Writing a business letter is a crucial skill that anyone should possess. You may have encountered one type of business letter example, but there are many more that you can learn about. Read on to find out more about these examples and the primary and fundamental parts of a good business letter.
Learn about writing professional business emails.
Basic parts of a business letter
Before going into any type of business letter example, let us first take a look at the fundamental parts of a business letter.
Sender’s address
It’s important that you should know how to create a letterhead. At the letterhead should be the details of the sender’s address (street name, city, and zip code). You do not need to include the sender’s name on the letterhead as you will write it on the letter’s closing. If you do not have a letterhead, you may consist of the address on the line on top of the date.
Date
The date indicates when the letter was written. If you wrote the letter over a span of several days, the date should reflect when you finished the letter. The standard American format for the date is month-date-year, and it should be placed two inches from the top of the letter.
Recipient
It is always best to write the recipient’s full name and title. If you’re not sure about these details, you can do some research online or call the company to ask them about the name and title of the person you should be addressing your letter to.
Salutation
If you know the reader personally, itis acceptable to use only their first name in the salutation, such as “Dear Shane,” but if you are not familiar with the person, it is always safe to include their title and last name such as “Dear Ms. Dawson,”
Body
The body contains the information your wish to relay to the receiver. There must always be a space in between paragraphs. Remember to be concise and friendly at the same time. In the closing paragraph, reiterate your main message, point, or request.
Closing
The closing is located one line after your last paragraph. “Thank you” or “Best regards” are common closing statements. After your close, there should be about four spaces before you put in the sender’s details, which include your full name, title, and position.
Business letter examples according to type
There are several business letter types that you may have to get familiar with. Here are the most common ones that you should learn.
Letter of apology
At work, you may have to write an apology letter for various reasons. You may have made a mistake, behaved poorly, or not met expectations. When drafting a letter to formally apologize for an action or a mistake, you need to maintain professionalism in your writing.
Letter of appreciation
When someone at work does a good job, it is also essential to give them praise and recognition. You can do this by sending them a letter of appreciation. This business letter example is well-received because there may be a lot of negative feedback at work, so a positive word is like a breath of fresh air. It is an excellent way to build relationships with your colleagues by letting them know that you appreciate them.
Thank you letter
Similar to a letter of appreciation, a thank-you note is also a well-received business letter example. You make this type of letter if someone has done something for you, has offered help, or has complied with a request. A thank you letter lets the other person know that their support was much appreciated.
Letter of congratulations
Accomplishments are expected in the workplace, and when they happen, a letter of congratulations is fitting. Examples of achievements are a successful big project, a promotion, or even getting hired.
Job offer
A job offer letter contains details of an employment offer for a job applicant who has passed the hiring process. It usually includes details about the job and the compensation package, such as the salary and other benefits like healthcare, insurance, and retirement. If you’ve received a job offer, learn about how to respond to it with this article.
Candidate rejection
Unfortunately, not all applications have positive outcomes. Many prospective job seekers will experience rejection formally with a candidate rejection letter issued by the company they’ve applied for. The same concept applies to someone who is applying for a promotion or requesting approval for things such as a project or a budget.
Welcome letter for new employees
Newly-hired employees may receive an email or note officially welcoming them into the organization or team. This letter may also extend to other employees of the company to let them know that a new employee has just joined the team.
Employment verification letter
An employment verification letter is usually requested by landlord accountants, mortgage lenders, government agencies, or lending companies to confirm that a potential tenant or borrower truly has an employer-employee relationship with a particular company. If they have recently lost the job, the requesting office may request an explanation as to why they experienced the termination.
Inquiry letter
If you’re eyeing a specific position in a company, but they have not posted a job item, you can find out with the help of an inquiry letter. A letter of inquiry requests for a meeting to discuss possible employment opportunities within a company that may not be actively hiring.
Job promotion and promotion announcement
Aside from congratulations, a person who has received a job promotion also gets a promotion letter that includes other details about the role they are about to step into. On top of that, if the person receives the promotion, other employees will also receive a job promotion announcement informing them that the said person has stepped up in the ranks.
Resignation letter
At the end of one’s term in the company, a way to formally inform your managers about your intention to leave is through a resignation letter. You may have verbally expressed your wish to end your employment, but a resignation letter makes your intention official and sets the starting line for the resignation and exit process.
Farewell letter
Once your resignation is final, you may want to leave a few words of farewell to your colleagues in the company. You may also send a similar letter to clients and other connections. A farewell letter is also an excellent way to let significant people know that you are moving on. You may also include new contact information should they wish to contact you.
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