Business Letter

Business Letters
WHY TO WRITE A LETTER?
 Conveying a Message
 Selling a Product
 Making an Enquiry
 Seeking Information or Advice
 Creating Goodwill
 Seeking Forgiveness
Kinds of Letter
• Informal Letter
• Formal Letter
• Business Letter
Know your Audience
In any form of writing it is very important to know the audience
In informal writing the words you use will be more relaxed and the
tone will be informal.
In formal writing you have to be very careful in your choice of
words.
The purpose of the task should be clear
Are you:
Persuading
Arguing
Complaining
Relating to an incident
Note: Purpose can affect your style of writing.
5
Business Letter
• A business letter is a formal document often sent from one company
to another or from a company to its clients, employees, and
stakeholders, for example. Business letters are used for professional
correspondence between individuals, as well.
• Although email has taken over as the most common form of

correspondence, printed-out business letters are still used for many
important, serious types of correspondence, including reference
letters, employment verification, job offers, and more.
Types of Business Letters
• The term “business letters” refers to any written communication that
begins with a salutation, ends with a signature and whose contents are
professional in nature. Historically, business letters were sent via
postal mail or courier, although the internet is rapidly changing the
way businesses communicate. There are many standard types of
business letters, and each of them has a specific focus.
Sales Letters
• Typical sales letters start off with a very strong statement to

capture the interest of the reader. Since the purpose is to get the
reader to do something, these letters include strong calls to
action, detail the benefit to the reader of taking the action and
include information to help the reader to act, such as including a
telephone number or website link.
Order Letters
• Order letters are sent by consumers or businesses to a

manufacturer, retailer or wholesaler to order goods or services.
These letters must contain specific information such as model
number, name of the product, the quantity desired and expected
price. Payment is sometimes included with the letter.
Complaint Letters
• The words and tone you choose to use in a letter complaining to

a business may be the deciding factor on whether your
complaint is satisfied. Be direct but tactful and always use a
professional tone if you want the company to listen to you.
Adjustment Letters
• An adjustment letter is normally sent in response to a claim or

complaint. If the adjustment is in the customer’s favor, begin the
letter with that news. If not, keep your tone factual and let the
customer know that you understand the complaint.
Inquiry Letters
• Inquiry letters ask a question or elicit information from the

recipient. When composing this type of letter, keep it clear and
succinct and list exactly what information you need. Be sure to
include your contact information so that it is easy for the reader
to respond.
Follow-Up Letters
• Follow-up letters are usually sent after some type of initial

communication. This could be a sales department thanking a
customer for an order, a businessman reviewing the outcome of
a meeting or a job seeker inquiring about the status of his
application. In many cases, these letters are a combination
thank-you note and sales letter.
Letters of Recommendation
• Prospective employers often ask job applicants for letters of

recommendation before they hire them. This type of letter is
usually from a previous employer or professor, and it describes
the sender’s relationship with and opinion of the job seeker.
Acknowledgment Letters
• Acknowledgment letters act as simple receipts. Businesses

send them to let others know that they have received a prior
communication, but action may or may not have taken place.
Cover Letters
• Cover letters usually accompany a package, report or other

merchandise. They are used to describe what is enclosed, why it
is being sent and what the recipient should do with it, if there is
any action that needs to be taken. These types of letters are
generally very short and succinct.
Letters of Resignation
• When an employee plans to leave his job, a letter of resignation

is usually sent to his immediate manager giving him notice and
letting him know when the last day of employment will be. In
many cases, the employee also will detail his reason for leaving
the company.
Layout
• Your Contact Information
Your Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email Address
• Date
• Recipient's Contact Information
Name
Title
Company
Address
City, State Zip Code
• Salutation
Dear Mr./Ms. Last Name:
• Body of Letter
The first paragraph of your business letter should introduce why you are writing.
Then, in the following paragraphs provide more information and details about your request.
The final paragraph should reiterate the reason you are writing and thank the reader for reviewing your request.
• Closing
Respectfully yours,
• Signature
Handwritten Signature (for a hard copy letter)

Business Letter

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Business Letters

WHY TO WRITE A LETTER?

Note: Purpose can affect your style of writing.

• Although email has taken over as the most common form of

• Typical sales letters start off with a very strong statement to

• Order letters are sent by consumers or businesses to a

• The words and tone you choose to use in a letter complaining to

• An adjustment letter is normally sent in response to a claim or

• Inquiry letters ask a question or elicit information from the

• Follow-up letters are usually sent after some type of initial

• Prospective employers often ask job applicants for letters of

• Acknowledgment letters act as simple receipts. Businesses

• Cover letters usually accompany a package, report or other

• When an employee plans to leave his job, a letter of resignation

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