Business Letter

Definition Of Business Letter
A business letter is a handwritten, typed or electronic communiqué that addresses a business topic and adheres to a specific formal writing style. The letter can be between consumers and companies; professionals within the same organization; or parties from different businesses. Per The Eduers, common types include acknowledgment, adjustment, complaint, inquiry, order and response letters.


Types Of Business Letter

1. 1.      Letter of Complaint

A letter of complaint will almost certainly result in an official response if you approach it from a businesslike perspective. Make the complaint brief, to the point and polite. Politeness pays off regardless of the extent of anger you are actually feeling while composing this type of business letter.

1. 2.      Resume Cover Letter

A cover letter that accompanies a resume should revel in its brevity. You should take as little time and as few words as possible to accomplish one task: persuading the reader to anticipate reading your resume. Mention the title of the job for which you are applying, as well or one or two of your strongest selling points.

1. 3.      Letter of Recommendation

A recommendation letter allows you to use a few well-chosen words to the effect of letting someone else know how highly you value a third party. Resist the temptation to go overboard; approach your recommendation in a straightforward manner that still allows you to get the point across.

1. 4.      Letter of Resignation

An official letter of resignation is a business letter that should be fair and tactful. Be wary of burning any bridges that you may need to cross again in the future. Offer a valid reason for your resignation and avoid self-praise.

1. 5.      Job Applicant Not Hired

In some cases you may be required to write a business letter that informs a job applicant that he was not chosen for an open position. Offer an opening note of thanks for his time, compliment him on his experience or education and explain that he was just not what the company is looking for at the present time.

1. 6.      Declining Dinner Invitation

Declining a dinner invitation is a topic for a business letter that, if not done tactfully, may result in a social disadvantage. Extend your appreciation for the invitation and mention that you already have an engagement for that date. Do not go into detail about what the engagement is.

1. 7.      Reception of Gift

It is very polite to return a formal business response letting someone know that you have received her gift. Extend a personalized thanks to let her know that you are exactly aware of the contents of the gift. If possible, it is a good idea to include a sentiment suggesting that you have put the gift to use.

1. 8.      Notification of Error

When sending a business letter that lets the receiving party know that an error has been corrected, it is good business sense to include a copy of the error in question if there is paperwork evidence of it. Make the offer of additional copies of material involved in the error if necessary.

1. 9.      Thanks for Job Recommendation

A letter of thanks for a party that helped you get a job should be professional and courteous. Above all else, avoid the temptation to go overboard in offering your thanks. Be aware that your skills also helped you land the job and it was likely not handed to you as a result of the third party.

1. 10.  Information Request

A business letter that requests information should make the request specific and perfectly understandable. It is also a good idea to state the reason for the information request. Extend advance appreciation for the expected cooperation of the recipient.


Parts Of Business Letter

1.      Letter head/ Heading
2.      Inside address
3.      Date
4.      Greetings/ Salutation
5.      The Body
6.      Complimentary close
7.      Signature


Styles Of Business Letter

• Block Style
• Modified Block
• Semi-Block Style