There are many types of letters, and many adaptations in terms of form and content, but this page presents the elements of a traditional block-style letter. While e-mail and text messages may be used more frequently today, the effective business letter remains a common form of written communication. It can serve to introduce you to a potential employer, announce a product or service, introduce an attached report or long document, or even serve to communicate feelings and emotions.

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

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.

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:

Cover letters. When you send a report or some other document to your supervisor, send it with a cover letter that briefly explains the purpose of the report and your major findings. Although your supervisor may have authorized the project and received periodic updates from you, s/he probably has many other employees and projects going and would benefit from a reminder about your work.

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.

Job application letters. Whether responding to job announcements online or on paper, you are likely to write a job application letter introducing yourself and your skills to a potential employer. This letter often sets a first impression of you, so demonstrate professionalism in your format, language use, and proofreading of your work. Depending on the type of job you are seeking, application letters will vary in length and content. In business, letters are typically no more than one page and simply highlight skills and qualifications that appear in an accompanying resume. In education, letters are typically more fully developed and contain a more detailed discussion of the applicant’s experience and how that experience can benefit the institution. These letters provide information that is not necessarily evident in an enclosed resume or curriculum vitae.

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, but these four types of letters are some of the most common that you will encounter. For additional examples of professional letters, take a look at the sample letters provided by David McMurrey in his online textbook on technical writing: https://www.prismnet.com/~hcexres/textbook/models.html