Business Letters Do You Really Know What They Are
Business Letters Do You Really Know What They Are
On my two “Writing Aid” websites, there are well over two million visitors a year looking for information and templates to help them write. With so many visitors, I get a pretty good idea of what people are looking for when writing letters. In fact, a significant number of people arrive at my website based on the search term “business letter”.
Now the term “business letter” makes sense at first glance. But wait here! What exactly do you mean by “business letter”? Well, it turns out they are not sure. In many cases, it boils down to the person performing the search being involved in a kind of “business” (as owner or employee) and writing a kind of “letter” that relates to their business. Hence your search term “business letter”.
I often get emails from people who ask me if I have business letter templates or if I can write them a business letter. Without exception, I have to answer them and ask, “What kind of business letter, what is the specific purpose?” The fact is; “Business letter” is a very general term that can mean one of many different specific letter types.
Accordingly, the rest of this article will explain exactly what business letters really are.
Despite the widespread use of e-mail in commerce today, traditional business letters are still the main method by which the majority of companies officially communicate with their customers and other businesses.
This is especially true when companies want to formalize an agreement or agreement. So far, emails are great for all the preparation work, but most of the time, a formal business letter is needed to complete the business.
There are two general categories of business letters: business-to-business and business-to-customer.
Most business-to-business letters are written to confirm things that have already been discussed in meetings, on the phone or by e-mail among officials.
Can you imagine the letters that would have to go back and forth to cover all the questions and opportunities that can be dealt with in a one-hour meeting, a half-hour telephone call or a few short emails?
The main purpose of a typical business letter is to formalize the details identified in these discussions and provide all agreed additional information.
Over the years, certain general standards have emerged in the business world, with which the vast majority of businesses align their businesses to business correspondence. The 10 most important business-to-business letters that are being searched for on my websites with writing aids are as follows:
1. Thank you write
2nd introductory letter
3. cover letter
4. financial letter
5. Marketing letter
6. Sales letter
7. Project letter
8. invitation letter
9. Letter from the employee
Although the above terms are much more specific than the general term “business letter,” depending on the purpose of the letter, there are several types of each of the above letters. For example, a business-to-business “financial letter” might be: debt collection letter, credit approval letter, letter of denial, invoice, quotation, etc.
BUSINESS TO CUSTOMER LETTERS
There are many different types of business letters to customers. These include sales and marketing letters, information letters, order confirmation letters, order status letters and pick-up letters.
Similar to business-to-business letters, the business world has over the years developed certain general standards that allow the vast majority of businesses to create letters to existing and potential customers.
Of course, customer-to-business letters go the other way. These include: order letter, order status request letter, complaint letter and others.
Since these are customer-created letters, there is no particular expectation that they will meet a specific standard for writing letters. Usually they are treated like any other personal correspondence.
The 10 most important business-to-customer letters that are looking for popularity on my writing help websites are as follows:
1. Cover letter
2. Customer Relationship Letter
3. financial letter
5. introductory letter
6. Order status letter
7. Sales letter
8. Marketing letter
9. Announcement letter
Similar to the business-to-business letters discussed in the previous section. Although the above-mentioned business letter types are much more specific than the general term “business letter”, depending on the purpose of the letter, there are also several kinds of the letters mentioned above. For example, a “customer relationship letter” between businesses and customers may be one of the following: response to a complaint, follow-up with a new customer, interrupted service message, confirmation letter, special invitation, welcome to new customers, and so forth.
As you can see above, stating that you are looking for a “business letter” is not very helpful. They must be specific and define the purpose of the letter. that is, what exactly should the letter communicate with?
It is important not to confuse business letters with business letters. For example: cover letter, resume and resume letter, employment and college credentials, character references, termination letters, etc. are NOT business letters.
It may come as a surprise to learn that over 75% of all visitors to my main Writing Aid website are looking for information on how to write only the top 20 letters listed above. In fact, it turns out that 90% of the more than 1.5 million people who visit this site each year to seek help with writing letters are seeking help with one of 25 letters.
That’s why all of my letter writing toolkits focus on several variations of about 40 specific types of letters, covering over 95% of all letters ever written.