Types of Letters

and
Memos
Presented By:-
SRISHTI GUPTA
Types Of Letters
 LETTER
A Letter is an instrument that is used to
exchange ideas, opinions and information. It is
an important means of self-expression. It helps
to bring friends and relatives closer to each
other as well as enrich professional
relationships.
 LETTER
Examples:-
Letter to father,
Letter to friend
INFORMAL FORMAL
LETTER LETTER
Examples:- Letter to
Principal, Editor,
Health officer, Police
Officer, Bank OFFICIAL BUSINESS
Manager etc. LETTER LETTER

FINANCE
PROBLEM INFORMATION SALES PURCHASE GOODWILL
RELATED
 BUSINESS LETTER
● A business letter is a professional, formal letter that is sent by one company to another. These letters
can be used for professional correspondence between business clients, employees, stakeholders as
well as individuals.

● Whether you need to tell a potential client about your product, collaborate with another company,
convince someone to attend your event, or give a thank you note – a well-written business letter can
stand out.

● A good business letter is key to new markets for your goods and services. A business letter must be
correct in form, concise and to the point. It must convey the message clearly.

● A businessman has to remain in constant touch with the buyers, sellers, agents, bankers etc. He must
satisfy his customers.
 BUSINESS
LETTER

Problem Information Sales Finance

Purchase Goodwill
Related

Enquiries Introductory
Complaints Routine Business Req for financial Greetings
Product update
Concessions Travel Real Estate assistance Congratulations
Selling incentive
Overdue Personnel Stock Financial intent Sympathy
Thank you
Account Circular Authorisation Condolence
Holiday Celebration
Travel Special Bank Reference
Invitation
Purpose Lost customers
A good Business Letter can:-
1) sell goods
2) create new customers
3) bring back lost customers
4) gives incentives to dealers
5) settles old disputes
6) brings confidence in buyers
7) helps to explore new markets
 Points to be kept in mind

Following points should be kept in mind while writing a business letter:-

 When we write a business letter, we must assume that our reader has limited
time in which to read it and is likely to skim.
 Business writing strives to be short, clear and simple, rather than creative; it
stresses specificity and accuracy.
 The best business writer uses a style that is so clear that their messages
cannot be understood.
 Business letter will be the first impression that you make on someone.
 Format of
Business Letter
Format Of Business Letter
 TYPES OF
BUSINESS LETTERS
 1) PROBLEM LETTERS:-
A Problem Letter is a part of written communication. It is a
type of letter written to address any type wrong doing,
offence, grievance, resentment arising out of a product,
service etc. Problem letters are used to raise your
concerns about unfair things and seek a productive
outcome.
 2) INFORMATION LETTERS:-
An Information Letter is a formal letter, written to enquire and get
details regarding something that a person is interested in. It could be
written with respect to an item that a person is interested in buying, a
course that a person wants to study, a vacation trip that a person
wants to go on, etc.
As the sender of an information letter needs info. about something, the
enquiry letter must mention the contact details of the sender where the
said information has to be sent. It must contain the particulars of the
thing enquired about. It must also list down all the aspects of the thing
about which the sender wants detailed information.
 3) SALES LETTERS:-
A sales letter is a piece of direct mail which is
designed to persuade the reader to purchase a
particular product or service in the absence of a
salesman. It has been defined as “ A form of direct
mail in which an advertiser sends a letter to a
potential customer”.
 4) PURCHASE LETTERS:-
A purchase order is sent from a buyer to a vendor
to authorize the purchase of a product of service.
Purchase orders will describe the types and
quantity of the product or service requested along
with the buyer’s account info. for prompt delivery
 5) FINANCIAL LETTERS:-
Financial letter is a fixed income security issued by financial
institutions (banks, credit unions etc.) for the purpose of raising
long-term funds and , in return , offering investors more
attractive returns over time and impossibility of early redemption.
It means a standby letter of credit of guarantee in a form
satisfactory to an issuing lender and issued by such issuing
lender at the request of the borrower in favour of a third party to
secure the payment of an obligation owed to the third party.
 6) GOODWILL LETTERS:-
A Goodwill Letter is a self-written document you send to a
lender after they’ve reported something negative to the
credit bureaus/ collection agencies under your name.
goodwill Letters can be used in situations where the report
is accurate, but the issue in question happened under
special circumstances.
MEMOS
 The word memo is short for memorandum. Mainly, a memo is a brief note,
written statement, record or communication that is used for internal
communication. It is generally used for formal communication. It is used by a
person known to the recipient personally. It can be used to convey some
information or decisions, make request to the co-workers, superiors or
subordinates. It is short in length. Generally, the organization provides printed
memo forms to its employees. The writer needs to fill in the columns only. The
format is decided by the organization. It is slightly different from a letter in style.
It is less formal in tone and without formal elements, such as ‘organisation’s
address’, ‘ salutation’, ‘recipient’s address’, and ‘complimentary close’.
If a short report is to be submitted within the organisation, the memo format is
used. The writer fills in general information in the printed columns. The
conclusion, suggestions and recommendations are incorporated in the main
text. This type of report is also called ‘memo report’.
 When you should write a memo

For the most part, the purpose of writing a memo is to inform. However, memos can
occasionally include a call to action or a persuasive element. Here are some instances
when a memo might be useful:

 Informing employees about company policy or process changes

 Providing an update on key projects or goals
 Making an announcement about the company, such as an employee promotion or
new hire
 Reminding employees about a task that needs to be completed
 Making a request of all employees
 Communicating a message that employees will refer to more than once, such as a
detailed proposal or recommendation
Format of MEMO
TYPES OF MEMOS:-
1) DIRECTIVE MEMOS:- A Directive Memo states a policy or procedure you want the reader or co-
worker to follow.
2) TRIP-REPORT MEMOS:- A trip-report memo is usually sent to a supervisor after an employee
returns from a business venture.
3) RESPONSE MEMOS:- The purpose of this memo is to provide the audience with desired
information.
4) FIELD-REPORT MEMOS:- Memos are often used to report on inspection and procedures. These
memos, known as field or lab reports, include the problem, methods, results, and conclusions,
but spend less time on the methods section.
A field or lab report memo has the following structure:-
• purpose of memo
• summary
• problem leading to the decision to perform the procedure
• methods
• results
• conclusions
• recommendations