15 Types of Business Letters and the Purpose of Each

Business letters are an important communication tool in professional settings. You will likely need to
know how to write different types of business letters and emails throughout your career, from a
compelling cover letter when applying to a position, to a persuasive sales letter or a
formal resignation letter.

In this article, we discuss the main types of business letters, when to use each one and tips for
effectively writing your own.

Types of business letters

Here are some of the most common types of business letters and when to use them:

1. 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.

A cover letter should include the following sections:

Contact information

At the top of your cover letter, include your name, phone number and email address to ensure the
reader knows how to contact you after reviewing your application.

Salutation

Begin the letter by addressing the person to which you are writing the letter. This person may be the
hiring manager, department head or other company representative identified in the job listing. Use a
gender-neutral greeting such as “Dear Charlie Washington.”

If you’re unsure of their name, use the most relevant job title such as, “Dear Hiring Manager,” “Dear
Recruiter,” or “Dear XYZ Team Lead.” Avoid using “To Whom It May Concern,” since it may come
across outdated or impersonal.

Purpose of the letter

In your introduction, discuss why you are writing by mentioning the job title, the company name and
where you found the job listing. Showcase your research on the job and company by expressing
specific interest in both, explaining why you were drawn to the job posting and what interests you
about their organization.

Qualifying skills

In the body of your letter, highlight the specific skills that make you a strong candidate for the open
position. Your cover letter should complement your resume, so build off of the information in your
resume to provide more specific details of your professional experience. If possible, include a brief
anecdote that represents your relevant skills, experience and qualities from the employer’s job
description.

Conclusion
End the cover letter with a memorable statement about why you are a good fit for the open
position. Include a call-to-action that encourages the reader to follow up on your application should
they want to interview you and learn more about how you could fit into their company.

Other types of cover letters include:

 Application letters

 Letters of intent

 Letters of interest

 Inquiry letters

 Query letters

 Motivation letters

 Transmittal letters

2. 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.

A recommendation letter should include the following sections:

Relationship of the recommendation

The letter should state the relationship of the person making the recommendation to ensure the
reader knows what qualifies the writer to speak on the applicant’s behalf. Recommendations letters
are often written by coworkers, supervisors, mentors or teachers.

Evaluation of the candidate’s qualifications

The recommendation is often the body of the letter and speaks directly to the candidate’s skills,
character traits, professional goals and their potential in the program or position. The qualifications
in this section should be relevant to the program or job for which the writer is recommending the
professional.

Examples

The writer should include specific examples of how the candidate demonstrated their skills during
their time working together. This information can help prospective employers understand how
exactly the candidate positively impacts their peers and employers.

Closing statement

The recommendation letter should conclude with a final confirmation of the candidate’s
qualifications with the writer’s contact information should the reader want to know more.

Other types of business recommendation letters include:

 Reference letters

 Character reference letters

  Business recommendation letters

 Recommendation letters for a coworker

 Recommendation letters for an employee

 Recommendation letters for a boss

Business recommendation letter template

Here is an easy to use business recommendation letter template that you can customize to get
started:

[Your name]
[Your phone number]
[Your email address]

[Date]

[Contact name]
[Business name]
[Business address]

Dear [Name],

[The opening line is where you state the purpose of the letter and introduce yourself and the
business you recommend]

[The body of your letter follows in the main paragraph. You enter all the details of any favorable
interactions or communications you have had with the business, what was the outcome of the
interactions and why you can recommend the company. You may mention the names of some of the
people that you have worked with but be sure that you have permission to do so.

Include some specific instances as proof to add credibility to your recommendations as to what
qualifies you to be able to recommend the company]

[Invite the recipient of the letter to contact you for more information, and repeat the reason why
you are recommending the company]

Sincerely,

[Your name]

Business recommendation letter example

Here is a sample recommendation letter to help guide you in writing your own reference letter:

Landon Simmons
Director of Operations
Forever Quest, LLC
459 Oldtown Pkwy

12/04/2019
To: Leandra Naves
Office Manager
Venue Tech Artist Management
17759 Greenbriar Blvd.

Subject: Letter of Recommendation

Dear Leandra Naves,

I am extremely delighted to recommend to you the exemplary quality services of Halford Tech, Inc.
They provide all clients prompt and efficient 24-hour service. You will find that compared to other
providers in the market, the quality of services and pricing is among the best in the region.

Halford Tech, Inc. has developed an outstanding reputation in the industry because there have been
very few complaints over the last few years. I have never experienced a network interruption in the
last five years that we have used the services. I also note that the company has received two
consecutive gold star awards for internet service providers for the last two years, and I believe that it
mainly due to a sterling reputation.

I strongly recommend Halford Tech, Inc. for all your Internet accounts and know that you will not be
disappointed.

Feel free to contact me for more information.

Yours Sincerely,

Landon Simmons

Example of a reference letter

You can use the following reference letter example as a guide when writing your own:

To Whom It May Concern:

Jonathan Smith has worked with me at XYZ Company for five years and has continually impressed me
with his professionalism, determination and dedication to his career. During his time at this
company, he has risen from a marketing intern to the Assistant Director of Marketing and has played
a tremendous role in the success of our marketing department over the last few years.

Jonathan has excellent communication and project management skills and is highly organized and
able to lead large marketing teams for a variety of projects. His dedication to his role within the
company and his willingness to go above and beyond to ensure that clients' expectations are not only
met but exceeded have made him an invaluable asset at XYZ Company.

I would highly recommend Jonathan for the position of Director of Marketing at your company. He
would be a great asset and would positively contribute to your organization with his tremendous
marketing skillset as well as his qualifications and background in marketing. If you have any
questions regarding Jonathan's abilities, please do not hesitate to contact me.

Sincerely,

Sara Jones
President of XYZ Company
123 Apple Street, Tampa FL 33635
(555) 555-5754

Sample character reference letters

Here are two examples of well-composed character reference letters that highlight the candidate’s
best qualities with concrete examples while keeping the message brief and impactful:

Dear Hiring Manager,

I have known Manish Patel for more than seven years. He and I met while volunteering as mentors
for the local chapter of the Boys and Girls Club and he also offered his consulting services to my small
business, helping me improve my website and increase web traffic.

Manish is one of the most dedicated, hardworking and innovative people I’ve had the pleasure of
working with in any capacity. He is also compassionate, kind and never misses the opportunity to
help others. Once, while we volunteered together at the Boys and Girls Club, the events coordinator
became very sick. Manish stepped in to finalize plans and ensure the children’s holiday party wasn’t
canceled—even working late into the evening and sacrificing an entire weekend.

Manish is the type of person you can count on to keep a cool head in a stressful situation, and his
positive attitude is contagious.

For these reasons, I recommend Manish for the marketing manager position and believe he would be
a valuable asset to any organization fortunate enough to have him on their team.

If you have any questions, please feel free to contact me.

Sincerely,

Emily Costa
512-555-1234
emilycosta@email.com

Sample 2

Dear Volunteer Coordinator,

Susan Cook has been on my club soccer team for the last 3 years. In addition, I am also a close family
friend of the Cook’s.

Over the time that I’ve known her, Susan has displayed an immense amount of self-discipline,
dedication and positivity. Her passion for teamwork and comradery have been inspirational to our
club soccer team. For example, after losing two important games back-to-back, Susan felt that the
team needed to re-connect and re-focus. She organized a teambuilding activity for the following
practice that brought the team closer together. It is this type of proactiveness that I find invaluable
to the team.

When Susan informed me that she was interested in volunteering at your organization I was
delighted. I am confident in her commitment and enthusiasm towards this opportunity. I highly
recommend her.
If you have any further questions, don’t hesitate to contact me.

Kind regards,

Abby Jones
312-555-1234
abby@email.com

3. 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.

A follow-up letter should include the following sections:

Overview of the interview: Include key topics discussed during the interview, such as specific job
tasks or a talking point that interested you. Be sure to mention the title of the position. These details
demonstrate active listening while expressing your continued interest in the open position.

Skills related to the position: The follow-up letter is a good time to reiterate the skills you offer as
they relate to the open position.

Gratitude: You can also use the follow-up letter to thank the hiring manager for taking the time to
meet with you. This step shows professional courtesy that can leave a good impression on your
prospective employer.

4. 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.

An offer letter should include the following:

 Job description: This item outlines the specific job tasks and requirements of the role.

 Job title: A letter that states the official name of the position can ensure you are hired for
the right role.

 Requested start date: This is the date on which you will begin employment. You may discuss
with your employer if you need to adjust the date.

 Salary and benefits: This information includes the offered salary, bonus and benefits that
come with the role. Some employers may specify when they distribute bonuses and when
benefits, such as health care, begin.

 Acceptance timeline: This is the date by which you must respond to the offer letter.
Job offer acceptance letter sample

Here’s an example of a job acceptance letter or email:

Dear Mindy,

I appreciate your call and for accommodating my request for a written offer. I’m writing to formally
accept your offer for the Finance Associate position at River Tech.

As discussed, my starting salary will be Rs.15,00,000 per year with three weeks of paid vacation. I
understand that my health, dental and vision plans will begin upon the start date with the option of
a flexible spending account.

I look forward to joining the team next Monday, Feb.15 2023. If there are any documents or other
information I should come prepared with on my first day, please let me know. My sincerest
appreciation again for the opportunity—I can’t wait to get started!

Thanks again,
Shay

5. 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.

A sales letter often includes the following:

Description of product or service

Include specific details about the item or service you are offering. Consider identifying a possible
solution this product or service provides to the recipient to best demonstrate its value.

Cost

Some letters include information about the price of the product or service, especially if the buyer is a
current patron. It may be included if the cost was already discussed in a previous meeting as well.

Call to action

Include directions to the reader explaining how they should take action if they want to buy. You may
include your contact information, the best times to reach you and a date by which they should reply
to take advantage of your offer.

Sales Letter Sample

Double your customer base without spending any extra money

Kiran Patel
123 Main Street

Dear Kiran,
Your website has several well-written and expert resources on how to increase e-commerce revenue.
There is a lot of potential in this domain, and you can attract nearly double the audience you
currently have by using simple SEO techniques. For starters, I do not see any place to sign up for a
newsletter or any free resource (like an e-book) for download.

At Wavewood, we have expert SEO strategists, writers and marketers who can help you increase
organic traffic on your website and get more sign-ups for your online course. We can increase your
online engagement in three ways:

 Targeting select keywords to attract the right audience

 Updating existing content on the website (absolutely free of cost)

 Getting backlinks from more established websites

We worked with a blogger whose website DA was 40 and elevated it to 64 in just two months. Here
is what she had to say about her experience:

"Working with ABC has helped my traffic, ad revenue and merchandise sales grow consistently. A
year back, I could not even dream of the numbers I am getting today. The team has been wonderful
to work with". - Samreen Sengupta

We work with small businesses and bloggers to unleash their potential by guiding them with the
right tools, knowledge and support. We are attaching a brief report showing the growth potential of
your blog.

We offer flexible and extremely affordable pricing plans that are liable to be paid only when you start
getting additional revenue from our services. We would love to hear from you if we can collaborate
and grow together.

Sincerely,
Akash Singh Jindal
Customer Service Manager

P.S. I am sincerely hoping that you use this opportunity to grow your blog. We are on a mission to
help small entrepreneurs like you succeed.

6. Letters of commendation

Letters of commendation are a form of employee appreciation, and companies send them out to the
entire staff to congratulate an employee for a job well done. They may include the following:

 Purpose: Begin a letter of commendation identifying who is being commended and for what
reason.

 Details of the commendation: Include details about the specific tasks, achievements or

awards for which the team member is being recognized.

 Call to action: This letter may include a call to action that encourages fellow employees to
congratulate the team member on their success.

Other types of commendation letters include:

 Appreciation letters
  Employee appreciation letters

 Retirement letters of appreciation

Template for an employee appreciation letter

Here's a template you can use to help you draft an appreciation letter:

[Date]

[Company]

Dear [Professional's first and last name],

Paragraph 1
[State the reason you're congratulating them or offering your appreciation. Describe what the
professional did and use statics to back up your claims if relevant.]

Paragraph 2
[Share why they're a valuable team member. Define how they've exceeded expectations in the past
and how the company and other employees benefit from their hard work. Include examples of when
they've used their skills and benefited the company.]

Paragraph 3
[Offer a company-approved incentive. Express your gratitude again.]

[Complimentary close],

[Signature]
[Title]

Example of an employee appreciation letter

Here's an example appreciation letter you can use as a reference:

Dear Gayle,

My congratulations go out to you for a tremendous quarter in sales! Your dedication to excellence on
the sales team has led you to exceed your monthly goal by over 20%. Not only is that an
exceptionally high overage, but thanks to your efforts, the team exceeded its goal by 3%. You
consistently understand and prioritize the importance of making team quarterly sales goals. While
it's a team effort, I commend your individual efforts.

Time and time again, you've shown decisive leadership among your team members and have been a
powerful role model for new sales team members. We thank you for always stepping up and helping
junior reps on your team, between training them or pulling them over the finish line by exceeding
your goals.

To show our appreciation for your contributions to the team and company, we're offering you an
additional day of paid time off. Thank you for your hard work and dedication, and keep up the
excellent work.

Best,
Audra  Lunz
Senior Manager
McKaeil  Company

Example retirement appreciation letter

Here is a sample retirement appreciation letter to help you compose your own:

Dear Francis,

Congratulations on your retirement! Everyone on the team will miss you, but we are excited about
your new journey. I can’t tell you how much I’ve enjoyed working alongside you. You have always
been an innovator, creative problem-solver and empathetic leader. You have truly made an impact
on me and my professional growth.

I look back at our time working together fondly. Whether it was meeting for dinner after work or
taking a coffee break together on a busy day, I enjoyed getting to know you. I also had a good time
attending some of the local baseball games with both our families last summer. Let’s hope our team
continues to do well this year!

I wish you the best in your future endeavors. Please keep in touch as you go into your retirement. I
would love to get together soon to hear about the exciting things you plan to do.

Best wishes,
Jerry
(312) 386-9212
jerry.wallace@gmail.com

7. Letters of resignation

A letter of resignation informs your employer of your intent to resign. While you may verbally notify
your coworkers and employer of your plans to leave, many organizations prefer to have an official
letter for documentation purposes.

A letter of resignation often includes the following:

Statement of resignation

Begin this letter with the official statement declaring that you are resigning from the company.

Reason for leaving

Depending on your situation, you may consider mentioning why you are leaving so your employer
understands your decision. This may include accepting an opportunity elsewhere, pursuing higher
education or relocating.

Dates
Include the date on which you are delivering the letter and the date of your official last day of
employment. This step can ensure your employer can best prepare for your leaving and fill your
position.

Thank you

Consider thanking your employer for the opportunity and the skills you gained while working for
them. This step is a professional courtesy that can strengthen your professional relationship with
your employer should you need their recommendation in the future.

Other types of resignation letters include:

 Retirement letters

 Goodbye emails

 Thank you letter after resignation

 Resignation letters for jobs that aren’t a good fit

 Short notice resignation letters

 No notice resignation letters

 Emergency resignation letters

 Forced resignation letters

 Formal letters of resignation

 Letters of resignation due to illness

 Resignation letters due to moving

 Resignation letters due to pregnancy

 Resignation letters for family reasons

 Resignation letters due to career change

Retirement letter template 1

[Your name]
[Your address]
[Your city, state and zip code]
[Your phone number]
[Your email address]

[Date]

[Supervisor's name]
[Supervisor's title]
[Company name]
[Company address]
[Company city, state and zip code]
Dear [Supervisor]:

I am writing to notify you of my upcoming retirement. My last day at [Company] will be [date].

I am deeply grateful for the opportunity to spend the last [duration of employment] working with
[Company]. I learned a great deal from [colleague] and feel that my [skills] grew considerably during
my time as [job title]. It was a pleasure to be a part of [project] and work with [clients].

Please let me know how I can help make the transition following my retirement as smooth as
possible. I would be happy to assist in hiring or training my replacement. I will also be available to
assist as a consultant during my retirement, should you have any opportunities available.

[Discuss any unpaid vacation time you have accrued and what you would like the company to do
with it.]

Thank you for the opportunity to work with [Company]. I wish you all the best in the years to come!

Sincerely,

[Your name]

Retirement letter template 2

Carl Williams
394 James Place
Richmond, VA 23221
804-555-4927
cwilliams@email.com

Feb. 16, 2020

Ericka Cho
Marketing Manager
Richmond Printing
4938 Elm St.
Richmond, VA 23221

Dear Ms. Cho:

I am submitting this letter as formal notification of my upcoming retirement. My last day at

Richmond Printing will be April 13.

I am very thankful for the opportunities that I've enjoyed while working as a marketing associate
these past 10 years. It's been a pleasure watching the company evolve as the face of printing has
changed over the past decade. I learned a great deal about customer behavior and marketing
strategies in my time working with this dynamic marketing team. It was a particular pleasure
working closely with some of our longstanding clients, such as the Richmond School System and
Carter General Hospital.

Please let me know how I can assist with the transition following my retirement. I would be happy to
help with hiring or training my replacement. I will also be available to consult on a part-time basis as
I spend more time with my family.

I plan to take my pension as a lump sum payment and cash out on the eight unused vacation days I
have accumulated upon my retirement.
Thank you for the opportunity to work with Richmond Printing. I wish you all the best in the years to
come!

Sincerely,

Carl Williams

Resignation letter template 3

The following is a template you can use as a guide when writing a formal letter of resignation at your
current place of work:

Your name

Your address

Your phone number

Your email

Date letter is written

Name of person being addressed (such as your manager)

Title of person being addressed

Company name

Company address

Dear [person being addressed]:

I am writing to inform you that I am officially resigning from my position as [current position
title] at [company name] as of [two weeks from the date written or later].

I want to take a moment to thank you for the opportunities, growth and encouragement you have
given to me throughout my time at [company name]. Working at [company name] in the position
of [current position as well as any previous positions held] has truly been a joy and has taught me
invaluable lessons that have been useful in my personal and professional life.

If I can do anything to assist you or our team during my transition out of this position, please let me
know. I would be more than happy to help in any way possible as my successor takes over my
responsibilities.

Sincerely,

Your name

Your signature
Resignation letter due to a career change example

Taking the proper steps when writing a resignation letter will ensure a smooth transition, allowing
you to look forward to the exciting new change in your life. You can use this example as a guide
when writing your own resignation letter:

January 1, 2020

Joaquin Jackson
Travel Lite Inc.
5000 Memory Lane
Spokane, WA 81343

Dear Mr. Jackson,

I am writing to you today to give my formal resignation from my role as Marketing Analyst for Travel
Lite Inc. My last day of work will be January 14, 2020.

This was not an easy decision, but I have decided to pursue a career in the education sector.I am
grateful for the experience and growth that Travel Lite, Inc. has offered me during my three years of
employment. This experience will guide me as I move forward with my new career path. I will fondly
remember my time with Travel Lite, Inc.

Upon my departure, I will return the electronic devices that Travel Lite Inc. has provided me,
including the cell phone and laptop. I plan to contact all of my clients via phone and email to refer
them to my colleague in the marketing department, Antonio Modric.

Please let me know how I can be of help during this transitionary period. I would be happy to assist in
training my replacement.

Sincerely,
Jamie Hernandez

Resignation email due to a career change example

In some circumstances, sending a resignation letter via email is best. You may need to send the
email if the recipient works in a different location than you. A resignation email follows the
standard format, but you don’t need to include a header. Instead, your email subject line should
clearly state your name and the fact that you are resigning. Consider the following example:

Resignation Effective January 14—Jamie Hernandez

Hello Joaquin,

I am writing to you today to inform you that I am resigning from my position as Marketing Analyst
with Travel Lite Inc. My final day will be January 14, 2020. After careful consideration, I have decided
to pursue my lifelong dream of working in the education sector.

I am grateful for the opportunities and experiences that working for Travel Lite has provided me. I
am sad to leave this position and will remember my time here fondly. You have taught me many
beneficial skills that will translate to my new career.
Please let me know how I can help ease this transition. I would be more than happy to assist with
finding and training my replacement.

I would also like to inquire about the logistics of my benefits and final paycheck. Can we schedule a
meeting to discuss this as well as any other details?

Thank you,
Jamie Hernandez

8. Thank you letters

A professional thank you letter is an important way to let colleagues, employers, vendors or other
business contacts know you value their time or efforts. Sending a professional thank you letter will
build rapport with the recipient and communicate your intentions for the future. It might be
appropriate to send a thank you 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 thank you letter
to simply state your general appreciation for someone.

A business thank you letter typically includes the following:

A greeting: Start your letter with a simple but professional greeting. Consider your relationship with
the recipient.

Reason for gratitude with specific examples: In one or two brief paragraphs, clearly express your
gratitude to the recipient, being specific about what you're thanking them for.

Details from your conversation: Sharing additional details from your encounter can help personalize
the letter and show the depth of your gratitude.

A polite closing: Conclude your email with a closing statement like "my regards," “thanks again,” or
another personable, yet professional closing.

Other types of thank you letters include:

 Thank you letters for recommendations

 Thank you letters for a boss

 Thank you letters for a mentor

 Thank you letters for a raise

 Customer thank you letters

 Thank you team letters

 Thank you notes to coworkers

 Thank you letters for after an interview

 Executive-level thank you letters after an interview

 Thank you for applying letters

 Panel or group interview thank you letters

Thank you letter template

A thank you letter typically follows a business letter format to allow for a clean presentation and
make it easier for your customers to read and understand the message. Use the following
template to write your own thank you letter to your customers:

Dear [customer name],

On behalf of [company name], I’d like to thank you for [reason for thank you letter]. It’s been a
pleasure to provide you with [your products or services], and we hope we can continue to provide
for you in the years to come.

Here at [company name], we're committing to providing our customers with [company
commitments, goals or objectives]. We also pride ourselves on offering [company objective] to each
one of our customers.

As a thank you for your loyalty and support, we'd like to extend a [coupon or gift]. Thanks again for
your support. We look forward to serving you in the coming months!

Best regards,
[Your first and last name]

Example thank you letters to customers

Once you know how to format your letter, consider what you want to say. You can use the following
two examples to guide the writing of your own thank you letter to customers:

Thanking a repeat customer

Dear Amy,

On behalf of Lilac Clothing, I’d like to thank you for being a loyal customer for the last three years.
It’s been a pleasure to provide you with your clothing essentials, and we hope we can continue to do
so in the years to come.

Here at Lilac Clothing, we're committed to providing our customers with quality pieces that can add a
pop of color and style to any closet. We also pride ourselves on offering impeccable customer service
to everyone who walks through our doors.

As a thank you for your continued loyalty, we'd like to extend a 30% off coupon for your next
purchase at Lilac Clothing. Thanks again for your ongoing support. We look forward to serving you in
the coming months!

Best regards,
Lila Jones

Thanking a new customer

Dear Robert,
On behalf of Jumpin’ Beans Cafe, I’d like to thank you for stopping by for the first time today. We’re
so glad you chose us for your daily coffee needs, and we hope we can continue to provide for you in
the future.

Here at Jumpin’ Beans Cafe, we're committing to providing our customers with their perfect cup of
coffee and something tasty to go along with it. We also pride ourselves on offering a warm and
inviting atmosphere with great service that makes you want to stay for a while and then come back
for more.

As a thank you for your support, we'd like to offer you a free bakery item with your next coffee. We
look forward to serving you more and hope to see you again soon!

All the best,

Madison Wiley

When your manager gives you a raise or bonus

A handwritten thank-you note or email would work in this situation:

Dear Olga,

Thank you for your generosity during the holiday season. It was a wonderful reminder of our
company's belief in generosity and compassion. Your thoughtfulness has encouraged me to continue
to do my best this season and beyond. I hope to inspire others to do the same.

Thanks again,

Mitchell

When your manager provides opportunities for professional growth

In this thank-you note to your manager, you can explain what you plan to do with the opportunity
for professional growth that your employer offered:

Dear Abigail,

I wanted to express my thanks for sending me to last week's training. The time spent will help me
make greater contributions to our department, now and in the future.

Thank you again for believing in me,

Jose

When your manager helps out during difficult times or times of celebration

You can send this thank-you letter to your manager once you return to work:

Dear Mrs. Mong,

Thank you so much for your understanding during the birth of our daughter. Your compassion and
understanding allowed us to focus on our growing family, and we'll be sure to put all the baby toys
you collected to good use! I look forward to my return to work next week.

Thank you,

Aliyah
When your manager accepts a position somewhere else

Send a physical thank-you letter to your manager if they're leaving the company:

Dear Moira,

I wanted to take a moment to let you know I am saddened to learn that you have taken a position
elsewhere. Your encouraging managerial style allowed me to grow professionally. Your presence will
be greatly missed. I'm certain you'll be both successful and a great asset in your new role. Thank you
for all that you have done for me and our great company.

Sincerely,

Lamyah

When you take a position somewhere else

If you're leaving the company, you should send a physical thank-you letter or email depending on
your relationship with your manager:

Dear Jo,

I have greatly appreciated our time together these past years. I developed into a candidate for my
new position largely as the result of your emphasis on hard work and professional growth. Moving
forward, I wish you continued success and hope to remain in touch.

Best,

Franklin

Short thank-you note

This brief thank-you note includes all of the essentials in a straightforward manner:

Subject line: Thanks for meeting with me

Hello Pat,

Thanks again for taking the time to meet with me yesterday afternoon. I enjoyed our conversation
about the Marketing Manager position and appreciated learning more about working with the
marketing team.

It sounds like a rewarding role, especially given the opportunities for collaboration and
advancement. I think my master's in marketing and marketing experience would make me an
excellent candidate for the role.

I look forward to discussing this opportunity with you more. Please don't hesitate to contact me if
you need additional information about my references.

Thank you,

Hannah Lee

hannah.lee@email.com

555-555-5555
When you receive help on a project or task

When colleagues provide significant support on a project or task, it is always a kind effort to send
them thank-you notes for helping at work. Similarly, you should thank coworkers who help you at
work in other ways, such as trading shifts, filling in when you are on leave, or providing helpful
advice or leads. Here is an example:

Hello, Raj,

Thank you for your help on the Partner Initiatives project last week. I know it was somewhat last-
minute, which meant you had to work late to help us meet our deadline, so I am very appreciative
that you volunteered. The visualizations you created for our presentation were so well made and
engaging — the clients loved them!

I do not think the presentation would have been as successful without your skills and hard work. If
you ever need my help with a project, please let me know. I would love to return the favor.

Thanks again,

Camille Kwan

When leaving a job

If you are moving to another job, you can reach out to specific colleagues who supported you during
your time at the company. Or if a colleague is leaving, you may want to send a message to express
gratitude for their friendship and work at the company. Either way, a thank-you note is a great way
to maintain these relationships. Here is an example:

Dear Marjorie,

I wanted to thank you for being such a wonderful colleague during my time at Turner Banking. In
every project we worked on together, you taught me something new and motivated me in the face of
challenges. I also appreciate that you always had the time to listen to my concerns and provide
advice, whether personal or professional. Without your support, I may not have had the courage to
change careers and pursue my passion for writing.

Again, your kindness and assistance over the last few years have meant so much to me. I am excited
about this new opportunity, but I know I will miss working alongside you every day. Please stay in
touch!

Regards,

Markus Mueller

When thanking a mentor

As you start or develop your career, you may encounter colleagues who provide support and
guidance. This mentorship can be extremely valuable, so always thank those who take the time to
help you grow as a professional. Here is an example:

Dear Ms. Monet,

I want to thank you for the guidance you have given me since I have joined the West Coast Times. I
was initially nervous because this is my first job after college, but you have helped calm my fears and
made me feel comfortable in the office. I appreciate you taking the time out of your workday to
provide instructions on the new software and processes I have had to use daily.

Hopefully, I will become an expert like you one day and be able to welcome new employees the way
you have welcomed me! Thank you again for all the support and guidance.

Best,

Olivia Murphy

Executive thank you letter for an informational interview template

You can use this template after an informational interview with a company executive. Informational
interviews are often used to help students or job seekers learn more about an industry, company or
position rather than as an evaluation for their suitability for a specific job.

Subject: Thank you for the information

Dear [executive],

It was a privilege to meet with you today to learn more about [industry or company or job]. I know
you're a busy person, so I truly appreciate the time you took out of your day to speak with me.

I feel better prepared to [reason for informational interview] after speaking with you [day of
interview]. It was especially insightful to hear [specific information from the interview] and [how
specific information relates to your situation].

While [specifics about your current job situation], I do hope we can stay in touch as I [career
progression]. Thank you again for your time, and I look forward to speaking again soon.

Sincerely,

[Your name]

Executive thank you letter for a final interview template

Often, if you're interviewing with an executive, it's the final interview in the process after a screening
interview or two with other company hiring staff. This template is specifically for second or third
interviews.

Subject: Thank you for the interview

Dear [executive],

I enjoyed meeting with you for my final interview at [company] for [position]. It was an honor to
speak with you about your vision for [company's] future and how [open position] can support those
goals.

I found your thoughts on [interview specific conversation] especially interesting. I [action you took as
a result of this conversation] and see that [how you can help the company achieve goals]. With my
[years of experience] and [specific skills], I see a bright future for [company].
Do let me know if you need any additional documents or information from me as you move to make
a final decision about the position. I look forward to sharing my ideas with you again soon.

Sincerely,

[Your name]

Executive thank you letter for an internal interview template

You can follow this template if you've interviewed for a promotion with a top-level executive in your
current company.

Subject: Thank you for meeting with me

Dear [executive],

Thanks for taking the time out of your schedule during [reference internal company activities] to
meet with me about [promotion opportunity]. I loved hearing your take on how this position will
[impact on the company].

Since I started with [company] [number of years] ago, I've been interested in [career
development/project]. I think the experience I've gained as a [current job] plus the [professional
development or other initiatives] put me in a unique position to benefit the company.

I look forward to further discussing how I can help [company] reach [goal] in this new position.
Please let me know if you need anything else from me to make a decision.

Sincerely,

[Your name]

9. 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.

Components of a complaint letter include:

A formal greeting: When writing to a company, it is acceptable to use “To Whom It May Concern” as
it may be unclear who will read and act on your complaint.

A description of the purchase: Include all pertinent details, such as an account number or order
number, what and how much of a product or service was purchased and when the transaction
occured.

Explanation of the problem: Clearly state the problem you have encountered with the product or
service. For instance, the product does not work properly, the service was not performed correctly,
you were billed the wrong amount, something was not disclosed clearly or was misrepresented.

Specific request or resolution needed: Propose a satisfactory solution, such as a refund or discount

on services performed, a repair or an exchange.
10. Apology letters

An apology letter is an important tool in the workplace that acknowledges a mistake, expresses
regret and asks for the letter recipient's forgiveness or patience. Apology letters create a formal
record of your admitting to and attempting to rectify a mistake or failure.

An apology letter should include the following:

An acknowledgement of the mistake

Begin by explaining what you have done wrong and acknowledge the consequences of your mistake.
Owning up to your mistake from the very beginning of your letter shows sincerity and will help
ensure your recipient hears about your mistake from you instead of someone else. Confronting your
mistake and reaching out to the affected party directly will help you resolve the issue as quickly as
possible.

A sincere apology

A sincere apology will involve saying you are sorry without any caveats or attempts to shift blame to
anyone else. Expressing a genuine regret for the consequences you caused may be sufficient in
earning your recipient's forgiveness.

Your plan to fix the problem

Assure your recipient you will do everything in your power to correct the matter, and share the
specific steps you will take to do so. Be willing to make whatever personal sacrifices are necessary to
make things right with your reader.

Apology letter examples

Here are a couple of examples of successful apology letters:

Example 1: Direct apology

Dear Isaac,

I apologize for excluding you from the company holiday party I hosted last week. I neglected to
update my personal directory and accidentally left you and several other recent hires off of the invite
list. I assure you that the exclusion was not intentional and that I feel terrible about my mistake.

It is very important to me to be a team player in our workplace, and I typically make a point of
reaching out to new employees and making them feel welcome. I am disappointed in my oversight
and I regret any pain or stress I caused you. I have already added your contact information to my
personal address book and I assure you that something like this will never happen again.

I sincerely ask for your forgiveness. I hope my mistake has not damaged our relationship and I look
forward to getting you to know better at the next company gathering.

All the best,

Rachel

Example 2: Third-party apology

Mr. Anders,
Please accept my sincere apology on behalf of Edgar Wright Motors. We are so sorry to hear that
your experience with the auto parts that we delivered did not meet the specifications you sent us.
Our design and manufacturing teams should have studied your request more thoroughly and asked
for your approval before shipping the final product. We understand this mistake and the delay that it
has caused has been frustrating for you.

We take full responsibility for our fault in this situation and would like to replace the incorrect parts
and offer you a company gift card for $100, usable in any of our 15 locations and through our online
store. We hope you will accept this gesture of apology. Our development team will contact you soon
to discuss your order and make certain that the replacement parts meet your needs.

We want to assure you that this type of issue will never present itself again. We have taken initiative
with our manufacturing team to make sure special orders are filled more carefully in the future. We
value you and your business and we hope to continue our professional relationship moving forward.

If you have any questions or want to discuss this matter further, please contact me directly or any
member of our Customer Service team.

Yours Sincerely,
Jack Dylan
Regional Manager
Edgar Wright Motors

Example 3: Group apology

Dear Neighbors,

We owe you all an apology. Last weekend, we invited a musician from out of state to perform at our
restaurant. He said he had quarantined beforehand in accordance with our state guidelines, but
unfortunately, we became aware afterward that this was not entirely truthful.

This pandemic has made the past year a difficult one for everyone, especially restaurants and music
venues like ours, but that doesn’t mean we are exempt from the rules our local government has set
in place to keep our community safe.

When we planned that event, we simply wanted to bring some joy back into our community. Looking
back, we can see how we could have put our small town in jeopardy. We are committed to doing
better. We will be closing our doors and suspending takeout service until we can confirm that all staff
members have tested negative for COVID-19. Stay tuned for an announcement about when we are
ready to reopen.

We know now more than ever how lucky we are to call this community our home. Your continued
support through this stressful year means the world to us.

All the best,

Ariel Fisher
MusicBarn
11. 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.

Office memos should include:

A clear and straightforward subject: If you are issuing an email, communicate the message of the
memo in the subject line. If the memo will be distributed to employees on paper, you can still
include a brief subject line at the top of the letter.

The intent of the memo: List the purpose of the memo in the introductory paragraph. Be concise
and keep the language positive throughout.

A breakdown of the information: Use the body paragraph and conclusion to outline the information
you are sharing. Include details of how employees can act on this memo or reach out to a specific
point person with any follow-up questions.

12. 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.

A welcome letter usually includes the following:

A warm greeting

The first few lines of your letter may differ depending on your intention. For example, if you're
writing a new employee welcome letter, emphasize your enthusiasm about them joining your team.
For a new customer or client welcome letter, start by expressing your appreciation for their
business.

Personalized information

Personalize your letter by referencing prior conversations you've had. If you're writing a welcome
letter for a new employee, explain why you're excited to have them by mentioning something that
was discussed during their interview. If you're writing a new customer letter, reassure them about
the value of the product or services they purchased. In a new client welcome letter, reassure them
of how you can meet or exceed their expectations.

Important details to know about your business

Ensure the recipient knows everything they need to know at the start of this new partnership. For
example, in a new employee welcome letter, explain the orientation process, give them an idea of
what their first day will look like and where they should go. You can also make a list of required
documents they need to bring on their first day and outline any company dress codes.

Other types of welcome letters include:

 Letters of introduction

Welcome letter template

Before you write a welcome letter, make sure you have a framework to help you write. Use this
template as a guide for writing a new employee welcome letter:

[Date]

Dear [new employee name],

Welcome to the [company name]! We're excited to welcome you to the [department name] in

the [job title] role. I'm certain your [experience, skills, education, etc.] will be a valuable addition to
our team and will help you thrive in your new position.

I've enclosed the final documents to complete the remainder of the onboarding process. Please send
these back before your first day on [start date].

We're happy to offer our support as you transition into your new role. If you need anything before
your start date, feel free to give me a call or send me an email. I look forward to having you as part
of the team!

Sincerely,
[name of the manager, department head or the company's chief executive officer (CEO)]

Welcome letter example

If you need further assistance with writing a welcome letter, consider the following example of a
new employee welcome letter:

Sept. 10, 2020

Dear Kennedy,

I'd like to welcome you to Marigold Enterprises. We are delighted that you have accepted our job
offer and look forward to working with you at your agreed upon start date. We look forward to
helping you integrate into your new position and are happy to provide guidance as needed.

New employee orientation begins at 8 a.m. Oct. 8. During this orientation, you'll meet with me to
discuss your new position, as well as with the human resources department to discuss employment-
related matters. I'm also happy to introduce you to several of your new coworkers so you can meet
the team as soon as possible. Keep in mind we follow a business casual dress code.

Your agenda for the rest of the day will consist of your orientation and setting initial work goals to
help you get accumulated in your new role. Your second day will involve more team meetings to help
you understand how the department operates.
We look forward to seeing you again!. If you have any questions before your start date, feel free to
reach out via email or phone.

Regards,
Candace Adams

If you still have questions about welcome letters, consider these frequently asked questions and
answers:

Who should sign a welcome letter?

Who should sign a welcome letter depends on the type of welcome letter. For example, a manager,
CEO, hiring manager or company's president should sign a new employee welcome letter, while a
company or business owner should sign a new customer or client welcome letter.

When should you send a new employee welcome letter?

Send a welcome letter as soon as you hire a new employee. When you do it within this timeframe, it
creates a clear line of communication right from the start.

How should I send a welcome letter?

How you send a welcome letter depends on your personal preference and how soon you want the
recipient to receive it. If you need the recipient to receive it as soon as possible, consider sending a
welcome email instead. If you prefer a personal touch, opt for a printed welcome letter.

Should you include anything in addition to a welcome letter?

When you send a welcome letter, you can include a company-branded t-shirt, pen or notepad. While
it's not required, the recipient may appreciate the gesture. If you're sending a new customer
employee welcome letter, you can also include a coupon for their next purchase.

New employee email template

When writing a new employee welcome email, you will want to tailor the email's contents to suit the
recipient. However, it can still be helpful to follow a recommended template. Our suggestion looks
like this:

Hello and welcome to  [company name]!

We are so excited to have you join our team. I hope you are also looking forward to starting this new
position and meeting your new coworkers. We have you scheduled to start on  [insert start date]. We
will expect you at  [insert appropriate time]  at  [insert appropriate address]. You are welcome to park
in any open spaces on your first day. We will assign you your own space as soon as possible.

We have decided on a schedule for your first day to help you settle in quickly. First, we'll make a stop
at the coffee bar for a drink or snack, and to introduce you to the kitchen facilities. Then we'll move
on to the general manager's office so you can turn in some paperwork. Please bring:irst, we'll make a
stop at the coffee bar for a drink or snack, and to introduce you to the kitchen facilities. Then we'll
move on to the general manager's office so you can turn in some paperwork. Please bring:

 Your ID

 A copy of your employment contract (signed)

 Your Social Security card

After that is completed, we will show you to your new office and log you into our computer and office
communication systems.

Once that is finished, there will be a brief meeting with your direct supervisor  [supervisor's name],
who will familiarize you with our policies, culture, and vision. Then you will have a chance to meet
your office manager who will be responsible for training you in your new role at the company.

Our employee dress code is  [insert appropriate style]. Consider dressing in layers since the office can
be cool in the afternoons.

If you have any questions at all, please don't hesitate to ask. Any questions about company policy
can be directed to me at  [insert your email address]  or by phone at  [insert your phone number]. Any
inquiries related to your job responsibilities can be answered by your manager at  [manager
email]  or  [manager phone number].

Congratulations again on your new position! We are truly excited to you have you on the team and
we hope you enjoy your time at  [company name].

Looking forward to meeting you,

[your name]

Letter of introduction examples

Here’s an example of a letter of introduction introducing a new team member:

Hello Cecilia,

I hope the week has been good for you! I’m writing to introduce you to our new project manager,
Patricia Jefferson. Patricia comes to us with several years of project management experience,
specifically in managing large, long-term construction projects for multifamily residences. Her
background will be extremely helpful for our team as we launch our plans for next year.

While you will not be working with Patricia on a daily basis, she will be able to provide you with
regular timeline updates as you present our progress in the quarterly company meetings. You can
find her email at the top of this note, feel free to reach out directly as needed.

We’re excited about having Patricia on board, and I look forward to your new working relationship.
Please let me know if you need any additional information moving forward.

Thanks for your time,

Gertrude Petty

Here’s an example of a letter of introduction introducing one professional contact to another:

Hi Tim,
I hope you’ve been well since we last spoke! I’m reaching out as my former coworker, Haley, is
interested in working at XYZ Company. I remembered that you joined the company a few years back.

Haley has four years of experience in customer service and is looking to continue her career at XYZ
Company, but would like to learn more about the company before applying. I thought I could connect
you two for an informational interview, if you have time. If there is someone else at your company
who you feel could better answer Haley’s questions, feel free to forward the request.

Haley is copied on the email and will be reaching out to follow up. Thanks in advance for your
assistance Tim!

Have a great evening,

Sally Johnson

13. 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.

Request letters should include:

An explanation of the request

Start your letter with a clear and succinct explanation of your request. The overall tone of your
request letter should be polite yet convincing.

Supporting documentation

If applicable, include evidence or other documentation related to your request. For example, if you
are requesting a recommendation, it could be helpful to attach your resume so they can quickly
refresh their memory with your qualifications. If you are requesting a raise, you can include a
paragraph explaining the value you bring to the role or attach a document with more concrete
evidence of goals you’ve exceeded or average industry salaries for your job skills and experience
level.

A deadline for response

For many request letters, it can also be important to give a timeline. For example, if you are
requesting a recommendation letter, you may need to submit it by a specific date. Sharing that
deadline and asking them to let you know if they are unable to provide a letter by that time allows
you the opportunity to send your request to someone else.

Other types of request letters include:

 Promotion request letters

 Demotion request letters

 Request for approval letters

 Training request letters

  Leave of absence request letters

 Raise request letters

 Transfer request letter

Promotion request letter template

Consider using this template for a promotion request letter to help you write your own:

Your Name
Your Title
Your contact information

Date

Recipient’s Name
Recipient’s Title
Recipient’s contact information

Dear [Mr./Ms. Last Name],

Thank you for taking the time to read this letter. The reason I am writing to you is to formally
request that I am taken into consideration for the open position of [desired job title].

I have been working hard in anticipation for such an opportunity, and I am ready for this next
challenge. I also believe that I have had enough success in my current position to be considered for a
promotion. In the past year I have:

[Briefly describe accomplishment 1 with numbers]

[Briefly describe accomplishment 2 with numbers]

Although I am proud of the achievements listed above, I also know that I am part of a team, and I am
thankful to you for helping and supporting me at every step of the way.

I know that the role of [desired job title] will require more time and a new set of skills, but I feel I
have the qualities required to successfully fulfill the job’s responsibilities. An example of that would
be [a specific situation that highlights the skill set needed for the desired job]. Also, having been with
the organization for [number of years], I am invested in the success of [the company] and want to be
part of seeing it thrive.

Because an eventual promotion will leave my current position vacant, I will help ensure a smooth
transition, however I can. Several current employees have worked with me directly and have the
potential to take over my job responsibilities, and I would be happy to train them to take over.

I would be very grateful if you consider me for this promotion and thank you again for your time. I
would be happy to schedule an interview at your convenience.

Sincerely,
[Your Name]
Transfer letterTemplate

Writing a professional transferring letter can improve your chances of your transfer getting
approved. Use this template to help guide the writing of your own transferring letter:

[Your first and last name]

[Your address]
[City], [state] [zip code]
[Your phone number]
[Your email address]

[Date of the letter]

[First and last name of recipient]

[Job title]
[Company name]
[Company street address]
[City], [state] [zip code]

Dear [Mr., Miss, Ms. or Mrs. and the recipient's last name],

I am writing to request consideration for a transfer from my [current position] as [current job title] at
[company name] to a similar position at the [company name] office located in [city and state of
preferred location]. I am asking for a transfer due to [reason for wanting a transfer].

I have thoroughly enjoyed my time and appreciate everything I've learned from the [current
location] office. I am confident my organization and communication skills would be properly utilized
in the [preferred location] office. Not only do I think I'd make a valuable contribution to that
location, but I also see the immense growth opportunities available at the [preferred location] office.

Thank you for your time and consideration. I've enjoyed working with everyone at the [current
location] office and I hope to continue to grow alongside this company. I have enclosed my updated
resume for your review. If you need additional information, feel free to contact me.

Sincerely,
[Your name]

Samples of requests for approval

Use the following samples to guide you when writing a request for approval letter.

Proposal needs approval from project manager

Dear Mr. Green,

I am sending this request for your approval of our marketing proposal for our next project. The team
and I have created a detailed plan that I’ve attached to this email. Once you approve our proposal,
we will get started on the project immediately. You will find this plan to be a comprehensive answer
to better engaging our current customers with retargeted advertising. I know you’ve been seeking an
answer to how we can generate more return business, and I’m confident that this is our answer. I
look forward to your response.
Sincerely,
Patricia Gaten

Budget adjustment needs approval from operations director

Dear Mr. Anderson,

I am sending this request for your approval of a budget change to our current project. To make this
project work successfully, I am requesting an increase in our budget by $4,500 for a new total budget
of $34,500. The reason for this change is for additional materials to allow for further product testing
before our release. With this supplemental budget, we will be able to ensure the perfect
implementation of our electronics to provide a working product before the release.

I know you’ve expressed your concern about the working capacity of this new product, and I want to
make sure it’s done right just as much as you do. I would appreciate your approval of this budget
change so we can complete our final product testing by the end of the week.

Sincerely,
Joshua Parker

Completed project needs approval from supervisor

Dear Ms. Emerson,

I am sending this request for your approval of my completed edits for next month’s newsletter. I
would appreciate it if you could read this to confirm the edits. Once you approve the edits, I will be
able to complete the formatting and send it to the design team. I know you’d like this completed by
next week, and I look forward to your response so we can get the design team working on the style
as soon as possible. If you send me your approval today, it will be in the hands of our design team by
tomorrow morning.

Sincerely,
Michael Adams

Sample training request letter

As you draft your letter to request training, reviewing an example may help you frame your letter
more effectively:

Dear Mrs. Waters,

As part of my professional development with this company, I would like to pursue additional training
to help me further improve and develop my skills. I have noticed that in our marketing department,
we seem to have a gap when it comes to generating and handling incoming leads for our product. To
fill that gap, I am requesting that the company cover the cost associated with training that will allow
me to learn how to generate more leads and process them in a timely and efficient manner.

I have researched several training options and found several that I think would offer the most benefit
to the company and our department:

 HubSpot Lead Generation Courses:  HubSpot offers 45 courses focused on lead generation
and management. All of these courses are provided online and can be taken at any time.
Some of these courses also provide certifications for certain skills. The cost for access to the
 full training library is $500.

 Demand Metric  Lead Generation:  Demand Metric offers six video-based training courses
that will help me learn how to develop a comprehensive plan for lead generation. The cost
for access to the full training library is $1,000.

 Econsultancy Masterclass in Lead Generation Training:  This is a two-day in-person

workshop focused on the ins and outs of how digital marketing can help generate leads,
engage prospects, grow opportunities and retain customers. The cost for the conference is
$1,600 plus travel expenses.

I feel the in-person workshop would be most beneficial to me in my goals, although the Demand
Metric Lead Generation program would be my second choice. After reviewing each option, I found
that the HubSpot Lead Generation course library doesn’t include as much information about
developing a strong action plan and implementing the concepts into my own responsibilities and
tasks. The agenda for the in-person training includes detailed action plan samples and how to use
them to implement a lead generation strategy in any industry.

I am committed to continuing in my current position while undergoing this additional training and do
not foresee the need to alter my schedule in any way. I am also committed to applying these skills in
a way that will benefit the company in the years to come. By providing this opportunity for training, I
believe the company will see an increase in lead generation, which will help produce additional
revenue and generate more awareness about our product.

If you have any alternative training programs or courses you would recommend that would help me
gain the knowledge and skills I’m seeking, I am interested to hear about these. I appreciate your
consideration of my request for training. If you’d like, we can schedule a follow-up meeting next
Wednesday to review my request and answer any questions you may have.

I look up to you as a mentor and appreciate your time in reviewing this letter.

Sincerely,
Daniel Santos

14. Announcement letters

A business announcement letter is a letter sent out to employees, vendors, customers or the press
to declare something of note for the company, such as a change of policy, an employee or
management change, a merger, a takeover, a product release or an event. The letter is typically
short and written in a formal note.

Announcement letters should include:

An introductory paragraph with the announcement

Don’t bury the lede—present the news you are announcing in the first or second paragraph. This
statement should be concise and to the point.

Additional details
Next, your letter should explain your announcement in more detail. If you are hosting an event,
share the event’s purpose here. If you are announcing the opening of your business, share details
like how long you’ve been working behind the scenes to open your doors or a special promotion you
are offering to celebrate your opening.

The specifics

Most importantly, your announcement will need to include specific details pertinent to your
announcement. This might include store hours, or contact information like a physical address, phone
number or website. If you are announcing something internally to employees, such as a merger, you
can offer a point person for employees to direct their questions.

Other types of announcement letters include:

 Employee departure announcement letters

 Employee promotion announcement letters

Example employee departure announcements

Here are two example employee departure announcements:

Example 1: Formal

Dear Dillian Manufacturing staff,

I am writing today to notify you that Andrea Dinton is departing the company, effective Sept. 28,
2021. Andrea has decided to further her education by attending school full-time. As of Sept. 28,
please direct all department questions to Daniel Rutger until we are able to secure a replacement.

Please join us on Sept. 26 at 4 p.m. in the office break room to offer our farewells to Andrea. We are
very appreciative for all the hard work that Andrea has done for us over the past four years, and she
will be missed. She has played an integral role in the development of our customer satisfaction
department, and she will be difficult to replace. I would personally like to wish her the best of success
in all future endeavors.

Sincerely, 

Beatrice Daniel 
Vice President of Human Resources

Example 2: Casual

Dear Dotifee staff,

I am tasked with making the bittersweet announcement that Daisy Boyd is leaving Dotifee, effective
Dec. 15. After 11 years in our work family, she has decided to spend more time with her actual
family, and we can’t blame her for that. Until we can find her replacement, please direct all
department questions to James Royce after Dec. 15.

This Friday, we’ll be celebrating Daisy with a farewell happy hour at Doc’s. I know I’m not alone in my
appreciation for everything Daisy has done for Dotifee—she was here from day one! She was a
pioneer in building customer platforms and played an integral role in why our startup became the
industry leader we are today. I hope you’ll join me in toasting her.
Cheers, 

Jessica Jones 
Chief Marketing Officer

Employee promotion announcement sample

The following employee promotion announcement sample can be sent as a letter, email or memo.
You can customize it to fit your needs as well as transform it into an announcement speech to give at
a team meeting.

Dear Staff,

I’m pleased to announce the promotion of Jeff Sanderson from Senior Sales Associate to our new
Regional Sales Director. Jeff has worked for our company for more than 10 years and has been an
invaluable member of our team.

He has demonstrated his innovative skills over the last decade and into his new management role.
Jeff has been a catalyst in the creation and the launching of our new sales database and has shown
his commitment as a specialist and manager.

During his time with the sales team, Jeff has signed three new client contracts this quarter and has
been at the forefront in implementing practices to bolster lead generation efforts with the marketing
team. In his new role, he will oversee the entire sales staff and lead generation efforts to drive in new
clients. He will also take over the duties of Phil Shepherd, who is retiring next month.

For any inquiries about what Jeff’s new position entails and its correlation with your working
relationship, please feel free to contact me.

I hope you’ll join me in congratulating Jeff on his outstanding contributions to his department and
this organization, and we’re wishing him the best of luck in his future position.

Best,

Tina Alexander

15. Termination letters

A termination letter is a respectful yet effective way to dismiss an employee from their current job.
Termination letters are also called a "letter of separation," "a notice of termination of employment"
or "contract termination letter."

Termination letters should include:

Notification of termination date

First, inform the employee that their employment is terminated and specify the date it will
effectively end. This eliminates any potential confusion and allows the employee to prepare for their
dismissal.

The reasons for termination

Your explanation for the employee’s involuntary termination should remain clear and accurate to
avoid misinterpretation. If applicable, include evidence to support your reasoning.

Compensation and benefits going forward

Next, explain any benefits or compensation they will receive once their employment ends. This can
include severance pay, payment for unused leave days and any other salary owed. Also, let them
know what will happen to their healthcare, life insurance and retirement funds. Remind them of any
signed agreements, like a non-disclosure agreement or other documents from the onboarding
process, that might impact their compensation and benefit payout.

Next steps

Finally, list the next steps for the employee to take. Notify the employee of any company property
they must return, such as a company cell phone, laptop, keys, ID badges and parking passes. Then
include contact details for their HR representative to direct any questions regarding compensation,
benefits and other details in the letter.

Voluntary termination of business contract

Jan. 4, 2023

Dear Robin Curate,

We are writing this letter to inform you that we will no longer need your services as of Jan. 10, 2023.

 While we have enjoyed working with Curate Media Services these past three years, due to
departmental reorganizations we’ve decided to terminate our contract.

Please complete all remaining assignments before our contract ends, and submit all invoices by Jan.
9 so we can pay you in full. As of Jan. 10, you will no longer be able to access our server or networks.

Thank you for all your hard work. Please contact me via phone or email if you have questions. 

Sincerely,

Carly Ambrose

Editor-in-Chief

Diversion Magazine

Involuntary termination due to layoffs

July 21, 2021

 

Dear Ky Hampton,

Over the past year, Express Services has experienced financial challenges due to the ongoing
recession. While we have re-evaluated our budget and streamlined processes significantly, we
continue to see reduced sales. After assessing all our options, we have determined we must
terminate 24 positions. I regret to inform you that your position as sales executive will be removed
as of July 28, 2021.

Within the next couple of days, a human resources representative will schedule a meeting to discuss
compensation, benefits and resources for finding a new job.

Thank you for your hard work over the past five years.

Sincerely,

Andy Kim

CEO, Express Services

 
The seven parts of a business letter

Though many types of letters have certain formatting requirements and include a variety of
information, there are a few components that are consistent across most business letters, including:

1. Contact information

This step is essential, especially when ending a physical copy of a business letter. Your contact
information should include your name, phone number, and business address or email address.

2. Subject line

A subject line is used when sending a business letter via email. This brief line often includes a few-
word summary of the purpose of your letter.

3. Greeting

The formality of the greeting will depend on the type of business relationship you have with the
reader. If you are looking for a new job, your greeting should be formal. If you are sending a quick
follow-up to a customer that you have already created a relationship with, then you might choose to
use their first name.

4. Introduction

The introduction describes the purpose of the letter and what you are hoping to achieve with it. This
is your chance to grab the reader’s attention with information such as a discount on a product you
sell or that you’re inquiring about an open position.

5. Detailed information

The body of your business letter includes specific details about your purpose, including asking or
answering questions and providing additional information.

6. Conclusion

Your conclusion should leave the reader with a call to action, such as how the reader can order a
product or reach out to you for more information.

7. Signature

A signature can be as simple as writing your name or as complex as including your credentials and
certifications. How you sign a business letter will also depend on your current relationship with the
reader.

Business letter tips

Here are a few guidelines to keep in mind when writing a business letter:

 Customize your letter. All business letters should be written explicitly for their intended
recipient. For example, a cover letter should state why you want to work for that particular
company.

 Be punctual with delivery. Timely business letters can demonstrate your time management
skills to a prospective employer or let your recipient know that you value their time.

 Consider the method of delivery. Your relationship with the recipient, the type of letter and
the level of urgency may influence whether you send it via email or traditional mail.
 Choose the appropriate level of formality. The majority of business letters you write will be
worded professionally. Your relationship with the recipient, the type of letter and your
intent may dictate the formality of the language in your letter.

 Limit your letter to one page. Concise business letters that quickly get to the point are more
likely to be read in full. Evaluate each paragraph for relevancy, and only include information
the reader needs to know.