Letters with Specific Business Purposes

Learning Objectives

  • Discuss strategies for effective letters
  • Define different types of business letters

Letters

Letters are brief messages sent to recipients that are often outside the organization. They are often printed on letterhead paper that represents the business or organization, and are generally limited to one or two pages. While email and text messages may be used more frequently today, the business letter remains a common form of written communication. It can serve to introduce you to a potential employer, announce a product or service, or even serve to communicate feelings and emotions (compliant letters, for example).

There are many types of letters, and many adaptations in terms of form and content, but this chapter presents the fifteen elements of a traditional block-style letter. Letters may serve to introduce your skills and qualifications to prospective employers (cover letter), deliver important or specific information, provide documentation of an event or decision, or introduce an attached report or long document (letter of transmittal).

Strategies for Effective Letters

A typical letter has 7 main parts:

  1. Letterhead/logo:  Sender’s name and return address
  2. The heading:  names the recipient, often including address and date
  3. Salutation:  “Dear ______ ” use the recipient’s name, if known.
  4. The introduction:  establishes the overall purpose of the letter
  5. The body:  articulates the details of the message
  6. The conclusion:  restates the main point and may include a call to action
  7. The signature line:  sometimes includes the contact information

 

Keep in mind that letters represent you and your company in your absence. In order to communicate effectively and project a positive image, remember that

  • your language should be clear, concise, specific, and respectful
  • each word should contribute to your purpose
  • each paragraph should focus on one idea
  • the parts of the letter should form a complete message
  • the letter should be free of errors.

Letters with Specific Purposes

There are many possible reasons you might write a letter in a professional context.  Here is a list of the most common kinds of letters:

Transmittal Letters:  when you send a report or some other document, such as a resumé, to an external audience, send it with a cover letter that briefly explains the purpose of the enclosed document and a brief summary.  Click the link to download a Letter of Transmittal Template (.docx).

Letters of Inquiry:  you may want to request information about a company or organization such as whether they anticipate job openings in the near future or whether they fund grant proposals from non-profit groups. In this case, you would send a letter of inquiry, asking for additional information. As with most business letters, keep your request brief, introducing yourself in the opening paragraph and then clearly stating your purpose and/or request in the second paragraph. If you need very specific information, consider placing your requests in list form for clarity. Conclude in a friendly way that shows appreciation for the help you will receive.

Follow-up Letters:  any time you have made a request of someone, write a follow-up letter expressing your appreciation for the time your letter-recipient has taken to respond to your needs or consider your job application. If you have had a job interview, the follow-up letter thanking the interviewer for his/her time is especially important for demonstrating your professionalism and attention to detail.

Letters within the professional context may take on many other purposes, such as communicating with suppliers, contractors, partner organizations, clients, government agencies, and so on.