Different types of formal letters

Posted by Manjusha Filed in Business English

There are different types of formal letters.

Basically, they all have the same layout styles, salutation and endings. However, the information that you include in these letters differ. Here is a closer look at different types of business letters.

Inquiry letters

These letters are used to request more information about a product or service. You must clearly explain what information you are seeking. You may also ask for further details in the form of catalogs, brochures etc.

Sales Letters

Sales letters are used to promote new products and services. A sales letter must clearly state the advantages of using the specific product you are trying to promote. Ideally, a sales letter must highlight an important problem and then explain how that problem can be solved by using your product. All sales letters must include a call to action.

Acceptance letter

An acceptance letter is one that is written when you want to accept a job, a gift, an invitation, an honor, a resignation etc. You may have verbally accepted the job or gift. Still it is a smart idea to formally accept the offer with an acceptance letter.

Replying to an Inquiry

This is the kind of letter that you may have to write very often. Customers who make inquiries about your products or services are definitely interested in buying them. When you reply to these inquiries you have to provide as much information as possible. Your reply should prompt the client to take the desired action it could be subscribing to a service you provide or purchasing a product you offer.

Making a Claim

We are not always satisfied with the quality of a product or service we purchase. In that case, we will need to make a claim against unsatisfactory work. A claim letter must clearly express your dissatisfaction. It must also state what action you expect the service provider to take.

Here is a sample claim letter.

Adjusting a Claim

Your company may be offering the best products and services. Nonetheless, from time to time you may be called upon to adjust a claim. This type of letters must address the specific concerns of dissatisfied customers.

Apology letters

Business apology letters should be typed on a computer. Use a serif font, such as Times Roman. Once you have typed the letter, print it on good quality, white paper.

Cover Letters

A cover letter is one that is sent along with your CV when you are applying for a job. The purpose of a cover letter is to elicit a positive response from your prospective employers by highlighting the plus points in your resume.



(5 )

I variant.

I. Complete the missing words.

1. Those trousers look good. They really s... you.

2. We live in a d... house. Its nice not having neighbours right next to you.

3. I would buy a... furniture if I could afford it.

4. Shes the b of the family. He looks after the children.

5. I like your boots. The l looks really soft.

6. I asked the shop assistant for a d... because one of the buttons was missing.

7. I hate d... of any kind. People should always be treated equally.

8. I wish our neighbours would cut their h... . It looks terrible.

9. We havent got a garden? But we keep plants on our b... .

10. When Im relaxing at home I wear c... clothes such as jeans and T-shirts.


II. Underline the stressed syllable.

11. communication

12. pavement

13. predominant

14. engineering

15. catalogue

16. crisis

17. enjoyable

18. multinational

19. stupidity

20. evidence


III. Write these words. (They are all related to homes and furniture.)

21. /reIdieItә/ ...............................

22. /faIәpleIs/ ...............................

23. /pIktſә/ ................................

24. ./bælkәni/ ................................

25. /aIәn/ ...............................

IV. Complete the sentences with the name of an animal.

26. These days, most people prefer e-mail to ... - mail.

27. My brother, who left home without telling anybody, is the black ... of the family.

28. In Britain, cars stop at ... crossings.

29. He is so - headed. He never listens to anybody else.

30. The groom has a... party before he gets married.


(5 )

II variant.


I Complete the sentences with the correct form of the words in brackets.

1. I will always remember that day. It was ... (forget).

2. I am full of ... for you. You have done so well. (admire)

3. I can usually remember someones face, but I am at remembering their name. (hope)

4. ...I wont be able to join you for dinner this evening. (fortunate)

5. Im ... getting to know him. (gradual)



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