest to the recipient will benefit by helping you (for example, through future purchases from the recipient’s company).

Job Inquiry Letters

Job inquiry letters describe your strengths and express your interest to potential employers. Sending these letters (sometimes called “cold” letters) to the companies or employers you have targeted can help uncover unlisted or upcoming employment opportunities. Keep in mind that these letters are unsolicited, so they should be brief, concise, and direct.

Here are 10 tips for writing successful job inquiry letters:

• State who you are : begin your letter by stating who you are and giving your status or position (student, researcher, job seeker, interested consumer, etc.), and mention how you found out about the individual or entity you are writing to.
• Get to the point quickly, preferably in the first or second sentence: “I am writing to you today to inquire about any possible technician positions that may be available now or in the near future.”
• Be courteous : this is an unsolicited inquiry, and you may be imposing on the reader’s time and/or resources.
• Demonstrate your enthusiasm and energy with language and style appropriate to your field.
• Use simple and direct wording  whenever possible.
• Appeal to the employer’s self-interest by demonstrating that you have researched the company or organization (many applicants forget this helpful step).
• Give positive, truthful accounts of your accomplishments and skills that relate to the company or position you’re inquiring about.
• Request a talk , discussion, or meeting rather than an interview.
• Keep your letter short , but it should be long enough to thoroughly explain what it is you are inquiring about and what you want the recipient to do in response.
• Make it easy to respond to your request: consider reminding the recipient that he/she may reply to your request via email.

* When the person responds to your employment inquiry, it’s always a good idea to send a quick note of thanks expressing your appreciation.

The following document is an annotated sample of a job inquiry letter: 

JOB INQUIRY LETTER SAMPLE

Bad News Letters

Often, business letters must convey bad news: a broken computer keyboard cannot be replaced, or an individual cannot be hired, for example. Such bad news can be conveyed in a tactful way. Doing so reduces the chances of damaging business relations with the recipient of the bad news. To convey bad news positively, avoid negative words such as unfortunately , cannot , forbid , fail , impossible, refuse, prohibit, restrict, and deny  as much as possible.

When delivering bad news, use the following items to structure your letter:

• Buffer/cushion : start with a sincere greeting unrelated to the bad news. If you open with the bad news, you may lose your reader immediately. A buffer sets up the communication and puts the reader into a more receptive frame of mind. Example : “It’s been a pleasure to serve your office supply needs for the last four years.”
• Explanation : explains the purpose of the communication and provides a brief overview of the situation. Bad news is harder to accept when it isn’t explained, so provide reasons where possible and appropriate. Example : “Due to an error in our inventory tracking, one of the products (the Epson 4400 desktop ink jet printer) from your May 1 order is backordered until May 14.”
• Apology : include a simple apology if necessary or appropriate. Example : “Please accept our sincere apologies for the oversight.” OR “We apologize for any inconvenience this may have caused you.” OR “I am sorry for the confusion.”
• Redirect : after delivering the bad news, include a statement that fosters goodwill. If possible, offer a compromise. The redirect can also be used to discuss specific actions that you will take (or have already taken) to remedy the problem. In both examples below, the redirect also includes a soft-sell message (a subtle, low-pressure method of selling, cross-selling, or advertising a product or service). Example : “Please let us know if you would like us to issue you a refund for the Epson 4400 printer or if you would prefer to wait until it becomes available on May 14. If you prefer to wait, we will overnight your printer via FEDEX as soon as they arrive. As a thank you for your continued business, we would like to offer you 20% of of your next purchase as well as free 2-day shipping on any of our products.”

Table 4.4 provides an example of how you might structure a bad news message:

*NOTE : No amount of strong or fancy writing will make bad news sound good. However, a well-crafted message helps the reader understands and accept the message.

Letters of Apology

You can craft a successful apology letter by:

Analyzing your audience :

• How serious is the issue?
• How much damage has been done?
• How valuable is the future relationship?
• What is the appropriate tone for this message?

Paying attention to your content :

• Offer a sincere apology, but don’t overdo it.
• Provide an explanation where appropriate, but don’t make excuses or blame others.
• Offer to make amends or rectify the situation when appropriate.
• Close by maintaining good will.

The following document is an example of two bad news letter examples; the second example is a revision of the first : 

BAD NEWS LETTER EXAMPLE

The following is a sample assignment/activity in crafting an apology or delivering bad news:

BAD NEWS ASSIGNMENT/ACTIVITY SAMPLE

Watch the following video from Will Fleming on delivering bad news and making apologies in writing:

Complaint Letters

A complaint letter requests some sort of compensation for defective or damaged merchandise or for inadequate or delayed services. While many complaints can be made in person, some circumstances require formal business letters. The complaint may be so complex that a phone call cannot effectively resolve the problem; or the writer may prefer the permanence, formality, and seriousness of a business letter. The essential rule in writing a complaint letter is to maintain your poise and diplomacy, no matter how justified your gripe is. Avoid making the recipient an adversary.

*NOTE : Complaints by e-mail may not be as effective as those by regular mail, so that option is not included here.

• Early in the letter, identify the reason you are writing—to register a complaint and to ask for some kind of compensation. Avoid leaping into the details of the problem in the first sentence.
• Provide a fully detailed narrative or description of the problem. This is the “evidence.”
• State exactly what compensation you desire, either before or after the discussion of the problem or the reasons for granting the compensation.
• Explain why your request should be granted. State the reasons why this evidence indicates that your requested should be granted.
• Suggest why it is in the recipient’s best interest to grant your request; appeal to the recipient’s sense of fairness or desire for continued business, but don’t threaten. Find some way to view the problem as an honest mistake. Don’t imply that the recipient deliberately committed the error or that the company has no concern for the customer. Toward the end of the letter, express confidence that the recipient will grant your request.

Adjustment Letters

Replies to complaint letters, often called letters of “adjustment,” must be handled carefully when the requested compensation cannot be granted. Refusal of compensation tests your diplomacy and tact as a writer. Here are some suggestions that may help you write either type of adjustment letter:

• Begin with a reference to the date of the original letter of complaint and to the purpose of your letter. If you deny the request, don’t state the refusal right away unless you can do so tactfully.
• Express your concern over the writer’s troubles and your appreciation that she or he has written you.
• If you deny the request, explain the reasons why the request cannot be granted in as cordial and noncombative manner as possible. If you grant the request, don’t sound as if you are doing so in a begrudging way.
• If you deny the request, try to offer some partial or substitute compensation or offer some friendly advice (to take the sting out of the denial).
• Conclude the letter cordially, perhaps expressing confidence that you and the writer will continue doing business.

Additional Resources

• “ Overview of Business Correspondence .”  Open Technical Communication . (an excellent resource for the visual layout of business letters)

Technical Writing at LBCC Copyright © 2020 by Will Fleming is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

Management Notes

Types of Business Letters – How to create a business letter? | Business Communication

Types of business letters.

➧ Letters promote the preservation of communication between both parties; they may bring friends or relatives closer together, enrich professional relationships and provide a means of self-expression.

➧ Letters contribute to the protection and conservation of literacy. Letter writing leads to the mastery of the technique of good writing and can provide an extension of the face-to-face therapeutic encounter.

➧ Business letters are the written, typed, or printed messages sent in an envelope by post or messenger usually to receipts outside an organization for some specific business purpose.

The different types of business letters are as follows:

1. Acknowledgment Letters :

➧ A type of letter which is sent to acknowledge the receipt of items or inquiries from someone(individual, individuals or an organization) are called acknowledgment letter.

➧ Simply we can say that acknowledgment letter is a written or printed communication addressed to a person, company, etc. for recognition of another’s authority, existence, right, validity, etc., usually sent by post in an envelope.

➧ You can find a charitable contribution acknowledgement letter sample on google and can write it too.In this growing technology you can use acknowledgement email for sending message and we can receive acknowledgement email reply.

2. Apology Letters :

➧ Apology letter is a type of letter which is generally written to say sorry or simply a way of expressing regret towards a past action or occurrence with the sincere objective to rectify them.

➧ It reflects our honesty and sincerity as they are used to convey that you accept the responsibility for the mistakes.

➧ In an organization, apology email to client is written with the use of technological devices and also apology email to customer is also written.

3. Appreciation Letters :

➧ Appreciation Letter is a type of letter generally written by senior level staff to lower level staff to convey gratitude for some appreciable thing they have done and to motivate junior staffs.

➧ These are warm and positive letters of goodwill thanking someone for his or her favors, kindness, or activities that deserve appreciation.

➧ In an organization appreciation letter to employee for good performance is written.Along with the appreciation letters, appreciation mail and appreciation email for good work are also forwarded.

4. Circular Letters :

➧ Circular Letter is a type of letter that is sent to a closed group of people with the intention of being widely circulated.

➧ Companies generally use circular letters to offer products and services for sale, convey information about new facilities, or notify about some development within the organization which reach to the potential customer as serves as important tool of advertisements.

5. Complaint Letters :

➧ Complaint Letter is a very specific and objective type of letter is generally written to deal with a problem situation when other attempts (phone contacts, e-mails, etc) have failed to rectify the situation. Complaint letter need to be responded promptly.

6. Confirmation Letters :

➧ Confirmation Letter is a formal letter that follows to the verbal agreement made between two parties to ensure that the parties in the conversation have a written statement of what was agreed.

➧ It helps to avoid the misunderstandings that may arise later. Emails are popularly used to transmit confirmation letters.

7. Cover Letters :

➧ Cover Letter is a type of letter that is submitted with a job application explaining the applicant’s credentials and interest in the open position.

➧ They are brief messages explaining what has been attached or enclosed with the mail.

8. Inquiry Letters:

➧ Inquiry Letter is a type of letter that is written to individuals or companies to request information and/or ascertain its authenticity regarding such as the supply of particular goods or services.

➧ They briefly and clearly state the details from a service seeker’s or buyer’s perspective. Job inquiry letters are also known as letters of interest, and are used to contact employers who may be hiring, but have no current job postings available.

➧ Directly contact a prospective employer to explain your skills and ask if they are looking for someone with your skills. In this way, you can network and be considered for employment as soon as a position becomes available.

➧ Letters of inquiry are different from cover letters because cover letters are sent in response to posted jobs.

➧ A cover letter connects your skills with the job description requirements and is submitted with your resume when applying for an open position.

➧ You write a job inquiry letter if you are interested in working for a company that has not posted any jobs.

9. Order Letters :

➧ In today’s world, placing orders has become an integral part of every individual’s life. Everyone who is tech-savvy, including children, can buy anything they need online.

➧ All you need is a smartphone, an internet connection, and an online banking facility. Business owners and sales executives, however, will have to send letters or emails to place bulk orders.

➧ Order Letter is a type of letter that is generally written when the company orders goods or services to buy from another company.

➧ Individual may also write order letter if they are placing an order to buy something from the firm. Order letters are mainly used to inform buyers/sellers about the items bought/sold.

➧ Besides being a reference tool, an order letter is used for record keeping and further reference. It needs to be clear and precise. Make sure your note is polite and professional.

➧ To avoid any confusion, be sure to specify all the details without missing anything. Thank the recipient for their service and show that you trust them.

➧ If you have any questions, do not hesitate to contact the recipient. It is important that the sender signs the letter.

➧ The letterhead of the company is usually used instead of a plain A4 sheet when writing order letters. The terms and conditions of the purchase should be included in the order letter.

➧ You should provide all the specifications and quantity of the products required. To include information about the price and delivery date of the products if it is a response letter or order confirmation.

10. Payment Request letters:

➧ Payment Request letter is a type of letter written by the organization to the customers who have payment past due to remind them that they should pay the dues by certain specific date.

➧ When you have not yet received your payment but it is still pending from the sender, you write a payment release letter. Payment release requests should be written from the receiver’s perspective and in a humble tone.

➧ While writing the letter, you need to be patient and respectful even if your payment has been blocked for a long time.

➧ Whenever you feel helpless when your client, organization, etc., doesn’t pay you, write a letter requesting payment release.

➧ It is possible to request the release of the payment online or offline, but it is most convenient to request the release over the phone.

➧ It is possible to write a request letter for payment release or send an email instead of making a phone call. A formal letter format and a humble tone are used in the letter.

➧ It would include information regarding the sender’s address and the receiver’s address, name, contact information, and attachments (if any) to accompany the payment release letter.

➧ You can refer to the sample letters below to get a better understanding of the format.

➧ You will need to send a request letter or e-mail to the relevant authority asking for payment of your outstanding order. Be sure to include all the details like the order ID, bills, and receipts.

11. Recommendation Letters:

➧ Recommendation Letter is a type of letter generally written to recommend someone for a job or position.

➧ It is also called reference letter in which the writer assesses the qualities, characteristics, and capabilities of the person being recommended in terms of that individual’s ability to perform a particular task.

➧ Hiring managers typically receive this letter when considering a candidate for employ mentor other consideration. An application is rounded out by letters of recommendation.

➧ Applicants are evaluated for personal qualities such as integrity, intellectual curiosity, and leadership potential. An applicant can gain an edge over their competitors by writing a strong letter of recommendation.

➧ Employers are more likely to consider you for a job if someone can vouch for your qualifications and character. Many job applications give you the opportunity to list references who can testify to your capabilities.

➧ The purpose of a letter of recommendation is to validate your academic performance, skills, or work. Your reference may need a recommendation or you may be the one asked to write it.

12. Sales Letters:

➧ Sales Letters is a direct order letter which is generally written to persuade the reader to purchase a particular product or service in the absence of a salesman.

➧ It can be longer than a page because it includes details about certain products or services. To influence and win customers, a sales letter is written from the audience perspective.

➧ The purpose of a sales letter is to attract potential customers to a product or service. Using a sales letter, you can show a customer how your business will benefit them.

➧ Consumers are less concerned about the idea of a business transaction when they are thinking about meeting their needs.

➧ Both online and print sales letters are used by businesses. By using persuasive techniques and strong content, sales letters can be an effective form of direct marketing. By using them, businesses can create a personal connection with their clients.

13. Standard Letters:

➧ Standard Letter is a type of letter written by a company or organization to send a reply or general information to many correspondents.

➧ Many business letters involve similar formats and subject matters covering various routine business activities.

➧ For efficiency and to save time may companies have developed standard letter which can be developed from pre-existing format.

14. Resignation Letters:

➧ Resignation Letter is a shortest formal type of letter generally if somebody is quitting a job, or intent to leave a position currently held, such as an office, employment or commission.

➧ It is simple, clear and includes the date when you are leaving. An employee’s resignation letter informs their employer that he or she is leaving their job.

➧ The letter formalizes your departure from your current employer, and it can be emailed or printed.

➧ Resignation letters serve as written notices of resignation and provide details of your departure, including the date of your departure.

➧ Resigning from your job should be done professionally and gracefully. It is not necessary to provide a long explanation, however. You should keep your letter or email simple and focused on the facts.

• Resignation Intent
• The last day of your employment
• An Offer to Assist with the Transition
• Questions You May Have
• Your Contact Information
• Your Signature

The resignation letter should often express appreciation for the opportunities provided by the company and mention any experiences the employee gained while at the company.

• 10 types of business letters . (2018, June 29). Work – Chron.com. https://work.chron.com/10-types-business-letters-9438.html
• Puri, G. (2023, December 4). 16 types of business letters . Naukri’s Official Blog. https://www.naukri.com/blog/types-of-business-letters/

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Business Letters: Definition, Types, Format and Tips!

What comes to your mind when you hear the term ‘business letters’?

Let us guess!

The entire concept of business letters might seem completely ancient to you.

You might wonder if people even send those white envelopes with fancy letterheads anymore.

Or if it’s just an outdated concept, replaced by emails and messages.

Truth be told, in the business world, printed letters are a valuable and significant part of every communication strategy.

According to a  study , an office worker receives an average of 121 emails per day.

This means that your letter has more chances of being read when it’s delivered via your mailbox instead of your inbox.

Whether you need to tell a potential client about your product, collaborate with another company, convince someone to attend your event, or give a thank you note – a well-written business letter can stand out.

What is a Business Letter? (Definition)

A business letter is a professional, formal letter that is sent by one company to another. These letters can be used for professional correspondence between business clients, employees, stakeholders as well as individuals.

What information should you include, and how formal does it have to be?

Is there a limit to the number of paragraphs you can write?

How to address someone and how to close your note?

If you don’t have the answers to these questions, you are in the right place.

We have put together a guide so that you can master the art of writing business letters .

But, before that, let’s have a quick look at different types of business letters you might need to write at some point in your life.

Read more:  Business Documents: Definition, Types, Benefits & Steps to Create Them!

Types of Business Letters

1. cover letters.

First up, a cover letter is a one-page document that candidates submit along with their resumes. It takes the employer on a guided journey of their greatest career & life achievements.

No matter if you’re a student or an experienced professional, a cover letter is an important document to show your skills, experience, and why you’re fit for the position you are applying for.

• Don’t try to fit your whole career in your cover letter. It should have a carefully curated collection of stories.
• Don’t state a skill that you don’t actually have. You’ll definitely regret it when you’re asked to use that skill in the interview.
• Keep it concise and to the point. The employer does not have time to sit down and read an entire memoir.

2. Business Invites

These letters are a formal way to reach out to a company or an individual and invite them to attend an event hosted by your company.

As business events tend to be formal, an invitation letter is most likely to be formal as well. But, if you are organizing a casual event, it should be reflected in your invite and tone.

• Write the letter in such a way that it builds anticipation about the event.
• Clearly mention the date, time, and venue.
• Set a friendly follow-up to remind them of the event.

3. Complaint Letter

This letter is a way to formally express your disappointment formally. You can report a bad experience, poor customer service, or let a company know that their products didn’t meet your expectations.

The key to this letter is that it shouldn’t sound like you are nagging, but also shouldn’t lose its importance if you want to be taken seriously.

• Don’t get too emotional or over-the-top angry. Just state the facts.
• Be cordial and professional. Let them know the entire story and how’d you like them to rectify their mistakes.

4. Letter of Resignation

A letter of resignation is a document that notifies your employer that you’re leaving your job. Whether you work at a coffee shop or a big-shot company, it’s proper protocol to submit a letter of resignation before you leave.

Also, if you have an urge to send an incendiary letter of resignation, don’t give in! You might cross paths with these people again.

• Keep it simple, stick to the facts, and don’t start complaining. Resignation letters are not the right place for complaints & critiques.
• Thank your boss and/or the company for the opportunities and describe some of the key things you learned on the job.
• If you’re in a high-profile position, consider your words super carefully because your letter would likely be made public.

5. Order Letters

Also known as “ purchase orders ”, these letters are used to order things or buy material. They act as a legal record, documenting the transaction between the buyer and seller.

These letters are generally written by one business to another business to make an order or to modify it.

• Be concise and clear to avoid any misunderstanding or confusion.
• Include everything the seller would need to deliver the order and get the payment.
• Provide contact information for future conversations or follow-up.

6. Letter of Recommendation

These letters intend to recommend someone for an internship, job, fellowship, or other such opportunities.

• Be honest and don’t agree to write a letter to someone you don’t know.
• Use specific examples to highlight the person’s strengths, skills, and abilities.
• Include why you believe the candidate would excel in the role.

Many times, people overlook the importance of writing persuasive business letters because the concept just doesn’t interest them. As a result of which, people don’t know how to write a business letter.

Well, if you’re in the same boat, we’ve got your back.

Writing a clear and concise business letter isn’t a big deal, as long as you follow the established rules for layout and language.

Let’s learn how to craft a polished, professional business letter because we know that you don’t want to get the format wrong and look sloppy & unprofessional!

Read more:  Business Competition: 11 Ways to Stay Ahead in 2022!

How to Write a Business Letter in 9 Simple Steps? (Format or Structure)

Step 1: sender’s information.

If you want a reply, you need to understand how to address a business letter properly.

In this section, you’ve to write your address, contact number, and email address.

Many people include their full name at the top too. However, others think that it’s unnecessary because you are going to sign the letter with your name anyway.

Want to save some time?

Well, if your company has a letterhead, you can use that instead of typing out all the information.

Step 2: Date

Rather than abbreviating with numbers, write the entire date.

When you’re writing to American companies, use the American date format i.e, put the month before the day.

Example: October 20, 2016

Write the date before the month if you’re sending a letter in the U.K. or Australia.

Example: 20 October 2016

Step 3: Recipient’s Address 

This is the address where your letter will be delivered.

If you don’t know the person’s name, a little research won’t harm you! Call the company or speak to the employees of the company to find out the name.

Mr. Mike Brown

Executive Director

602 Melrose Avenue

Los Angeles, California 90038

• In case you’re unsure about a woman’s preference in being addressed, use ‘Ms’.
• If you think that your recipient uses ‘Dr’ or has some other title, use that. (Usually, people don’t mind being addressed by a higher title than they actually possess, but they don’t wanna be addressed by a lower one.)

Step 4: The Salutation

A salutation isn’t just a simple greeting, it’s an indicator of respect. You can choose the salutation based on how well you know the person and the context of your letter.

If you know the person you’re sending the letter to, and you mostly address them with their first name, it’s okay to use their first name in the salutation. (For example, Dear Mike)

However, there are exceptions to this case too.

Let’s take an example.

The dean at XYZ college might be your uncle, but if you’re writing to him regarding an official matter, it would be best if you use the salutation “ Dean (Last Name)”  or “ Dr. (Last Name) ” because there’s a chance that other people handle his letters and emails.

If you don’t know someone, always use the personal title and their last name.

If you are not sure of someone’s gender, you can use their full name. (For example, Dear Taylor Brown)

If you don’t know specifically whom you’re sending the letter to, use “to whom it may concern.”

Whatever the situation is, make sure that you end the salutation with a colon. (Not a comma!)

Step 5: The Body

This is the most important part of your letter. The body should contain a few (mostly three) concise paragraphs, each with a clear purpose.

If you want your reader to get the best possible impression, keep your message crystal-clear.

In the opening paragraph, introduce yourself and clarify the point of your letter. You can also mention mutual connections here, in case the recipient doesn’t know who you are.

Not sure how to start?

You can write “I am writing to you regarding…” as the opening line.

In the next paragraph, go into the details of your main point.

In the closing paragraph, briefly summarize your points, restate the letter’s purpose and tell your planned course of action.

Tip: Try to avoid lengthy, meandering sentences and just get straight to the point.

Step 6: Closing

Here, you’ll mention that the recipient can contact you or your team if he has any concerns or questions. You can also thank him or her for reading the letter.

Make sure that the closing isn’t more than two sentences long!

For instance, you can write:

• Kindly email me at (your email) to schedule a meeting. Thank you!
• If you have any queries, don’t hesitate to call me at (your contact number).

Step 7: Complimentary Closing

This is a short remark that marks the end of your letter. You’ve got a lot of options here but choose the one that reflects the formality of your relationship.

Recommended formal closings include “Yours Truly” or “Respectfully” or “Sincerely”.

If your letter is less formal, you can write “All the best” or “Thank you” or “Regards” or “Best”.

Regardless of what you choose, add a comma to the end of it.

Step 8: Signature

Below the complimentary close, sign the letter.

Make sure that you skip at least four lines so that there’s enough room for your signature. After that, type out the name that has to be signed.

You can include your job title below your full name too.

Here’s the format:

Your signature

Typed full name

Step 9: Enclosures (If applicable)

If you plan to send anything along with your business letter, you can indicate this simply by writing Enclosures after the signature.

Consider it the print version of “please find attached ” for emails.

If you have included many documents, make a list that tells the recipient what he needs to look for in the envelope.

For example:

Enclosures (5): 2 Brochures & 3 Flyers

When it comes to a business letter, using the right justification and accurate structure isn’t good enough.

You need to strike the right tone.

You need to ensure that your recipient understands your letter’s intent.

Let’s uncover the secrets of writing a business letter that stands out!

Tips on Writing Business Letters

1. keep it short and simple.

Word choice can make or break the effectiveness of your business letter. Avoid flowery descriptions and jargon unless you’re sure the recipient will understand what you’re talking about.

As Benjamin Franklin once said, “Time is money.”

Keep the letter clear and concise. Get to the point as quickly as possible.

2. Right Tone

Keep your tone conversational, yet professional. You don’t want to come off as arrogant or boastful, do you?

Save casual language for emails and messages – your printed business letters should be a little professional.

With that said, make sure that you sound like yourself. You don’t want your letter to come off as something written by a machine!

Tip: Use verbs that have an active voice instead of passive. Active voice shows that you care and that you’re responsible for your actions. (Example: “We will deliver it to you by December 15.” Not… “Your item will be delivered by December 15.)

3. Proofread, proofread, and proofread!

As you might have already understood, a business letter is not the place to be sloppy. Triple-check it for spelling and grammatical errors.

Also, don’t forget to review the spelling of your recipient’s name. If you spell it incorrectly, that’ll increase the chances of your letter winding up in the trash.

At all costs, avoid grammatical mistakes. They suggest that you lack professionalism and attention to detail. Make sure to also do a spell check while you’re at it.

Read more:  Thank You Letters: What are they & How to Write a Perfect One?

Bit.ai – The Ultimate Tool For Creating Business Letters

Yes, business letters must be formal and formatted in a particular manner, but once you get the hang of it, you’d realize that writing them isn’t such a pain after all, especially when you have a tool like bit.ai with you!

Through its intuitive and integrated tools, Bit.ai has simplified the often complex and long process of writing a business letter.

Using Bit.ai, you can create a ‘live’ business letter that highlights your text, has the perfect format, is easy on the eyes, and is great to look at! You can easily share this letter with the recipient, internal teams, and interested stakeholders.

The best part? You can work with your team in real-time co-editing and use inline comments to bring your colleagues to the same place to discuss work and make decisions related to your business letters.

Bit’s workspaces are a smart way to keep all of your knowledge and work in one space for your team to access. You can create many workspaces. Be it for personal use, around teams, departments, clients, or the entire company.

Using bit.ai will bring a bit of happiness into your workday, while also helping your business letter to become more effective!

Our team at  bit.ai  has created a few awesome business templates to make your business processes more efficient. Make sure to check them out before you go, y our team might need them!

• SWOT Analysis Template
• Business Proposal Template
• Business Plan Template
• Competitor Research Template
• Project Proposal Template
• Company Fact Sheet
• Executive Summary Template
• Operational Plan Template
• Pitch Deck Template

Final Words

Did you know that paper-based communication is more memorable and enriching than communication done through screens?

Another reason for you to send a printed business letter!

Yes, an e-mail might be the quickest and the most convenient way for business conversations, but a printed business letter will never lose its charm and effectiveness.

Also, now that you know what you’re doing, writing business letters is going to be a cakewalk for you.

Isn’t it way more simple than you imagined?

Are you ready to write a business letter using bit.ai? Let us know how it goes by tweeting us @bit_docs.

Further reads:

Formal Letter: What Is It & How to Create it?

Proposal Letter: What is it & How to Write it?

Operational Efficiency: Definition, Importance & Ways to Improve it!

Apology Letter: Definition, Format, Tips & Examples!

Business Report: What is it & How to Write it? (Steps & Format)

Business Requirements Document (BRD): What, Why, and How to Write?

How to Write a Business Case: Step By Step Guide

Technical Description: What is it & How to Write it? (Steps Included)

Cloud Storage Solutions: What you need to know!

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About Bit.ai

Bit.ai is the essential next-gen workplace and document collaboration platform. that helps teams share knowledge by connecting any type of digital content. With this intuitive, cloud-based solution, anyone can work visually and collaborate in real-time while creating internal notes, team projects, knowledge bases, client-facing content, and more.

The smartest online Google Docs and Word alternative, Bit.ai is used in over 100 countries by professionals everywhere, from IT teams creating internal documentation and knowledge bases, to sales and marketing teams sharing client materials and client portals.

👉👉Click Here to Check out Bit.ai.

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20 Types of Business Letter Used by Small Business With Format

“Business letters” are a part of the everyday business. They help the business to communicate with other entities in a clear and recordable manner. Usually, business letters are sent from one business to another. However, it can also be sent to an individual, vendor or client. There are various types of business letter formats that a business must write in a day.

To make it easier for everyone business letters follow a certain format. You need to know and implement that format to be able to communicate clearly and to maintain professionalism. Every form of communication sent out by a company reflects on the company. Which is why your business letters should be formatted the right way.

In this article, we will discuss the 20 types of business letter formats and different types of business letter.

Having pre-defined templates of business documents will help you save time and resources. Which is why we’ve created the Smart Business Box. It contains 400+ business documents that will help you stay compliant, look professional and will save you time.

Download Free Business Letter Formats

The Ultimate Guide to Accelerate Your Business Productivity

What are Business Letters?

All and every business letter that is sent out by a business is a business letter. Business letters are important to communicate a message on the record. These letters can be held as evidence in case disputes arise about a certain topic in the future. Business letters are an important part of a business and should be written with the utmost care. Mistakes in such letters can be costly and can damage the reputation of the business.

Business Letter Format 

There are different types of business letters, however, while writing a business letter it is important to write it in the correct format. Having an unclear format will make it difficult for the receiver to understand the letter or worse, they might not receive it at all. 

Business letters serve a legal purpose and are used for business purposes. A well-formatted business letter is a very basic expectation that the receiver will have while dealing with a professional company. A poorly formatted letter gives the receiver the impression that the sender lacks communication skills or doesn’t take the receiver seriously enough.

The General Format of a Business Letter Goes As The Following:

Mention the date that you are writing the letter on the left side of the letter. Use the day, month and year format eg 2/08/20.

2. Reciever’s Address

Make sure the sender’s address is left aligned as well. It is a good idea to include the sender’s email id or the receiver’s phone number. If you are writing a physical letter, include these details on the envelope.

3. Salutations

All business letters should start with a salutation and the name of the person the salutation is addressed to. For example, Respected Bryan Adams. Use their full name and a comma.

4. Body Text

State why you are writing the letter. It is appreciated when business letters are short and to the point. The body text will vary depending on the type of business letter format you are writing.

5. Call to action

Clearly mention the actions that the receiver should take after reading the letter. This will increase the likelihood of them taking the action.

6. Signature Block

Sign off the letter with your name and signature. Ensure that the sign is either in black or blue ink.

7. Enclosures

Mention enclosures if the letter has any. Enclosures are the attachments to the letter. This will give the receiver a clear idea about what to expect in the envelope.

3 Types of Business Letters 

  In a broad sense, there are three types of business letters. The type of the letter depends on the purpose of writing the letter and the relationship with the receiver of the letter. 

  Formal letters are usually written from one business to another. They are to the point and are usually short. Letters written between two companies are usually formal letters. 

 b. Informal

Informal letters are considered to be friendly and personal letters. They are written when the writer has a non-professional relationship with the receiver. This type of letter format is usually written for communication between two parties. Informal letters are usually longer than formal letters.

c. Semi-formal

  Semi-formal letters are business letters that are written to someone that the writer knows but isn’t close with. This letter balances between the formal and informal tone. 

20 Types of  Business Letter

1. Sales Letters 2. Order Letters 3. Complaint Letters 4. Apology Letter 5. Demand of Delivery Letter 6. Adjustment Letters 7. Inquiry Letters 8. Follow-up Letters 9. Networking Letters 10. Resignation 11. Cover Letter 12. Application of Job 13. Quotation Letter 14. Acknowledgement Letter 15. Job Appointment letter 16. Circular Announcements 17. Interest 18. In-Office Memorandum Letter 19. Commendation 20. Recommendation letters

20 Types of Business Letter Formats 

1. sales letters.

  Sales letters are the most common types of letters formats in business. letters are written to the prospective customer or the target audience to introduce your business and urge them to take action. 

  This is why sales letters should capture the audience’s attention in its first line. Making a bold claim or mentioning statistics is a good way to do that. 

  Sales letters are usually used to pitch a product or service to a new audience. Therefore, it is important to write the letter in the right format.

Things to keep in mind while writing a sales letter:

1. Make the introductory paragraph interesting. 2. Include a strong CTA which mentions what you want the client to do. 3.  Keep it short and crisp.

2. Order Letters

  An order letter is a type of business letter format that is used to order products or services from a vendor, manufacturer, retailer or a wholesaler. The order letter may or may not include the payment. This is usually already discussed before sending the order letter across. 

 Things to keep in mind while writing an order letter:

1.  Clearly specify the products required. 2.  Mention the details of the product like the quantity, product type, expected price, etc. 3.  Mention the expected delivery date.

3. Complaint Letters

  As the name suggests, this type of business letter is written to show dissatisfaction with a product or a service. While complaining about bad service or product it is easy to get carried away with emotions. However, it is important to write a complaint letter with professionalism and clarity. This will make your complaint letter stand out and will help the receiver to help you easily. 

  Furthermore, if you can be empathetic to the receiver in your letter then it is likely that they will want to help you more. 

Things to keep in mind while writing a complaint letter:

1.  Write the letter with a clear goal in mind. 2. Use a strong tone but do not be rude. 3.  Focus on the product or service. Do not throw personal attacks in the letter. 4. Try being empathetic to the person, it will resolve your complaint faster.

4. Apology Letter

Businesses are run by people and people tend to make mistakes. As a business, it is important to acknowledge that mistake and move past it. Start your letter by acknowledging your mistake . Then sincerely ask for forgiveness and mention the changes your company will make to avoid such mistakes. End the letter by asking for forgiveness again.

Things to keep in mind while writing an apology letter:

1.  Acknowledge your mistakes. 2.  Apologize in person apart from writing the letter. 3.  Sincerely apologize in the letter. 4.  Mention the rectification or improvements that will be made.

5. Demand of Delivery Letter

Demand for delivery letter informs the supplier that delivery wasn’t made on time. Include the details of the purchase and attach the relevant documents to the letter. This letter is written to inform the company about your demand for delivery.

Things to keep in mind while writing the demand of delivery letter:

1.  Mention the order details 2.  Attach the relevant purchase documents to the letter 3.  Include the items purchased, purchase date and the delivery date confirmed 4.  Be firm and professional

6. Adjustment Letters

  An adjustment letter is a formal letter that is a response to a complaint letter. It works on acknowledging the written complaint and informing them about the steps taken from your side to rectify the situation. It explains the decision making process to the receiver. This adjustment letter you can use for legal purposes too.

Things to keep in mind while writing an adjustment letter:  

1.  Use a humble and helpful tone 2.  Acknowledge receiving the complaint 3.  Explain the process of the complaint 4.  Mention the steps taken to help resolve their complaint

7. Inquiry Letters

As the name suggests, inquiry letters are needs to write to inquire about something. It is usually written to seek certain information from the receiver of the letter. Inquiry letters are short and work as a 

Things to keep in mind while writing an Inquiry letter:

1.  Keep the letter short and clear 2.  Include your address and contact details in the letter so that the reader can respond easily.

8. Follow-up Letters

Follow up letters are usually sent after an initial conversation has already taken place. It furthers the discussion or works as a reminder. Follow-up letters are usually short and already have a context to them.

Things to keep in mind while writing a follow-up letter: 

1.  Keep a follow-up letter short and to the point 2.  Mention the details of what you are following-up about 3.  This should only be written after a discussion has already happened regarding the topic.

9. Networking Letters

Networking means building a relationship with someone on a professional level. It is important to write good networking letters as taking the time to do such simple tasks helps boost your company’s brand image . Networking letters are semi-formal letters that can be written to build a formal relationship. 

Networking letters include a large variety of letters in it. This types of business letter format includes sample job search, referral letters, letter of introduction and networking outreach letters. 

1.  Referral letters are letters that are written to refer someone you know to someone else. This type of business letter format is written for stellar employees or great vendors. 2.  Thank you letters are written to thank a person for something that they did. This type of letter helps build trust and shows gratitude. 3.  Job outreach letters are written to fulfil the job position of an employee. 

10. Letter of Resignation

The letter of resignation is a type of business letter form which an employee submits to the company . It is an official notice that the employee gives to the company about his job. Usually, a resignation letter is submitted to the manager or the HR department.

Things to keep in mind while writing a letter of resignation:

1. Mention the last working date 2. Explain the cause of leaving 3. Include your employee code 4. Thank the company for the various opportunities 5. Keep the letter short

11. Cover Letter

A cover letter is a business letter which has an attachment to it. The attachment can be a package, a letter or a report. The purpose of a cover letter is to give instructions to the receiver about what they should do with the package along with why the product has been sent. A cover letter is usually very clear and short and is written in a formal tone.

Things to keep in mind while writing a cover letter:

1. Mention what is attached with the letter 2. Give instructions to the receiver about the attachment 3. Mention if any actions need to be taken

12.  Application of Job letter

A job application letter is sent by an aspiring candidate to the company along with their resume . It provides information about the skills and the experience of a candidate. The letter gives the candidate a chance to show the company that they are fit for the role.

Things to keep in mind while writing a job letter:

1. Mention your strengths 2. Mention experience that proves that you fit the job role. “Sell yourself” to the receiver 3. Make sure your application letter is a summary of your resume

13. Quotation Letter

A quotation letter is a business letter that is simply written to quote the price of a product along with the terms and conditions for the transaction. It is written about a product or service. This is an important business letter that can later be used to hold a person accountable.

Things to keep in mind while writing a quotation letter:

1. The quotation letter should mention the price clearly. 2. The terms and conditions of the business need to be mentioned.

14. Acknowledgement Letter

The acknowledgement letter is a business letter that simply confirms something. It is used to confirm receiving an order or to acknowledge a mistake from the writer’s end. This is a type of business letter that informs the receiver that their communication has been received by the writer.

Things to keep in mind while writing an acknowledgement letter:

1. Keep it short and simple. 2. Mention what you are acknowledging.

15. Job Appointment letter

The Job Appointment letter is the first business document that is given to an employee when they are accepted into the company. It affirms their position in the company and confirms that they have been selected for the position they applied for.

Things to keep in mind while writing a Job Appointment letter:

1. Congratulate the candidate 2. Mention the name, contact details and the address of the candidate 3. Mention the job role 4. Mention the date of joining for the candidate

16. Circular Letter Announcements

A circular letter is a type of business letter format which is formal and official. It is addressed to a small group of people and usually written to share information with them. The letter intends to share information. This information is usually “general” in type and needs to be distributed quickly.

Things to keep in mind while writing a circular letter announcement:

1. The circular letter shares a piece of information with a large number of people very quickly 2. It is a formal business letter 3. Require to written to inform 4. It should not be controversial 5. The tone of a circular letter is polite and clear

17. Letter of Interest

A letter of interest is a type of business letter format which is formal. The purpose of this letter is to show interest in working with a company. Usually, employees write this letter to show their interest in working with the company even when the company isn’t advertising for vacancies.

Things to keep in mind while writing a letter of interest:

1. Write a hook line. 2. Mention your accomplishments. 3. Mention what you can do for the company.

18. In-Office Memorandum Letter

The In-Office Memorandums is an official letter sent to the employees of a company. It is casually also called a memo. Memorandum means a reminder. This is a type of business letter format which is usually written to inform the company’s employees of a certain change, policy or a new decision. However, it can also be written to call for a certain action.

Things to keep in mind while writing an in-Office Memorandum.

1. Keep the tone of the letter formal 2. Pay attention to the main subject of the letter 3. Announce the purpose of the letter in the introductory line.

19. Letter of Commendation

  The Letter of Commendation are letters that are written to recognise the effort and to express gratitude . The letter of commendation can be accompanied by a reward which can be in the form of a promotion or bonus. The letter is written when a task has been handled exceptionally well. It recognises it and rewards that behaviour. This is the types of business letter format which is usually unsolicited. 

Things to keep in mind while writing a letter of commendation:

1. Use a positive and grateful tone 2. Explain the reason for commending 3. Summarize why they deserve recognition 4. Encourage them to keep up the good work 

20. Recommendation letters 

  The letter of recommendation is the type of business letter format that is given an employee by the company. This helps the employee show proof of their background. If the employee applies somewhere else the letter of recommendation will help them add more weight to their application. Having a strong letter of recommendations helps the employee while applying for further studies, volunteering opportunities or other work positions. 

Things to keep in mind while writing a letter of recommendation:

1. Mention how you know the candidate 2. Mention the experience you had while working with them 3. Mention the employee’s expertise 4. Share your details in case someone would like to know more

There you have it, 20 types of business letters and business letter formats. Everything you need to know to write your next business letter. Understanding the types of business letters and business letter formats will help you write them quickly and easily whenever the need arises. Understanding the format in which business letters are written will help you write professional letters with ease.

So, now you can also understand which business letters you have to write and when. Which will allow you to use your writing skills to the fullest.

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