Kinds of Business Letter

BUSINESS LETTER

Business letter is considered as a formal and confidential document that writes about any business request or calls to action from any other business connection; can be a formal business letter that list all the orders of business supplies; or possibly a letter of apology for any information mistakes related with the business itself.
And though email and other types of online communication are widely the most common types of fast mail interaction these days – business letters still remain as a formal procedure when dealing with any types of business proposal while at the same time it keeps a formal and permanent files of business histories and records.

TYPES OF BUSINESS LETTER
Letter of Complaint * A letter of complaint will almost certainly result in an official response if you approach it from a business like perspective. Make the complaint brief, to the point and polite. Politeness pays off regardless of the extent of anger you are actually feeling while composing this type of business letter.

Sample Complaint Letter 65 Market Street
Val Haven, CT 95135 Product Description; Complaint
June 30, 2004 Customer Service
Cool Sports, LLC
8423 Green Terrace Road
Asterville, WA 65435 Dear Sir or Madam: I have recently ordered a new pair of soccer cleats (item #6542951) from your website on June 21. I received the order on June 26. Unfortunately, when I opened it, I saw that the cleats were used. The cleats had dirt all over it and there was a small tear in front of the part where the left toe would go. My order number is AF26168156. To resolve the problem, I would like you to credit my account for the amount charged for my cleats; I have already went out and bought a new pair of cleats at my local sporting goods store so sending another would result in me having two pairs of the same cleats. Recommended
Solution
Thank you for taking the time to read this letter. I have been a satisfied customer of your company for many years and this is the first time I have encountered a problem. If you need to contact me, you can reach me at (555) 555-5555.

Sincerely, Ken Thomas |

Resume Cover Letter * A cover letter that accompanies a resume should revel in its brevity. You should take as little time and as few words as possible to accomplish one task: persuading the reader to anticipate reading your resume. Mention the title of the job for which you are applying, as well or one or two of your strongest selling points.

Sample Resume Cover Letter

April 14, 2010 Opening (Grab)
Mr. William Jackson
Employment Manager
Acme Pharmaceutical Corporation
13764 Jefferson Parkway
Roanoke, VA 24019 jackson@acmepharmaceutical.com Dear Mr. Jackson:
From the Acme web site I learned about your need for a sales representative for the Virginia, Maryland, and North Carolina areas. I am very interested in this position with Acme Pharmaceuticals, and believe that my education and employment background are appropriate for the position.
You indicate that a requirement for the position is a track record of success in meeting sales goals. I have done this. After completion of my B.S. in biology, and prior to beginning my master’s degree in marketing, I worked for two years as a sales representative with a regional whole foods company. My efforts yielded success in new business development, and my sales volume consistently met or exceeded company goals. I would like to repeat that success in the pharmaceutical industry, using my academic background in science and business. I will complete my M.S. in marketing in mid-May and will be available to begin employment in early June.
Attached is a copy of my resume, which more fully details my qualifications for the position. I look forward to talking with you regarding sales opportunities with Acme Pharmaceuticals. Within next week I will contact you to confirm that you received my e-mail and resume and to answer any questions you may have.

Thank you very kindly for your consideration.
Hook
Close
Sincerely,
Layne A. Johnson
5542 Hunt Club Lane, #1
Blacksburg, VA 24060
(540) 555-8082 lajohnson@vt.edu Letter of Recommendation * A recommendation letter allows you to use a few well-chosen words to the effect of letting someone else know how highly you value a third party. Resist the temptation to go overboard; approach your recommendation in a straightforward manner that still allows you to get the point across.
Opening Statement
26/9/2011
Denzel Wood
Content Editor,
Veritable Software Inc.
908, Upper Lane,
Connecticut, CT, 32648 denzel.wood@email.com (846) 864-9621
To whomsoever it may concern,
I am writing this letter in the capacity of a content editor working at Veritable Software Inc., recommending to you Kelly Brooks, an employee working at our place under my supervision. She is a content writer who works in my team. We have been working together, since the last 3 years and she has never once given me a chance to complain, both for her work as well as for professionalism.
Writing is a profession in which no one can be immaculate, that too if the job demands so varied content during each working day along with pretty difficult targets to achieve. But Kelly can be said to be near perfect. Almost all her articles which I edit are error free; save some minor typographical errors. Moreover, she implements whatever suggestions I make in her subsequent work.. Additionally, I can say that after working as a content writer for so long a time, she is very ready to be a sub-editor. In fact, I was on the verge of recommending her name for a promotion when she told me that she is leaving.
Her integrity towards her work is unquestionable, as has been evident from her demeanour in the past few years. She has several times received the award of the 'employee of the month '. Not only in work, but her excellence in whatever she does can be seen in the relations she has developed with all the other employees in our organization. Kelly is the most loved and respected person here. She is a team player and she also helps new joiners settle down in the office without any obligation from our part. She is active in the field of social work as well. She is moved when she sees a poor orphan or for that matter any pitiable human being.
Having said all this, we all are really unhappy at the prospect of Kelly leaving our organization. On the other hand, I myself am hopeful that she would get still better opportunities in the future. I can assure you that you would be really lucky to have her at your place. She is the most well- rounded employee that you can find. Her professional excellence coupled with her good interpersonal skills makes the perfect blend for a team leader/ sub-editor. Hence, I highly recommend her to you to consider her for the position of subeditor or the like.
You can feel free to call me anytime if you want any confirmation about the candidate 's reference.
Body
Yours sincerely,
Closing
Denzel Wood
Letter of Resignation

* An official letter of resignation is a business letter that should be fair and tactful. Be wary of burning any bridges that you may need to cross again in the future. Offer a valid reason for your resignation and avoid self-praise.
Sample Resignation Letter

January 30, 2005
Reason
Last Date of Employment

Ms. Joyce Michaels
CEO
ABC Company
15 Main St.
Sometown, MA 55555
Dear Joyce,
Please accept this letter as notice of my resignation from my position as staff accountant. My last day of employment will be June 22, 2012.
I received an offer to serve as senior accountant of a Fortune 500 company, and after careful consideration, I realize that this opportunity is too exciting for me to decline.
It has been a pleasure working with you and your team over the last three years. One of the highlights of my career was collaborating with you to automate ABC Company’s accounting, financial and balance systems and setting up your accounting infrastructure. Your company is poised for continued growth and I wish you much success with your upcoming acquisition of XYZ Company.
I would like to help with the transition of my accounting duties so that systems continue to function smoothly after my departure. I am available to help recruit and train my replacement and I will make certain that all reporting and records are updated before my last day of work.
Thank you again for the opportunity to work for ABC Company. I wish you and your staff all the best.
Sincerely,
Gratitude/Achievement
Positive Ending Roberta Jones

3 STYLES OF BUSINESS LETTER Block Style
In block style, the simplest of the three, all parts of the letter are aligned at the left margin. No lines are indented, not even the first line of a paragraph. Spacing sets off the six parts and each paragraph in the body.

Modified Block Style
In modified block style, the heading appears at the upper right margin, and the closing and signature at the lower right margin. The inside address, salutation, and body paragraphs begin at the left margin.

Semi-block Style
Semi-block style is similar to the modified block style but the first line of each body paragraph is indented.

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PARTS OF BUSINESS LETTER Letterhead
This expresses a firm’s personality. It helps to form one’s impression of the writer’s firm. Date
A business letter should always contain a date in full, in the logical order of day, month, and year.
Inside Address
This is where the address you are sending your letter to can be seen. An inside address also helps the recipient route the letter properly and can help should the envelope be damaged and the address become unreadable.
Greeting/Salutation
The greeting in a business letter is always formal. It normally begins with the word "Dear" and always includes the person 's last name. It always ends in a colon.
The Body
The body is written as text. A business letter is never hand written. Depending on the letter style you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs. Skip a line between the greeting and the body. Skip a line between the body and the close.
Complimentary Close
This is a short and polite closing that ends with a comma. It is either at the left margin or its left edge is in the center, depending on the Business Letter Style that you use. It begins at the same column the heading does.
Signature Line
This customarily includes a middle initial, but does not have to. Women may indicate how they wish to be addressed by placing Miss, Mrs., Ms. or similar title in parentheses before their name.

REFERENCES: Internet:

http://www.ehow.com/list_7535468_10-types-business-letters.html#ixzz1zr7Imnxm

http://www.studyenglishtoday.net/business-letter-parts.html http://www.englishplus.com/grammar/00000150.htm Books:
Gartside, L. (1981). Model Business Letters. Great Britain.: The Chaucer Press
Gary Forlini. (2004). Grammar and Composition.Pearson Education South Asia Pte.Ltd.

References: Internet: http://www.ehow.com/list_7535468_10-types-business-letters.html#ixzz1zr7Imnxm http://www.studyenglishtoday.net/business-letter-parts.html http://www.englishplus.com/grammar/00000150.htm Books: Gartside, L. (1981). Model Business Letters. Great Britain.: The Chaucer Press Gary Forlini. (2004). Grammar and Composition.Pearson Education South Asia Pte.Ltd.