How Many Types of Letters are There

Introduction

A letter is used in the mode of communication from primitive times. Nowadays, it is extinct in the way of paperbacks. But it is still in use by means of mailing in professional and in business proposals. There are many types of letters which are classified as a means of purpose of writing. They all have different structure and rules to write.

Common Structure of Letter

The points are to be noted before writing a letter.

• There should be a heading for all types of letters.

• In the right corner, date should be mentioned when the letter is written.

• On the left side, the inside address should be mentioned.

• Next to it, the address of the receiver should be added.

• Greeting the receiver is an important part which is called Salutation.

• Body, which is the heart of the letter, comes next. It should briefly state the intention of writing the letter.

• Complimentary close will give a good impression to your letter.

• Typed signature which gives it a professional look.

Types of Letters

As discussed above there are many types of letters based on its use and structure 7 different types of letter. They are:

1. Sales letter

2. Claim letter

3. Adjustment letter

4. Enquiry letter

5. Quotation letter

6. Job Application letter

7. Social Correspondence

1. Sales Letter

• The work of a sales letter is to arouse interest in your product.

• So, the tone should be polite and the letter should give reasoning as to why they should buy your product.

• It should be with the benefits of the customer.

• Finally, it should induce him to take action.

Sample Letter

• All the sample letters contain only the body of the letter.

Dear Sir,

Summer is round the corner. And you must be thinking how to keep your office cool so that the work can go efficiently. We have an answer for your problem. Keeping in view your needs we have produced centralised A.C. for different capabilities. The enclosed pamphlet gives their detailed specialisations.

If you need our service, just fill the card sent with this letter and mail. Our executive will call you and give a plan for the installation of fully A.C. rooms. This technical advice is totally free. We provide guarantees for five free services and maintenance against all manufacturing defects.

If you place your order before 30 December, New Year and Christmas offer will be available with exciting discounts and EMI benefits.

Here is a unique opportunity and we trust you would make use of it.

2.Claim Letter

• It is also called a Complaint letter.

• It is written to the dealer from whom you have bought a product, about the defective or wrongly delivered product.

• Clearly specify what adjustment would you prefer.

• Address the letter to a senior officer of the organisation.

Sample Letter

Dear Sir,

We bought a Venus electric heater of 3 litres, from an authorised dealer. ARS & Co., in November 2022. After about 2 weeks it stopped working. When we brought this to the notice of the dealer, he got them checked and reported that there is fault in the inductors. Since there is a guarantee for 5 years, we asked to replace the inductors. But no action has been taken till now.

Your company has a good reputation and after getting good reports on this product from your company we bought this.

We believe that it might be some careless issue and are hoping to get the inductors replaced or a new heater as it is just 2 weeks worked. I trust you would take quick action in this and let us know what you would do with it. Copies of the bill and warranty card are enclosed.

3.Adjustment Letter

• It is a letter which answers the complaint letter.

• While writing an adjustment letter, convey the good news first.

• Explain the reason for the problem.

• Close the letter with the action which could be taken.

Sample Letter

Dear Sir,

Thank you for your letter dated 8 December, 2022

Our customer executive will contact you and provide service.

It seems that the inductors are not getting heat because of the damage in the filament. If it so, your will be replaced with a new heater. If it is some other problem, it will be serviced at free of cost.

We are sorry for what has happened but we will instruct our packing department to check the product before packing.

You would be glad to know about the New year and Christmas offers. We just enclose the brochure about the offers available.

Our customer executive would be happy to answer you, if you have any doubts.

4.Enquiry Letter

• A letter written to seek the information from other organisations.

• It may deal with simple matters such as the availability of a book with a publisher or with a matter of wider dimension such as the rates of the supply for a large number of goods.

• It should state reasons for the enquiry.

• Clearly state what information you are seeking.

Sample Letter

Dear Sir,

We are expanding our school library. We are interested in your publication books as they are so informative and lead in sales.

We came to know that you are providing door delivery. We would like to know whether the following books are available in the required stock and also the price of each book.

1. Oxford Dictionary – 30

2. English for competitive exams – 85

3. Story books collective of all genres – 550

4. Books on science and technology – 100

5. Basics of Computer – 120

6. Statistical theory on Maths – 70

Please indicate the terms and conditions apply. On hearing from you we shall take a decision quickly. Since we want our library to inaugurate from next month, I would be grateful for an early reply.

5.Quotation Letter

• A letter sent in reply to the enquiry letter is called a quotation letter.

• It contains the details and information asked in the enquiry letter.

• The information that you provide is similar to the sales letter but the is that a quotation letter is written in response to a specific enquiry.

Sample Letter

Dear Sir,

Thank you very much for your letter no. PD/8379, dated 10 December, 2022. We would be glad to deliver all the books you mentioned at short notice as they are readily available in our stock. The prices are as follows:

S.no Book Price / Book

1. Oxford Dictionary Rs.450

2. English for competitive exams Rs. 380

3. Story books Rs. 50

4. Books on Science and technology Rs. 400

5. Basics of Computer Rs. 300

6. Statistical theory on Maths Rs. 600

Other terms and conditions

• Discount of 25% on an order of Rs.10,000 and above.

• Free delivery at your doorstep.

• Despatch of goods within 2 weeks of the receipt of order.

I am enclosing a pamphlet giving details of all our books that we publish. If you are interested in any other item, please let us know.

We would be very grateful if you kindly send your institution order. A form for placing an order is enclosed. Just fill the form with the required quantity.

6.Job Application Letter

• A job application letter is written when you wish to apply for a job, putting its requirements against your qualification and experience.

• If they draft carefully, draft your application.

• A job application letter should be with personal details such as date of birth, address, contact number etc.

• Educational qualification beginning from High school to highest qualification, calling attention to courses which you feel help you qualify for the job.

• Experience – organisation in which you are working currently or worked, nature of duties and duration.

Sample Letter

Dear Sir,

Your advertisement for an English professor in the Hindu of 8 December, 2022 interests me because I believe I have the right qualifications and the requisite experience for the job.

After doing M.Phil., I have worked as an Assistant professor in NAC college for 3 years. During that time, I have done my Ph.D., and gained experience as a faculty. The following resume provides all the required details.

Resume

Personal Details

Name R. Rajkumari

Date of Birth 21.05.1993

Marital Status Single

Address 94, Krishna Nagar,

Coimbatore – 02

Education

I have been class in charge for 2 years and took active part in many paper presentations, which have given me an insight into the teaching techniques.

Experience

March 2019 to date: Assistant professor in NAC college of Arts and Science in scale of Rs. 15,000/month.

Awards

Won best faculty award for mentoring the winning team in the inter college level competitions.

Declaration

I declare that the above mentioned details are true to my knowledge.

7. Social Correspondence

• This letter is written to fulfil the social obligations.

• Some letters of this kind are letters of recommendations, introduction, congratulation, acceptance, and condolence.

• Letters written for bookings in rail, air, and hotels for business visits also fall into this category.

• The format of this letter does not need any formal addressing as it will reach you already known person such as friend / relative.

Sample Letter

Dear friend,

I am glad that you have won in the district level chess competition. Please accept my heartiest congratulations and wishes.

I wish you many more successes in future.

Convey my regards to your parents and sister. I’m waiting for your arrival during the summer holidays. Let us make some memorable days as we have now.

Conclusion

Writing a letter is an art which should impress the receiver with its uniqueness and neatness. A letter should not be lagging in its content, it should clearly state the intention of writing and should meet the expected action.