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Types of Business Letters


If we were to dissect the types of business letters further, there are mainly six types.

Acknowledgment letters are a professional courtesy, meant to acknowledge the receipt of something, or to acknowledge a fact or an error. It usually entails a short detail of the day something arrived and a note of thanks.

Complaint letters are meant to bring to notice an error or a defect. They could be applicable to a company or an individual, and they typically seek a redress or adjustment. They are generally descriptive with a formal tone that should express displeasure, but the tone should not be overtly angry. You should address the problem and try to offer a solution to rectify the situation. See the example complaint letter below.

Sample complaint letter

Sender's address

 

Your phone number
(1 line space)
Today's date
(1 line space)

Big C Paper Company
 Attention: Lisa Loopie

Recipient's address

 

Dear Ms. Loopie:
(1 line space)
I wanted to write you a letter to address a problem we have encountered with your order department on the last two occasions we have purchased from you. Both of our last two orders with your company were not completed in full. They were both missing one ream of paper, totaling 1,000 sheets of paper in all. While one oversight is acceptable, I am hoping this is not becoming a pattern.
(1 line space)
I would like for this situation to kindly be rectified by the two reams of paper being replaced and sent to my attention. We have enjoyed doing business with your company over the years and look forward to this situation being addressed so we can move forward and continue to do so. Please feel free to contact me if you have any questions regarding this matter.
(1 line space)
Sincerely,

(space down four lines)

 

Signature here
Patty Paper Chaser,

Enclosures:  copy of both recent packing slips and orders

cc:

Accounting department

 

Paper pusher department


Adjustment letters: These follow a complaint letter and encompass the company or individual response to a complaint. The tone has to be humble, as it is a goodwill-building exercise. The complainant has been inconvenienced; this letter should acknowledge the mistake and list out concrete solutions for resolving the issues.

Inquiry letters: These are letters of request for something or a response to a request sent by someone. The purpose of the letter is to obtain the information or object requested.


Order letters: Also known as purchase orders, these letters are used to order or buy material. Essentially documenting a transaction between buyer and seller, this is a legal document.

Response letters: These are in response to a received letter. They generally list the fulfilling of a request or detail steps taken to fulfill a request made by someone.

Congratulatory letters: These are "good news" letters and are fairly easy to write. Such letters are used to encourage or reward an employee, business associate, or a consumer. Such letters are a goodwill-building exercise and are written to build or strengthen any business relationship. When you write a congratulatory letter, do it as soon as possible after a good event has taken place. At the outset, mention what the event is that has motivated you to write the letter, follow it up with approval or praise for the accomplishment, and, finally, keep it concise and honest. A congratulatory letter should be a one-page document, and it should not sound fake or mocking.

Bad news letters: As opposed to the good news letter, a bad news letter, such as dismissal and rejection letters, need to be handled carefully. While you need to maintain the concise and professional tone of a business letter, you also need to be sensitive to the reader's feelings. In a bad news letter, instead of conveying the bad news to the reader outright, you need to place it in the middle of the text.

Here are a few guidelines that you can keep in mind while writing a bad news letter:


Letters of request: As the name suggests, these are letters sent to a company or professional seeking help. One could be asking for time, money, services, or products; the fact is that, when you ask for someone's help, you are subliminally potentially putting yourself lower than the other person. Whether you feel it personally, this feeling needs to come out through your words, without sounding needy. Here are a few things to keep in mind:



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