Reasons for Business Letters


The art of letter writing is slowly being displaced by electronic correspondence; however, there are times when a written business letter is necessary. With traditional postal changes a reality and the possible dilution of the postal system as we currently know it, the important of business correspondence has not diminished. There are a number of instances where a formal business letter must be used.

The Business Letter

  • The formality of a business letter will vary depending on its author and its purpose; however, every business letter must include a written date on the letter, complete name and address of the recipient and a signature or facsimile thereof with business name and title if appropriate. Use of logoed or monogrammed stationary is helpful. Other correspondence might necessitate inclusion of such information as the method of delivery such as via U.S. mail or even via email.

Job Applications

  • Job applicants need to include a business letter with the submission of a resume for a job opening especially if the letter is speculative. A resume submitted electronically would need the formality of a business correspondence in the form of a cover letter. The substance of a business letter could be captured.

Legal Correspondence

  • Lawyers routinely draft business letters both to their clients and other attorneys. Lawyers also draft a lot of other important documents such as a brief or an answer often for businesses. These letters may be both faxed or snail mailed or sent by expedited mail so that a delivery trail is established.

Partnership Proposal

  • Formation of a new partnership for business should be committed to paper, perhaps as a prelude to a formal legal agreement. A preliminary outline of the loose terms of partnership would be summarized in the letter.

Notice of Legal Action

  • The owner or manager of a house or apartment would want to draft a business letter to a renter or owner as a prelude to possible eviction. This letter should probably be mailed and delivered for signature.

Notice of an Award

  • Who wouldn't want to receive a business letter awarding them a major prize or compliment? The recipient of such letters often keep them indefinitely or have them framed for posterity. The formal discourse of the business letter only heightens the value of the recognition.


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