TYPES OF BUSINESS LETTERS

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 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.

It 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.

This letter 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.

This letter 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.

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

The writing of this letter calls for much diplomacy. Those who these letters 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.

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 they is any delay in filling the order.

To write this letter 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.