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Different types of formal letters

Posted by Manjusha Filed in Business English

There are different types of formal letters.

Basically, they all have the same layout styles, salutation and endings. However, the information that you include in these letters differ. Here is a closer look at different types of business letters.

Inquiry letters

These letters are used to request more information about a product or service. You must clearly explain what information you are seeking. You may also ask for further details in the form of catalogs, brochures etc.

How to write a letter of inquiry
General format of an inquiry letter
Inquiry letter writing tips
Inquiry letter sample

Sales Letters

Sales letters are used to promote new products and services. A sales letter must clearly state the advantages of using the specific product you are trying to promote. Ideally, a sales letter must highlight an important problem and then explain how that problem can be solved by using your product. All sales letters must include a ‘call to action’.

Acceptance letter

An acceptance letter is one that is written when you want to accept a job, a gift, an invitation, an honor, a resignation etc. You may have verbally accepted the job or gift. Still it is a smart idea to formally accept the offer with an acceptance letter.

How to write an acceptance letter
Sample acceptance letter

Replying to an Inquiry

This is the kind of letter that you may have to write very often. Customers who make inquiries about your products or services are definitely interested in buying them. When you reply to these inquiries you have to provide as much information as possible. Your reply should prompt the client to take the desired action – it could be subscribing to a service you provide or purchasing a product you offer.

Making a Claim

We are not always satisfied with the quality of a product or service we purchase. In that case, we will need to make a claim against unsatisfactory work. A claim letter must clearly express your dissatisfaction. It must also state what action you expect the service provider to take.

Here is a sample claim letter.

Adjusting a Claim

Your company may be offering the best products and services. Nonetheless, from time to time you may be called upon to adjust a claim. This type of letters must address the specific concerns of dissatisfied customers.

Apology letters

Business apology letters should be typed on a computer. Use a serif font, such as Times Roman. Once you have typed the letter, print it on good quality, white paper.

How to write a business apology letter
Sample apology letter
Apology letter sample 2
Business Apology Letter Sample I
Personal Apology Letter Sample I

Cover Letters

A cover letter is one that is sent along with your CV when you are applying for a job. The purpose of a cover letter is to elicit a positive response from your prospective employers by highlighting the plus points in your resume.

How to write a cover letter
Cover letter sample
Cover letter sample 2
Cover letter sample 3

See also

Business letter writing tips
How to Write an Apology Letter
Business Apology Letter Sample I
Personal Apology Letter Sample I
Email writing tips
Resume writing
How to write a letter of enquiry

Letter writing: formal and informal

Introduction
Address and date
Salutation
Body of the letter
Subscription or leave-taking
The Tone and Language of a Letter
Personal Letter Writing Tips
Envelope
Example of formal letter and envelope
Formal Letter Sample 2
Formal letter sample 3
Formal letter sample 4
Formal letter writing basics
Standard phrases used in formal letters
Example of informal letter and envelope
Informal Letter Sample 2
Informal Letter Sample 3
Informal Letter Sample 4

 

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