Summary of Types of Business Letters and Formal Communication
Types of Business Letters & Formal Communication Guide
Introduction
Business letters are formal written communications used between companies, organizations, customers, and other professional contacts. They follow clear structure and polite language to present requests, offers, orders, complaints, or responses. This guide breaks down common types of business letters, their purposes, structure, and practical examples to help you write effective correspondence even if you are studying remotely.
Types of Business Letters
Business letters can be grouped by purpose. Below are the most common types with short descriptions and examples.
Inquiry Letter
An inquiry letter asks for information about a product, service, or opportunity.
- Purpose: Request price, availability, specifications, delivery time, payment terms, or job details.
- When to use: Before placing an order or applying for something when you need more information.
Example: Dear Sales Team,
I am interested in your model X100 printer. Please send information about price, delivery times, and warranty terms.
Yours sincerely, Jane Doe
Offer (Quotation) Letter
An offer letter (quotation) provides details about goods or services available for sale, including price and terms.
- Purpose: Respond to an inquiry or proactively present goods/services for sale.
- Typical contents: Description of goods/services, price, delivery terms, payment terms.
Example: Dear Ms. Brown,
Following your inquiry, we offer 50 units of model X100 at $120 per unit, delivery in 14 days, payment within 30 days.
Yours faithfully, Sales Dept.
Order Letter
An order letter instructs a supplier to deliver specific goods or services.
- Purpose: Place an order.
- Typical contents: Product name/code, quantity, agreed price, delivery address, requested delivery date, billing details.
- How to send: By post, email, online form, or phone (but written confirmation is recommended).
Example: Dear Supplier,
Please send 20 units of model X100 to our office at 123 Main St. Delivery required by 15 September.
Yours sincerely, Procurement
Invoice
An invoice is a document requesting payment for goods or services provided.
- Purpose: Ask the buyer to pay the agreed amount.
- Typical contents: Invoice number, date, list of items/services, amounts, VAT (if applicable), total due, payment terms.
Example: Invoice No. 2025-001: Total due $2,400, payable within 30 days.
Complaint (Claim, Reklamace)
A complaint letter explains dissatisfaction with goods or services and asks for a remedy (refund, replacement, repair).
- Purpose: Report damaged, late, wrong, or missing items and request a solution.
- Typical contents: Order/invoice reference, description of problem, evidence if possible (photos), desired solution, polite tone.
Example: Dear Customer Service,
We received order 345 on 1 August. Several items were damaged. Please advise replacement or refund.
Yours faithfully, Customer
Reply to Complaint (Response)
A reply to a complaint acknowledges the issue, apologizes if appropriate, explains the situation, and offers a solution.
- Purpose: Restore customer confidence and resolve the problem.
- Typical contents: Apology or acknowledgement, explanation (if applicable), proposed remedy, any follow-up steps.
Example: Dear Mr. Novak,
We are sorry your items arrived damaged. We will send replacements by express delivery and refund shipping costs.
Yours sincerely, Support Team
Structure of a Business Letter
- Sender's address and date
- Recipient's address
- Salutation (opening phrase)
- Introduction: reason for writing
- Body: details and supporting information
- Closing: request or proposed action
- Complimentary close (closing phrase) and signature
Opening phrases are used to address the recipient politely.
Common opening phrases:
- Dear Sir or Madam
- Dear Mr Smith
- Dear Ms Brown
Closing phrases signal formality and relationship.
Common closing phrases:
- Yours faithfully (use when you do not know the r
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Business Letters Essentials
Klíčová slova: Business Letters
Klíčové pojmy: Business letters are formal and structured, Common types: inquiry, offer, order, invoice, complaint, reply, Inquiry asks for price, quality, delivery, or payment details, Offer includes description, price, delivery and payment terms, Order letters state product, quantity, price, delivery details, Invoices request payment with itemised totals and payment terms, Complaints describe problems and request remedy (refund/replacement), Replies to complaints should apologise, explain, and offer a solution, Use appropriate opening and closing phrases (Dear..., Yours faithfully/sincerely), GB vs USA differ in spelling, date format, and some closings, Send orders by letter, email, online form, or phone but keep written confirmation, Attach evidence for complaints and keep copies of correspondence