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Types of Business Letters

There are many different types of business letters but most will fall into one of two categories: either business casual or a formal business letter. As explained in the Business Writing page, the tone of voice you use will depend on who your intended reader is, and what you hope to gain by sending them your message.

For example, a complaint letter to the Better Business Bureau will use a more somber, formal tone than a letter to your customers announcing that you’ve been nominated as Businessperson of the Year.

Let’s take a look at the two different writing styles and see what types of letters you might use for each.

Business Casual

Casual writing means you can use a conversational style, like you’re speaking with a friend or acquaintance. There’s an element of familiarity about it that makes your readers feel at ease, and warms them to the prospect of responding to your call to action. Some types of business casual letters include:

Sales letters, grand opening announcements, new product or service announcements;

Invitations to product unveilings or Open House/Customer Appreciation events;

Follow-up letters to previous contacts or those who already know you;

Regular updates to your existing client list (such as monthly bulletins or newsletters).

These types of letters are intended to give your readers a “warm and fuzzy” feeling. They’ll want to do business with you because they like you–you treat them the way you’d treat a valued friend.

Formal Business Letters

When the purpose of your letter is more serious, such as a collection letter or a letter to your attorney initiating a lawsuit, you’ll want to use a more formal tone of voice. This conveys a no-nonsense message that says, “I’m a professional, and I fully expect to receive the response I’m requesting.”

A formal business letter is polite, but businesslike, and written so the reader understands why you’re writing and what you want them to do. Nothing more, nothing less.

Some types of letters for which you might use the formal writing style include:

Requests for information;

Letters of reference or recommendation;

Cover letters;

Letters of complaint;

Collection letters;

Demand letters/cease and desist orders.

Although writing in a formal tone of voice may feel stiff and unnatural, it’s expected in certain circumstances, especially if your reader is too busy to read through a lot of fluff, or receives so much mail that your message ends up buried in a pile of papers that never sees the light of day again. Make your formal business letters high impact so they get the attention they deserve.

What To Write

The first paragraph of any letter is the introduction, the reason you’re writing. For example, if you’re responding to a request for information, your opening paragraph might say something like this:

“Thank you for your recent letter requesting information about us. Our company has been in business for the past _____ years, proudly providing our friends and neighbors in this community with the quality products and services they deserve. We’d be delighted to serve your __________ needs as well. Per your request, I’ve enclosed our company brochure.”

This sets out the tone and purpose of your letter and leads the reader to the next paragraph, which provides the substance of your message.

Try to keep the ensuing paragraphs brief but direct, using action words and short sentences to keep the reader reading. For letters to potential customers, you’ll want to tell them first what benefits they’ll receive from doing business with you, then tell them why you’re the solutions provider they should choose.

For letters in which you’re requesting something from your reader, such as a demand letter or a letter of complaint, set forth exactly what you want from them and why you’re entitled to receive it. If they owe you money, tell them

the date they incurred the expense,
the amount they owe you,
the deadline for paying you, and
the action you’ll take if they don’t comply.

Your closing paragraph sums up what you hope to accomplish with your letter, and asks the reader to take whatever action you desire. If you want them to buy from you, or give you a refund for a defective item you want to return, or publish your article, or quit parking their delivery van in your designated parking space, this is where you’ll say that. The last line should motivate them to do what you want, such as:

“I look forward to hearing from you this week so we can resolve this matter,” or “Please call me at your earliest convenience to schedule an appointment,” or “Don’t forget to mark your calendar for our Customer Appreciation celebration next Saturday. We hope to see you there!”

You can close with “Sincerely,” or “Kind regards,” or “Yours truly,” or whatever phrase works best for the type of letter you’re sending.

How To Format Your Letters

Regardless of the tone and purpose of your business letter, you’ll want to use the same format for composing both.

First, you need to include the date, then your name and address (if you don’t use letterhead), then the recipient’s name and address, and then, if appropriate, a subject line, like this:

Date

Your name
Your street
Your city, state, zip code

Recipient’s name
Their address
Their city, state, zip code

Re: The reason you’re writing to them

Dear Whoever,

Introductory paragraph. Tell them why you’re writing and what you hope to gain by writing.

Body of your message. Make sure you use proper grammar and punctuation and that your message is free of errors and typos. Your credibility is at stake here.

Closing paragraph. Sum up what your letter is about, and ask them to take action.

Sincerely,

(Leave 3 or 4 blank lines here, where you’ll write your signature)

Type your name

Enclosure [only use this if you're enclosing something else]

Remember, your business letters should state your message clearly, in a style that best suits their purpose, because they need to do their job so you can do yours better.