FORMAL LETTERS

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 formal letters.

1.       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.

2.       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.

3.       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.

4.       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.

5.       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.

6.       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.

7.       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.

8.       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.

9.       Order Letters

Order letters are sent by consumers or businesses to a manufacturer, retailer or wholesaler to order goods or services. These letters must contain specific information such as model number, name of the product, the quantity desired and expected price. Payment is sometimes included with the letter.

10.   Complaint Letters

The words and tone you choose to use in a letter complaining to a business may be the deciding factor on whether your complaint is satisfied. Be direct but tactful and always use a professional tone if you want the company to listen to you.

11.   Follow-Up Letter

Follow-up letters are usually sent after some type of initial communication. This could be a sales department thanking a customer for an order, a businessman reviewing the outcome of a meeting or a job seeker inquiring about the status of his application. In many cases, these letters are a combination thank-you note and sales letter.

12.   Letters of Recommendation

Prospective employers often ask job applicants for letters of recommendation before they hire them. This type of letter is usually from a previous employer or professor, and it describes the sender’s relationship with and opinion of the job seeker.

13.   Acknowledgment Letters

Acknowledgment letters act as simple receipts. Businesses send them to let others know that they have received a prior communication, but action may or may not have taken place.

14.   Letters of Resignation

When an employee plans to leave his job, a letter of resignation is usually sent to his immediate manager giving him notice and letting him know when the last day of employment will be. In many cases, the employee also will detail his reason for leaving the company.