Types of Letter Format

As mentioned above different types of letter writing follow certain formats which have been
established over the years. Letter formats are applicable by and large to formal type of letters.
Informal letters do not require a certain pattern of writing and can be written in number of ways. But
for guidance purposes we have included few varieties of informal ways of writing which can be
termed as sorts of informal formats. These formats makes the letter writing process a convenient one.

Formal Letters Format

Formal letter writing format is inclusive of the Four mentioned below:

1. Full Block Style

2. Semi-Block Style
3. Modified Block Style
4. Modified Semi-Block Style
Full Block Style

Full block style is a letter format characterised by the below shown

LETTER HEAD
( 6 – 10 SPACES)

DATE
(1-4 Spaces)

Recipients’ Name

Recipient’s Address

(2 Spaces)

SALUTATION, ----------------------- Salutation is followed by Comma or Colon

(2 SPACES)

Ref/Sub

(2 SPACES)

Text Aligned Left, Text Aligned Left, Text Aligned Left (Paragraphs – Not
indented)

(2-3 SPACES)

Text Aligned Left, Text Aligned Left

(2-3 SPACES)

Text Aligned Left, Text Aligned Left

(2 -3 SPACES)
CLOSING, ------------------Closing followed by Comma

(3-4 SPACES)

SIGNATURE

(2 SPACES)

Enc

(2 SPACES)

CC

(2 SPACES)
SEMI BLOCK STYLE

LETTER HEAD
(6 – 10 SPACES)

DATE
(2-4 Spaces)

Recipients’ Name
Recipient’s Address

(2-3 SPACES)

SALUTATION, ----------------------- Salutation is followed by Comma or Colon

(2 SPACES)

Ref/Sub

(2-3 SPACES)

Paragraph Indented, Left, Text Aligned Left, Text Aligned Left

(2-3 SPACES)

Text Aligned Left, Text Aligned Left

(2-3 SPACES)

Text Aligned Left, Text Aligned Left

(2 -3 SPACES)
CLOSING, ----------------- Closing followed by Comma

(4 SPACES)

SIGNATURE

(2 SPACES)

Enc

(2 SPACES)

CC

(2 SPACES)
MODIFIED BLOCK STYLE

LETTER HEAD
(6 – 10 SPACES)

DATE
(2-4 Spaces)

Recipients’ Name
Recipient’s Address

(2-3 SPACES)

SALUTATION, ----------------------- Salutation is followed by Comma or Colon

(2 SPACES)

Ref/Sub

(2-3 SPACES)

Paragraph not Indented, Left, Text Aligned Left, Text Aligned Left
(Paragraph not indented)

(2-3 SPACES)

Text Aligned Left, Text Aligned Left

(2-3 SPACES)

Text Aligned Left, Text Aligned Left

(2 -3 SPACES)

CLOSING, (followed by Comma)

(4 SPACES)
 SIGNATURE
(2 SPACES)

Enc

(2 SPACES)

CC

(2 SPACES)
MODIFIED SEMI BLOCK STYLE

LETTER HEAD
(6 – 10 SPACES)

DATE
(2-4 Spaces)

Recipients’ Name
Recipient’s Address

(2-3 SPACES)

SALUTATION, ----------------------- Salutation is followed by Comma or Colon

(2 SPACES)

Ref/Sub

(2-3 SPACES)

Paragraph Indented to Left, Left, Text Aligned Left, Text Aligned Left
(Paragraph indented)

(2-3 SPACES)

Text Aligned Left, Text Aligned Left

(2-3 SPACES)

Text Aligned Left, Text Aligned Left

(2 -3 SPACES)

CLOSING, (followed by Comma)

 (4 SPACES)

SIGNATURE

(2 SPACES)

Enc

(2 SPACES)

CC

(2 SPACES)
15 Types of Business Letters and the
Purpose of Each
Types of business letters
Here are some of the most common types of business letters and when to use them:

1. Cover letters

A cover letter is a business letter typically sent with your resume when applying to a job.
While not all employers require a cover letter, it is a great opportunity to explain your
professional experience, qualifications and interest in the company and job.

A cover letter should include the following sections:

Contact information

At the top of your cover letter, include your name, phone number and email address to
ensure the reader knows how to contact you after reviewing your application.

Salutation

Begin the letter by addressing the person to which you are writing the letter. This person
may be the hiring manager, department head or other company representative identified in
the job listing. Use a gender-neutral greeting such as “Dear Charlie Washington.”

If you’re unsure of their name, use the most relevant job title such as, “Dear Hiring
Manager,” “Dear Recruiter,” or “Dear XYZ Team Lead.” Avoid using “To Whom It May
Concern,” since it may come across outdated or impersonal.

Purpose of the letter

In your introduction, discuss why you are writing by mentioning the job title, the company
name and where you found the job listing. Showcase your research on the job and
company by expressing specific interest in both, explaining why you were drawn to the job
posting and what interests you about their organization.

Qualifying skills

In the body of your letter, highlight the specific skills that make you a strong candidate for
the open position. Your cover letter should complement your resume, so build off of the
information in your resume to provide more specific details of your professional experience.
If possible, include a brief anecdote that represents your relevant skills, experience and
qualities from the employer’s job description.

Conclusion
End the cover letter with a memorable statement about why you are a good fit for the open
position. Include a call-to-action that encourages the reader to follow up on your application
should they want to interview you and learn more about how you could fit into their
company.

Other types of cover letters include:

✓ Application letters
✓ Letters of intent
✓ Letters of interest
✓ Inquiry letters
✓ Query letters
✓ Motivation letters

2. Letters of recommendation

A letter of recommendation is written on behalf of another professional to verify their

qualifications and work ethic. A letter of recommendation can strengthen an application for
employment, higher education or another professional opportunity.

A recommendation letter should include the following sections:

Relationship of the recommendation

The letter should state the relationship of the person making the recommendation to ensure
the reader knows what qualifies the writer to speak on the applicant’s behalf.
Recommendations letters are often written by coworkers, supervisors, mentors or teachers.

Evaluation of the candidate’s qualifications

The recommendation is often the body of the letter and speaks directly to the candidate’s
skills, character traits, professional goals and their potential in the program or position. The
qualifications in this section should be relevant to the program or job for which the writer is
recommending the professional.

Examples

The writer should include specific examples of how the candidate demonstrated their skills
during their time working together. This information can help prospective employers
understand how exactly the candidate positively impacts their peers and employers.

Closing statement

The recommendation letter should conclude with a final confirmation of the candidate’s
qualifications with the writer’s contact information should the reader want to know more.
Other types of business recommendation letters include:

• Reference letters
• Character reference letters
• Business recommendation letters
• Recommendation letters for a coworker
• Recommendation letters for an employee
• Recommendation letters for a boss

3. Interview follow-up letters

You can send a follow-up letter after interviewing for an open position to thank the
interviewer for their time and to demonstrate your interest in the job further.

A follow-up letter should include the following sections:

Overview of the interview: Include key topics discussed during the interview, such as
specific job tasks or a talking point that interested you. Be sure to mention the title of the
position. These details demonstrate active listening while expressing your continued
interest in the open position.

Skills related to the position: The follow-up letter is a good time to reiterate the skills you
offer as they relate to the open position.

Gratitude: You can also use the follow-up letter to thank the hiring manager for taking the
time to meet with you. This step shows professional courtesy that can leave a good
impression on your prospective employer.

4. Offer letters

An offer letter is an official offer of employment that describes the specific terms of the
position. If you agree to the terms the letter offers, then you will sign the offer letter and
accept the job.

An offer letter should include the following:

• Job description: This item outlines the specific job tasks and
requirements of the role.
• Job title: A letter that states the official name of the position can ensure
you are hired for the right role.
• Requested start date: This is the date on which you will begin
employment. You may discuss with your employer if you need to adjust the
date.
• Salary and benefits: This information includes the offered salary, bonus
and benefits that come with the role. Some employers may specify when
they distribute bonuses and when benefits, such as health care, begin.
 • Acceptance timeline: This is the date by which you must respond to the
offer letter.

5. Sales letters

The purpose of a sales letter is to introduce a service or product to a client or customer.

Sales professionals often use these letters when making new contacts with prospective
buyers or strengthening relationships with longtime clients.

A sales letter often includes the following:

Description of product or service

Include specific details about the item or service you are offering. Consider identifying a
possible solution this product or service provides to the recipient to best demonstrate its
value.

Cost

Some letters include information about the price of the product or service, especially if the
buyer is a current patron. It may be included if the cost was already discussed in a previous
meeting as well.

Call to action

Include directions to the reader explaining how they should take action if they want to buy.
You may include your contact information, the best times to reach you and a date by which
they should reply to take advantage of your offer.

6. Letters of commendation

Letters of commendation are a form of employee appreciation, and companies send them
out to the entire staff to congratulate an employee for a job well done. They may include the
following:

• Purpose: Begin a letter of commendation identifying who is being

commended and for what reason.
• Details of the commendation: Include details about the specific tasks,
achievements or awards for which the team member is being recognized.
• Call to action: This letter may include a call to action that encourages
fellow employees to congratulate the team member on their success.

Other types of commendation letters include:

• Appreciation letters
• Employee appreciation letters
• Retirement letters of appreciation
7. Letters of resignation

A letter of resignation informs your employer of your intent to resign. While you may
verbally notify your coworkers and employer of your plans to leave, many organizations
prefer to have an official letter for documentation purposes.

A letter of resignation often includes the following:

Statement of resignation

Begin this letter with the official statement declaring that you are resigning from the
company.

Reason for leaving

Depending on your situation, you may consider mentioning why you are leaving so your
employer understands your decision. This may include accepting an opportunity elsewhere,
pursuing higher education or relocating.

Dates

Include the date on which you are delivering the letter and the date of your official last day
of employment. This step can ensure your employer can best prepare for your leaving and
fill your position.

Thank you

Consider thanking your employer for the opportunity and the skills you gained while working
for them. This step is a professional courtesy that can strengthen your professional
relationship with your employer should you need their recommendation in the future.

Other types of resignation letters include:

• Retirement letters
• Goodbye emails
• Thank you letter after resignation
• Resignation letters for jobs that aren’t a good fit
• Short notice resignation letters
• No notice resignation letters
• Emergency resignation letters
• Forced resignation letters
• Formal letters of resignation
• Letters of resignation due to illness
• Resignation letters due to moving
• Resignation letters due to pregnancy
• Resignation letters for family reasons
• Resignation letters due to career change
8. Thank you letters

A professional thank you letter is an important way to let colleagues, employers, vendors or
other business contacts know you value their time or efforts. Sending a professional thank
you letter will build rapport with the recipient and communicate your intentions for the future.
It might be appropriate to send a thank you letter after someone helps you with a job
search, when a customer makes a purchase, or if a business awards you a contract. You
can also send a formal thank you letter to simply state your general appreciation for
someone.

A business thank you letter typically includes the following:

A greeting: Start your letter with a simple but professional greeting. Consider your
relationship with the recipient.

Reason for gratitude with specific examples: In one or two brief paragraphs, clearly
express your gratitude to the recipient, being specific about what you're thanking them for.

Details from your conversation: Sharing additional details from your encounter can help
personalize the letter and show the depth of your gratitude.

A polite closing: Conclude your email with a closing statement like "my regards," “thanks
again,” or another personable, yet professional closing.

Other types of thank you letters include:

• Thank you letters for recommendations

• Thank you letters for a boss
• Thank you letters for a mentor
• Thank you letters for a raise
• Customer thank you letters
• Thank you team letters
• Thank you notes to coworkers
• Thank you letters for after an interview
• Executive-level thank you letters after an interview
• Thank you for applying letters
• Panel or group interview thank you letters

9. Complaint letters

Complaint letters are usually sent by consumers to businesses when they're unhappy with a
service or product. Businesses may also occasionally need to write a complaint letter. For
example, an employee may be asked to write a complaint letter on behalf of a company
who is dissatisfied with a product.

Components of a complaint letter include:

A formal greeting: When writing to a company, it is acceptable to use “To Whom It May
Concern” as it may be unclear who will read and act on your complaint.

A description of the purchase: Include all pertinent details, such as an account number
or order number, what and how much of a product or service was purchased and when the
transaction occured.

Explanation of the problem: Clearly state the problem you have encountered with the
product or service. For instance, the product does not work properly, the service was not
performed correctly, you were billed the wrong amount, something was not disclosed
clearly or was misrepresented.

Specific request or resolution needed: Propose a satisfactory solution, such as a refund

or discount on services performed, a repair or an exchange.

10. Apology letters

An apology letter is an important tool in the workplace that acknowledges a mistake,

expresses regret and asks for the letter recipient's forgiveness or patience. Apology letters
create a formal record of your admitting to and attempting to rectify a mistake or failure.

An apology letter should include the following:

An acknowledgement of the mistake

Begin by explaining what you have done wrong and acknowledge the consequences of
your mistake. Owning up to your mistake from the very beginning of your letter shows
sincerity and will help ensure your recipient hears about your mistake from you instead of
someone else. Confronting your mistake and reaching out to the affected party directly will
help you resolve the issue as quickly as possible.

A sincere apology

A sincere apology will involve saying you are sorry without any caveats or attempts to shift
blame to anyone else. Expressing a genuine regret for the consequences you caused may
be sufficient in earning your recipient's forgiveness.

Your plan to fix the problem

Assure your recipient you will do everything in your power to correct the matter, and share
the specific steps you will take to do so. Be willing to make whatever personal sacrifices are
necessary to make things right with your reader.

11. Office memorandum

An office memorandum or business memo is a short yet formal document used for
communication between the business and its employees. Effective memos are brief and
easy to navigate. The document is primarily for internal use, such as an announcement
regarding changes to personnel within an organization or updates on company gatherings.
Office memos should include:

A clear and straightforward subject: If you are issuing an email, communicate the
message of the memo in the subject line. If the memo will be distributed to employees on
paper, you can still include a brief subject line at the top of the letter.

The intent of the memo: List the purpose of the memo in the introductory paragraph. Be
concise and keep the language positive throughout.

A breakdown of the information: Use the body paragraph and conclusion to outline the
information you are sharing. Include details of how employees can act on this memo or
reach out to a specific point person with any follow-up questions.

12. Welcome letters

A welcome letter is a formal way of introducing a company or employee and provides basic
information to the recipient. For example, while a new employee welcome letter provides
employees with the information to help them better prepare for their first day of work, a new
customer welcome letter thanks the customer for their business and provides them with an
overview of the company. Overall, these letters use a welcoming tone to help establish a
greater working relationship.

A welcome letter usually includes the following:

A warm greeting

The first few lines of your letter may differ depending on your intention. For example, if
you're writing a new employee welcome letter, emphasize your enthusiasm about them
joining your team. For a new customer or client welcome letter, start by expressing your
appreciation for their business.

Personalized information

Personalize your letter by referencing prior conversations you've had. If you're writing a
welcome letter for a new employee, explain why you're excited to have them by mentioning
something that was discussed during their interview. If you're writing a new customer letter,
reassure them about the value of the product or services they purchased. In a new client
welcome letter, reassure them of how you can meet or exceed their expectations.

Important details to know about your business

Ensure the recipient knows everything they need to know at the start of this new
partnership. For example, in a new employee welcome letter, explain the orientation
process, give them an idea of what their first day will look like and where they should go.
You can also make a list of required documents they need to bring on their first day and
outline any company dress codes.

13. Request letters

A request letter is a way to formally ask for something in the workplace. You can use this
letter to request a raise, a training class, a recommendation or even a meeting to ask for a
promotion. Letters of request can also be a beneficial way to acquire specific information.

Request letters should include:

An explanation of the request

Start your letter with a clear and succinct explanation of your request. The overall tone of
your request letter should be polite yet convincing.

Supporting documentation

If applicable, include evidence or other documentation related to your request. For example,
if you are requesting a recommendation, it could be helpful to attach your resume so they
can quickly refresh their memory with your qualifications. If you are requesting a raise, you
can include a paragraph explaining the value you bring to the role or attach a document
with more concrete evidence of goals you’ve exceeded or average industry salaries for your
job skills and experience level.

A deadline for response

For many request letters, it can also be important to give a timeline. For example, if you are
requesting a recommendation letter, you may need to submit it by a specific date. Sharing
that deadline and asking them to let you know if they are unable to provide a letter by that
time allows you the opportunity to send your request to someone else.

Other types of request letters include:

• Promotion request letters

• Demotion request letters
• Request for approval letters
• Training request letters
• Leave of absence request letters
• Raise request letters
• Transfer request letter

14. Announcement letters

A business announcement letter is a letter sent out to employees, vendors, customers or

the press to declare something of note for the company, such as a change of policy, an
employee or management change, a merger, a takeover, a product release or an event.
The letter is typically short and written in a formal note.

Announcement letters should include:

An introductory paragraph with the announcement

Don’t bury the lede—present the news you are announcing in the first or second paragraph.
This statement should be concise and to the point.

Additional details

Next, your letter should explain your announcement in more detail. If you are hosting an
event, share the event’s purpose here. If you are announcing the opening of your business,
share details like how long you’ve been working behind the scenes to open your doors or a
special promotion you are offering to celebrate your opening.

The specifics

Most importantly, your announcement will need to include specific details pertinent to your
announcement. This might include store hours, or contact information like a physical
address, phone number or website. If you are announcing something internally to
employees, such as a merger, you can offer a point person for employees to direct their
questions.

15. Termination letters

A termination letter is a respectful yet effective way to dismiss an employee from their
current job. Termination letters are also called a "letter of separation," "a notice of
termination of employment" or "contract termination letter."

Termination letters should include:

Notification of termination date

First, inform the employee that their employment is terminated and specify the date it will
effectively end. This eliminates any potential confusion and allows the employee to prepare
for their dismissal.

The reasons for termination

Your explanation for the employee’s involuntary termination should remain clear and
accurate to avoid misinterpretation. If applicable, include evidence to support your
reasoning.

Compensation and benefits going forward

Next, explain any benefits or compensation they will receive once their employment ends.
This can include severance pay, payment for unused leave days and any other salary
owed. Also, let them know what will happen to their healthcare, life insurance and
retirement funds. Remind them of any signed agreements, like a non-disclosure agreement
or other documents from the onboarding process, that might impact their compensation and
benefit payout.

Next steps
Finally, list the next steps for the employee to take. Notify the employee of any company
property they must return, such as a company cell phone, laptop, keys, ID badges and
parking passes. Then include contact details for their HR representative to direct any
questions regarding compensation, benefits and other details in the letter.

The seven parts of a business letter

Though many types of letters have certain formatting requirements and include a variety of
information, there are a few components that are consistent across most business letters,
including:

1. Contact information

This step is essential, especially when ending a physical copy of a business letter. Your
contact information should include your name, phone number, and business address or
email address.

2. Subject line

A subject line is used when sending a business letter via email. This brief line often includes
a few-word summary of the purpose of your letter.

3. Greeting

The formality of the greeting will depend on the type of business relationship you have with
the reader. If you are looking for a new job, your greeting should be formal. If you are
sending a quick follow-up to a customer that you have already created a relationship with,
then you might choose to use their first name.

4. Introduction

The introduction describes the purpose of the letter and what you are hoping to achieve
with it. This is your chance to grab the reader’s attention with information such as a
discount on a product you sell or that you’re inquiring about an open position.

5. Detailed information

The body of your business letter includes specific details about your purpose, including
asking or answering questions and providing additional information.

6. Conclusion

Your conclusion should leave the reader with a call to action, such as how the reader can
order a product or reach out to you for more information.

7. Signature
A signature can be as simple as writing your name or as complex as including your
credentials and certifications. How you sign a business letter will also depend on your
current relationship with the reader

Business letter tips

Here are a few guidelines to keep in mind when writing a business letter:

Customize your letter. All business letters should be written explicitly for their
intended recipient. For example, a cover letter should state why you want to work
for that particular company.

Be punctual with delivery. Timely business letters can demonstrate your time
management skills to a prospective employer or let your recipient know that you
value their time.

Consider the method of delivery. Your relationship with the recipient, the type
of letter and the level of urgency may influence whether you send it via email or
traditional mail.

Choose the appropriate level of formality. The majority of business letters you
write will be worded professionally. Your relationship with the recipient, the type
of letter and your intent may dictate the formality of the language in your letter.

Limit your letter to one page. Concise business letters that quickly get to the
point are more likely to be read in full. Evaluate each paragraph for relevancy,
and only include information the reader needs to know.
What is an application letter?
An application letter, also known as a cover letter, is a document that accompanies your
resume when you're applying for a job. This letter expands upon the information you have
noted in your resume. It gives you a powerful opportunity to emphasize your most relevant
qualifications and explain why you believe you're the best candidate for the job.

While you're not always required to include an application letter with your resume, it's
always a good idea to do so. This document allows you to present a persuasive argument
for why you deserve a job interview. Your application letter can also help explain your
resume further, such as a long gap in employment or apparent demotion.

While a resume is confined to a concise format, your application letter provides room for
elaboration. Use the application letter to its full potential to increase your chances of moving
forward in the hiring process.

How to write an application letter

Follow these steps to compose a compelling application letter:

1. Research the company and job opening

Thoroughly research the company you're applying to and the specifications of the open
position. The more you know about the job, the better you can customize your application
letter. Look for details like:

• Recent awards the company has received

• Major accomplishments or distinguishers that set this business apart from
competitors
• Specialized certifications, skills or knowledge that are necessary or helpful
for the job
• The size of the company
• The company culture
• Charitable projects the company is involved with
• The name and title for the hiring manager

2. Use a professional format

This letter should follow a professional format and include your name, your contact
information, the date and the company's information. Begin with a professional salutation,
such as "Dear X," and address the hiring manager by name whenever possible. If thorough
research doesn't yield the hiring manager's name, you may use "Dear [Department] Hiring
Manager," to address your recipient.

3. State the position you're applying for

Open the letter with a clear statement about the position you are applying for. Mention the
company by name. You may want to specify where you saw the job posting. If you were
referred by someone at the company, be sure to include their name and position.

4. Explain why you're the best fit for the job

In one or two impactful sentences, explain why you're the best fit for this job opening.
Provide clear details regarding your experience, skills, education or certifications.

5. Summarize your qualifications

Mention the top qualifications that make you a good fit for the job. Provide a brief summary
of your background that highlights the most important points from your resume. Consider
what you want the hiring manager to know first. The reader will likely read your cover letter
before reviewing your application, so this is your opportunity to make a compelling
argument for why the reader should review your resume.

6. Mention why you want the job

Include a personal statement about why you want this position. You've already explained
why the company should want you. This section details why you have chosen this company
and what excites you most about this job opportunity.

7. Include a professional closing

Thank the reader for reviewing your letter, reference your resume and any other attached
documents and offer to provide additional information as needed. Mention that you look
forward to the next steps in the hiring process and conclude with "Sincerely," as a closing.