BUSINESS LETTERS

Business Letters

formal, written communication to another person or company, used for purposes such as job applications, requests, apologies, or official announcements

Cover letters

A cover letter is a business letter typically sent with your resume when applying to a job. While not all employers require a cover letter, it is a great opportunity to explain your professional experience, qualifications and interest in the company and job.

Contact information

Begin the letter by addressing the person to which you are writing the letter. This person may be the hiring manager, department head or other company representative identified in the job listing. Use a gender-neutral greeting such as “Dear Charlie Washington.

Purpose of the letter

In your introduction, discuss why you are writing by mentioning the job title, the company name and where you found the job listing. Showcase your research on the job and company by expressing specific interest in both, explaining why you were drawn to the job posting and what interests you about their organization.

Qualifying skills

In the body of your letter, highlight the specific skills that make you a strong candidate for the open position. Your cover letter should complement your resume, so build off of the information in your resume to provide more specific details of your professional experience

Conclusion

End the cover letter with a memorable statement about why you are a good fit for the open position.

TYPES OF LETTERS

Cover letters

application letter

letters of intent

letters of interest

inquiry letters

query letters

motivation letters

transmittal letters

Letters of Recommendation

is written on behalf of another professional to verify their qualifications and work ethic.

Closing statement

The recommendation letter should conclude with a final confirmation of the candidate’s qualifications with the writer’s contact information should the reader want to know more

Interview follow-up letters

You can send a follow-up letter after interviewing for an open position to thank the interviewer for their time and to demonstrate your interest in the job further.

Offer letters

an official offer of employment that describes the specific terms of the position

Job description

This item outlines the specific job tasks and requirements of the role

Job title

A letter that states the official name of the position can ensure you are hired for the right role.

Requested start date

This is the date on which you will begin employment. You may discuss with your employer if you need to adjust the date.

Salary and benefits

This information includes the offered salary, bonus and benefits that come with the role. Some employers may specify when they distribute bonuses and when benefits, such as health care, begin

Sales letters

is to introduce a service or product to a client or customer. Sales professionals often use these letters when making new contacts with prospective buyers or strengthening relationships with longtime clients

Cost

Some letters include information about the price of the product or service, especially if the buyer is a current patron. It may be included if the cost was already discussed in a previous meeting as well.

Call to action

Include directions to the reader explaining how they should take action if they want to buy. You may include your contact information, the best times to reach you and a date by which they should reply to take advantage of your offer.

Letters of commendation

are a form of employee appreciation, and companies send them out to the entire staff to congratulate an employee for a job well done

Letters of resignation

informs your employer of your intent to resign. While you may verbally notify your coworkers and employer of your plans to leave, many organizations prefer to have an official letter for documentation purposes

Thank you letters

A professional thank you letter is an important way to let colleagues, employers, vendors or other business contacts know you value their time or efforts

Complaint letters

are usually sent by consumers to businesses when they're unhappy with a service or product

Apology letters

is an important tool in the workplace that acknowledges a mistake, expresses regret and asks for the letter recipient's forgiveness or patience

Office memorandum

is a short yet formal document used for communication between the business and its employees

Welcome letters

is a formal way of introducing a company or employee and provides basic information to the recipient

Request letters

is a way to formally ask for something in the workplace. You can use this letter to request a raise, a training class, a recommendation or even a meeting to ask for a promotion

Announcement letters

is a letter sent out to employees, vendors, customers or the press to declare something of note for the company

Termination letters

is a respectful yet effective way to dismiss an employee from their current job

Subject line

A subject line is used when sending a business letter via email. This brief line often includes a few-word summary of the purpose of your letter.

Greeting

The formality of the greeting will depend on the type of business relationship you have with the reader. If you are looking for a new job, your greeting should be formal.

Introduction

describes the purpose of the letter and what you are hoping to achieve with it. This is your chance to grab the reader’s attention with information such as a discount on a product you sell or that you’re inquiring about an open position

Signature

A signature can be as simple as writing your name or as complex as including your credentials and certifications. How you sign a business letter will also depend on your current relationship with the reader

Conclusion

Your conclusion should leave the reader with a call to action, such as how the reader can order a product or reach out to you for more information.