15 Types of Business Letters and When To Use Them

1. Cover letters. …
2. Letters of recommendation. …
3. Interview follow-up letters. …
4. Offer letters. …
5. Sales letters. …
6. Letters of commendation. …
7. Letters of resignation. …
8. Thank you letters.

Several studies have suggested that written communications, such as email, may be more enduring and enriching than those displayed on screens. A letter delivered through your mailbox rather than your inbox is also likely to stand out because American office workers receive 121 emails on average per day. (Some experts, such as Jacqueline Whitmore, a specialist in business etiquette, assert that handwritten letters for business purposes have an even greater impact than typed letters. ).

A genuine business letter demonstrates commitment because the author took the time to sit down and put pen to paper. Letters demonstrate a level of professionalism and class. They also give both parties a written record of what happened that they can keep. Sometimes the events that letters signify are significant enough for a company that they end up being prized relics.

Business letters still matter, but if they contain a lot of spelling and grammar mistakes, they can harm your professional reputation. Unprofessionalism, inexperience, and a lack of attention to detail are all negative first impressions that business owners do not want to convey through a formal business letter that is improperly formatted.

Types of Business Letters

The seven parts of a business letter

There are a few elements that are common to most business letters even though different letter types require different formatting and contain different information, such as:

1. Contact information

Particularly when concluding a physical copy of a business letter, this step is crucial. Include your name, phone number, business address, and email address in your contact information.

2. Subject line

When emailing a business letter, a subject line is used. This short line frequently contains a one- or two-sentence summary of your letter’s goal.

3. Greeting

Depending on the type of business relationship you have with the reader, the formality of the greeting will vary. Your salutation ought to be formal if you’re looking for a new job. Use their first name if you are sending a quick follow-up to a client with whom you have already developed a relationship.

4. Introduction

The introduction explains the letter’s goal and what you hope to accomplish with it. With information like a discount on a product you sell or a request for information about an open position, you have the opportunity to catch the reader’s attention.

5. Detailed information

The body of your business letter contains information specific to your goal, including asking or addressing queries and supplying more information.

6. Conclusion

A call to action, such as how the reader can place an order or get in touch with you for more information, should be included in your conclusion.

7. Signature

A signature can range from being as straightforward as writing your name to being complex enough to include your credentials and certifications. Your current relationship with the reader will also affect how you sign a business letter.

Types of business letters

The following list includes some of the most typical business letter formats and when to use them:

1. Cover letters

A cover letter should include the following sections:

Include your name, contact information (email and phone number) at the top of your cover letter so that the reader will know how to get in touch with you after reading your application.

Write a salutation at the start of the letter that includes the recipient’s name. The hiring manager, department head, or other company representative mentioned in the job posting could be this person. Use a gender-neutral greeting such as “Dear Charlie Washington. ” .

Highlight the specific abilities that make you a strong candidate for the open position in the body of your letter. Your cover letter should support your resume, so expand on it to give more specific information about your professional background. Include, if you can, a succinct anecdote that illustrates your pertinent qualifications from the job description of the employer.

Describe why you are a good fit for the open position in a memorable way at the end of the cover letter. Include a call to action in your application that invites the reader to contact you if they want to schedule an interview with you to discuss how you might fit into their company.

Other types of cover letters include:

2. Letters of recommendation

A recommendation letter is written on another professional’s behalf to attest to their credentials and work ethic. An endorsement letter can help when applying for a job, graduate school, or other professional opportunity.

A recommendation letter should include the following sections:

To ensure that the reader understands what qualifies the writer to speak on the applicant’s behalf, the letter should specify the relationship of the person making the recommendation. Coworkers, managers, mentors, and teachers frequently compose recommendation letters for job candidates.

The body of the letter is frequently the recommendation, which speaks in-depth about the applicant’s qualifications, character traits, career objectives, and chances of success in the chosen program or position. The credentials listed here should be pertinent to the course or position for which the writer is endorsing the professional.

The author should give specific examples of the candidate’s accomplishments during their time together. This information can help potential employers comprehend precisely how the applicant benefits their peers and employers.

A final affirmation of the applicant’s qualifications, along with the writer’s contact information, should be included in the recommendation letter’s conclusion.

Other types of business recommendation letters include:

3. Interview follow-up letters

After a job interview, you can write a follow-up letter to thank the interviewer for their time and to express your continued interest in the position.

A follow-up letter should include the following sections:

Include key points that were discussed during the interview, such as particular job duties or a talking point that caught your attention. Be sure to mention the title of the position. These specifics exhibit attentive listening while also demonstrating your ongoing interest in the available position.

Skills pertinent to the position: The follow-up letter is an excellent opportunity to restate your qualifications in relation to the open position.

Use the follow-up letter as an opportunity to express gratitude to the hiring manager for scheduling a meeting with you. This action demonstrates business courtesy, which will make a good impression on your potential employer.

4. Offer letters

An official letter of employment that outlines the details of the position is known as an offer letter. You will sign the offer letter and accept the job if you accept the terms it offers.

An offer letter should include the following:

5. Sales letters

A sales letter’s objective is to introduce a client or customer to a service or product. These letters are frequently used by salespeople to establish new contacts with potential customers or to maintain connections with existing clients.

A sales letter often includes the following:

Give specific information about the product or service you’re offering. To best illustrate the value of this good or service, think of a potential solution it might offer the recipient.

Some letters, particularly when the buyer is a repeat customer, include information about the cost of the good or service. If the expense was also covered in a prior meeting, it might be included.

Include instructions for the reader outlining what they should do if they want to purchase. Include your contact details, your best times to be reached, and a deadline by which they must respond in order to take advantage of your offer.

6. Letters of commendation

Companies send letters of commendation to the entire staff to congratulate an employee on a job well done. They are a form of employee appreciation. They may include the following:

Other types of commendation letters include:

7. Letters of resignation

Your employer is notified of your intent to resign through a letter of resignation. Even though you can tell your coworkers and employer in person about your intention to leave, many companies prefer official letters for record-keeping reasons.

A letter of resignation often includes the following:

Declare your resignation from the company formally at the beginning of this letter.

Depending on your circumstance, you might think about explaining your decision to leave so that your employer will respect it. This could entail moving or pursuing higher education or accepting a job offer elsewhere.

Include both the date you are delivering the letter and the day you officially left your job. With your help, your employer will be able to fill your position and best prepare for your departure.

Think about expressing your gratitude to your employer for the chance and the knowledge you gained while working for them. As a professional courtesy, taking this action can improve your relationship with your employer in case you ever need their recommendation.

Other types of resignation letters include:

8. Thank you letters

An important way to let coworkers, employers, vendors, or other business contacts know you value their time or efforts is with a professional thank you letter. By sending a qualified thank you letter, you can establish rapport with the recipient and let them know what your future plans are. When someone helps you with a job search, when a customer makes a purchase, or if a company awards you a contract, it might be appropriate to send a thank you letter. You can also express your appreciation for someone in general by sending them a formal thank you letter.

A business thank you letter typically includes the following:

A salutation: Begin your letter with a brief but appropriate salutation. Consider your relationship with the recipient.

Give specific examples to support your reasons for being grateful in one or two short paragraphs that express your gratitude to the recipient.

Additional information from your conversation can help to personalize the letter and demonstrate the sincerity of your gratitude.

An appropriate conclusion: End your email with a salutation like “my regards,” “thanks again,” or another friendly but formal conclusion.

Other types of thank you letters include:

9. Complaint letters

Consumers typically send complaint letters to businesses when they are dissatisfied with a service or a product. Businesses may also occasionally need to write a complaint letter. For instance, if a company is unhappy with a product, it may ask one of its employees to write a letter of complaint on the company’s behalf.

Components of a complaint letter include:

As it may not be clear who will read and respond to your complaint when writing to a company, it is acceptable to use “To Whom It May Concern.”

A description of the purchase should include all relevant information, such as the account or order number, the nature and quantity of the purchased good or service, and the date the transaction took place.

Definition of the issue: Clearly describe the issue you had with the good or service. For example, the product is defective, the service was improperly rendered, you were charged the incorrect amount, something was not disclosed clearly, or something was misrepresented.

Recommend a specific request or resolution, such as a refund or discount on the rendered services, a repair, or an exchange.

10. Apology letters

An apology letter, which acknowledges a mistake, expresses regret, and requests the recipient’s forgiveness or patience, is a crucial tool in the workplace. Letters of apology establish a formal record of your admission of guilt and attempts to make amends for a mistake or failure.

An apology letter should include the following:

Start off by admitting what you did incorrectly and the results of your error. By acknowledging your error right away in your letter, you will demonstrate your sincerity and increase the likelihood that your recipient will hear about it from you and not another person. You’ll be able to resolve the situation more quickly if you face your error and contact the affected party directly.

A genuine apology will include your expression of regret without any qualifiers or attempts to place the blame elsewhere. You might be able to get your recipients to forgive you by simply expressing sincere regret for the effects you caused.

Assure your recipient that you will take all reasonable steps to have the situation resolved, and outline the exact steps you plan to take in doing so. Be prepared to sacrifice whatever aspects of your life are necessary to win back your reader.

11. Office memorandum

A brief but official document known as an office memo or business memo is used for communication between a company and its employees. Effective memos are brief and easy to navigate. The document is primarily intended for internal use, such as announcements about personnel changes within an organization or information about company events.

Office memos should include:

A succinct and clear subject: If you’re sending an email, include the memo’s message in the subject line. You can still include a succinct subject line at the top of the letter if the memo will be distributed to employees on paper.

The memo’s purpose should be stated in the introduction paragraph. Be concise and keep the language positive throughout.

An explanation of the information: Summarize the information you are sharing in the body paragraph and conclusion. Include instructions on how staff members should respond to this memo, or direct any follow-up inquiries to a particular point person.

12. Welcome letters

A welcome letter introduces a business or employee formally and gives the recipient some background data. For instance, a new customer welcome letter thanks the customer for their business and gives them an overview of the company, whereas a new employee welcome letter gives employees the information to help them better prepare for their first day of work. These letters generally have a friendly tone to build a stronger working relationship.

A welcome letter usually includes the following:

Depending on your goal, your letter’s opening lines may change. For instance, if you’re writing a letter of welcome for a new employee, be sure to express your excitement for them joining your team. Start your letter of introduction to a new client or customer by thanking them for their business.

Personalize your letter by referencing prior conversations youve had. If you’re writing a welcome letter for a new employee, mention something that was discussed during their interview to express your excitement about having them. Reassure new customers in your correspondence about the quality of the goods or services they purchased. Reassure them in your welcome letter to new clients about how you can fulfill or surpass their expectations.

At the beginning of this new partnership, make sure the recipient is aware of everything they need to know. For instance, describe the orientation process, give new hires an idea of what to expect on their first day, and direct them to the appropriate location in the welcome letter. You can also outline any company dress codes and compile a list of the documents they must bring on their first day.

Other types of welcome letters include:

13. Request letters

A request letter is a formal way to make a request at work. This letter can be used to ask for a pay increase, enrollment in a training program, a recommendation, or even a meeting to discuss a promotion. Request letters can also be a useful tool for obtaining details.

Request letters should include:

Begin your letter with a brief introduction that clearly states what you are asking for. The overall tone of your letter of request should be cordial yet persuasive.

If appropriate, provide proof or other supporting documentation for your request. It might be useful to include your resume, for instance, if you are asking for a recommendation so they can quickly review your credentials. If you are asking for a raise, you can include a sentence outlining the value you bring to the position or attach a file with more specific proof of objectives you’ve met or average industry salaries for your level of education and experience.

It can be crucial to include a timeline in many request letters. For instance, you might have a deadline if you’re asking for a letter of recommendation. You have the chance to send your request to someone else if you let them know the deadline and ask them to let you know if they won’t be able to submit a letter by that time.

Other types of request letters include:

14. Announcement letters

A business announcement letter is a communication sent to clients, suppliers, customers, or the media to announce a significant development for the business, such as a merger, takeover, change in management, policy announcement, employee announcement, or release of a new product or event. Typically, the letter is brief and written in a formal note format.

Announcement letters should include:

Present the news you are announcing in the first or second paragraph instead of burying the lede. This statement should be concise and to the point.

Next, your letter should explain your announcement in more detail. Share the event’s goal if you’re hosting one here. If you are announcing the launch of your business, include information such as how long you have been working on it in the background or a special promotion you are running to mark the occasion.

Most importantly, your announcement must contain specific information that is relevant to it. This could be the opening and closing times of the store or contact details like a physical address, phone number, or website. You can designate a point person to whom employees can direct their inquiries if you are internally announcing something to them, such as a merger.

Other types of announcement letters include:

15. Termination letters

A termination letter is a polite yet efficient way to terminate a worker from their current position. Other names for termination letters include “letters of separation,” “notices of termination of employment,” and “letters terminating contracts.” “.

Termination letters should include:

Give the employee notice that their employment is ending and let them know when it will actually end. This clears up any potential ambiguity and enables the employee to get ready for termination.

To prevent misunderstanding, make sure your justification for the employee’s involuntary termination is accurate and concise. If applicable, include evidence to support your reasoning.

Next, describe any rewards or payment they will get after their employment ends. Severance pay, compensation for unused vacation time, and any other unpaid wages can be included in this. Additionally, inform them of what will happen to their retirement, life insurance, and healthcare funds. Remind them of any signed contracts, such as a non-disclosure agreement or other records from the onboarding procedure, that may have an effect on the amount of money they receive in compensation and benefits.

Finally, list the next steps for the employee to take. Any company equipment that needs to be returned, such as a company laptop, cell phone, keys, ID badges, and parking passes, should be made known to the employee. Include their HR representative’s contact information so that anyone with questions about pay, benefits, or other information in the letter can contact them.

Business letter tips

Following are some suggestions for writing business letters:

FAQ

What are the 10 types of business letter?

• Cover letters.
• Thank you letters.
• Complaint letters.
• Adjustment letters.

What are 3 types of business letters?

• Sales Letters. …
• Order Letters. …
• Complaint Letters. …
• Adjustment Letters. …
• Inquiry Letters. …
• Follow-Up Letters. …
• Letters of Recommendation. …
• Acknowledgment Letters.

What are the 7 types of letter?

Business letters can be written in block, modified block, or semi-block styles. Each is written in a similar manner and contains the same information, but their layouts differ slightly.