Англійська мова. "Types of Business Letters"

Courtesy requires that letters of congratulation should be acknowledged. In most cases in business a short, formal acknowledgement is all that is necessary.

Between persons in business, letters of congratulation sent to mark the award of a public honour need as a rule be only short and formal. The specimen letter is an example of this type of letter.

To write a letter of congratulation is one of the best ways to promote good will. The occasion may be a promotion, a new appointment, the award of an honour, the establishment of a new business, success in an examination, or even a marriage or a birthday. Whatever the occasion, your letter is sure to be well received. It may be either short and formal or conversational and informal, depending on the circumstances and the relationship between you and your reader. A short, straightforward letter is usually all that is necessary.

The receipt of an order or a remittance should be acknowledged at once. If the acknowledgement is of order, it should refer to the date of the order with other definite reference to identify it clearly. It should state when and how the order I to be shipped and detailed explanation should be given if there is any delay in filling the order.

The writing of the letter of adjustment calls for much diplomacy. Those who write letters of complaint often do so while they are angry or in a disagreeable mood, but those who answer them should do so in a way as to allay all ill feeling. Even when the complainant is most unreasonable and abusive, a reply showing courtesy and fairness is usually most effective.

A letter of complaint or claim should be courteous, dignified, and fair. It should state exactly the cause for complaint and should outline clearly the reasonable adjustment expected.

The letter of introduction is used to introduce two of the friends or acquaintances of the writer. It may be given for either business or social reasons, but it should never be given except in all seriousness. One should never give a letter of introduction for business purpose unless one is absolutely sure of the ability and integrity of the person introduced.

The letter of recommendation may be either personal or general. The personal type is addressed to some person or firm by some writer who is recommending someone for a position. It may be written at the request of the one seeking the position or in answer to inquiry of the prospective employer. The employer of today prefers to send a questionnaire to references furnished by the applicant.

The letter of inquiry should make absolutely clear the information wanted. It should leave no possibility of the recipient’s having to write to ask for explanation of any of its parts.

The letter ordering goods should be made so clear that it could not possibly be misunderstood. It should be exact and complete in every detail as to quantity, size, quality, number, catalogue page and number, shape, style, color, price of each, order item helping toward exact identification.

The letter of application should conform to all requirements of a good business letter, and in form it should be correct in every detail. The application letter usually consults of three or four paragraphs. The first mentions the source of information about the position, the second gives facts to aid in securing the position, the third lists references, and the fourth may suggest further communication.