TYPES OF BUSINESS
LETTERS
Types of Business Letters
► There are a number of types of business letters that the
companies use for different purposes.
► Business letters are important to communicate a message on
the record.
► These letters can be held as evidence in case disputes arise
about a certain topic in the future.
► Business letters are an important part of a business and
should be written with the utmost care.
Sales Letters
► These letters are meant to present a new product or service
to the company’s client or customer.
► Sales personnel use these letters to contact prospective
buyers and also to strengthen their terms with long-term
clients.
Enquiry Letters
► Generally, a client or customer writes this letter and sends it
to the organization to ask for details or seek clarifications
about the goods.
► This will include their quality, quantity, rates, size, delivery
charges, discount rates, packing, time of delivery and other
terms and conditions.
Quotation Letter
► This is written in response to the enquiry letter.
► A quotation letter is a letter that a seller writes and sends it to
the buyer indicating the terms and conditions regarding the
sale transaction.
Order Letters
► As the name suggests, businesses use order letters to
place orders for products or services from a vendor or
supplier.
► So, the motive for writing this letter is buying of materials.
Complaint Letters/ Claim letter
► First of all, this letter shows dissatisfaction of the customer.
Customer sends this letter to the organization when they are
not happy with the product or services they have bought.
► Also, he wants to draw the attention of the seller to the issue
that he/she is experiencing, through this letter.
Guidelines to remember while writing a claim letter
1. Provide a reference point, namely, consignment number/invoice number,
date, and items ordered either in the beginning of the message or in the subject line.
2. Explain the problem clearly and give specific details.
3. Briefly explain the inconvenience/difficult situation being faced because of the
problem.
4. Appeal to the supplier’s reputation and sense of responsibility and fairness.
5. State clearly as to what action is required or what adjustment is expected from the
supplier.
6. Mention the relevant documents being enclosed with the letter and also your
availability for receiving the corrected consignment.
Adjustment Letters
► Adjustment letter is written in response to a complaint
letter.
► This is to acknowledge the complaint and inform the
customer that the company has taken significant
measures to rectify the situation.
Cover Letters
► Applicants send a cover letter along with the resume to the
employer at the time of applying to a job.
► Not all employers require this. It is used to tell what is
enclosed, the reason for sending it and what the recipient is
supposed to do with it.
Application Letters/ Job Application
► An application letter is a document that you may submit to
hiring managers to show your interest in working for their
company.
► Typically, an application letter is a standalone document that
gives potential employers a detailed summary of your skills
and experience.
Offer Letter
► The employer sends an offer letter to the candidate who
had gone through the recruitment procedure and
successfully qualified all the rounds.
► This informs him/her that the company wants to hire
them.
Appointment Letter
► It is a formal contract of employment sent by a company
when the candidate accepts the offer letter.
► It has details like designation, responsibilities, salary
structure, and terms of work.
Other types
► Invitation Letter- letter to invite media, clients, suppliers and
dignitaries on special occasions such as launch of new product
► Request Letter- to seek a document, details, permission or
assistance
► Termination Letter- gives reasons and terms for employee’s
termination
► Letter of Resignation - gives intent to resign, includes last working
date and statement of resignation
Which type of letter is
this?
Planning a Business Letter
► A business letter is not a place for chit-chat. A business letter
should be clear and concise.
► During the planning stage, ask yourself a few simple questions.
► Who am I writing this letter to?: Identifying your audience always
comes first. You may need to introduce yourself briefly in the
letter if the recipient does not know you. You may also need to
find out the updated address and title of the recipient.
► Why am I writing this letter?: The main reason for the letter should
be understood from the subject line and first few sentences. You
may cover more than one thing in one business letter, but there
will almost always be a general reason for the letter.
Continue…
► Are there specific details I need to include? : Gather any dates,
addresses, names, prices, times or other information that you
may need to include before you write your letter.
► Do I require a response? : Many types of business letter require a
response. Before you start writing, determine whether or not you
require an action or response from the recipient. Your request or
requirement should be very clear. In some cases you may even
need to provide a deadline for a response.
► How can I organize my points logically?: First you would
introduce yourself. Second you would state your concern or
reason for writing. After the main content of your letter you
would include information on how you can be contacted. The
end of the letter is also a place to express gratitude, wish
good-luck, or offer sympathy
