Four Types of Business Letters

Business letters require different formats and different approaches

Business letter types come in various styles or formats, and businesses use them in different ways. Formatting consists of modified block, block and semi-block. Usage includes letters of acknowledgement, appeal letters, denial letters, letters of apology, appreciation letters, complaints, inquiries, order letters, letters of recommendation, collection letters, letters of credit, to name a few. The following are four examples of the most commonly used business letters.

Letter of Recommendation

Letters of recommendation may help

When someone is looking for a job, a promotion or a business-related referral as an independent contractor, they may ask you to write a letter of recommendation. In this kind of letter, you may want to remark about the person's work ethic and overall personality, or the business entity's industry reputation, as well as why you think this person would be ideal for the position.

Complaint Letter

Don't "snap" when writing a complaint letter

Complaint letters have different contexts and purposes. One may complain about bad customer service, employment discrimination, issues with a landlord or housing authority, or a consumer matter concerning a deficient service or product. In this case, outline the facts involved, including the approximates date and/or time of the incident. Whenever possible, include additional proof, such as copies of receipts and photographs. Keep in mind when formulating a letter of complaint that aggression can cause unnecessarily negative results. Use the words "with all due respect," or imply them if you don't state them directly.

Demand Letter

The majority of demand letters are as collection letters, or demand for payment of an unresolved debt. The common business standard is to send a demand letter three times, maximum. If the person or persons have not answered by the third try, chances are they aren't going to. Make the nature of the dispute very simple and clear, be as polite and professional and honest as possible, and ask for or offer an appropriate resolution. The third and final letter should include the only other alternative "remedy" if the person doesn't meet the demand in a timely manner (usually 10-60 days) -- a statement that you intend to file suit and let a judge decide the matter.

Interview "Thank You" Letter

"Thank you" is always appropriate, even when you're in business for yourself

One common letter that some may forget about is follow-up after a job interview. The interview does not end with a shake of hands and polite goodbyes. If candidates for a certain position are in a tight race, the candidate who followed through with a quick note of appreciation may be the one who cinches the deal. In a thank-you letter, a complete "no-no" is to explain discrepancies or gaps that may have happened during the interview. A complete "yes-yes" is to make it sweet and simple, to end on an enthusiastic note, name names and titles (check the spelling), and leave the door open to a second opportunity to interview, and/or a hopeful reiteration of why you believe you are the best candidate for the job.

References

• The Art of Business Letter Writing

Resources

• Business Letter Styles/Formats