Most Commonly Used Types of Business Letters

In this part of the article, we are going to introduce the top seven types of business letters that are commonly used in business situations. After reading, you can decide what type you want to use depending on your intended message and purpose for writing.

1. Cover Letter

This type of business letter introduces you to a potential employer and highlights your skills and qualifications for a specific job opening. You write a cover letter when you apply for a job and it is usually attached to your detailed resume.

A cover letter contains a summary of your experiences and achievements, mostly relevant to the position you are applying for. You also express your enthusiasm for the opportunity to be contacted and interviewed.

We recommend using a block format when writing a cover letter. A full-block-style cover letter’s elements are aligned on the left side. Below is an example of a cover letter for a job application.

Example of a Cover letter

More cover letter examples can be found in our articles on this website.

2. Recommendation Letter
   

As the name itself says, a recommendation letter is one of the types of business letters that intends to endorse someone for a particular position. This time, you don’t talk about yourself or your qualifications, but you talk about a specific person who you want to recommend. The recommendation can either be a promotion, a project leader, or a deserving employee to be awarded.

Just like other types of business letters, a recommendation letter follows a specific format. Most parts of the letter are written in third-person form. The content of the letter should focus on highlighting the relevant information about the person you are endorsing.

A block-style format is highly recommended in this letter as well. You indicate the person’s work ethic, work relationship, and potential for the success of the organization.

Here is an example of a recommendation letter for somebody’s promotion.

Example of a Recommendation Letter

3. Letter of Intent

The letter of intent is a general type of business letter where you express a strong interest in a job, a program, an opportunity, or special requests (usually internal).

Unlike the cover letter, the letter of intent does not necessarily outline your full qualifications and specific skills or achievements, but it is better to highlight them briefly. In the letter of intent, you introduce yourself confidently and explain briefly why you are fit for the position or your reason for being interested in a specific opportunity.

Here’s an example of a Letter of Intent for purchasing a new item.

Example Letter of Intent

4. Resignation Letter

One of the most common types of business letters is a resignation letter. The purpose of this is to officially and formally inform your employer that you are leaving the company at a specific point in time.

The resignation letter is addressed to the HR manager and sometimes includes the employee’s direct superior, but is not necessary. It depends on the company’s resignation process. The primary details in a resignation letter are (1) effective date, (2) reason for leaving, (3) appreciation for the chance to work in the company, and (4) offering assistance for transition.

Here’s an example of a Resignation letter

5. Complaint Letter

Reporting an issue with a product, service, or delivery? It is more formal to express it in a complaint letter. Set a respectful tone as you explain the details of your complaint. Be as specific as you can. Your addressee will not ask you further clarifications and questions about your complaint if you state it in a well-detailed letter.

Below is an example of a complaint letter about a debited bank account.

Example of Complaint Letter

6. Formal Invitation Letter

This type of business letter is written when you want to invite a prominent person to an event. A formal invitation letter must be well-formatted and polite in tone. The letter must contain well-detailed information about the event including the date, venue, time, and program so the person you invited can set a schedule for it.

This formal invitation letter example may be of great help for your future use.

Example of a Formal Invitation Letter

7. Acceptance Letter

An acceptance letter is a formal letter sent as a positive response to an application to a certain educational institution, company, or other opportunity. The purpose of the letter is to formally inform the receiver that they have been accepted. The letter usually contains details about the position or program including the start date, description, and financial obligations.

Here’s an example of an acceptance letter for a scholarship grant.

Acceptance Letter Example

The letters mentioned in this article are commonly used in business situations. Now that you have an idea about the types of business letters, you can finally decide what specific letter you are going to use in your business message.

Remember, this is just a starting point. Set the tone and content for your specific message and receiver. With the right format and content, your business letters will communicate effectively and achieve your desired outcome.