Types of Business Letter

A business letter is usually a letter from one company to another, or between such organizations and their customers, clients and other external parties. The overall style of letter depends on the relationship between the parties concerned.
     There are different types of business letters that depend on the purpose of writing. It was discussed in the previous page that business letter is not just an ordinary letter but is also considered a legal document.  It contains information that are essential to both the sender and the receiver, thus, not for public consumption.  Below are the types of business letters that you will utilize in a day-to-day business basis.  Get familiar with them and how they are written:

A. Thank-you Letter

In the Professional Letters topic, you learned that as a candidate, you write a thank-you letter to the one who conducted an interview with you primarily to impress your future employer and leave a mark about what kind of applicant you are.  Thus, a thank-you letter in the Professional Letters helps you land a good spot in your desired company or job.
     As far as Business Letters is concerned, you still need to write a Thank-you Letter to the other party whether it is an organization, a business, or an individual. It is an etiquette or good manner to send such letters whenever the need arises. A Thank-you Letter builds business relationships. Business environment is filled with interactions of all sorts which demand the need for 'Letter of Thanks in Business'. These are more of an obligation on an individual or company level as they have certain purposes which are of economic nature. In the corporate world building a network of relationships is important to be successful.  This is the most basic of all business letters yet the most important one since it carries both professional and entrepreneurial courtesy.  This letter does not only build good business relationships but also respect with one another.
     Study the example below and see how a Thank-you letter in a corporate environment is done.

B. Transmittal Letter

Transmittal letters often accompany reports and inform of a report's context. Typically, the letter includes information not found in the report. For example, the letter contains information about the particular project and/or due dates. A Transmittal Letter is a business letter and should be formatted accordingly; that is, you should include the recipient's address, your address, a salutation and closing. Depending on the project, you may also need to include contact information.

Reference: https://en.wikipedia.org/wiki/Letter_of_transmittal

     A transmittal letter is used by someone in the company to communicate and request for or submit a report within the company.  It is also done to communicate with other agencies or organizations especially when both parties have project agreement.
     Look at the sample below and see how a transmittal letter is done:

C. Letter of Inquiry

A Letter of Inquiry is written to request information and/or ascertain its authenticity. A letter of inquiry deals with various matters like job vacancies, funding, grants, scholarships, projects, sales and others.
     Letter of inquiry is also a document requesting information which may be sent on behalf of an individual or an organization for their own respective purposes, which can be mutually beneficial to the recipient and the sender.
     A letter of inquiry serves to facilitate business operations and satisfaction of the sender. It removes any misunderstanding and is time savers, especially when two parties want to reach an understanding. The communication towards this effect resolves the issue without any delay. With relation to it being a 'Pre-proposal letter', the inquiry letter is a condensed version of a proposal. It is the outcome of the purpose of the letter which highlights the points of a proposal instead of a full-fledged proposal.

D. Claim Letter

A Claim Letter is written to assert wrongdoing of some kind by the recipient. It is most commonly used as the first step in the legal process of a personal injury claim. For example if you slipped on an unmarked wet floor in a restaurant, you or your lawyer may write a letter briefly outlining the facts as you see them, noting that you will be officially perusing a claim against them.
     Letters of claim are also often used to notify someone of incomplete or unsatisfactory work on a specific project, or more formally a breach of contract. For example, if you hired someone to decorate your office, but they never finished the job or did not complete it to your specifications, you would write them a letter of claim stating you grievances and possible reparations. Like an injury claim this is the first step before proper legal action is taken.
     Read the sample claim letter below and see how it is done

E. Adjustment Letter

An Adjustment Letter is response letter to complaint or claim by a customer or employee. It is official in nature and explains the relevancy of the complaint or claim and how it can be resolved. It is usually written by a representative of an organization, a company, or a group as an answer to a previously filed complaint or claim.
     An adjustment letter also acts as a legal document demonstrating the details of the letter and the resolution or dissolution between the two parties. It notifies the sender that their claim or complaint letter has been received. It depends upon the validity of your claim that a letter of adjustment will contain conformity of its mistake and its rectification.
     Adjustment letters are meant to resolve a conflict that is why they are known as such. It deals with all sorts of claims and complaints; defective product, poor service, goods not delivered, shipment arriving late, salary not received and others.
     There are two types of adjustment letter. One is a positive adjustment letter which contains information favorable for both the sender and the receiver thus, leading to a resolved conflict or granted claim.  The other one is the negative adjustment letter which is is not in favor of both parties, particularly the receiver, thus leading the claim to be denied.
     All adjustment letters shall always be in a moderate tone.  Always remember that the purpose of an adjustment letter is to resolve conflicts and not to create them.
     Let us refer to the claim letter above.  Atty. Francine Aiko wrote a claim letter to Ms. Cruella De Bilma regarding the delayed remuneration of his client and former employee of MGNNKW Corporation. It appears that Mr. Lumuy has yet to receive his retirement benefits from the said company.  Study how Ms. De Bilma responds to the claim:

1. Positive Adjustment Letter

Note: Though the adjustment letter is positive in nature, the writer or sender must express his regret for having such situation with an assurance that the inconvenience won't happen again even to anyone. 

2. Negative Adjustment Letter

Note: Though the adjustment letter is negative in nature, the writer or sender must express his regret for having such situation. Also, the writer shall be in neutral and not in arrogant mode.  Always observe courtesy at all time.

Now that you already know the different types of a business letter, proceed to the next page and answer the exercise.

Last modified: Wednesday, 12 October 2016, 5:01 AM