DIFFEREN

T TYPES
OF
LETTER
MEMBERS:

Antido, Sheena M.
Bulingit, Ashley Mae R.
Garsain, Maecaila A.
Malate, Sophia Faye G.
Vicuña, Gwyneth E.
 Business Letter
 are formal letters used for professional
correspondence between business clients,
employees, and stakeholders. Examples of
business writing include policy
recommendations, memos, application letters,
advertisements, press releases, and emails.
This writing considers purpose, audience, and
relationship dynamics while making stylistic
choices.

EXAMPLE of a Business Letter:

Roshni Duttaa Gomez

Sr. Project Manager
Asomtech Solutions
42/08, Bose road
Kolkata, West Bengal, India
050 2948 2948
rdutta@email.com

July 1, 2019

Ram Prasad
Sr. Data Analyst
Clouddatanow Tech
101 Solanki Street
Kanchan marg, Kolkata, West Bengal

Dear Ram Prasad,

It is my pleasure to strongly recommend Aashna Singhania for the Jr. Data Analyst role
with Clouddatanow Tech. I am Roshni Duttaa, a project manager at Asomtech Solutions.
I have 12 years of experience working in the tech industry and have seen many young
professionals come and go. Ms. Singhania is one individual I have worked with who
uniquely stands out.

During our time together, Aashna displayed great talents in data analytics. When we first
met, I was immediately impressed with Aashna but during the time we worked together,
her understanding of analyzing data to achieve results for our company grew far more
than that of her peers.

It’s not just her technical skills that impress me. Aashna was a joy to work with because
of her amazingly positive attitude and ability to communicate across teams. Her focus
and attention to detail were also necessary and valued not just by me but also by her peers
who often relied on her to get the job done.

I am absolutely confident that Aashna would be a great fit at Clouddatanow Tech. Not
only will she bring the kind of skills and experiences you’re looking for in an applicant,
but she will also quickly become an asset and help your company grow in any way she
can.

If you need more information or specific examples, please do not hesitate to contact me at
050 2948 2948. As a recommendation letter likely only provides a snapshot of her talents
and achievements, I would be happy to further elaborate on my time working with her.

Sincerely,
Roshni Dutta
Sr. Project Manager

Resignation Letter
 is a formal letter that certifies your departure
from your current employment. It serves as a
traceable record of the conversation and proof
 that the employee wishes to resign. This can
help you communicate details about your last
day at work, assist with your transition and
thank your employer for the opportunity to
work there.

EXAMPLE of a Resignation Letter:

Michael Ayuko
24 First Street
Tampa, FL 33601
555-123-1234
michael.ayuko@emailaddress.com

July 1, 2019

Amelia Hernandez
ABC Printing
35 Fourth Avenue
Tampa, FL 33601
398-765-4321
amelia.hernandez@emailaddress.com

Dear Ms. Hernandez,

I am writing to notify you that I will be resigning from my position as Production
Manager effective July 15, 2019.

I am leaving because I have been accepted into a graduate program at the

University of Irvine, and I will be moving to California next month.

Please let me know if I can assist in the transition process.I will leave my reports
and production checklists where they are easily accessible.

Thank you for the last two years at ABC Printing. It has been a wonderful
experience, and I appreciate the opportunity to develop my organization and
management skills while in this position.

Sincerely,
Michael Ayuko

Invitation Letter
 Invitation letters are letters sent to friends and
family members, inviting them to events such
as wedding ceremonies, business meetings,
cultural events or housewarming parties. The
purpose of this letter is to arrange for the
number of guest positions ahead of the event
date. Such letters can follow both formal and
informal tones, depending on the relationship
dynamics.
EXAMPLE of an Invitation Letter::

Sanjay Dash
RJ Apartments
Kolkata

May 9, 2022

Dear Deepika,

It has been a long time since we met. I hope you are doing well.

Summer vacation has already started, so I was thinking of spending the holiday
season with Rishi, Shivani, and you in Mumbai. I want to take you all on a city
tour. There are some nice restaurants nearby offering delicious street food. We can
also visit some of the tourist places and shop at Colaba market.

You are welcome to visit my place next week and join the get-together after a long
lapse of eight months. I am looking forward to meeting you.

Cordially yours,
Sanjay
 Descriptive Letter
 Using a descriptive letter can help you when
applying for a job, corresponding with a
friend or colleague or writing to a community.
By learning how to structure these letters, you
can improve your communication abilities and
maintain good relations with your readers.
Such letters are easy to read and detailed.
EXAMPLE of a Descriptive Letter:

Dear Ranfulhu,

Sorry for not writing for so long, but, as you know, the sports week has started and
I’m busy as a bee practicing for it. You know how much I love sports, don’t you?
Anyways, wait until I tell you something mind-boggling.

Guess what? The famous footballer Ashfaq visited our school last weekend.
Needless to say, I was on cloud nine - you know I’m his biggest fan. Well, it was
all thanks to our beloved Imthi sir that Ashfaq paid a visit. Yeah! He’s still the
same, he wants us to take part in sports. Do you know? Ashfaq taught us his crazy
ball skills and a million tricks. It was simply inexplicable.

We were so lucky to have a well-known sportsman like him training us. Can you
imagine? He really liked my moves and I was his favorite student. I did that
overhead flick I usually do and he was dumb struck. That’s not all, he took a selfie
with me and gave me his autograph. You know I won’t miss a chance for that,
don’t you? I wish you were also with us!

What’s more, he gave us some tips on valuable exercises and even gave the spoilt
rats over a million pieces of advice on moral values. He told me football is not all
about playing, but also about good behavior. Isn’t it sweeter than sugar? Truly, our
school was grateful that he came as many students idolize him.

Well, I got to dash now as I’ve to go to practice. Hey, don’t forget to comment on
my FB post and do reply ASAP!

Best friend,
Fathumaidhee
 Official Letter
 An official letter includes official information,
such as regulations, rules, activities, facts,
figures and procedures. Officials use this type
of correspondence to communicate with other
branches and offices. Official letters follow
prescribed rules, regulations, format and style.

EXAMPLE of an Official Letter:

Avery May
123 Kansas Ln
Kansas City, MO 64105
Roberts Media Group
334 Sunflower Ln
Kansas City, MO 64105

December 17, 2019

Cameron Jones
Account Manager

Dear Ms. Cameron Jones,

I am writing to inform you of my resignation from Roberts Media Group as the

Account Coordinator, effective two weeks from the current date.

I appreciate all the support, encouragement, and motivation I've received during
my time in this position. I have decided to pursue a position where I can apply
more of my team-building and leadership skills. Over the next two weeks, I will
continue to dedicate my time toward finishing the rest of my projects and will
provide any necessary training to ease the transition process.

Thank you again for the support you've given me and thank you for taking the
time to read this. If you would like to schedule a meeting to discuss this further, I
would be happy to talk when you are free.

Sincerely,
Avery May

Enclosed:
List of my current projects
Schedule to complete them all

Acceptance Letter
 An acceptance letter is a document that an
individual or organization sends to officially
accept an offer or request. It is usually sent in
response to a job offer, admission to a school,
or invitation to an event.
EXAMPLE of an Acceptance Letter:

1435 Lincoln Ave

Charleston IL 61920
Today’s Date

Ms. Mary Lou Nelson

Manager of Human Resources
XYZ Corporation
2901 Glenwood Ave
Chicago IL 60429

Dear Ms. Nelson:

I am writing to confirm my acceptance of your employment offer on April 20 and
to tell you how delighted I am to be joining XYZ Corporation in Chicago. The
work is exactly what I have prepared to perform and hoped to do. I feel confident
that I can make a significant contribution to the corporation, and I am grateful for
the opportunity you have given me.

As we discussed, I will report to work at 8:00 am on July 1 and will have

completed the medical examination and drug testing by the start date.
Additionally, I shall complete all employment and insurance forms for the new
employee orientation.

I look forward to working with you and your fine team. I appreciate your
confidence in me and am very happy to be joining your staff.

Sincerely,
Sarah B. Rodriguez

Refusal Letter
 A refusal letter is written in response to a job
offer that an individual chooses to refuse due
to circumstances such as acceptance of
another position or lack of interest.
EXAMPLE of a Refusal Letter:

1435 Lincoln Ave

Charleston IL 61920
Today’s Date

Ms. Mary Lou Nelson

Manager of Human Resources
XYZ Corporation
2901 Glenwood Ave
Chicago IL 60429

Dear Ms. Nelson:

Thank you very much for offering me the position of Accountant with XYZ
Corporation. I appreciate your discussing the details of the position with me and
giving me time to consider your offer.

You have a fine organization and there are many aspects of the position that are
very appealing to me. However, I believe it is in our mutual best interests that I
decline your kind offer. This has been a difficult decision for me, but I believe it is
the appropriate one for my career at this time. I want to thank you for the
consideration and courtesy given to me. It was a pleasure meeting you and your
fine staff.

Sincerely,
Sarah B. Rodriguez

Cancellation Letter
 is a letter which communicates cancelling of
certain arrangements which can be a Contract
or a Party. A Letter for cancellation is mostly
used as a business correspondence. Occasions
like an event, meeting, wedding or any other
social occasion also require a cancel letter.
EXAMPLE of a Cancellation Letter:

Your name

Your address

Date

Business Name

Address

Dear Sir/ Madam,

On August 17th, I signed an agreement to buy a car from you: model 630 for
$40,000. (You should include all the essential details about the product)

Today, I want to cancel that agreement. As a result, I am exercising my right to

cancel the deal due to a non-disclosure(s) described in the Consumer Protection
Act, 2002. ( You should explain to the buyer or supplier which is the misleading
statement, add what the person told you and what happened. )

I look forward to your immediate reply. You can contact me at my home telephone
number (add your contact details).

(You should add how you are expecting an early response and resolution of your
complaint. Add your emergency contact or other contact information.

Yours Truly,
Sign the letter

Your Name

Termination Letter
 A termination letter is a letter from an
employer to an employee containing pertinent
details surrounding their termination. It is
typically used as a formal notice to the
employee and an official record of the fact
they have been terminated.
EXAMPLE of a Termination Letter:

Tracy Pope
HR Director
ABC Company
123 Anywhere Street
Somewhereville, Best State 88889

January 1, 2011

Mr. Ryan Francom

456 Somewhere Road
Best Town, Best State 88888

Dear Mr. Francom:

We regret to inform you that your employment with ABC Company is hereby terminated
immediately.

Despite verbal and written warnings about your performance, you have not obtained the
performance objectives we set on 11/5/2009 and reviewed again on 12/10/2009. Please
return your desk key and id badge to the security desk.

As part of your separation from ABC Company and per company policy, we will be
providing you with two weeks’ severance pay. Please also note that all other benefits will
end on the termination date including your health and dental insurance. Please contact the
health insurance company directly for information on COBRA options.

Should you have any questions about your benefits or other details about your
termination, please contact Mike Speth in HR at (123) 456-7890.

ABC Company wishes you the best in your future employment.

Sincerely,

[Signature]

Tracy Pope

Professional Appeal Letter

 If a decision has been made that impacts your
professional standing, such as a denial of a
raise or an unexpected transfer, you might
write an appeal to your superiors.

EXAMPLE of a Professional Appeal Letter:

Jane Murphy
456 Notmain Street
Bigtown, MA 67890

Mr. Smith
Sales Manager
ABC Company
123 Main Street
Smalltown, MA 12345

November 7, 2020

Dear Mr. Smith,

[Explain the situation] My name is Jane Murphy. I have been an employee with ABC Company for
over 10 years. Recently, I was moved, without warning, from the Customer Service Department to the
Billing Department.

[State why it is wrong/unjust] This came as a shock to me. My cubicle is lined with awards and
accolades for my ability to provide outstanding customer support. Copies of those certificates have
been attached. Not only is this where I excel, but it’s also where I’m happiest. Without a doubt, that is
a major reason for my professional success.

[State why it is wrong/unjust] Moving me to the Billing Department is doing your company a major
disservice. My strength in the Customer Service Department sets your company up to shine and
receive favorable customer reviews. I’ve also attached a copy of the wave of positive reviews your
company has received as a result of my efforts. Finally, my experience in billing is limited to customer
refunds. I’ve never been formally trained, nor do I wish to be.

[Briefly outline what you hope the new outcome will be.] It is my sincere desire that you will allow
me to return to my position as Customer Service Representative. If employee satisfaction is of concern
to you, I know you will consider this. Likewise, a continued flow of favorable customer reviews is
sure to come your way with such determination.

Thank you for your attention in this matter. You may reach me at 222-555-5555 or jane@email.com. I
look forward to your speedy response.

Respectfully yours,

(Signature, if hard copy)

Jane Murphy

Personal Apology Letter to a Friend

 is a physical document or email that
acknowledges a mistake, expresses regret, and
asks for the letter recipient's forgiveness or
patience. You can email this to them after
having time to think it over or condense the
 sentiment into a text to send immediately after
something bad has happened.

EXAMPLE of a Personal Apology to a Friend:

Dear Marie,

[Express remorse.] I’m so sorry about the negative remarks I made about the toy
you bought my daughter for her birthday. I know that I previously told you that
Madison wanted that type of toy, so my inappropriate response is particularly
appealing. I really feel awful for how I responded to your kind gesture.

[Take responsibility.] My behavior is inexcusable. I can only say that in a time of

stress, I lost control of my temper and lashed out at you, even though you were
clearly only doing something nice for my daughter on her birthday. You did
nothing wrong.

[Make amends.] I am hoping that you will join me and Madison for tea next
weekend at the Plaza, my treat. I would love for us to be able to spend some time
together, just the three of us. I know she'll enjoy telling you in person how much
she has enjoyed the toy you gave her.

[Provide assurance.] You can rest assured that I will never react in such an
inappropriate way to your kindness in the future. I am truly sorry for my behavior
towards you at Madison's birthday party. You won’t have to endure my lashing out
ever again.

Love,

Cindy

Complaint Letter
 can be an effective way of resolving issues
pertaining to a bad product or a poor customer
service experience. A well-written letter has
the power to garner appropriate attention and
produce results. By taking the time to craft a
thoughtful complaint letter, you can show that
you are serious about seeking problem
resolution.
EXAMPLE of a Complaint Letter:

Your Address
Your City, State, ZIP Code

(Your email address, if sending via email)

Date

Name of Contact Person (if available)

Title (if available)
Company Name
Consumer Complaint Division (if you have no specific contact)
Street Address
City, State, ZIP Code

Dear Contact Person or Organization Name):

Re: (account number, if applicable)

On (date), I (bought, leased, rented, or had repaired) a (name of the product, with serial or model
number, or service performed) at (location and other important details of the transaction).

Unfortunately, your (product or service) has not performed well (or the service was inadequate)
because (state the problem). I am disappointed because (explain the problem: for example, the
product does not work properly; the service was not performed correctly; I was billed the wrong
amount; something was not disclosed clearly or was misrepresented; etc.).
To resolve the problem, I would appreciate your (state the specific action you want: money
refunded, charge card credit, repair, exchange, etc.). Enclosed are copies (do not send originals)
of my records (include receipts, guarantees, warranties, canceled checks, contracts, model and
serial numbers, and any other documents).

I look forward to your reply and a resolution to my problem and will wait until (set a time limit)
before seeking help from a consumer protection agency or the Better Business Bureau. Please
contact me at the above address or by phone at (home and/or office numbers with area code).

Sincerely,
Your name

Enclosure(s)

Cover Letter
 are an often overlooked part of the job-
hunting process. Many of us think they're not
necessary or that hiring managers don't read
them. However, an eye-catching cover letter
can make the difference between your job
application going in the interview pile or the
rejection pile. A well-written cover letter will
entice a potential employer to take a closer
look at your resume.
EXAMPLE of a Cover Letter:

Susana C. Smith
12345 Maple Lane
Janesville, MA 55555

May 17, 2017

Angela Adams
Janesville Consolidated Schools
54321 West Oak Avenue
Janesville, MA 55555

Dear Ms. Adams:

As an experienced elementary school teacher committed to developing lifelong

inquisitive learners, I'm confident my skills and background align perfectly with the
requirements of your recently advertised fourth-grade teaching position.

Enclosed is my resume outlining my expertise in classroom management, curriculum

planning, and teacher-parent relations. My credentials include a history of creating
rigorous and relevant lesson plans in reading, mathematics, language, science, and social
studies, incorporating both play and hands-on teaching.

I'm also committed to building strong relationships with students and their families, as
demonstrated by my past experience volunteering at PTO events throughout the school
year and serving as a teacher liaison during the summer reading program at the North
Oak Public Library.

Thank you for your interest and consideration. I look forward to hearing from you again.

Sincerely,

[Handwritten Signature]

Susana C. Smith

Enclosure: Resume
 Retirement Letter
 is an official notice stating an individual’s
resignation from their position and request for
any retirement benefits. Due to retirement
commonly being a well-thought-out process,
it’s best to give the employer six (6) to twelve
(12) months’ notice. An individual that is
seeking retirement is probably a highly skilled
worker within the organization. Therefore, it’s
best to allow the employer a proper period to
prepare for the individual’s departure.

EXAMPLE of a Retirement Letter:

Stan Lee
123 Fake Place
Fake City, NY, 10001
(555) 555-1234

June 1, 2017
Landon Michaels
President
Stainless Steel Manufacturing
321 Fake Place
Fake City, NY 10001

Dear Mr. Michaels,

This letter is meant to serve as an official notice of my retirement from Stainless

Steel Manufacturing, effective August 1, 2017.

My time with the company has filled me with a sense of purpose and belonging
that none other could offer. I have led the Manufacturing Division for the past
fifteen years and it has brought a deep sense of purpose to my life. I have been
blessed to have your support and I will always be thankful for the opportunity you
gave me.

This decision wasn’t an easy one. The reason I have officially decided to retire is
that my wife and I have found a small home in Florida where we’ll be able to
spend the rest of our days together. It pains me to think that I won’t be able to
contribute to the company we’ve built, but I feel that it would be best for me to
move on.

Stainless Steel Manufacturing will always have a place in my heart. Thank you for
the opportunity and best of luck in the years to come.

Sincerely,
Stan Lee

Request Letter
 A request letter is written to draw the attention
of the reader concerned with some particular
demands or claims of the writer. It is also
written when you need certain information,
permission, favor, service, or any other matter
which requires a polite and humble request. A
 requesting letter is written for various
purposes, these purposes can be related to
meetings, holidays, and banking purposes.

EXAMPLE of a Request Letter:

Ms. Kumar
VP Projects
GHI Ltd
Mumbai 400 001

September 14, 2021

Reference: Notification in company newsletter about on-site opportunities

Dear Ms. Kiran,

I am Asha, a lead developer from the team 'Project Atlantis'. I am writing in response to
the notification in our newsletter regarding on-site opportunities. I request you consider
my application.

As per the criteria mentioned in the newsletter, I have completed seven years of service in
our company. I have worked on four projects and have good experience in end-to-end
project management. I have received a 60% appraisal over the last seven years. I
currently manage a team of seven people, which I am sure is quite rare, considering my
years of experience. I have also received the best-performing employee award three years
in a row and more importantly, the last two from you.

I want to highlight my additional technical skills for your perusal:

Five years of experience as a Python Developer

Working and hands-on knowledge of Django and Flask
Working knowledge of ORM and front ends technologies like JavaScript, HTML, and
CSS3
As my skills and experience match your criteria for the on-site opportunity, I request you
consider my application for the same.

Looking forward to hearing from you.

Yours sincerely,

[Signature]
Asha Kumar

Promotion Letter
 formally details an employee’s new, higher
position within your company. Typically, a
promotion letter doesn’t commence
discussions about promotions; instead, it is a
follow-up to ongoing conversations you’ve
had with the employee about the promotion.
As such, it’s less about presenting new
information than confirming all of the details
you and your employee have discussed
relating to their new position, pay, and duties.
 It’s also a chance for you to congratulate them
and express your gratitude to the employee.

EXAMPLE of a Promotion Letter:

[Date]

To: [Name]

[New title]

[Address]

Subject: Promotion for [Name of employee]

Dear [Name]:

Congratulations on your promotion to [New title] at [Company name]! Your

promotion is effective [date at which promotion takes effect].

Your new salary will be [salary] per year, paid [pay schedule, e.g., semimonthly,
monthly, etc.]. You will report to [Name of new manager and their title] and
maintain your 9 a.m. to 5 p.m. weekday work schedule. [Name of new manager] is
looking forward to working closely with you.

Your responsibilities will be to [Detail the employee’s new responsibilities]. Our

employee handbook has additional details on what the [new title] role entails.
Again, congratulations on your promotion. The company and I are very grateful
for all of the work you have done to date – and the work you’ll do in your new
role. If you accept this promotion, please reply to this email and acknowledge your
acceptance of the promotion.

Sincerest thanks,

[Your name]
[Your title]

Appreciation Letter
 is a letter written by one party to another to
thank the former at a personal level. This
letter is a valuable one to master writing, and
often consider a skillful piece in professional
life, acting as a bridge of stronger future
connections.
EXAMPLE of an Appreciation Letter:

Mahi Singh
Kasol, Himachal Pradesh
(+91)111-999-0000
mahisingh@email.com

March 20, 2022

Rohit Sharma
Social Media Strategist
Live Group

Dear Rohit,

I would like to formally express my gratitude for the amazing work you accomplished
this week after taking over as the team lead for the social media marketing project. With
this new level of responsibility and leadership, you were able to collaborate across
departments, delegate tasks and oversee the entire project from concept to completion.

Your ability to work through unforeseen challenges and collaborate so well with the rest
of the team is impressive and shows a true dedication to your work and the company.

The production of a successful social media campaign with your efforts has directly
impacted our metrics by growing our online presence by 40% in the last two months.
Without your willingness to take on such a large amount of work and responsibility, we
would have missed our deadline. We thank you on behalf of the entire team and
company.

I look forward to seeing your future achievements at our company.

Sincerely,
Mahi Singh
Marketing Director
Social Match Inc.
 Employment Letter
 is a document that confirms an individual's
working status. Professionals may need to
write these on behalf of their team members to
provide financial information for third-party
organizations, such as mortgage lenders and
landlords. Individuals often need letters of
employment when trying to rent or buy a
home or in other situations requiring
information about one's employment history,
such as career or college application
processes.

EXAMPLE of an Employment Letter:

Bingo Creations
112 Burton St.
Cleveland, Ohio 44101
11/15/2021

Fairview Loans
1562 Bright Ave.
Cleveland, Ohio 44101

To whom it may concern,

Please accept this letter as verification of Ben Fisher's employment. Ben started
working at Bingo Creations as a content creator in 2018 and is currently one of our
top performers. Ben works full time and earns a salary of $50,000 per year.

Please reach out to me at 333-333-3333 with any further questions you have about
Ben's employment.

Best,

Kay Platt
Content manager
Bingo Creations

Leave Letter
 is a professional way of asking for a pause
from work for a specific period of time. There
are different ways in how you address your
concern to your supervisor. There are rules
 and features which are essential to include if
you are sending a formal leave email.

EXAMPLE of a Leave Letter:

Dear (Recipient’s Name)

I am writing this email with reference to my remaining annual leave quota. I am

planning to go on a trip to Europe with my family. Thus, I would like to avail my
remaining 25 days of annual leave from (Date) to (Date)

I have assigned my duties to ( name of a team member) for the current project we
are working on. He/She has been working with me and understands the role
effectively. Also, I am looking for all the essential inputs required for the project
before I leave for the vacation.

I request you to consider my leave request. During my absence, I can be reached at

my phone number and email id (Email address and contact no).
Yours sincerely

(Your Name)

Experience Letter
 is an official form of documentation given by
a supervisor or employer with their truest
knowledge of the time an employee has spent
with the company. An experience letter is
framed in a manner that the individual's
experience and skills are mentioned by their
reporting manager.
EXAMPLE of an Experience Letter:

Date of issuance: __________

To Whom It May Concern:

This letter certifies that [Employee’s name] was an employee in the role of
[Employee’s designation] with [Company’s name] during the period beginning
[Employee’s start date] and ending [Employee’s last day].

During his/her time with [Company’s name], [Employee’s name] has remained
dedicated and loyal to his/her work and responsibilities with our company. His/her
responsibilities included [list key responsibilities, experiences, skills, strengths,
etc.]. He/she has done an exemplary job while in this role. [Employee’s name] has
always maintained a professional and courteous attitude and appearance while
with our company.

His/Her decision to end his/her employment with our company is solely his/her
own decision, and we wish him/her all the best in his/her future career
opportunities.

Please contact us for any additional information.

Sincerely,
[Signature]
[Printed name of signatory]
[Signatory’s designation]

[Company’s seal]

[Name and address of organization]