Professional Letter and its Types

In the previous page, you were oriented to the objective of Professional Letters that it gives you opportunity to show professional courtesy, impress companies with your knowledge of and interest in them, and allow readers to know you as a person.
Below are the types of professional correspondence you are most likely to write:

a. Application Letter

It is a formally written one-page letter that accompanies a resume and other requested documentation in application for a job or academic program.  An application letter is usually attached as a cover letter to your resume and its purpose is to highlight the qualifications that prepare the writer for acceptance into the job or academic program.
     Look at the sample application letter below and get familiar with its content:

    

b. Thank-you Letter

A Thank You Letter is written by one person or party to another expresses gratitude or appreciation for a favor done. This letter is also known as Letter of Gratitude. In a professional setting It should not normally exceed one page.  In a professional level, When A Thank-You Letter is written by a candidate who has given an interview, his real motive is to acquire a job. Personal thanking here is secondary motive and ultimately related to acquire a post or a job. If you don't want to be remembered by your interviewer why would you spend some extra time to write and send a 'Thank You Letter'.  Employers remember those who give them great impact and sending a Thank-you Letter shows that you know how to conduct business soon by showing proper etiquette.  
     Read the sample Thank-you Letter below and see how it is written. 

c. Acknowledgement Letter

     Acknowledgement Letter is a type of letter written to recognize someone's efforts towards your objective.  That someone can be an individual, individuals or an organization. It is to acknowledge the receipt of a job offer, document, or some materials.
    In a way acknowledgement letters are sort of informal thank you letters. When we acknowledge someone's help or support, we are in fact showing our gratitude. For executives or business owners, when they acknowledge receiving a product, services, order and others, it helps them generate a healthy business relationship.  Again, the purpose of every letter is to communicate and inform.  As a business executive, it is your duty also to acknowledge receipt of complaint, a follow up, notice of debt, donation, gift, payment, project, resignation, retirement, and other letters or matters that pertain to your business.  It is a sign of courtesy to the other party acknowledging their effort in reaching out to you.
     Read the sample Thank-you Letter below. See and study how it is written:

d. Letter of Acceptance or Letter of Decline

     A letter of acceptance is is a type of letter that is written to communicate a positive response towards anything that you received whether it is a job offer, an invitation, a gift, an offer, a contract, a scholarship grant and other matters which require it. Acceptance Letters are most widely used by prospective employees who have received a job offer.  It is also sent as a formality because even if you have already agreed or accepted the job offer verbally, it is a must that you confirm its acceptance in writing for filing purposes.
     On the other hand, a letter of decline is written to communicate a negative response towards anything, particularly a job offer.  It is written to explain your reasons why you cannot accept the job offer.  The most courteous reasons include: acceptance of other job, conflict with your present full-time or part-time job, or disagreement with the terms and conditions of the job offer.
     It is a show of professional etiquette when you write a letter of acceptance or a letter of decline. Your immediate positive response towards a job offer shows your keen interest and willingness to the employment offered having been considered you first among the others.  On the other hand, your immediate negative response or decline to a job offer still shows professional courtesy since you did not keep the employer waiting and gave him the chance to search and screen for other candidates or consider other candidates who passed but were shortlisted.
     Below are samples of Letter of Acceptance and Letter of Decline.  See and study how they were written:

1. Letter of Acceptance

2. Letter of Decline


Now that you learned the types of Professional Letters that you should Know, turn to the next page and see how far have you learned from this topic.

Last modified: Thursday, 6 October 2016, 3:24 AM