Business Letter Format - Types of Business Letters

The Business Letter is a writing message for a specific purpose: to sell, buy, thank claim, charge, etc. One comes across various types of business letters written for specific purposes. It is very important to know how to write such business letters as the business letter formats for each of them vary and most professional business letters can be categorized broadly into three main types based on their usage. These categories of business letters are as follows.

The Client to Business Letter Format

This form of business letter is written by clients, employees, job seekers or simply a junior authority within or outside the organisation and is addressed to a superior requesting action on any matter of personal or company interest. The tone of a client to business type letter is formal and assertive at the same time. Many a time’s job seekers have only this one opportunity to present themselves and impress their potential employer or on the other hand announce their intention to move on. Examples of this type of Business Letter include Application Letters, Statement of Purpose, Resumes, Cover Letters, Curriculum Vitae, Letter of Reference, etc. These types of business letters also include resignation letter and last day thank you mails. The format of Business Letters of this type can be found here.

The Business to Business Letter Format

Business to business type of letters are written for company to company communication and are more formally drafted than others and sometimes may be drafted ay an attorney on behalf of the company. These letters are written to make a sale, invite bidders, ask for critical information, to express interest in some of the companies work, request quotation, or simply terminate an agreement. Such letters are often written by Managers of senior executives of companies and require considerable deliberation and preparation for writing a business letter. The formats for such business letters can be found here.

The Business to Client Letter Format

An Example of Business to Client letter would be anything from an appointment letter confirming the appointment of the client or the new recruit, a recommendation letter from your university, Letter of Appreciation from the benevolent boss, a thank you letter written to a business team member or an associate, acknowledgment letter or letter of recognition for one’s contribution to the team. Such business letters are somewhat less formal and intended to please the client. However a really harsh termination letter or a critically drafted scrutiny letter or memo can also come under this type. Get more Business letter templates of this type here.

This site has made a sincere effort at providing you with all the information needed for you to write your business letters with style. Read more about the most commonly used Block format of writing business letters and check out the ready-made Business LetterTemplates on this site.

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Sample Job Transfer Request Letter due to Personal Reasons

Concentrating on your job while living away from your family is difficult and sometimes your family needs you while it may be facing problems. This is situation many young professionals find themselves in. Your work takes you places but also keeps you away from family. Often multinational organisations have an internal transfer policy to allow you to move to an office in the city of your choice.

The reason for requesting a transfer can be any of the following.

1.    Your family is facing some problems such as prolonged illness in the family

2.    You are getting married and want to settle in the city of your choice

3.    Your spouse has got a new job in a different city and you wish to shift your location

4.    You are simply not happy with the city you are living in or have become homesick

Its time you wrote your transfer request letter. Before writing the letter make sure you find out about your organisation’s transfer policies and would your transfer entail a change in job profile or change in teams.

Following is a sample template for Location Transfer request letter for personal reasons.

Vallabh Desai

Cyber City

Hyderabad, India

To,

Ranjan Krishnamurthy

Infosys Technologies

Hyderabad, India

Date: 07 July, 2016  

Subject: Request for Location Transfer

Dear Ranjan

Hope you find this letter in good health.

I am writing to you to request a transfer to our Mumbai office after the completion of the ongoing phase of our project by the end of September. As you know I am planning to get married by the end of this year and my spouse and family are well settled in Mumbai. I wish to initiate my personal transfer as per the company policy which allows relocation upon marriage.

Since our team does not work out of the Mumbai office I understand that I will have to join the new project team in Mumbai. Please let me know to whom I should initiate the knowledge transfer sessions to take over my responsibilities.

It was a wonderful experience working with this team and I have cherished memories here. But it’s time to devote quality time to my family.

Kindly accept my transfer request and initiate my transfer formalities.

Thank you and wish you the very best. Please let me know if any official information is required from my end to initiate the transfer.  

Warm Regards!

Vallabh Desai

Also write a thank you letter to your manager on he/she approves the request. Have a look at some of the other business letters including application letters on this site.

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Sample Job Acceptance Letter Format for Accepting Your New Employment

Congratulations on landing that great new job. Now that your new employer has formally made an offer of employment to you, it’s time you write a Job Acceptance Letter. An Acceptance letter is written to formally communicate your intent of accepting the offer or proposal to work you the new organisation. Usually employers require you to respond within a specified time period and also expect you to accept the terms of employment such as the compensation and job title formally.

While you send your acceptance, it’s also important to let your employer know your tentative date of joining and whether you would require any relocation assistance to help you ease into your new role. And of course don’t forget to thank your hiring managers and the recruitment team for helping you through the process.

Below is a sample job acceptance letter for your reference.

Krishna Rajan

Electronics City

Bengaluru, KN, IND

To,

Dipti Kothari

First Info Technologies

Bengaluru, KN, IND

Date: 02 July, 2016                                                            

Subject: Acceptance Letter for the Position of Senior Manager

Dear Dipti,

Thank you for offering me the position of Senior Manager with First Info Technologies. I am writing this letter to formally accept the offer with respect to the offer letter dated <Offer Letter Date>. Kindly note that my current organisation requires me to serve a notice period of three months i.e. 90 days from the date of my resignation. Accordingly I shall be available to join First Info Technologies on any date after 02 Oct 2016.

Kindly also share details of the relocation policy and allowance applicable for me. Please also share any other relevant joining related information relevant for me.

Once again thank you for support during the recruitment process. Looking forward to join the team!

Warm Regards!

Krishna Rajan

Also write a thank you letter to your contact which helped you land this job. Have a look at some of the other business letters including application letters on this site. 

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Sample Application Letter for a Sabbatical Leave

A Sabbatical leave is a temporary break from employment where you continue to be an employee of the organization but are moved out of the payroll. Many organization provide its employers an option to take a sabbatical leave for a duration ranging from anywhere between 2 weeks to a year. During this period you are not entitled to any benefits or compensation and nor can you represent your organization in any capacity. The period of sabbatical does not add up to your experience.

Many professionals these days apply for a sabbatical leave to pursue an entrepreneurial venture, explore a hobby, travel or work for a social cause. You will have to simply put in your Application or a sabbatical leave in accordance with your organization’s policies. In India Teach of India is one such social initiative inviting young people to dedicate a year to educating children.

Following is a sample application letter for sabbatical leave to pursue a social cause.

Adityan Kannan

89 Mangesh Street,

Chennai

Tamil Nadu

  

To,

Radhesham Tiwari

MLL Financial Corporation

Padur,  

Chennai,

Tamil Nadu

India

Date: 02 December, 2015

Subject: Application for sabbatical leave

Dear Mr. Williams,

I am writing this letter to request a one month sabbatical leave, beginning from 09 January 2016. My date of return will be 10 February 2017. As per my employment contract, I am giving one month prior notice and will do my best for smooth handover of my ongoing project.

I am looking forward to use this time to work with social entrepreneurs at Aastha NGO network to apply my skills and knowledge for social service by enrolling into “Teach India” program. The program is aimed at teaching poor children. I am also looking forward to return with renewed inspiration and energy.

Thank you for your support. Please do not hesitate contact me if you require further information.

Hope to see you all soon!

Warm Regards!

Adityan Kannan

Business Analyst

Also check out how to apply for a Maternity Leave.  

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University Application Letter Format

An Admission to that Ivy League University can change your entire life for good and every year thousands of students give a shot at securing admission into the institute of their dreams. Whether you get your letter of admission or not depends largely on your University Application Letter. An Application Letter for admission to an University must contain your academic qualifications, your background, work experience if you have any and most importantly your passion that drives you and what impact would you have on the society after passing out of the institution.

These days universities looks very keenly at the ethical and moral stands you are likely to take and affiliation to any social cause helps make that impact. Take a look at the below application letter written to the Indian School of Business, Hyderabad.   

Uday Chopra

Gurudwara Rd

South Extension I

New Delhi, Delhi 110003

To,

Program Director
Masters in Business Administration
ISB Hyderabad, India

02 April, 2015

Subject: Application Letter for admission in university

Dear Sir,

I am applying for the “Master of Business Administration” program at ISB Hyderabad starting in September 2015. My career ambition is to become a successful operations manager.

In High School, I studied Math, Physics, chemistry and Computer Science as major subjects. I completed my B.Tech in Electrical and Electronics Engineering in Amity University in April 2011 with an average score of 92 percent. I scored the highest average score in our department. Then I joined DLF as Project Engineer, where I work currently.

As my first exposure to Management studies, I took the course "Principles of Management" (P.O.M.) in my studies. I was especially surprised that despite having mastered technology, technology-wizards faltered at business and ran into bankruptcy. After attending your Open Day, I became acquainted with the fascinating study of Management. I want to study at your university and focus on Management studies since it gives me an opportunity to combine my technical knowledge and skills with the guidelines of management to become a superior leader.

Complementing my strong academic performance are my advanced skills in communication. In several of the projects during my job, I was responsible for building and leading our project team. As the team leader, I was responsible for not only my performance, but also the output of the workmen and supervisors under me.

I want to study at ISB because of your outstanding educational system, focus on gathering relevant work experience, and your excellent facilities. From speaking with students and professors from your university and other universities, I am confident of my decision. With many distinguished Industry Managers as professors, I know that I will gain expert knowledge at the forefront of Management.

Given my past history of commitment to excellence, I am confident that I will bring a high level of energy and enthusiasm to your program. I am sure to exceed your expectations, because of both my academic and interpersonal skills as well as the experience gained from my internship. I will enrich the program by enabling fellow students and professors to benefit from my ambitious and open nature. 

Thank you for considering my application, and I look forward to your acceptance. 

Sincerely yours,

Uday Chopra

You will have to attach a letter of recommendation from a professor or your employer to support your application and keep your transcripts and certificates ready, you will need them soon. A lot of students these days avail the services of an admission councilor to pick and chose their universities and prepare for interviews. If you have availed such services, tell us about them using the comments section below.

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Job Application Letter Sample – Job of Administrative Assistant

Whether you are applying for your dream job, making the next big career move or just applying for a fresh job just out of college, a job application letter will be your first communication and the first step in impressing your recruiter. A typical job application will have three main parts – your job application letter, your resume or a CV and a short cover letter describing your profile and suitability for the position.

A professional job application letter is basically a persuasive letter which should convince the interviewer to give you an interview. So it should also contain a very brief description about your qualification or experience which will make you a good candidate for the role.

Following is a sample application letter for a job of an administrative assistant, you can you this as a template to fill in details relevant to your purpose.

M.K. Andrew

1604, Bedford-Stuyvesant

Brooklyn

New-York

USA

H.M. Donald

MLL Engineering Corporation

44-06 48th Ave

Queens, NY 11377

USA                                     
26 September, 2015                                                            

Subject: Application Letter for administrative assistant

Dear Mr. Donald,

I am writing to apply for the Administrative Assistant position advertised in The New York Times dated 10^th December, 2015. As requested, I am enclosing a job application, my certification, my resume, and three references. The opportunity presented is very interesting, and I believe that my experience and education will make me a very competitive candidate for this position.

I have been working as Administrative Assistant at Drake and Luby’s Incorporation for three years. I support three engineers plus the head of the department. I'm an expert level Excel and MS Project user. I prepare project plans, status reports, identify areas that are behind schedule. I also assist as necessary with scanning engineering drawings, the filing and proper coding of originals.

Thank you for your consideration.

Sincerely,

M.K. Andrew

Job applications are tricky so you should give a considerable time to write a good one. Also check out the Top 10 Must Haves on your Resume and Cover Letter.

Help readers and aspirants like yourself by sharing your experiences in the comments section below and share this page on social media by using the links below.

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Sample Membership Application Letter Format for Club, Library or Gym Membership

Often membership into many reputed social clubs, libraries or health and fitness gymnasiums is strictly on invitation and recommendation only. You may be asked to write a formal application letter to request membership to such clubs or libraries. While writing a membership application letter you have to mention your credentials and the nature of your relationship with the invitee or the person who recommended you for a membership while subtly express your desire to be a part of the club.

Following is a sample club membership application letter which you can modify for library memberships, privilege banking account memberships, an application to open an account with a brokerage firm or for any practical purposes as you may like.

Tony Robinson

Mission District

San Francisco, CA, USA

To,

Jacob Willams

MLL Club and Resorts            

16, Pacific Heights,

San Francisco, CA, USA                                                                                               
Date: 02 July, 2015                                                            

Subject: Application Letter Format for Club Membership

Dear Mr. Williams,

I am writing this letter to request you for a membership in your club. I visited your club with my friend Mr. Henry Anderson who has been a member of your club for last three years. I was impressed with the ambiance, cleanliness and the facilities you provide. It was amazing to see the participation and by the end of the day I had made friends with many of the members.

I was previously a member of your club’s branch in Miami and was an active participant in many activities. I request you to accept my request for membership to your club and involve me in your club's social activities.

Thank you for your time and consideration.

Warm Regards!

Tony Robinson

Some clubs may ask for a recommendation from an active member or a committee member. Do check out how your recommendation letters should look like here. Also don't forget to check out other business letter samples we have ready for you.

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