Business Letter Format - Types of Business Letters

The Business Letter is a writing message for a specific purpose: to sell, buy, thank claim, charge, etc. One comes across various types of business letters written for specific purposes. It is very important to know how to write such business letters as the business letter formats for each of them vary and most professional business letters can be categorized broadly into three main types based on their usage. These categories of business letters are as follows.

The Client to Business Letter Format

This form of business letter is written by clients, employees, job seekers or simply a junior authority within or outside the organisation and is addressed to a superior requesting action on any matter of personal or company interest. The tone of a client to business type letter is formal and assertive at the same time. Many a time’s job seekers have only this one opportunity to present themselves and impress their potential employer or on the other hand announce their intention to move on. Examples of this type of Business Letter include Application Letters, Statement of Purpose, Resumes, Cover Letters, Curriculum Vitae, Letter of Reference, etc. These types of business letters also include resignation letter and last day thank you mails. The format of Business Letters of this type can be found here.

The Business to Business Letter Format

Business to business type of letters are written for company to company communication and are more formally drafted than others and sometimes may be drafted ay an attorney on behalf of the company. These letters are written to make a sale, invite bidders, ask for critical information, to express interest in some of the companies work, request quotation, or simply terminate an agreement. Such letters are often written by Managers of senior executives of companies and require considerable deliberation and preparation for writing a business letter. The formats for such business letters can be found here.

The Business to Client Letter Format

An Example of Business to Client letter would be anything from an appointment letter confirming the appointment of the client or the new recruit, a recommendation letter from your university, Letter of Appreciation from the benevolent boss, a thank you letter written to a business team member or an associate, acknowledgment letter or letter of recognition for one’s contribution to the team. Such business letters are somewhat less formal and intended to please the client. However a really harsh termination letter or a critically drafted scrutiny letter or memo can also come under this type. Get more Business letter templates of this type here.

This site has made a sincere effort at providing you with all the information needed for you to write your business letters with style. Read more about the most commonly used Block format of writing business letters and check out the ready-made Business LetterTemplates on this site.

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Sample Letter Acknowledging Recipient of Resume, Cover Letter or a direct Application in response to a Job Vacancy

Applying for a job by a candidate is followed by a confirmation from the employers’ end. If the interview is carried out over phone, the employer then sends an acknowledgement letter to the candidate who then accepts the letter and terms. an Acknowledgement or confirmation in writing is highly important for taking things forward.

This is an acknowledgement letter template written by an employer to a candidate, that contains details about the next action course.

To,

Robert Flores

4 Pilgrim Avenue, HI 96815

Date: 17th Nov, 2017

Subject: Acknowledgement of application in response to our job vacancy advertisement

Dear Mr. Robert,

This is Steve Millers, owner of Webinfosys. On going through the application sent by you in response to the job position for a web developer, I have shortlisted your name for this position.

Your CTC will be 160$ monthly. I would require you to work from our office everyday 7 hours a week from Monday to Friday.

I hope you are well aware of the firm policies and the challenging nature of the job portfolio. We take client confidentiality and privacy very seriously and should you accept our offer you would be required to comply with our security and Non Disclosure policies strictly. I have shared the offfer letter and the employment contract in a separate email.

If you agree to the points written in this letter, I would request you to sign a duplicate copy and send it back to me along with your response and acceptance.

I hope our professional association will be a long lasting one.

Thanking you

Yours Truly

Steve Millers

Acknowledgement letters are offered to many applicants that is followed by an acceptance letter so that the term of job can be fixed. There are various categories on the right on this website where readers can find other letters as well.

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Sample Application Letter for a Sabbatical Leave

A Sabbatical leave is a temporary break from employment where you continue to be an employee of the organization but are moved out of the payroll. Many organization provide its employers an option to take a sabbatical leave for a duration ranging from anywhere between 2 weeks to a year. During this period you are not entitled to any benefits or compensation and nor can you represent your organization in any capacity. The period of sabbatical does not add up to your experience.

Many professionals these days apply for a sabbatical leave to pursue an entrepreneurial venture, explore a hobby, travel or work for a social cause. You will have to simply put in your Application or a sabbatical leave in accordance with your organization’s policies. In India Teach of India is one such social initiative inviting young people to dedicate a year to educating children.

Following is a sample application letter for sabbatical leave to pursue a social cause.

Adityan Kannan

89 Mangesh Street,

Chennai

Tamil Nadu

  

To,

Radhesham Tiwari

MLL Financial Corporation

Padur,  

Chennai,

Tamil Nadu

India

Date: 02 December, 2015

Subject: Application for sabbatical leave

Dear Mr. Williams,

I am writing this letter to request a one month sabbatical leave, beginning from 09 January 2016. My date of return will be 10 February 2017. As per my employment contract, I am giving one month prior notice and will do my best for smooth handover of my ongoing project.

I am looking forward to use this time to work with social entrepreneurs at Aastha NGO network to apply my skills and knowledge for social service by enrolling into “Teach India” program. The program is aimed at teaching poor children. I am also looking forward to return with renewed inspiration and energy.

Thank you for your support. Please do not hesitate contact me if you require further information.

Hope to see you all soon!

Warm Regards!

Adityan Kannan

Business Analyst

Also check out how to apply for a Maternity Leave.  

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The Client to Business Letter Format

Business Letter Formats vary significantly based on the author and the intended recipient of the letter. Not only does the structure and format of the business letter change but also the tone and language used to write the letter changes. These letters are addressed to a superior or to a higher office within or outside your organisation. The tone is generally kept assertive, formal and the letter serves the purpose of putting up your case for consideration in some matter of importance to you.

A typical client to business type letter is made up of three main parts in which the client or the applicant presents his or her case for consideration. These letters are mostly written in the Block Format for Business Letters and may be emailed or personally delivered. The letters that come under this category are as follows.

Application Letters

Application letters are business letters requesting action in response to a request made via the letter. Most of will write several application letters during our professional life but carefully formatting your application letters will lead to better results and you just might get that well deserved vacation leave approved. Typical application letters range from Job application letters, leave application letters of simply application for a transfer or a recently opened position within your organisation.

Resumes

When you are looking for a new job or simply want to stay competitive, it is very important to format a perfect resume. Your resume is your passport to a well deserved job opening. It is usually the first screening barrier to cross in order to get you job application in front of the interview panel. Check out the latest resume formats suited for your level of experience.

Know the difference between a Resume, CV and a Bio-data  

Curriculum Vitae – Popularly known as CVs

When you are fresh out of college and looking for your first job, your curriculum vitae tells the recruiter about your achievements in college and why giving you a break will be a right decision for the organisation. CV Formats are meant to give a brief snapshot of your professional accomplishments and trigger a conversation about how your skills will make profit for your potential employer.

Cover Letter Formats

While a Resume or a CV is all about you, a Cover Letter is about your potential employer, more precisely, about how you are the best candidate for the current position at the organisation. A Cover Letter accompanying your job application and resume goes a long way in improving your chances of landing that job ahead of your competitors. Cover Letters are always customized and written in response to a vacancy. Check out the best Cover Letter Formats here.

Statement of Purpose

This is generally writing along with an university application or for the purpose of higher education or internal assessments. Increasingly many institutes ask applicants to submit a statement of purpose or an essay or argument analysis to evaluate the individual’s acumen to reason and analyse a given situation.

Letter of Reference or Recommendation

As you grow in your career, so does your network and this network is your greatest advertisement dossier. Many employers will ask for a reference letter or a letter of recommendation from your previous manager for professor at the university to evaluate your past performance. And many ask you to recommend them too. Check out formats for both here.

Is there anything that we missed or if there is a particular business letter format that you want us to cover, do let us know via the comments section below.

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