The Types of Business Letters.

There are different kinds of business letters, used for different purposes. They are divided into two types: the business to business type and the business to client type.

Business-to-business types are intended for company to company communication. Examples are:

• Appreciation letter – a letter of gratitude and appreciation for help extended, or a good business deal.

• Thank you – is a letter of gratitude.

• Congratulations – is a letter that praises the recipient for a job well done.

• Letter of recognition – a written statement of recognized efforts similar to an appreciation letter.

• Letter of reference – is a character reference letter. It is a letter building up the character of a person to be accepted in a job.

• Recommendation – is an endorsement letter to hire a certain person.

• Sympathy letter – is a letter of condolences to a person or family.

• Invitation letter – is a letter persuading a person or a company to join an event or an occasion.

• Letter of credit – is a way of endorsing a certain business to be considered a credit loan.

• Letter of interest – a reply to an invitation that confirms presence on the event/occasion.

• Business memorandum – notices that are distributed to the staff. They are reminders of company activities, or imminent changes in the company.

• Business introduction – is done to introduce a new business to the readers.

• Business letter – a letter that talks about the plans for the business.

• Donation letter – a letter asking for donations.

• Termination letter – more popularly known as a resignation letter. It signifies someone's desire to leave a job permanently.

Business-to-Client letters are:

• Welcome letter – welcomes the client and thanks him for choosing the company.

• Letter of appreciation – thanks the client for having business with the company.

• Apology letter – asks the client for reconsideration, and apologizes for failing to deliver.

• Collection letter – notices outstanding payments due.

• Invoice letter template – this is asking the clients to state the invoice number of their transactions.

• Letter of invitation – invites a client to join a certain gathering.

• Marketing letter – is stating the newest products that the company will provide soon or is presently providing.

• Rejection letter – is stating the rejection of the client's request.

Business letters are more formal in writing. Follow the formats strictly. Be concise, clear and direct to the point.

Here is some of the language typical of business letters.

1. Opening and closing greetings

If you don’t have a contact name:

Dear Sir or Madam

Yours faithfully

If you know the name of the person:

Dr Mr Jones

Mrs

Miss

Ms

Yours sincerely

If you know the person as a friend or close business colleague:

Dear James

Best wishes/Regards

2. Stating the reference at the beginning of the letter

You can start with either:

Subject: ______________

Reference _______________

Re: _________________

or an expression like:

With reference to ...

I thank you for your letter of 1 July.

Further to our telephone conversation, ...

4. Requesting

I would be grateful if you could ...

I would appreciate it if you could ...

Could you please ...? (more informal)

4. Explaining the reason for writing

I am writing to inform you that/apply for/request, etc. ...

5. Thanking

Thank you for ...

We were very pleased to ...

6. Enclosing document

Where other documents are included with the letter, you can say:

Please find enclosed/attached ...

7. Apologizing

I regret that ...

I am afraid that ...

I am sorry that ...

I apologize for ...

8. Expressing urgency

... at your earliest convenience

... without delay

... as soon as possible

9. Confirming

I am pleased to confirm that ...

I confirm that ...

This is to confirm that ...

10. Ending the letter

I look forward to ...

I am sure that ...

I hope ...

See you soon. (informal)

Abbreviations Used in Letter Writing

The following abbreviations are widely used in letters:

asap = as soon as possible

cc = carbon copy (when you send a copy of a letter to more than one person, you use this abbreviation to let them know)

enc. = enclosure (when you include other papers with your letter)

pp = per procurationem (A Latin phrase meaning that you are signing the letter on somebody else's behalf; if they are not there to sign it themselves, etc)

ps = postscript (when you want to add something after you've finished and signed it)

pto (informal) = please turn over (to make sure that the other person knows the letter continues on the other side of the page)

RSVP = please reply

Here are some examples of business letters of different kinds.

Letter 1. APPLICATION LETTER.

May 28, 2010

The human resources & administration head Inara Lightings, Ltd. Abu Dhabi United Arab Emirates

Dear Sir or Madam:

I am writing to explore the possibility of employment as Document Controller in your reputable firm. I am a Computer Science graduate of the University of the Philippines, Diliman, Quezon City. I bring with me several years of experience as information systems analyst of leading companies that include Nissan Motor Philippines, Inc.

My strong computer skills, knowledge of modern word processing software, and project management tools are but some of the things that make me an asset to your company.

Attached is my resume for your perusal. Should you require any further information, I can be reached at 632-555-1234 (during regular business hours), or at 632-555-6789 (during regular business hours).

Sincerely, (signed) ANGELA TANAMA

Letter 2. REQUEST LETTER.

Baisy Clifford 3400 Chelsey Road Quantico, FU 78451 Stenley Brothers 6539 71th Street Los Angeles, LA 84733 27th January, 2010

Dear Sir,

We have seen your advertisement in the Business Weekly Journal, and we shall appreciate it if you will send us more detailed description of your cameras. We should also like to know the discounts that you provide.

Our company specializes in distributing cameras in Italy. For your information we may add that our company was established five years ago. If your goods meet our requirements, and we receive a favourable offer, we will be able to represent your cameras in Eatsern Europe.

We are looking forward to your reply.

Yours faithfully,

R. Stenley Export-Import Manager

Letter 3. LETTER OF RESERVATION.

Tangerang, 17th December 2010

The Personnel Manager

Peninsula Hotel

Jl. Jatinegara Barat 112 

Jakarta Timur 10252

Dear Sir,

I should like to book a single room with bath for the nights of 25th, 26th, and 27th December 2010. I expect to arrive in Jakarta about afternoon on 25th December. But, as I am sure you appreciate, flights are often delayed and I may not reach you until much later. I should prefer a room with a view over the sea.

Would you please let me know whether you have a suitable room available and how much my stay will cost.

I look forward to hearing from you. Thank you.

Yours faithfully,

Hendar Sukerja

Exersice 1. Write 2 own letters of any type.