Business Letter

1.1 Introduction
A business letter is a formal document used for professional communication between individuals,
companies, or organizations. It serves as a written representation of the sender's thoughts, requests,
inquiries, or responses, and is an essential tool for conveying information in a clear, concise, and
structured manner. Business letters are widely used in various contexts, including correspondence with
clients, suppliers, employees, government agencies, and other external entities.The structure of a
business letter typically includes several key components. These components often consist of the
sender's address, date, recipient's address, salutation, body of the letter, complimentary close, and
signature. Each element plays a specific role in shaping the overall communication and ensuring that the
message is conveyed effectively.

Business letters are characterized by a professional tone and formal language. They are expected to be
polite, respectful, and free from colloquialisms or informal expressions. This formality is crucial for
maintaining a professional image and fostering positive relationships in the business environment.The
purpose of a business letter can vary widely, ranging from making inquiries, submitting proposals,
issuing formal notices, addressing complaints, confirming agreements, or expressing appreciation.
Regardless of the specific purpose, effective business letters share common attributes such as clarity,
precision, and relevance to the recipient's needs or interests. Understanding the different types of
business letters is essential for tailoring the communication to specific situations. Common types of
business letters include inquiry letters, cover letters, sales letters, complaint letters, adjustment letters,
and thank-you letters. Each type serves a distinct purpose and requires a unique approach to achieve its
intended goal.

Generally, business letters are a fundamental tool for professional communication, playing a vital role in
establishing and maintaining relationships within the business world. Mastering the art of crafting
effective business letters is essential for individuals and organizations seeking to communicate with
clarity, professionalism, and impact.

1.2 The Characteristics Of A Good Business Letter

A letter is written with a definite objective. The achievement of such objectives depends upon the
effectiveness of the letter. An effective letter gives a positive impression and impels the receiver to do
the job as the writer wants. The effective (good) letter is one which possesses following qualities:

The following are some of the important characteristics of a good business letter

Well defined objectives: There is an old saying an aimless ship never able to reach the destination. In
case of business letter-a letter without specific objectives is meaningless. Thus to be effective business
leaders need to have well defined
Contact information: The header of the business letter includes the senders’ name, phone number,
address and email address, which may be left or right justified or centered at the top of the page. This is
followed by the date the letter was sent, which in turn is followed by the “inside address.– The inside
address contains the recipient’s name, job title, and company address.

Benefits: Discuss the benefits offered to the receiver or customer before the nuts-and-bolts basic
information. Benefits to the customer could be tangible, such as saving money and having more choices
in service packages or intangible but still more choices in service packages, or intangible but still
valuable, including gaining peace of mind.

Brief description: Any business letter must be short. The significance of a short letter is that the person
reading the letter must understand the significance of the letter in the minimum possible lines. This is
usually done in order to save time and energy of the receiver of the letter.

Definite structure: The structure or main text of a business letter is typically divided into three
sections: the introduction, the body and the Introductory paragraphs should be brief and explain the
letter’s intent. The body should elaborate on that intent and may include facts and statistics,
descriptions and or explanations. The closing should thank the recipient for his time and include a “call
to action,” which indicates the next step in the communication process. such as a phone call or a
scheduled meeting.

Positive approach: The writer has to be optimistic regarding the achievement of the goal. Thus
throughout the letter, a positive tone must be Positive approach not only helps to convince the reader
but also express the confidence of the writer.

You-attitude: To ensure effective writing the writer should put himself or herself in the reader’s place
and then try to realize how the reader will respond to the letter. The ‘you attitude’ emphasis on the
readers rather than the writer. Example of you-attitude is as follows: I or we attitude: I will give you a 10
% discount. You-attitude: You can get a 10 % discount.

Relevance: One of the important qualities of a business letter is relevance. The writer of a business
letter should avoid the irrelevant matter that can vex the reader’s mind. So, unnecessary words should
be avoided.

Simplicity: A good business letter should be simple and easy. The writer of a business letter should use
simple language in drafting a letter so that the reader can easily understand the meaning and
significance of the letter.

Free from error: A business letter should be free from all kinds of errors. So, the writer should be
aware of spelling, grammatical sense and letter style in drafting a business letter.

Appropriate timing: Appropriate timing is one of the important qualities of a good business letter. All
letters must be sent and replied at the most appropriate time.
Evaluation of the reader’s position: This is perhaps the most important thing that should be taken
into consideration to draft an effective letter. The attitude, cultural and religious background.
educational level, level of understanding etc. If the reader is likely to be different from those of the
writer. That is why to be successful the writer must try to get an idea about the aforesaid aspects of the
reader.

Accuracy or correctness: There is nothing painful than preparing a letter with wrong information. It
not only fails to achieve the goal but also detrimental to the goodwill of the firm. Thus correctness of the
message must be ensured.

Completeness: It means messages should be presented in such a way that helps the reader to
understand what the writer actually wanted to convey. Incomplete messages not only create confusion
but also can damage the mutual relationship. A letter, on one hand, should be concise and, on the other
hand, it should be complete. The letter should include all the information that the reader wants. An
incomplete letter adds confusion, wastes time money and efforts.

Persuasion: To convince the reader or to motivate him or her to do some favor business letters must
be written in a persuasive tone.

Use of simple language: To be effective business letter should avoid the use of difficult words and
jargons. Simple and plain language should be used to clarify the message.

Clearness: The effort of letter writing is meaningless if the matter of the letter is not clear to the reader.
In order to make clear to the reader, it should be drafted by using simple, short, sweet words and
sentences. The intention of the writer can be understood by the reader only when the letter is written
clearly.

Correctness: The clearness of the letter depends on its correctness. The letter should be correct in
terms of language and information. The writer should draft the letter by using correct spellings, words,
grammatical structure, sentences and giving the correct information, data, and figures.

Conciseness: A letter should be as short as possible. The writer should never write more than what
makes the meaning of the letter clear to the reader. An unnecessary discussion should be avoided and
economy of words should be enforced.

Attractiveness: The letter should be attractive in its appearance. The proper document design plays a
prominent role to make the letter attractive. It should be folded properly and should be put in a right-
sized envelope.

Coherence: Effectiveness of a letter depends to a great extent on its coherence or unity. Coherence
means writing the matters of the letter in a sequential manner. One information should be followed by
other information in a sequence and one paragraph should be supported by another paragraph.
Courtesy: A letter should be written by giving due respect to the feeling of the reader. Courtesy or
politeness is achieved by showing attitude and friendly behavior towards the reader. A courtesy letter
always helps in increasing goodwill and maintaining warm relations. It costs nothing but pays many
things.

Creativeness: Effectiveness of a letter depends to a great extent on its coherence or writer should not
try to copy the phrases, sentences, and style from others. Only creative and original writing helps in
impressing and convincing the receiver.

Effectiveness: An effective letter is one which achieves its objectives. It impels receiver to do just what
the writer wants. If the letter possesses all the qualities discussed above, it is regarded as an effective
letter which fulfills the purpose of it writing.

Professional Tone: Business letters should maintain a formal and professional tone throughout the
communication.

Personalization: When appropriate, addressing the recipient by name and customizing the content to
suit the specific situation can enhance the effectiveness of the letter.

Professional Appearance: The physical appearance of the letter, including proper formatting, clean
layout, and professional stationery, contributes to its overall impact.

Call to Action: When necessary, the letter should clearly state any required action or response from
the recipient.

1.3 Conversational of Business Letter

A conversational business letter is a letter written in a more casual and informal tone, as if you were
speaking directly to the recipient in a face-to-face conversation. It may include more personal language,
such as using "Hi" instead of "Dear," and a less formal structure compared to traditional business letters.
The purpose of a conversational business letter is to create a friendly and approachable tone while still
conveying professionalism and respect.

Here's a more conversational version of the business letter:

[Your Company Name]

[Your Address]

[City, State, Zip Code]

[Email Address]

[Phone Number]

[Date]
Hi [Recipient's Name],

I hope this message finds you well. I wanted to reach out on behalf of [Your Company Name], a business
that's all about promoting sustainable practices and environmental stewardship. We're really impressed
by the work your organization is doing in the field of conservation and environmental protection, and
we're excited about the possibility of collaborating with you.

At [Your Company Name], we're all about minimizing our environmental impact and using eco-friendly
materials in our products. We're really passionate about reducing waste and energy consumption in our
operations too.

We believe that by joining forces, we could make an even bigger impact. Whether it's through joint
initiatives, partnerships, or other forms of collaboration, we'd love to explore how we can work together
to further our shared goals.

We'd be thrilled to chat more about potential collaboration. If you're open to it, we'd love to schedule a
meeting at your convenience to brainstorm and see where our efforts might align.

Thanks so much for considering this. We're really looking forward to the possibility of teaming up with
you to make a difference in conservation.

Take care,

[Your Name]

[Your Title]

[Your Company Name]

[Your Contact Information]

1.4 Types of Business Letters

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.

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.......”

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.

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

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.
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.

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.

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:

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.

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.

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.

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.

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 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.

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.

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

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.

1.4.1 Inquiry Letters, Claim Letter And Adjustment Letters…

Inquiry letters
Inquiry letters are written for the purpose of asking for something from the recipient. Inquiries can be
sent as a formal business letter (outside of your company) or as an e-mail. Before sending your inquiry,
you should be certain that the information is not available through other means, such as the company
website.

1. Types: There are three primary categories of inquiry letters:

A. Status inquiries are typically sent to request references or recommendations.

B. Routine inquiries are letters written to an individual or company for the purpose of gathering specific
information.
C. Sales-related inquiries are written to a company or individual to obtain information about a product
or service and may be the first step of collecting information for a report.

2. Components:

A. Introduction: The purpose of the introduction is to provide your audience with the basic information
of who, what, and why.

I. Introduce yourself and where you are from.

II. Provide a statement of purpose.

III. Include some subtle flattery, but only if the purpose is not sales-related.

B. Body: The purpose of the body is to provide the recipient with the inquiry—what you want from him
or her and what you will do with that information.

I. In a sales inquiry, you might include the dimensions of the product, quality, price, availability, discount
rates, return rate, service terms, or any other pertinent information.

II. If you are sending an inquiry for information, you will list no more than five questions.

C. Conclusion: The conclusion functions to establish goodwill and express gratitude.

I. Thank the recipient for his or her time and consideration. You are not thanking him or her in advance;
instead, you are thanking him or her for the time he or she has spent reading the letter and considering
your inquiry.

II. Include any permission you may need for quoting him or her in your work (if you are seeking
information).

III. Provide your contact information: address, e-mail, phone number, etc.

3. Characteristics Inquiry letters

Write clearly and concisely. Be considerate and provide a sufficient timeline. Provide a route for a
response, such as a self-addressed stamped envelope (SASE).13

Claim Letter
A claim letter is a persuasive letter sent by a customer to a business or agency to identify a problem with
a product or service and can also be referred to as a letter of complaint. Typically, a claim letter opens
(and sometimes closes) with a request for adjustments, such as a refund, replacement, or payment for
damages, though a cordial opening paragraph about the transaction or product may be preferred.

As a method of business writing, claim letters are sent as a legally binding form of communication which
can serve as evidence if a claim is taken to court. In most cases, court appearances are not required
because the business recipient typically drafts a reply in the form of an adjustment letter, which settles
the claim.

Main Elements of a Claim Letter

Most business professionals and scholars agree that a basic claim letter should include four core
elements: a clear explanation of the complaint, an explanation of what strife this has caused or the
losses suffered because of it, an appeal to honesty and fairness, and a statement of what you would
consider a fair adjustment in return.

Preciseness in the explanation is pivotal to the claim being settled quickly and effectively, so a claim
writer should provide as much detail about the defectiveness of a product or the fault in service
received, including date and time, the amount is cost and receipt or order number, and any other detail
that help define exactly what went wrong.

The inconvenience this fault has caused and an appeal to the reader's humanity and compassion are
equally important in getting what the writer wants out of the claim. This provides the reader motivation
to act on the writer's request promptly in order to rectify the situation and maintain the customer as a
client.

Adjustment Letter
Adjustment letters are created to satisfy someone who has lodged a complaint against your company,
and they are generated for various types of audiences: an unsatisfied client, unhappy employee, or a
discontented supplier. Most adjustment letters are written in response to a claim filed against the
company, but some are generated as a result of an internal discovery netting information about a faulty
product or negligent service.

1. Purpose: Your letter should do the following:

A. Apologize.

B. Offer some type of conciliation—partial or full reimbursement, depending upon your company’s
policy.

C. Restore good will.

2. Tone and Style: Because of the delicate nature of adjustment letters, the tone and style should
maintain professionalism, project intimacy, and accept responsibility without blaming the client.

A. You will write in first person, using “I” or “we.”

I. Using first person singular provides a more intimate connection between the writer and the audience.

II. Using first person plural represents the entire company.

B. Avoid passive voice. When you write something like “a mistake was made,” you fail to take
responsibility. Instead, write, “We mistakenly entered 1,000 instead of 10,000.”

C. Avoid assigning blame, or using words such as “faulty” or “defective.”

D. You will project the “you viewpoint.” Instead of writing, “We must receive the sales receipt before we
can offer you a refund,” you should write, “So that you can receive your refund as quickly as possible,
please mail or fax your receipt.”

E. Avoid over-using the pronoun “you.”

F. Be specific—avoid using too many adjectives or adverbs.

G. Avoid stringing too many clauses or phrases together—if you have a sentence with many clauses or
phrases, consider bulleting.

H. Avoid clichés, euphemisms, slang, or heavy jargon.

I. Avoid stating the obvious—if you are writing to tell someone about an error, you do not have to say,
“We were examining your files and found an error.”

J. Avoid filler language.

K. Avoid unnecessary prepositional phrases.

3. Format: The letter should follow the official business letter formatting. (Refer to the Formatting a
Business Letter resource.) On the subject line, you should state the problem briefly and clearly.

4. Content: In your adjustment letter, you should do the following:

A. Acknowledge and describe the error.

B. Accept responsibility and describe the plan for compensation.Give instructions for returning
merchandise, correcting an error, and/or receiving compensation.

5. Components: (Three paragraphs)

A. Paragraph one:

I. After the salutation, introduce yourself and immediately follow with an apology or a regret statement.
Your apology should include the reason for the letter. Always address your reader respectfully.

II. Describe the error using the pronoun “we.” Remember, the client has a relationship with the
company, not the individuals in it.

III. After you acknowledge the problem, do not repeat it. Avoid using words like “faulty,” “error,”
“negligence,” etc.
B. Paragraph two:

I. Specifically describe what must be done by the client and by the company.

II. Graciously offer a concession and an explanation, or, if there is not a policy for the concession, explain
why.

III. Concisely describe a time frame for when your company’s obligation for repair will end. This is
especially true if your company could incur penalties or interests.

C. Paragraph three:

I. Point out any steps that your company will take to prevent a reoccurrence.

II. End the letter with goodwill. 1616

1.4.2.1 Employment letter

A letter of employment — sometimes called an employment verification letter — is written by an
employer to verify an employee’s working status. It confirms the employee’s job title, salary, history at
the organisation and the organisation’s contact information.

A letter of employment verifies an employee’s job title and employment dates, but can include
additional requested information (such as salary). An employee often requests a letter of employment
when making major financial decisions, such as renting a flat or applying for a loan.

How To Write a Letter of Employment

A letter of employment is short and to the point. It includes the below information:

Employer Details: Include the basic information about your company, such as the organisation’s name,
address and contact information.

Details of the Organisation Requesting the Information

Address the organisation requesting the letter by name and include the name of the contact person
there.

Necessary Information of the Employee

This information includes the employee’s name, job title and dates of employment. It may also include
salary and other specific information asked by the requester.

Letter of Employment Guidelines

Follow these best practices to write a letter of employment…

Stick to a Business Letter Format: For a formal letter, follow the business letter format, which
consists of writing your organisation’s contact information, name and address at the top of the page.

Next, state the date the letter is written and then the contact information of the recipient. If you have
the name of who you’re writing the letter to, address them by name in the opening of the letter. If you
don’t have a name, “Dear Sir or Madam” or “To Whom it May Concern” are acceptable alternatives.

Express the Purpose of Your Letter: State right off that this is a letter of employment, so the reader
knows precisely what they’re reading.

Incorporate Details Requested by the Employee: In addition to the standard information in a letter
of employment, the employee may need other items addressed. Make sure to ask for these details and
that they’re included in your draft. Keep this additional information brief and easy to read.

Give Contact Details and Sign Off: Offer to answer questions the recipient may have, and provide
your contact information so they can reach out to you. You can share your work email or phone number.
Then, end with your signature.

Proofread Your Letter and Correct Any Errors in Fact: Carefully read over the letter for spelling or
grammatical errors. Fact-check the information provided. Be aware of tone when editing, too — it
should sound professional and polite.

Tips for Writing a Letter of Employment

Here are practical tips to consider when writing and revising your letter of employment:

Apply Your Organisation’s Official Letterhead Format: To ensure that your letter looks professional,
incorporate your organisation’s official letterhead styling. This often includes your organisation’s logo
and contact details.

Get to the Poin: Don’t delay the purpose of the letter when drafting a letter of employment. After the
proper formatting and introductions, get right to the information.

End With a Handwritten Signature: A handwritten signature – instead of a script font – lends authority
and authenticity to your letter. Use a PDF reader, a stylus, insert a drawing of your signature or print and
scan a signed letter to add your signature.

Let the Employee Review Your Letter: In most cases, your employee can read their employment
verification letter, but double-check with your organisation’s policy beforehand. If they can read it, they
can bring any errors in fact to your attention.

Send the Letter Quickly:Time is often of the essence when a letter of employment is requested. Don’t
delay drafting and submitting the letter. The template and tips in this guide can help you write a letter of
employment quickly.

Application Letter
Also known as a cover letter, an application letter is a summary of your strongest and most relevant
skills and abilities that will be expanded in your resume or selection criteria. It introduces you to
potential employers and highlights your suitability for the position you are applying for.

All written applications should include an application letter. In many cases, your application letter is just
as important as your resume. It is unlikely that your resume will be read if your application letter doesn't
make a good first impression. An application letter is an important document. You need to be careful
and formal while writing an application letter. It is an introduction letter that will give an appropriate
picture of you.

When you start writing the application letter, you need to keep the first paragraph short and precise.
Additionally, you should explain the reason for your application. For example, you are writing an
application for a job.

You should mention your educational qualifications and job experience in your application letter. The
application letter for a job position should be formal and respectful. Additionally, it would be best if you
convinced your reader that you are the best candidate.

At the end of the letter, you need to add how you need to convey that you are looking forward to
hearing back.

Get Other Types of Letter Writing like Formal, Informal and Different Types of Letter Writing Samples.

Format of Writing an Application Letter

You need to know how to write a letter of application to not make any mistakes. Here are some points
you need to remember while writing an application letter:

 In an application letter, you need to be direct, precise and short.

 The tone of an application letter is formal, polite and respectful.
 It would be best if you introduce yourself in the first paragraph of the application letter.
 In the last section of the application letter, you should add that you are looking forward to
hearing from the person.
 It would be best if you wrote why you want to work at a particular organisation or company.
 You should give your correct contact details for the other person to reach out to you.

1.4.2.2 Curriculum Vitae

curriculum vitae is , often shortened to CV) is a short written summary of a person's career,
qualifications, and education. abbreviation for curriculum vitae formal : a short written description of
your education, qualifications, previous jobs, and sometimes also your personal interests, that you send
to an employer when you are trying to get a job.

How to write a CV
Here are seven basic steps for writing a CV:

1. Create a header with contact information: Your header should be at the top of the page and include
your name, phone number and email address so employers immediately know who you are and how to
reach you.

2. Write a professional summary: Your professional summary is a short bio that introduces you to the
reader. This section sums up your best qualifications and explains your ideal career path.

3. Detail your education: Since a CV is often used for the academic job search process, it’s important to
include a section on your educational history. List your education in reverse chronological order, with
your most recent degree first. Include both degrees you’ve earned and those you’re pursuing.

4. Provide your work experience: Detail all your practical work experience so your prospective employer
can see your career path, including:

 Full-time and part-time employment

 Internships
 Research projects
 Lab work
 Volunteer work
 Field experience

Include the title of your position, the name and location of your employer and employment dates. Below
this, list two to three bullet points that explain your job duties.

5. List your relevant skills: List any abilities that apply to the potential job, such as foreign languages or a
type of software. Try to include skills that relate to the job description to make yourself a more desirable
candidate.

6. Include additional sections: CVs are usually longer than resumes so you can detail all the
achievements relevant to the potential role. Add sections as needed to list all of your accomplishments,
including:

 Publications
 Presentation and lectures
 Community service
 Grants, fellowships or scholarships
 Awards and honors
 Professional memberships
 Consulting work
 Fieldwork
 Study abroad experience
 Conferences
Summary
Business Letters are formal written communications used in business settings to convey information,
make requests, or address issues. They follow specific formatting and language conventions. Good
business letters are clear, concise, polite, and well-structured. They should also be professional in tone
and tailored to the intended audience.

Conversational Business Letters are letters written in a more informal and friendly tone, often used in
customer service or when addressing colleagues. Types of Business Letters There are various types of
business letters, including inquiry letters (seeking information), claim letters (addressing complaints),
and adjustment letters (responding to issues). Inquiry Letters, Claim Letters, and Adjustment Letters:
Inquiry letters are used to seek information, claim letters are written to address complaints, and
adjustment letters are responses to issues raised by customers.

Employment Letters include various communications related to employment, such as job offers,
acceptance letters, rejection letters, and resignation letters. Application Lette is a formal letter used to
apply for a job or position within an organization. It typically includes details about the applicant's
qualifications and interest in the role. Curriculum Vitae (Resume) A curriculum vitae, commonly known
as a resume, is a document that provides an overview of an individual's education, work experience,
skills, and accomplishments, typically used when applying for jobs.

Overall, these elements are important components of effective business communication and play a
crucial role in professional interactions and career development.

References
1. "Business Letters: The Easy Way" by Shirley Taylor

2. "How to Write Business Letters" by Cheryl Rickman

3. "Business Communication: Process and Product" by Mary Ellen Guffey and Dana Loewy

4. "The McGraw-Hill Handbook of Business Letters" by Roy W. Poe

5. "Write Better Business Letters" by Andrea B. Geffner

6. "Business Correspondence: A Guide to Everyday Writing" by Sharon Sorenson

7. "The Essential Handbook for Business Writing" by James E. Brusaw, Gerald J. Alred, and Walter E. Oliu

8. "Administration and business communication" by KITTY O. LOCKER The Ohio State University and
DONNA S. KIENZLER Iowa State University

9. "Business Communication" by Sam M. Walton

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