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 business 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.
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’.
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.
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.
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.
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.
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.
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.