What are the types of a business letter?

TYPES OF BUSINESS LETTERS

There are different types of business letters, which are as follows:

1. Acknowledgment letter

2. Letter of recommendation

3. Appreciation letter

4. Sales letter

5. Request letter

6. Goodwill letter

7. Credit and collection letter

8. Inquiry letter

9. Claim letter

10. Adjustment letter

Some of the common types of Business Letters are:

1. What is an Acknowledgement Letter?

Acknowledgment Letter:

A letter of acknowledgment is both a receipt and a public relations tool. Its objective is to let the reader know that items requested in a prior communication, usually an inquiry or an order letter, have been received.

The scope can be quite brief, just enough to complete a business communication cycle. Confirming the day in which an item arrived or expressing some appreciation for having a request satisfied may be all that is necessary.

Remember, it's the thought that counts. An acknowledgment letter is a professional courtesy routinely extended by successful people in the building and maintenance of productive business relationships.

2. What is a Letter of Recommendation?

 Letter of Recommendation:

A letter written to recommend a person for a job position or admission in a higher degree or a specialized kind of study programme is known as a recommendation letter. The letter simply states the positive aspects/strength of the applicant’s personality, required skills, and how he/she would be an asset to the organization. This type of letter is also written to promote a person in an organization.

3. What is an Appreciation Letter?

Appreciation Letter:

A letter written to appreciate someone's work in the organization is known as an appreciation letter. This type of letter is usually written by a superior to his/her junior or from one organization to another organization, thanking the client for doing business with them. This type of letters ensures a good relationship with two organizations or individuals.

4. What is an Acceptance Letter?

Acceptance Letter:

An acceptance letter is a positive response to either an invitation or a job offer. Its objective is to notify the reader of an affirmative decision. The letter should be kept fairly short. Its scope need only

include information that relates to the logistical details of accepting the offer. If you have been offered a job that you intend to accept, write your letter immediately. Remember, you are not the only person that was interviewed. The offer only indicates that you are the employer's "first choice." Delay on your part will communicate a lack of interest and will result in a prospective employer turning to his or her "second choice.”

5. What is an Apology Letter? 

 Apology Letter:

When there is a failure in delivering the desired results then you may write an apology letter. Expressing a genuine sense of apology, concern and unhappiness at the inconvenience thus caused to the reader and promise to make up for the loss at the earliest opportunity. This type of letter helps in saving the writer from spoiling the relation.

6. What is a Complaint Letter?

  

Complaint Letter:

A complaint letter advises the reader of an error in a business transaction or a defect discovered in a consumer product or service. The objective is to provide detailed information regarding the error or defect and to serve as a legal document recording the writer's claim and the corrective action or adjustment being requested. Keep in mind that your reader is a trained customer service professional and not very likely to be the person responsible for the error or defect. Rather than being angry, use a firm but courteous tone when stating a complaint. Remember, you want results, not a fight. The scope of a complaint letter should include only those facts that validate your claim and a request that corrective steps be taken. It may also detail the options that you are willing to accept in satisfaction of the claim.

Example:

Dear Sirs:

I am sorry to have to make a complaint about the watch I bought from you on January 13 (Bill no.1932). The watch does not show the correct time. I have been using it since last Saturday, the day when I bought it. I have found that it gains four minutes a day. I am sending you the watch through my brother. I shall be much obliged if you will either set it right or supply a new watch in its place.

Yours truly,

Mohit Singh

7. What is an Adjustment Letter?

 Adjustment Letter:

An adjustment letter is a response to a written complaint. The objective is to inform the reader that their complaint has been received. It is also a legal document recording what decisions were made and what actions have or will be taken.

Keep in mind that your reader has been inconvenienced. This is a prime goodwill building opportunity. Everybody makes mistakes and when a business owns up to one it goes along way to renewing the customer's confidence in a continued business relationship.

The scope of your adjustment letter should reiterate the relevant facts of the claim. When the customer is right, include a forthright admission to that effect and extend a sincere apology. When the customer is not right, explain the reasons clearly and with every courtesy. Counter any negativity that may be in the complaint letter with a positive approach. Be gracious and emphasize the corrective steps being taken. Explanations for why the situation occurred are of less importance than the solution.

8. What is an Inquiry Letter?

 Inquiry Letter:

A letter of inquiry is a request for information that the writer believes the reader can provide. Regardless of its subject, the objective is to get the reader to respond with an action that satisfies the inquiry.

The action taken can benefit either the writer or the reader, and sometimes both. However, the scope must include enough information to help the reader determine how best to respond. Following are some of the points to be remembered while writing an inquiry letter.

1. Information on the requirement of—a catalogue.

2. The period within which the order placed will be delivered.

3. Details regarding the mode of payment, discount offers, credit facility, if any.

4. Inquiries must be short and brief.

9. What is an Order Letter?

 Order Letter:

An order letter, also known as a purchase order or PO, begins the paper trail of a specific purchase. The objective is to provide the vendor with detailed instructions for fulfilling an order. It also serves as a legal record of the transaction and, consequently, should be written with care. Your intentions need to be clear and concise. Attention to detail is crucial. 

The reader will fill your order only according to your instructions; your satisfaction will depend largely upon their accuracy. The scope should include only the information needed to fulfill the order. The vendor does not need to know why you are placing the order, what it is going to be used for or for whom it is intended. The vendor only needs to know when you expect delivery and how you intend to pay the bill.

10. What is an Application Letter and a Cover Letter?

 Application Letter and Cover Letter

There is a misconception that application letters and cover letters are essentially the same. The letter of application is more or less like a sales letter in which you market your skills, abilities, and knowledge. On the other hand, a cover letter is primarily a document that identifies that an item is being sent. It includes information like the person to whom it is being sent and the reason for its being sent. It serves as a permanent record of the transmittal for both the writer and the reader.

(a) Application letters

An application letter is a cover letter, a sales letter, and a marketing tool all in one and it should accompany a professional resume any time a person applies for a job. Its main objective is to get the applicant in the door for an interview and must be written well enough to attract the attention and interest of the person with the power to recommend or grant one.

The scope should include compelling information that will convince the reader that the qualifications outlined in the resume are strong enough to make an applicant a candidate. You must keep in mind the following points while writing a job application letter:

1. You must mention the job position for which you wish to apply and how you came to know about the vacancy.

2. You can brief the recipient on your qualification, activities that reflect on your leadership qualities, educational background and skills acquired.

3. Include the information that is not included in your resume but is important to the job.

4. Do not forget to give references of people who can support your qualification for the post.

5. Stress on the qualification that you have and that which the prospective employer is looking for.

If you are interested in the post that has been advertised, you are required to refer to the advertisement right at the beginning of your letter. For example:

With reference to your advertisement No. CS/Rect/11/21 dated 21 Nov 2012 in The Times of India, I wish to offer my candidature for the position of Senior Software Consultant in your company.

Or

I came across your advertisement in today's Hindustan Times inviting application for the post of Copywriter in your reputed organization. I wish to be considered for this post. If you have been referred to a company by one of its employees then mentions that before stating your job objective. For example:

During the recent International Conference on ‘The importance Media in Child behavior’, AIIMS Delhi, one of your research scholars, Ravi Shastri, informed me of a possible opening for a Councilor in your Children Specialty Centre. I have an extensive background in Councilling and my PG in Clinical Psychology makes me a highly qualified candidate for the position.

Example:

15, Nehru Road

Allahabad

September 9, 2012

The Manager

New Press

Allahabad

Dear Sir

In reply to your advertisement in yesterday’s The Hindustan Times, I wish to offer myself as a candidate for the post of Clerk in your office. I am 19 years old and have obtained a 1st first class in B.A. English degree examination 70% marks. I also have good computer knowledge. I enclose two testimonials, one from the Head of the Department of English from the College where I graduated and, another from the Principal Higher Secondary School from where I did my Plus Two. If I am selected, I shall try my best to satisfy you by honest and devoted service.

Yours faithfully,

Dinesh Gupta

(b) A cover letter:

A cover letter is a letter that accompanies items or documents enclosed or shipped in a single package. The objective is to identify each of the items that are included and provide a paper trail for both the sender and the receiver.

The scope should be limited to only that information that will help the reader recognize the contents of the package and the reasons for receiving them.

11. What is a Sales Letter?

 Sales Letter

A sales letter is a marketing tool that promotes goods or service. Its objective is to persuade the reader to buy what the letter offers. To be effective, its scope must describe a particular benefit the reader will gain by making the purchase, such as a problem solved or a need fulfilled. Before you begin, you should be familiar with what your sales letter intends to promote and the people you intend it to reach. This may require a little research and some brainstorming, but without preparation, your sales letter will be less effective.

Then decide on the features that best highlight the good or service; identify its selling points, in other words. Bigger, brighter, stronger, faster, cheaper, etc., are common selling points when writing a sales letter.

Catching the reader's attention:

 In order to catch the attention of the reader, the beginning of the letter should be so captivating that the reader should not be able to put it down without reading. The beginning can be made catchy with a quotation, an anecdote, asking an interesting question or with the help of statistics that will startle the reader.

Creating a desire: Sustain the interest of the reader by emphasizing on the highlights of the product from the prospective customer's point of view. O not exaggerate instead focus on the outstanding features of the product and creates a desire in the reader to buy it.

Carrying conviction: Convince him/her of the authenticity of your claims. This can be achieved in several ways—by arranging a free demonstration for the potential customer; by providing a guarantee; 

by making the reader read through the favorable comments and statements by other users of the product; 

by showing statistics in favour of the product; by enclosing literature that presents the product in favourable light, etc.

Inducing action: The closing paragraph of a sales letter should be drafted to persuade the reader to take the action. The desired action could vary—this could be by making the reader call at our sales branch, ask for a demonstration, and call the reception to know further about the product or send an order. Generally, in the final part of the sales letter, we are required to make the offer tempting by making special offers, by attaching easy-to-fill-in-proforma or tear-off slips or by facilitating action at the end of the potential customer.

Thus, a sales letter is nothing but an effective advertisement. The outcome of a good sales letter is the same as that of a good advertisement—both of them convert their target audience into potential customers. The purpose of the letter should be to persuade the reader and this can be achieved only through a good style and good language.