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Types of Business Letters Explained

The document outlines various types of business letters, including Letters of Inquiry, Order, Complaint, Acknowledgment, Apology, and Recommendation. Each type includes its purpose, structure, and examples to guide effective communication in business contexts. The structured approach ensures clarity and professionalism in conveying messages.

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Kushal Prajapati
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31 views9 pages

Types of Business Letters Explained

The document outlines various types of business letters, including Letters of Inquiry, Order, Complaint, Acknowledgment, Apology, and Recommendation. Each type includes its purpose, structure, and examples to guide effective communication in business contexts. The structured approach ensures clarity and professionalism in conveying messages.

Uploaded by

Kushal Prajapati
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd

Bu

Com

BHOOMIKA KUMARI
Business
Communicati
on
KINDS OF BUSINESS LETTERS
1. Letter of Inquiry
Purpose: Used when seeking information or
clarification on products, services, or other business
matters.
Structure:
 Opening: Politely request the information you
need.
 Body: Clearly state your questions or the
information you are seeking.
 Closing: Express gratitude for their time and a
request for a prompt reply.
Example: A company might write a letter of inquiry to
a supplier asking about the availability or pricing of
certain materials.
2. Letter of Order
Purpose: Used to place an order for goods or
services.
Structure:
 Opening: Clearly state the intent to
purchase specific items or services.
 Details: Include details such as quantity,
model numbers, or specifications.
 Closing: Request confirmation of the order
and the expected delivery date.
Example: A retailer sending a letter to a
manufacturer to order inventory items.
3. Letter of
Complaint
Purpose: Used to express dissatisfaction with
products, services, or business practices.
Structure:
 Opening: Introduce the problem or issue.
 Details: Provide clear facts and specific
examples of the issue.
 Resolution: Suggest a solution or request
a remedy.
 Closing: Express the hope for prompt
action or a response.
Example: A customer may send a complaint
letter to a supplier regarding late delivery or
damaged goods.
4. Letter of
Acknowledgment
Purpose: Used to acknowledge the receipt of an item,
letter,
payment, or request.
Structure:
 Opening: Confirm the receipt of the item, document,
or
payment.
 Details: Include any relevant specifics (e.g.,
payment
received, document processed).
 Closing: Thank the sender and offer any further
actions or responses.
5. Letter of
Apology
Purpose: Used to express regret or apologize
for any mistakes or misunderstandings in
business dealings.
Structure:
 Opening: Apologize for the mistake or
issue.
 Details: Take responsibility and explain
what went wrong.
 Resolution: Offer a solution or corrective
measure.
 Closing: Reaffirm the commitment to
customer satisfaction or future
improvements.
6. Letter of
Recommendation
Purpose: Used to recommend someone for a job,
promotion, or opportunity.
Structure:
 Opening: State the purpose of the
recommendation.
 Details: Highlight the individual's skills,
qualifications, and achievements.
 Closing: End with a strong endorsement and
offer to provide additional information.
Example: A supervisor writing a letter
recommending an employee for a promotion.

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