Types of business letters


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Types of business letters

  1. 1. 1 A Study on Types of business letters A Mini Project Report in Managerial Communication Submitted to JNTU, Kakinada in Partial Fulfilment for the Award of the Degree of MASTER OF BUSINESS ADMINISTRATION Submitted By Anusha Gopisetty (Reg. No. 13491E0007). DEPARTMENT OF MASTER OF BUSINESS ADMINISTRATION QIS COLLEGE OF ENGINEERING & TECHNOLOGY An ISO 9001: 2008 Certified Institution and Accredited by NBA (Affiliated to JNTU, Kakinada and Approved by AICTE) Vengamukkapalem, Pondur Road ONGOLE –523 272.
  2. 2. 2 CONTENT S.NO PARTICULARS PAGE NO 1 Abstract 3 2 Introduction 3 3 Keywords 3 4 Definition 3 5 Need to study 3 6 Scope of study 3 7 Objectives 3 8 Methodology 4 9 Review of literature 4 10 Types of business letters 3-5 11 Conclusion 5 12 Reference 5
  3. 3. 3 Abstract: Business letters can be more persuasive if appropriate writing strategies are employed. One particularly effective strategy for use in writing business letters is the motivated sequence. This strategy allows the writer to organize and develop ideas according to the same pattern used in the reader's natural thought processes. It can, therefore, contribute significantly toward making business correspondence more persuasive by helping readers make the desired decisions and reach the desired reactions. Introduction: Business letter is an old form of official correspondence. A business letter is written by an individual to an organization or an organization to another organization. Business letters are written for various purposes. One writes a letter to enquire information, apply for a job, acknowledge someone's work, and appreciate one's job done, etc. As the motive of writing the letter is different, the style of the letter changes and you get different types of business letters. Keywords: letters; business letters. Definition: A business letter is usually a letter from one company to another, or between such organizations and their customers, clients and other external parties. The overall style of letter depends on the relationship between the parties concerned. Business letters can have many types of contents, for example to request direct information or action from another party, to order supplies from a supplier, to point out a mistake by the letter's recipient, to reply directly to a request, to apologize for a wrong, or to convey goodwill. (MILLIKAN NAWAL) Need to study: In business, letter writing is a major thrust area of communication. The modern goal of nations for a free global trade and the need to cut across national, linguistic and cultural barriers to promote trade have made the letter an important business tool. A business letter acts as a representative of the organization. It is an inexpensive substitute for a personal visit. It seeks to provide information on subjects connected with business. Scope of study: Every organization has to continuously promote and expand its business. All information on its product and service gets updated through a business letter sent to customers and clients. It is a micro-level substitute even for advertisements. Agents and retailers in turn pass on the information to clientele spread over a large area. It promotes goodwill. Objectives:  To know about types of business letters. Methodology:  The project is descriptive & exploratory but constructive in nature.  The secondary data is collected through books, journals, magazines  The primary data is collected through descriptive with acumination expect.
  4. 4. 4 Review of literature: Accordingtothe“Millikannawal “saythat Businessletteris anoldform ofofficial correspondence.Abusiness letteris written by an individual to an organization or an organization to another organization. Business letters are written for variouspurposes.Onewritesalettertoenquireinformation,applyforajob,acknowledgesomeone'swork,andappreciateone's job done, etc . And “kuberudu b and srinivasa Krishnan” says business letters are veryimportant to the everyorganization. To communicatetheinformationtotheoneorganizationtotheseletterareused. Types of business letters: In common business parlance, business technical writers have established standard forms, types and kinds of business letters. Moreover, in order to convey relevant and useful information, business letters should conform to the uniform standards and not go by their own ingenuity or originality. In classifying business letters, subject matters are used. However, subject matters have a wide range and it may prove to be a daunting task to name each and every purpose of each and every letter. Nevertheless, there are at least five basic kinds of business letters which come as follows. Letter of Application Also referred to as a cover letter, this kind of letter usually comes with a resume or the comprehensive curriculum vitae. The simplest definition of an application letters is that they are used by job seekers to persuade companies to hire them. With that said, business letters of this kind should highlight a person’s good qualities and achievements while concealing certain weak spots that might hurt the chances of landing the job. Letter of Inquiry An inquiry letter is a kind of business letter requesting specific information or details on perhaps a product, a promo or something significant and useful to the sender. More so, the letter of inquiry needs to be somehow courteous and polite. Thus, it’s also important that the inquiries and request should be made clear so that it could be answered promptly. Collection Letter Every now and then, customers might forget, or in most cases might want to forget, to pay their due bills. Consequently, collection letters are letters which are used to politely demand payment without losing the goodwill and good relations with the customers. Needless to say, the collection letter is the most delicate kind of business letter. It should appeal to the customers and at the same time display proper authority. Sales Letter Sales letters from the name itself are letters that are used by companies to generate sales, introduce a particular product or to entice customers to buy from the company. The conflict in a sales letter is to blend the criterion of professionalism and personal appeal. Thus, in order to do so, sales letters must be written in a friendly way without sacrificing the guidelines of formality. It should suggest positive results and convey facts and figures for it to be effective. Acknowledgement Letter: This type of letter is written when you want to acknowledge some one for his help or support when you were in trouble. The letter can be used to just say thanks for something you have received from some one, which is of great help to you.
  5. 5. 5 Apology Letter: An apology letter is written for a failure in delivering the desired results. If the person has taken up a task and he fails to meet the target then he apologizes and asks for an opportunity to improve in this type of letter. Appreciation Letter: An appreciation letter is written to appreciate some one's work in the organization. This type of letter is written by a superior to his junior. An organization can also write an appreciation letter to other organization, thanking the client for doing business with them. Complaint Letter: A complaint letter is written to show one that an error has occurred and that needs to be corrected as soon as possible. The letter can be used as a document that was used for warning the reader. Order Letter: This letter is as the name suggests is used for ordering products. This letter can be used as a legal document to show the transaction between the customer and vendor. Letter of Recommendation: This type of letter is written to recommend a person for a job position. The letter states the positive aspects of the applicant's personality and how he/she would be an asset for the organization. Letter of recommendation is even used for promoting a person in the organization. Conclusion: Above project explain by the types of business letters in the organization level. The letters are different types in the business trade, sales, acknowledgement letters, inquire, complaint, appreciation, apology etc are explain above. Reference: 1.Mallika Nawal: “Business Communication”, Cengage Learning, New Delhi, 2012. 2. Kuberudu B and Srinivasa Krishna K: “Business Communication and Soft Skills”, Excel Books, 2008. 3. Meenakshi Rama: “Business Communication”, Oxford University Press, New Delhi 4. C.S.G. Krishnamacharyulu and Dr. Lalitha Ramakrishnan, Business Communication, Himalaya Publishing House, Mumbai
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