2. Classification of Business Letters

The employee in business writes many types of letters - to ask for information, advice, or favors; to send information; to collect money; to apologize for a mistake, to refuse a request that cannot be granted; to apply for a job; or to sell the company's products or services.

Business letters, though, are written not only by the business employee. They also written by others to conduct personal business.(Parents, students, bill payers, and consumers) One could hardly name all the kinds of letters written . However, the following are among those most frequently in use.

1. Request Letters may also be called "please send me" letters. They are the requests for information, literature, favors, appointments, reservations, and so on. Secretaries and stenographers often write such letters for their employers.

2. Another type of request letter is written to order merchandise or services. It commonly called an order letter. Many large companies use a form called a order for this purpose, but thousands of small companies place orders for goods services by means of letters.

3. Letters Answering Requests require the utmost tact ad courtesy. Its purpose is to tell customer that the order will be delayed, or to refuse a customer’s request. It gives the letter writer an excellent opportunity for making friends and building goodwill.

4. Claim and Adjustment Letters. Claim letters are complaint letters. It is written in protest by inconvenienced or offended person. Letters written in response to claims are called adjustment letters.

5. Credit Letters must be written in response to requests for credits. Collection Letters are written because a very small percentage of those who are given the privilege of credit violate that privilege. Therefore, they must be reminded, reasoned with, and sometimes threatened before they will pay what they owe.

6. Sales Letters are written for the specific purpose of selling a product or a service. (ex. A publisher wants to sell you a subscription to a magazine, an insurance company asks you to buy a policy.) Other sales letters come under the heading of promotion letters. Their primary purpose is to make friends and to create a good feeling between the company and its customers.

7. Employment letters deal with getting a position. Employment letters include letters inquiring about a position, letters of application, letters thanking an employer for an interview, and letters of resignation.

8. Social Business Letters are written in order to maintain friendly relationships with customers and business acquaintances. They are letters of congratulation, letters of sympathy, invitations, letters of friendship, and thank-you letters.

9. Everyday Letters – yes-letters tell good news, grant the request, state the claim.

10. Persuasive Letters show the reader why he or she should take a desired action. It takes indirect approach to convince.

11. Bad-News Letters are written when you convey bad news, refuse requests, adjustments, credit. It should be written in the most positive, tactful, courteous manner in order to maintain the goodwill and not to lose the customer.