TYPES OF BUSINESS LETTERS

Q. What is the purpose of a letter of inquiry. What is the difference between a brief and a longer
letter of inquiry
LETTER OF INQUIRY
Brief letter of inquiry are made for the purpose of obtaining price lists, booklets, catalogs, samples, the
names of dealers, the details of a time-payment plan, and other information. Because of their nature,
they do not follow the general plan of the letter. They should be courteous and concise, containing only
the question, the necessary explanation, and the expression of appreciation.
LONGER LETTERS OF INQUIRY; LETTERS ASKING FAVORS
Longer and more complicated letters asking for information, and those which depend for success upon
the goodwill of the person written to, open with a brief statement of the reason for the inquiry,
followed by the request for information, and close with an expression of appreciation. Favprs should be
asked of a business man only when the writer is reasonably sure that the recipient of his letter is in a
position to grant them without much time and effort, that they pertain to a subject related to the
adressee's personal or business interests, and that the information sought cannot be obtained more
readily elsewhere.
The first task is to convince the reader that the information is to be used for a wrth-while purpose.
When the writer is not known to the reader, a statement of identification is usually placed near the
beginning of the leter. Inquiries which call for confidential information usually contain, near the end, a
promise to hold the information in strict confidence.
No information except that whicj is absolutely necessary for the granting of the favor need be given in
letters asking favors. Apologetic expressions show that the writer only half expects his request to be
granted, and this fact prejudices the mind of the reader.
To insure a satisfactory reply, the writer should do everything he can to make his letter easy to
understand and easy to answer. If the leter asks specific questions, tehse questions should be
numbered and tabulated. They are more easily understood and less likely to be overlooked if they are
presented in tabular form. Numberingthem makes it easier for the reader to refer to them in his reply.
When possible, the questions should be phrased that they can be answered briefly -- by a word or two,
by a number, by "yes" or "no", or by a check mark.
Two or there questions may be incorporated into the leter. As a rule, however, it is more satisfactory to
list them below, so that ample space may be left for the answers and so that the letter itself will not be
interrupted. A number of questions are best presented in questionnaire form on a second sheet. Not
more than ten questions should ordinarily be asked, however, for each succeeding question lessens the
likelihood of favorable action.
Paragraph contents:

1. General subject of the letter -- reason for the inquiry -- reason for the inquiry or for asking the favor.
2. The request itself, and its possible benefit to the reader if granted.
3. A brief statement of appreciation.
ANSWERS TO INQUIRIES
Answers to letter of inquiry should be courteous, positive and complete. They should be made, if
possible, on the day the requests are received. If any delay is necessary, a brief acknowledgement
should be sent, with a promise of definite information as soon as it can be secured.
(1) Grantingthe request - the paragraph contents of a letterin answer to an inquiry are as follows:
1. Express pleasure in granting the request.
2. Give the information and add relevant amterial
3. Offer further assistance
(2) Refusing the request - Should a firm find it necessary to refuse a request, a brief, courteous note
giving the reason for the refusal is all that is needed. Letter giving lengthy explanations in an
apologeticmanner are as much to be avoided as curt and negative notes of refusal If, however, the
request that must be refused is important, the reader should be sold on the refusal.
Longer and more carefully planned letters of refusal may have the following paragraph contents:
1. An opening statement that makes the inquirer feel that his request has been welcome
2. an explanation of the situation.
3. A refusal of the request (expressed or implied).
4. Such constructive suggestions as the reader can make.
5. A friendly close -- usually an offer to be of service when possible.
Q. What are the specific contents of a letter of reservation?
LETTER OF RESERVATION
Letters making reservation should be brief and definite. They should specify the number of reservations
wanted, the location or position preferred, the date or dates of the reservations, and the price or rates.
Q. What should a letter of appointment indicate?
LETTER OF APPOINTMENT

Custom and courtesy demand that persons appointed to serve on a committee or to perform some
particular task should be notified. Letters of appointment should indicate the event leading to the
appointment, the nature of the appointment, and the services or duties of te appointee. The appointee,
in turn, should acknowledge the appointment in writing, accepting or declining it promptly.
Q. What are the paragraph contents of a leter of invitation
LETTER OF INVITATION
Letter of invitation are cordial and gracious in tone. The degree of formality or of informality depends
upon the relationship between the writer and the reader, and by the nature of the occasion with which
the message is concerned. The opening paragraph should state the name of the club or association and
the time and location of the meeting or gathering. The second paragraph should mention those
attainments or qualifications of the speaker that make his presence so desirable. Suggets the subject
upon which the speaker is to speak, the hour at which he is to speak, and the amount of time he is to
have on the program. The closing paragraph should request the speaker to let the writer know whether
he speaker will be able to accept, so that the arrangements for the meeting amy be completed. In
accepting or declining the invitation, the speaker should reply promptly. He should indicate his
willingness or regret to accept.
Q. Are letters of appreciation necessary? What are the essential characteristics of these letters
LETTERS OF APPRECIATION

No letter affords so much pleasure to the writer or the receiver as a letter of gratitude and appreciation.
There are many types, but all of them are based upon such pleasant circumstances that writing the
letter should be an enjoyable and relatively simple task. Sometimes the situation definitely calls for an
expression of thanks in conformity with business etiquette. In other instances the note of appreciation
is not actually necessary -- it may not even be expressed by the recipient. But the unexpected letter is
the one most happily received and longest remembered. Letters of appreciation, therefore, should be
written from the heart. They should be sincere -- genuine. Brevity adds strength and conviction to the
message. Like the letters of Congratlation and sympathy, the Letter of appreciation is easiest to write
and is most enthusiastically received when it is written promptly.
Q. Under what mission of the modern business letter do letters of congratulation come? Of
condolence and sympathy? What are the important characteristics of each?
LETTERS OF CONGRATULATIONS AND GOOD WISHES
Leters of congratulations and good wishes are appropriately written to friends, business associates,a nd
employees who have enjoyed progress and good fortune. Brevity is a acrdianl virtue of these letters.
Direct, concise language adds vigor to the message. Naturalness of expressionis essential to give one's
words the ring of sincerity. Enthusiasm adds zest and animation to the message. The letter of

congratulation should be written with relish or not written at all. Like the letter of condolence, it should
be written immediately after the occasion for it has developed.
LETTERS OF CONDOLENCE AND SYMPATHY
Letters of condolence and sympathy should be written immediately after the occasion for it has
developed. A long, involved letter is a violation of good taste. Decision as to the length of any note of
sympathy should be based upon (1) the degree of friendship between the writer and the reader; (2) the
situation that inspires the letter; and (3) the writer's knowledge of the tastes and temperament of his
reader.
Sincereity and tact are the two most vital qualities of any letter of sympathy. If the witer uses simple and
straightforward language to express what is in his heart, his message will carry warmth and conviction.
If he carefully avoids any words or sentiments which could distress the reader, his message will satisfy
the exacting requirements of tact.
Q. What is the purpose of a letter of introduction What are its paragraph contents?
LETTERS OF INTRODUCTION
The letter of introduction is a personal communication ordinarily written by one person to another
person for the purpose of bringing about the acquaintanceship of two persons not known to each other.
It is a gesture of courtesy properly extended to a personal friend or to a business or professional
associate. It may be prepared for direct mailing to the addressee, or written for delivery in person by
the one introduced. In the latter case, the envelope should be left unsealed as a courtesy to the bearer.
The tone of the letter should be determined by the degree of acquaintance between its writer and the
other persons concerned, and also by the purpose for which the introduction is made. When the writer
is introducing one of his personal friends to another upon a basis both ocial and business, the tone of
the message should be quite informal. When he is introducing one of his business associates to another
for purely business reasons, the tone should be conservative. Brevity combined with defineteness,
simplicity prompted by sincerity -- these are the essential qualities of efficient leters of introduction.
Paragraph contents:
1. Give information enabling the rader to identify the person seeking introduction.
2. State the circumstances of, and the reason for, the introduction.
3. Show appreciation of any interest that may be manifested by the reader in the person introduced.
Q. Who writes a letter of reference? Of recommendation? What is the relationship between them?
What are the essential elements of each letter?
LETTERS OF REFERENCE

When an employer or a firm considers an applicant seriously, he writes to secure information from the
references mentioned in the letter of application or data sheet. Letters requesting personal information
are usually brief, specific, and courteous. Their purpose is to verify what the applicant has said about his
qualifications and to secure a critical judgment and opinion on questions of the honesty, industry,
personality, and the character of the applicant -- subjects about which the applicant cannot in good
taste write his own opinion.
Paragraph Contents:
1. State the purpose and general subject of the letter at once and briefly.
2. Ask courteously for definite information.
3. Express appreciation and willingness to reciprocate
LETTERS OF RECOMMENDATION
The letter of recommendation is a business courtesy performed occasionally in the interests of a
personal friend, business or professional associate, or former employee. Its purpose is to give a
prospective employer pertinent information about the applicant's qualifications, character, and eneral
conduct. It should be a straightforward, specific evaluation or appraisal of the applicant. The nature of
its content depends largely upon the relationship involved and upon the kind of information sought by
the prospective employer. Should the prospective employer ask specific questions, the leteter of
recommendation should concern itself with specific details as to the period of employment, the extent
of the employee's competence or efficiency, and such relevant characteristics as the former employer
was in a position to observe. On the contrary, should the questions be rather general, the answers will
naturally be of a general nature.
He who writes a letter of recommendation, be it general or direct, should be truthful, tactful, and
enthusiastic. It is only fair to the person recommended and self-respecting to the writer. An enthusiastic
tone adds to the favorable effect of the letter. If for any reason the writer feels honestly that a man was
not a success -- it may have been hi fault, and it may not have been - in justice to that man, the writer
should either leave out any reference to the failure or mention the shortcomings in such a way that the
applicant's chance for advancement somewhere else will not be injured. Just because a man has not
made good in one firm is no proof that he will not do so in another.
Because of their general nature and the ease with which they may be obtained, To Whom It May
Concern" leters of recommendation are regarded by most employers as of little value. They are vague,
general, and highly impersonal. They should be avoided except in those cases where it is practically
impossible to secure the specific name of the addressee. To make a letter of recommendation efectiev,
it should be addressed specifically to the intended recipient.
Paragraph contents:
1. Brief statement of subject and purpose of letter.

2. Sumary of person' history of employment, qualifications, etc.

3. Candid statement of writer's personal judgment of applicant's qualifications and probable fitness for
the position.
4. Final recommendation of the writer.
Q. Why is a letter of resignation necessary? What are its contents?
LETTER OF RESIGNATION
Frequently a person finds it necessary to resign from his present position in order to accep a better
position, or because ill health prevents him from continuing in his present capacity. Whatever the
reason, many business firms request that such resignation be written rather than verbal.
Paragraph contents:
1. the reason for resigning
2. an expression of appreciation, of regret, or both.
3. Date of effectivity.
Q. What should a longer letter of inquiry indicate? How can the writer insure a satisfactory reply?
LETTERS OF APPLICATION
Q. What is the purpose of a letter of application.
Letters of application are written to induce someone to invest a certain amount of money -- salary -- in
the time and services of one who seeks a profitable market for them. The applicant is the seller, the
prospective employer, the investor or buyer, and the latter of application, the promoter, whose
important task is to bring those two persons together for mutual benefit.
Q. Why is it a device for efficiency?
From the employer's point of view, the application letter is an efficiency device. It enables him to
choose from among a large number of possible applicants the one or more that he wants. If his
advertisement of a position to be filled brings one hundred application letters, a quick examination of
the leters will tell him which ten, or twenty, of the applicants are worth interviewing; from 80 to 90
percent of the leters wil be thrown into the waste paper basket.
From the applicant's point of view, the application letter is a means of presenting his qualifications
effectively to employers who would not otherwise learn of them. It enables the young applicant to get a
first position, and it opens new opportunities to the person already employed. For either initial or
improved employment, the application letter may be the doorway to opportunity.
q. What are the classes of leters of application?

There are two classes of leters of application:

(1) solicited letters -- those that are written in response to advertisements.
(2) Unsolicited letters:
a. those written at the suggestion of someone who knows of the existence of a vacancy;
b. Those written on the chance that theer is or will be an opening which the applicant is
qualified to fill.
Q. What is the difference between a solicited and an unsolicited letter of application?
The solicited letter of application is competitive. Consequently, the letter that is most carefully and
thoughtfully written usually makes the most favorable impression. Unsolicited letters are written by
applicants who believe there may be an opening in a company, or who have heard thru some one that
an employer is looking for person to fill a particular position. The writer should take pains to write a
tactful, pleasing letter that will induce the employer to interview him.
Q. What should be the right attitude of letters of application?
First, and most important of all, a letter of application must show clearly and unmistakably the stand the
applicant takes in genral toward securing employment, and in particular toward the prospective
employer and his business. An applicant may want employment and need employment, but as a rule he
will not be hired for reasons of want or need. Rather, he must fir into the machine of the employer's
organization. The employee wants pay, progress, and satisfaction; the employer wants performance,
dependability, and loyalty. The tactful applicant will emphasize the employer's wants rather than his
own.
The applicant must strongly impress upon the prospective employer the fact that the applicant's time
and services are not so much his own prized possessions -- however true thi may be -- but that they will
become most valuable business assets to the employer the moment he employed him. Then he should
say why he is convined this is true. In his letter, the applicant should manifest a healthy, definite, and
sincere interst in the employer's business and problems. He should back up his interest, and prove it by
concrete statements a to what he is and what he has accomplished. This will lend his writteneffort
individuality and character. All in all, he should give his prospective employer an assurance that his
business will, for definite reasons, be better off if hengages the applicant for the position which he has
open.
Q. What preliminary steps should the applicant take before writing a letter of application?
The actual writing of an application should always be preceded by a painstaking analysis of the specific
demands likely to be made by the prospective employer of the applicant, and of the general and
particular requirements of the position to be secured
Q. What are the paragraph contents of a letter of application?

Q. What should be the main concern of the opening sentences of a letter of application? How should
they be phrased?
Q. What are the main sources of proof of the applicant's qualification for a certainposition?
Q. How should educational qualifications be discussed? Experience? Personal qualities?
Q. What should be mentioned in the personal data?
Q. What is the purpose of giving references?
Q. How should the writer end his letter of application?
Q. What is a "two part" leter of application? What should be included in the data sheet?
Q. What is the importance of an application follow-ups?