Types of Business Letter

1.    Application Letter
 
The application letter attempts to sell an applicant to prospective employer.  Its purpose is to present as attractively as possible the peculiar fitness of the applicant for a particular job.  The applicant writes an application to get an interview.  The objective is to arouse the employer’s interest and to want to know more about him.

2.    Resignation Letter

Despite the increasing difficulty of finding jobs, many people, especially those working in big cities like Manila, still find the need to change jobs.  The most common reason for changing jobs is the desire to have a better income, a bigger salary.  Therefore, it is not unusual for a person to give up a job he has held for many years if he is offered job that pays better. When an employee find a new job, he may have to resign from present position and he may have to write a letter of resignation to officially end his services with his employers.  Generally, the resignation letter should reach the employer at least two weeks before the expected date of termination or resignation, but the employee must discuss his plan with his supervisor or immediate superior before he decides to write a letter of resignation.

3.    Claim or Complaint Letter

Whenever one is dissatisfied with a product, service or policy, it is to his advantage  and the company’s to communicate with the right person promptly about the desired correction. When one states his complaint, he usually makes a claim or request for some kind of adjustment  Typical situations for direct request claims about merchandise involve defective materials or workmanship, malfunctioning parts, soiled or shopworm items or products not as represented. 

4.    Sales Letter

Sales letter sell merchandise or commodities, services, ideas, policies or goodwill.

5.    Inquiry Letter

Letter of inquiry states its purpose in the opening sentence. It identifies at once the inquiry about a specific subject.

6.    Transmittal Letter

The letter of transmittal is a communication from the writer of a report to its recipient.  It is often sent through the mails separate from report itself but they may be bound in with the report, following the title page.

7.    Appreciation Letter

One letter that is certain to create a lot of goodwill is the letter of thanks or appreciation.

8.    Invitation Letter

A business letter may serve a dual purpose; it announces an event then it invites the reader to be present in the event.  An invitation letter must possess the following qualities: completeness of information (what, where, when, who and why) and a pleasant tone and brevity.

9.    Congratulatory Letter

The opportunities for congratulating are numerous, for congratulations may relate to any significant news about a person’s business, family or personal achievements.

Reference: Technical Writing, Revised Edition by Corazon C. Obnamia, Mariano S. dela Cruz and Margaret S. Aquino

Letters of Credit and Collection

The letter of credit is written to secure money or services, the payment of which is promised at a specific time n the future. A great bulk of business is done on credit. Its importance cannot be denied for it can promote trade and increase the sales volume. It enables a consumer to obtain goods even if cash is not available.

On the other hand, the creditor also runs the risk of losing, owing to unpaid debts. For this reason, the creditor evaluates the debtor’s ability to pay on three bases, also known as the three C’s of credit.

The three C’s of credit are capacity, capital and character.

Capacity

It is the ability of the individual to manage his business affairs based on education, experience, and competence. A good debtor is said to have capacity if he can settle his obligations when they are due.

Capital

It is the applicant’s financial worth or the volume of assets. This includes money, goods, or property.

Character

It is the debtor’s reputation in settling his debts. A debtor who pays his obligations promptly is said to be a good credit risk, while the opposite is said to be a poor credit risk.

Click here for sample credit letter

Close Credit Card Account Letter Sample

Letter Inviting Credit Accounts


ref: Effective Business Letters and Communication by Cynthia H. Macabuhay

Guidelines in Writing an Apology Letter

It is important to make an apology if you committed a mistake especially if you run a business. Just for instance delayed or damage customer order. Of course, to stay a good business relationship to your customer, it is necessary to write an apology letter. An apology means that you care

The following are some guidelines and tips on writing an apology letter.

- State that you are sorry such as “I’m sorry,” “I apologize,” “I regret”
- Make your apology without conditions so don’t divide responsibility.
- Don’t blame anyone else such as your secretary, your clerk, or your team leader
- Be responsible for the situation and accept the blame
- Offer remedies if necessary
- Go over what happened to reflect your understanding
- Ask the forgiveness of the reader before closing the final paragraph

Click here for sample of apology letter

What is Credit Letter

Credits is a promise of future payment in kind or money given in exchange for present money, goods or services. The individual who intends to ask for credit should establish basis of trust and confidence with the creditor. If upon the evaluation of the credit, the person applying for credit has the capacity to pay, the creditor may grant the request.

The creditor should have basic criteria such as capital, capacity and character.

See sample credit letter.

Letter Offering Credit Account

Getting new account letters are sent to persons of good financial standing in a community. Names and addresses may be taken from local storekeepers, from lists of club members, professional directories, society year books, and telephone directories.

Letter inviting a person to open charge account are characterized by strong paragraphs, featuring the particular potential specialty store.

Letter Asking for Information

Letters asking for credit information are generally written to a new customer who had just placed an order and concerning whom the seller has no intimate knowledge whatever. Prepare the letter according to the following

1. Thank customer for first order and say that it is receiving attention. Thank customer for recognizing them.
2. Tactfully ask for credit references and other information on credit blank which you enclose. The form enclosed is use to be fill up by the customer for additional information including business capital, profit, etc.
3. Briefly emphasize your firm’s policy toward customers in credit matters.
4. Express hope of customer’s prompt compliance with your request and of pleasant future business relations with him.
   

What is Sales Letter

Sales letters sell merchandise or commodities, services, ideas, policies or goodwill. In a sales message, the central appeal is called the Central Selling Point (CSP), the attribute of the product or service that is likely to make the strongest possible impression on a prospective purchaser.
Marketing or selling a product or service involves advertising any profit-conscious businessman or business enterprise may have to consider.

A good sales letter should have the following elements:

1. It attracts the reader’s interest.
2. It sets forth clearly the benefits to the buyer of the product or service offered.
3. It at least tries to lead the reader to wish to see the product, or to talk to a company sales representatives about it; and
4. It explains the cost of the product or service and how it may be paid for.