Contents

Introduction.......................................................................................................................4
General Objective..............................................................................................................4
Specific Objectives............................................................................................................4
What a Letter is?................................................................................................................5
Business Letter..................................................................................................................5
Application of a Business Letter....................................................................................5
Types of Business Letters..............................................................................................5
The structure of a business letter...................................................................................7
Common Phrases for Formal Letters.............................................................................8
Example of a Business Letter........................................................................................9
Conclusion.......................................................................................................................10
Introduction

The present investigation work, will talk about business letters, most of us knows that
letters are texts used to exchange information between a sender and a receiver. In the
business world, it’s not different. But there are rules and standards used for the drafting
of a business letter.

A good business letter is brief, straightforward, and polite. If possible, it should be

limited to one single-spaced typewritten page. Because it is so brief, a business letter is
often judged on small, but important, things: format, grammar, punctuation,
openings and closings. A business letter is not the place to try out fancy fonts or
experimental writing styles.
Writing an effective, polished business letter can be an easy task, so long as you adhere
to the established rules for layout and language.

Key Words: letter, business, write.

General Objective:

 Get a general idea of business letters

Specific Objectives:
 Know when, and why write a business letter
 See examples of business letters
 What to Include in the Letter
 Objectives of a business letter

The present work follows the order:

 Contents:
 Introduction;
 Development of work;
 Conclusion;
 Bibliographic References.

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What a Letter is?

A letter is a message that is written down or printed on paper and usually put in an
envelope and sent to somebody, or an institution. There are many types of letters,
informal, formal letters, job applications letters, business letters, etc.
An informal letter is a letter that is written in a casual manner. You can write them to
cousins, relatives, friends or family.
A formal letter is one written in a formal and uses formal language. Such letters are
written for official purposes to authorities, institutions, dignitaries, colleagues, seniors,
etc., and not to personal contacts, friends, or family. A number of conventions must be
adhered to while drafting formal letters. Business letter is a formal letter, so what is a
business letter?

Business Letter

A business letter is a professional, formal letter that is sent by one company to another.
These letters can be used for professional correspondence between business clients,
employees, stakeholders as well as individuals.

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.

Application of a Business Letter

Whenever you need to communicate with another company or share important news,
business letters can present your message in a classic, polished style. Unlike internal
memos, business letters are usually written from one company to another, which is why
they’re so formal and structured. However, letters are also quite versatile, as they can be
used for official requests, announcements; cover letters, and much more.
Business letters demonstrate a level of professionalism and class; however, writing them
becomes a tedious task when you are unfamiliar with the concept.

Types of Business Letters

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Depending on the purpose of the business letter, there are several formats from which
one can choose. The most widely used business letter formats are full block and
modified block. You can also use the memo format, which is a form of business
correspondence used mostly within an organization. Remember, the format of the letter
helps to establish its tone and presentation.
There are many formats of business letters, for example:

 Cover letters

A cover letter is a business letter typically sent with your resume when applying to a
job. While not all employers require a cover letter, it is a great opportunity to explain
your professional experience, qualifications and interest in the company and job.

 Letters of recommendation

A letter of recommendation is written on behalf of another professional to verify their

qualifications and work ethic. A letter of recommendation can strengthen an application
for employment, higher education or another professional opportunity.

 Interview follow-up letters

You can send a follow-up letter after interviewing for an open position to thank the
interviewer for their time and to demonstrate your interest in the job further.

 Offer letters

An offer letter is an official offer of employment that describes the specific terms of the
position. If you agree to the terms the letter offers, then you will sign the offer letter and
accept the job.

 Sales letters

The purpose of a sales letter is to introduce a service or product to a client or customer.

Sales professionals often use these letters when making new contacts with prospective
buyers or strengthening relationships with longtime clients.

 Thanks letters

A professional thanks letter is an important way to let colleagues, employers, vendors or

other business contacts know you value their time or efforts. Sending a professional

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thanks letter will build rapport with the recipient and communicate your intentions for
the future. It might be appropriate to send a thanks letter after someone helps you with a
job search, when a customer makes a purchase, or if a business awards you a contract.
You can also send a formal thanks letter to simply state your general appreciation for
someone.

 Complaint letters

Complaint letters are usually sent by consumers to businesses when they're unhappy
with a service or product. Businesses may also occasionally need to write a complaint
letter. For example, an employee may be asked to write a complaint letter on behalf of a
company who is dissatisfied with a product.

 Office memorandum

An office memorandum or business memo is a short yet formal document used for
communication between the business and its employees. Effective memos are brief and
easy to navigate. The document is primarily for internal use, such as an announcement
regarding changes to personnel within an organization or updates on company
gatherings.

 Welcome letters

A welcome letter is a formal way of introducing a company or employee and provides

basic information to the recipient. For example, while a new employee welcome letter
provides employees with the information to help them better prepare for their first day
of work, a new customer welcome letter thanks the customer for their business and
provides them with an overview of the company. Overall, these letters use a welcoming
tone to help establish a greater working relationship.

 Request letters

A request letter is a way to formally ask for something in the workplace. You can use
this letter to request a raise, a training class, a recommendation or even a meeting to ask
for a promotion. Letters of request can also be a beneficial way to acquire specific
information.

The structure of a business letter

The business letter’s precise structure is crucial to its look and readability. When are
writing a letter, can follow the structure below to create an effective document.

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  Opening: Include your mailing address, the full date (for example, July
30, 2017), and the recipient’s name, company, and address. Skip one
line between your address, the date, and your recipient’s information.
Don’t add your address if you’re using letterhead that already contains
it.

 Salutation: Address the recipient using “Dear,” along with their title and
last name, such as “Dear Mr. Collins” or “Dear Director Kinkade.” If
you don’t know the recipient’s gender, use their full name, such as
“Dear Taylor Dean.” Finally, be sure to add a colon to the end of the
salutation.

 Body: In the first paragraph, introduce yourself and the main point of
your letter. Following paragraphs should go into the details of your main
point, while your final paragraph should restate the letter’s purpose and
provide a call to action, if necessary.

 Closing: Recommended formal closings include “Sincerely” or “Yours

truly.” For a more personal closing, consider using “Cordially” or “Best
regards.” Regardless of what you choose, add a comma to the end of it.

 Signature: Skip four lines after the closing and type your name. Skip
another line and type your job title and company name. If you’re
submitting a hard copy, sign your name in the empty space using blue or
black ink.

 Enclosures: If you’re including documents with this letter, list them

here.

Another important part of the structure is the layout, which determines how the text is
formatted. The most common layout for a business letter is known as block format,
which keeps all text left-justified and single spaced, except for double spaces between
the paragraphs. This layout keeps the letter looking clean and easy to read.

Common Phrases for Formal Letters

When someone is writing a business letter or recommendation letter for college,

sometimes the most difficult thing is the correct phrasing. There is a list of phrases to
use for each section of the letter that will hopefully help you. In case you’re looking for
the appeal letter writing service advice check out 5 steps that can guide you through.
For the salutation, choose one of these:

 Dear (name)
 Dear Sir
 Dear Madam
 Dear Sir or Madam

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  Gentlemen/Ladies

For the starting, consider:

 We are writing to inform you/request that/confirm that/enquire about

 I am contacting you for the following reasons
 Having seen your advertisement in [place], I would like to
 I received your contact information from [contact] and am writing to you to

To end the letter, consider these options:

 Sincerely
 Respectful
 Yours truly
 Regards
 These will give you the bare bones needed to get your letter going with a proper
formal letters structure.

Example of a Business Letter

A Memo format Business letter

HEADING

Date: Date: May 5, 2022

To: Name of person addressed To: Sophia Halley, Director, Public Health Engineering
(DOHMH)
From: Your name
From: Pat Godowsky, Database Manager
Subject: the purpose
Subject: Database format changes update

I have made the expected changes to the database. Right now,

TEXT the problems that the field inspectors experienced when they
transferred their observations from their hand-held devices to
the database have been resolved.

A survey of the new changes shows that the field inspectors

are very happy with the new system.

Let me know if you need me to make any more corrections to

the program.

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ENCLOSURE Enclosure

Conclusion

Business letters are an important communication tool in professional settings, it´s a job
application letter. It´s important know how to write different types of business letters
and emails throughout a career, from a compelling cover letter when applying to a
position, to a persuasive sales letter or a formal resignation letter. Depending on the
purpose of a business letter, there are several formats from which someone can choose.
The most widely used business letter formats are full block and modified block. You can
also use the memo format, which is a form of business correspondence used mostly
within an organization.
Also the format of the letter helps to establish its tone and presentation. There are so
many types and formats of business letters, maybe because they are letter with a job
application.

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Bibliographic References

Internet sites:
(corporatefinanceinstitute.com) Business Letter Format - Overview, Structure and
Example
Indeed.com 15 Types of Business Letters and the Purpose of Each
Bit Blog.com Business Letters: Definition, Types, Format and Tips!

PDFs:

Types of Business Letters and the Purpose of Each.PDF

Dr. Murray & Anna C. Rockowitz Writing Center, Business and professional writing:
Writing a Business Letter Hunter RWC Hunter College, City University of New York.

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