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• Ivon Ambarsari ( 207699 )
• Rosi Novita Rizki ( 207703 )
• Laili Sintiya Aprilia ( 207723 )
• Ilham Agustiansyah ( 207718 )
• Krisna Deva Pratama ( 207722 )
Kind of Business Letter and
Form of Business Letter
 Definition
Business Letter is a form of business communication. Business Letter can
be interpreted as a form of formal written communication in the framework
of business activities conducted between individuals with individuals,
individuals with groups / companies or vice versa, and companies with
companies.
 Types of Business
Letters
Business Letters are basically of Two Types:

1. Formal Business Letter – Formal business letters are the typical or standard
business letters meant for legal or official correspondence. These include letters
regarding business deals, orders, claim, dispute settlements, agreements, information
requests, sales reports, and other official matters.

2. Informal Business Letter – Informal Business Letter has a laid-back approach.

It is used for casual correspondence but doesn’t necessarily have to have a casual tone
of language. These letters include memorandums, appraisals, interview thanks,
reference letters, cover letter, customer complaint letters, e-mails, and others which are
less important or regular.
 Parts of Business Letter
1. Letterhead – A letterhead is the topmost heading printed on letter paper. The
heading consists of a name, address generally accompanied by a logo of the
organization. Most professional firms have their pre-designed letterhead. Preprinted
Letterheads showcase the repute of a company; in terms that that company can afford
to have these and is not miser in using some extra ink. However smaller firms may not
have it. They use their name, address where the letterhead would be placed.

2. Date – The date has to be written exactly below the letterhead. The date is an
important part of a letter and is used for reference. The date is supposed to be written in
full with day, month, and year. Example – 31st  May 2012 or May 31st, 2012

3. Recipient – Recipient or Receiver's name and Address is the next part of a

business letter. This part included the Name of the Receiver, his Designation, and Full
address inclusive of phone and email.
4. Salutation – Salutation is a word of greeting used to begin a letter. It is a
courteous gesture and shows respect to the receiver. Dear Sir / Madam etc. are
specifically known as Opening Salutation.

5. Body – The body is the main part of the letter. The message of the letter is to be
mentioned in the first line, itself. The body has the relevant subject matter which is to
be divided into several paragraphs, mostly 3-4 or more depending upon the matter. If
there are instructions etc. these are to be bulleted or numerically listed in separate lines.
The Last Paragraph should sum up the whole letter and offer any assistance or take a
course of action as required or instructed.

6. Closing (subscription) – Closing refers to the end of the letter. It is courteous

and shows a mark of respect towards the recipient. Yours Sincerely or Sincerely etc. are
specifically known as Closing Salutations.
7. Signature – Sign your name after a few spaces. If you have your Printed Name,
then sign above the line containing your typed name. The signature is to be written in
Black or Blue Ink. If you have an electronic signature you can use that too. Scanned
image of your signature can also be used, if it confers with the rules of your
organization.

8. Sender’s Name, title, and contact information – If not provided on the

letterhead, one can include his Name, Title, Address, Phone, Email, etc. in separate
lines.

9. Enclosure – If you have attached some documents, Type Enclosures a few lines
after the Signature of Senders Info. Provide the number and type of documents
attached e.g. ‘Enclosures (2): brochure, resume’.
 Kind of Business Letter
1. Sales Letter
This is the most common form of a business letter that is used in almost every field.
The sales letter serves as an introduction for the customer about the product and/or the
company.

2. Acknowledgment letter
A letter sent for acknowledgment or recognition or receipt of material or letter
from the other party is called an acknowledgment letter
3. Order Letter
These are types of Business letters that are sent solely for the purpose of placing orders and
they may be sent to wholesalers, retailers, or a manufacturer

4. Apology letter
An apology letter is written in order to express regret regarding a certain matter, which says
the acknowledgment of mistake or issue or error along with an apology. It is a way of showing
sincere regret towards the mistake along with the steps to rectify it or make necessary changes to
try and undo the damage.
Apology letter may be issued by the company for the customer or to the dealer or even to an
internal stakeholder.

5. Complaint Letter
Complaint letters are the types of Business letters written by one party to another party or
entity to convey dismay about a certain issue
6. Appreciation letters
These types of communication letters are written by senior management to the junior
management for the conveyance of gratitude in order to congratulate them on a job well done or
in order to motivate them.

7. Adjustment Letters
Adjustment letters are the ones that are sent to the customers as a response to their claim or
complaint. The adjustment can be either in the customers’ favor in which case, the letter should
begin accordingly and if it is not in the favor of the customer, the tone should be kept factual with
a message that you understand the complaint.

8. Circular Letter
These types of business letters are sent to a closed group or selected people with the purpose
of being circulated widely
9. Inquiry Letters
These types of business letters are sent for inquiry about certain information. The primary
purpose is to know about something or if someone has any query which needs to be answered.

10. Confirmation letter

Whenever there is a discussion or mutual agreement between two parties, and the discussion
leads to an understanding or mutual agreement, that agreement is quoted in a confirmation letter.
The confirmation letter reiterates the facts and figures of discussion once again and puts it in an
official format confirming everything to avoid further misunderstandings.

11. Follow-up letters

  These types of Business letters act as a reminder following up further with the discussion.
These letters could be about the business meeting follow-up or about a sales order follow-up or
even a job seeker inquiring about his application.
These letters may also combine a Thank you note along with the follow-up message.
12. Cover Letter
Usually submitted along with Resume, a cover letter explains briefly about the candidate and his
interest in the job. It acts as an opening statement before the candidature of the applicant can be pursued.
Most of the times this is given for a job application.

13. Recommendation letter

A recommendation is needed when a prospective employer asks for references from the candidate
before they hire them. A recommendation serves as an assurity about the background and the profile of
the candidate

14. Payment Request letter

These types of Business letters serve the purpose of reminding the payer to pay up the amount due
to the payee
15. Standard Letter
Standard letters are sent by businesses to respond to certain queries or as general information

16. Resignation Letter

A letter that is used to intimate the company that the employee will no longer be serving the
organization is called Resignation letter
Form of Business
Letter
 Full Block Style
Block letter format is commonly used to
correspond between businesses and
between individuals and businesses. Its
main purposes are to inform, request or
register a complaint.
 Block Style
The form of a straight letter or block style
letter form is similar to the form of a full
straight letter. The only difference lies in
the placement of the letter date writing,
closing greetings, the name of the
signatory, and the position of the signatory
placed on the right side of the letter.
 Semi Block Style
Semi-Block letter format is as mentioned,
has partial formatting of a full block style.
All text is aligned to the left margin
Paragraphs are indented
 Modified Block Style
Modified block format is a conventional
way of writing formal business letters. Its
format is applicable to both print and email
correspondence. Its main purposes include
cover letters, thank you letters, letters of
resignation and sales letters.
 Modified Semi Block Style

In modified semi-block format there are

partial elements of modified block style.
All text is aligned to the left margin,
except for the author's address, date, and
closing
Paragraphs are indented
The author's address, date, and closing are
usually indented in same position
 Indented Style
Curved form (Indented Style) is a form of
letter where the intended letter has a
paragraph formation line down the stairs.
The shape of the curve usually has
paragraphs that are curved so that it does
not look neat but looks structured,
especially in the portion of the letter aimed
at the formations of the aline formation
such as a ladder down.
 Hanging Paragraph
The form of a hanging letter or a hanging
paragraph form is also referred to as a
hanging paragraph style. Each paragraph in
the hanging form is written hanging. That
is, only the beginning of the paragraph
starts from the left margin. In the next
lines, the protrudes begin as far as five hits
from the left margin.