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.

References

• 10 types of business letters. (2018, June 29). Work – Chron.com. https://work.chron.com/10-types-business-letters-9438.html

Similarly, You may also like:

• Enhancing oral communication 

• Author
• Recent Posts

Smirti

(Founder of Management Notes)
MBA,BBA.

I am Smirti Bam, an enthusiastic edu blogger with a passion for sharing insights into the dynamic world of business and management through this website.

I hold a MBA degree from Presidential Business School, Kathmandu, and a BBA degree with a specialization in Finance from Apex College,

Latest posts by Smirti (see all)

• As part of the consent process, the federal regulations require researchers to: - September 8, 2024
• Concept and Nature of Intellectual Property Rights – Explained in Detail | Business Law - January 30, 2024
• Management Information Systems Online Degree – Courses, Colleges, and Careers in MIS - January 16, 2024