types of job application letter in business communication

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Chapter 19: The Job Application Process

Venecia Williams

Learning Objectives

• Explain how to prepare for the job search
• Describe the differences among functional, reverse chronological and combined résumés
• Discuss what features are required in each type of résumé
• Identify the main sections of a cover letter

A number of complex communication situations arise during the process of searching for, applying to, interviewing for, and accepting a new internship or job. The stakes are high as you consider how to position yourself as a professional in your field and it is deeply personal, so many people often feel unsure of themselves or nervous about this process. Your application materials are not just forms to fill out, but strategic and persuasive communications that will need to be customized for each potential employer and at every phase in your career. As with any type of communication, these skills take practice and preparation.

Starting the Job Search

The job search is more than finding a job posting for which you fulfill the requirements. This planning phase allows you to gather the information and language that you need to make yourself a strong applicant. It is important to know yourself and your field as you gather information.

Know Yourself

As you begin the process of finding and applying for employment in your chosen field, it is important to take stock of your education, technical skills, and the experiences and characteristics that make you an ideal employee and co-worker.  This self-assessment is the foundation for building strong job materials. Beyond evaluating your skillset, this is also an opportunity to take stock of the types of environments you will thrive in:

• Do you work better independently or in groups?
• Have you always imagined working for a large company, with the structure and perks that offers? Or do you see yourself working on a smaller team, perhaps taking risks for a project you believe in personally?
• Do you like developing new ideas and planning? Do you like seeing through a complex project to the finish?

Use this information as you search for potential jobs and evaluate employers. Seeking out a work environment and job that suits your strengths and preferences will give you an advantage in the job search and in your career.

Know Your Field

Use the resources available to you (career services, job websites, networking events) to find positions.  Go to career fairs or industry conferences and make connections.  Keep yourself informed and up-to-date on the projects and initiatives happening within your chosen field and especially of those employers that most interest you. This is not something you only do the night before a career fair or an interview – expose yourself to these ideas and discussions over a long period of time. These types of resources are a great place to get started:

• Organizations and conferences. Connecting with and simply being aware of organizations in your industry will expose you to current ideas and developments in the field. Most host conferences on a regular basis and even just reading the call for presentations or the titles and abstracts from a recent conference will introduce you to new terms and concepts, laying the groundwork for future learning or research.
• Company blogs or white papers. Most companies “talk to” the public or the industry in some way to manage public perception, promote accomplishments, and (often) recruit employees. These might be highly technical or more casual or promotional in tone, depending on the company culture, industry, and their goals; any of these provide valuable insights.
• Social media.  Following both companies and individual professionals will introduce you to their work, concerns, and developments in the industry. It also might make it easy for you to get exposed to these ideas as part of your regular online habits.
• Local networking or meetup groups. Professionals often hold events at a local level to meet each other and learn about what other companies in the area are doing. These might be purely social or they might include learning opportunities in the form of talks and presentations.

Soft Skills

In the process of completing the self-assessment, you probably discovered that you have lots of skills and strengths seemingly unrelated to your field. It’s important to remember that even unrelated experiences have taught you “transferable skills” – skills that may not be technically related but are considered important to any field. These “soft” skills are consistently ranked high on employer lists of desired attributes and include organizational skills, leadership abilities, teamwork experience, communication skills, problem-solving, meeting deadlines, and so on. In the job search process, it is important to be able to describe your previous experiences in language that employers recognize as valuable. Figure 19.1 lists some common skill attributes and ways to describe them.

Figure 19.1 | Phrasing for Common Skill Attributes

Know the Job

Oftentimes, a job description describes the “perfect” candidate. The advertisements are a long list of every possible skill, attribute, and set of experiences a company wants in a potential employee. However, realistically, very few people may have all the qualifications listed. Employers will likely have in the backs of their minds the skills they consider transferable or learnable, and it is in your best interest to figure out where the employer may be willing to make skill and/or experiential trade-offs.

When you find a job advertisement, read it several times and highlight keywords and skills. Note what specific qualifications are required for the position and the language used to describe these qualifications (such as “ must have ,” “ needs ,” “ should be ,” and “ ideally ”). Compare this to the qualifications you have that are the same or transferable and note how you can effectively and specifically describe your qualifications to address the needs and wants outlined in the job description. In your cover letter and résumé, it then becomes your mission to persuade the employer you should be interviewed (and then hired) based on your qualifications and transferable skills.

Designing an Effective Résumé

A résumé is a document that summarizes your education, skills, talents, employment history, and experiences in a clear and concise format for potential employers. The résumé serves three distinct purposes that define its format, design, and presentation:

• To represent your relevant professional information in writing
• To demonstrate the relationship between your professional information and the problem or challenge the potential employer hopes to solve or address, often represented in the form of a job description or duties
• To get you an interview by clearly demonstrating you meet the minimum qualifications and have the professional background help the organization meet its goals

Before you start writing, it is important to first consider the rhetorical situation for this particular type of communication. What is the intended effect? What are you trying to accomplish? Who is your audience? How will they be accessing and reading your document? Each decision you make about what to include in your résumé and how it should look should be made with these factors in mind, plus more, based on your knowledge of the specific employer or position.

What to Include in Your Résumé

Résumés have several basic elements that employers look for, including your contact information, objective or goal, education and work experience. Each résumé format may organize the information in distinct ways based on the overall design strategy, but all information should be clear, concise, and accurate. The content in your résumé should be carefully selected to present the best, most applicable qualifications for a particular employer.

Contact Information

The contact information section is often located at the top of the document. The first element of the contact information is your name. You should use your full, legal name even if you go by your middle name or use a nickname. There will be plenty of time later to clarify what you prefer to be called, but all your application documents, including those that relate to payroll, your social insurance number, drug screenings, background checks, fingerprint records, transcripts, certificates or degrees, should feature your legal name. You should also include your address, phone number(s), and email address. If you maintain two addresses (e.g., a campus and a residential address), make it clear where you can be contacted by indicating the primary address. For business purposes, do not use an unprofessional email address like [email protected] or [email protected] . Create a new email account if needed with an address suitable for professional use.

Career Objective

The career objective part of your résumé is relatively simple to customize for an individual application. Your objective should reflect the audience’s need to quickly understand how you will help the organization achieve its goals.

Summary of Relevant Qualifications

The summary of relevant qualification gives you the chance to highlight your relevant experience and qualifications, and it gives the recruiter an overview of what will follow in your résumé. List four to eight bullet points with qualifications or experience specifically connected to the job requirements. Note that some applicants opt to include career objective or summary of relevant qualifications.

You need to list your education in reverse chronological order, with your most recent degree first. List the school, dates of attendance, degree, and any certifications received. You may also want to highlight relevant coursework that directly relates to the position.

Work Experience

List in reverse chronological order your employment history, including the positions, companies, locations, dates, duties and skills demonstrated or acquired. You may choose to use active, descriptive sentences or bullet lists, but be consistent. Emphasize responsibilities that involved budgets, teamwork, supervision, and customer service when applying for positions in business and industry, but don’t let emphasis become exaggeration.

The skills section is optional but allows you to highlight a broad range of skills and qualifications, which can be useful. Include any applicable skills related to technology, communication and equipment.  However, keep in mind that you do not want this list to be redundant. If you can better show these qualifications through descriptions of your experiences, that will have more impact.

Other relevant qualifications

If you have received awards or honours; given presentations; published papers or other materials; or have other qualifications of note and relevance to the position for which you’re applying, you can list these in an appropriately named section on your résumé.

An activities section is not required, however, listing your involvement in activities in the community and professional organizations can reflect well on your interest in the field, your motivation, and your time management skills.

You may choose to include references at the end of your résumé, though simply writing “references available upon request” is more common (and often more appropriate).

Résumé Formats

Résumés can be formatted in a number of ways, but the three most common are functional, chronological and combination. Figure 19.2 describes each format.

Figure 19.2 | Common Résumé Formats

A chronological résumé, as illustrated in Figure 19.3, focuses on professional experience which is listed in reverse chronological order.

Whereas the chronological résumé focuses on employment history, a functional résumé, as shown in Figure 19.4, highlights relevant skills. A functional résumé is normally used when you do not have enough experience in the industry you are applying to or when you have many gaps in your employment history.

A combination résumé combines the reverse chronological and functional formats when both professional experience and skills are emphasized as demonstrated in Figure 19.5.

As you are planning what content to include in your résumé, know that information placed at the top of the document typically has the most impact. As you move down the page, though, lead with the most relevant, interesting sections, and organize the content to feature the experiences and skills that this employer will most value. You will have many questions about what you should and should not do as you are compiling and revising your résumé. You can try to find answers to these questions online, but once you know the basics, ultimately, you will need to make your own choices about the best way to present your qualifications.

If you are wondering whether or not to include a piece of information, focus on the audience’s needs.  Will they find this information valuable in making a decision about you as a candidate? Does it reveal something important about your skills, interests, and qualifications? Does it reveal something new about you that is not already revealed in the document?

If you are wondering how to present a piece of information, know that the options are endless, but, again, you will want to focus on the audience.  Is the content presented in a way that is easy to see and understand? Is it logically connected to the information around it?

Be confident as you make these decisions. There are fewer “rules” than you might think; the challenge is to create a document that is not just correct, but that strategically reveals you as a potential candidate for the job. You don’t want your résumé to look like a form or to be exactly like everyone else’s. Look for ways to include those things that express your personality and passion—the things that make you unique.

Additional Résumé Writing Strategies

Once you have chosen the appropriate format and have included the appropriate content, you need to review your résumé to ensure that the length is appropriate, action verbs describe your skills and experience and that the layout makes your résumé easy to read.

You may be tempted to extend your résumé to more than one page, but don’t exceed that limit unless the additional page(s) will feature specific, relevant information that represents several years of work that directly relates to the position. The person reading your résumé will more than likely be sifting through many applicants and will not spend time reading several extra pages if the content is not directly relevant.

Use strong action verbs

Strong action verbs are words that you should use to describe your activities throughout the résumé, typically beginning each bullet point in the experience descriptions. These words should be varied (avoid repetition), vivid (be specific, descriptive), and honest (don’t overstate your activities or experience).

Visual Design Considerations

The content and language in your résumé, as discussed in the previous section, is the first priority, as you figure out how to explain your experiences and show the employer that you meet the requirements for the position. The visual design of your résumé—the way the information is presented on the page—also deserves some careful planning and consideration because it has an impact on the way your audience will be able to read and understand the information.

Remember that your reader (e.g., an HR representative, a campus recruiter) might be reviewing many résumés in a row and perhaps reviewing them quickly. An effective visual design can help ensure that your résumé is accessible and that it makes a good impression, which will make them more likely to consider you a strong candidate!

Here are some simple things to keep in mind as you are finalizing the design of your résumé:

• Clear headings. Content needs to be categorized visually, with main section headings (e.g., Work Experience) and subheadings. Font size and type help visually organize the text on the page. All caps and bold are your best options for emphasizing headings and subheadings; italics and underlining are more difficult to read and should be used less often.
• White space. A résumé that is full of dense blocks of text becomes difficult to read. Our eyes need white space to help us understand how information is connected and how it relates to the content around it. Add space above headings and subheadings.
• Vertical alignment. To keep a document visually organized, similar headings and elements (e.g., a bulleted list) should fall along the same vertical line. This keeps the document clear and organized.
• Coherence and consistency.  The same types of information (e.g., company name, dates) should be presented in the same way—same text formatting, positioning in the section. This helps “train” the reader’s eye, making sure they know where and how to find the information.
• Fonts and typography.  To ensure that your résumé displays correctly and is compatible with Applicant Tracking Software (ATS), it’s best to use a common, standard, and professional font (Arial, Times New Roman, Tahoma). However, you can use more than one font—a serif font works well for headings alongside sans-serif fonts for body text.

Résumé Writing Tips

Here are four basic tips regarding how to approach writing your résumé:

• Create multiple versions. A résumé should be customized to the specific job you are applying for and adapted based on your knowledge of the employer. You should also consider how you will be submitting the document to determine the best formatting.
• Learn the conventions of your discipline. Not every professional context is the same. An engineer’s résumé will likely look very different from a financial advisor’s résumé simply based on the audience’s expectations.
• Eliminate errors from the document. Because the résumé is condensed and since it is used to evaluate you as a potential employee, there is little tolerance for typos or errors. Check grammar, spelling, design consistency, punctuation, and language. Then check it again and ask someone to review it.
• Update on a regular basis.  Even if you expect to stay in a job in the long term, take notes and gather information for your résumé every couple of months or after you finish a major project. It’s difficult to remember the details of a complex project after the fact, so having that information documented is a huge asset.

Writing the Application Letter

Traditionally, the application letter or cover letter is a formal letter that accompanies your résumé when you apply for a position. Its purpose is to support your résumé, providing more specific details, and explaining in writing why you are a strong candidate for the specific position to which you are applying. It should not simply reiterate your résumé; it’s an opportunity for you to make a case for your candidacy in complete sentences and phrases, which gives the reader a better sense of your “voice.”

As always, it’s helpful to start by first thinking about the audience and purpose for the application letter. What information does your reader need to glean from your letter? At what point in the hiring process will they be reading it?  As you draft the letter, consider what you would want to say if you were sitting across the desk from your reader. It should be written in a formal, professional tone, but you still want it to flow like natural speech; this will make it easier for your reader to absorb the information quickly.

What to Include

It can be helpful to think about writing the application letter in sections or “blocks.” This provides a basic structure for the letter. Once you have an understanding of this foundation, you can customize, update, and personalize the letter for different applications and employers.

Introductory Paragraph

Open the letter with a concise, functional, and personable introduction to you as a job candidate. This is your chance to establish the essential aspects of your qualifications and to set the themes and tone for the rest of the letter.

• Name the position you’re interested in (by exact name and number, if available)
• Clearly state that you are applying for the position
• Summarize your best qualification and how it’s relevant to the position
• Indicate you’ve enclosed your résumé for additional information

Optionally, you might also take the opportunity at the beginning of the letter to express your interest in working for this particular company and/or your passion for and interest in the field. This sets a nice tone and shows that you are engaged and enthusiastic. It is also an opportunity to demonstrate your knowledge about the employer and what they do.

Education & Academics Paragraph

The purpose of this paragraph is to paint a detailed picture of your training and credentials and how this is relevant to the position. Your opportunity in this paragraph is to explain the activities and knowledge you have gained and/or are developing that most matter for this position and employer. Carefully consider what the employer will value most about your educational experiences. If you have a lot of project management experience or several key experiences that you want to highlight, this information may be written in multiple paragraphs. Describe how your academics/training have shaped your understanding of the field you are entering and significant skills you are developing, but always tie it back to what the employer is looking for; stay focused on the information your audience needs and what they will care about.

Employment Paragraph

It is important for employers to feel that they are hiring responsible, reliable people. If you do have work experience in this field such as a previous job or internship, this is a perfect time to discuss that. If you have previous work experience not related to your field, this is your opportunity to describe the value of that experience—the value for you, but, more importantly, the value to your reader. Describe your previous work experience that shows you’re a good employee and explain how this is relevant to the position. Be specific about the company, the time frame, your responsibilities, and the outcomes/results. Focus on your relevant and transferable skills.

Other Qualifications Paragraph (if applicable)

Awards you’ve received, publications you’ve achieved, and your activities and involvement outside of your academic life and work experiences, such as community organizations, clubs, and volunteer work, are great pieces of information to include that show you are a well-rounded, motivated person with good time management skills. Personal, human connections are an important part of the job application process, and describing some of these activities and interests can help your reader start to feel a more personal connection. Describe your specific actions and involvement honestly, while still trying to connect to transferable skills and the keywords in the job posting.

Concluding Paragraph

As you conclude the letter, tie everything together, politely express interest in an interview, and end on a positive note. Reiterate interest in the position and the employer, and provide contact information.

Letter Formatting Considerations

Your application letter should use formal letter formatting. In today’s job market, where many applications are online, the letter might be delivered in a variety of different formats. For example, it might be a PDF file uploaded to an online application system or it might be simply sent in the body of an email. Make sure you submit your cover letter in the file format and way the job advertisement specifies.

Career Portfolios

A career of job portfolio, by definition, is a collection of samples of a person’s work, typically intended to convey the quality and breadth of his or her achievement in a particular field.  A career portfolio–whether a physical or electronic version–is a place for gathering and maintaining documents important to your career. Think of it as a dynamic, expanded version of your résumé where you document and demonstrate your education, experience, and skillset. Where résumés and application letters are limited due to their genre-specific natures, the career portfolio can contain anything you want prospective employers to see. However, this does not mean that it should contain everything. It’s important to be selective and to think about the items you choose to include.

As you gather documents, consider your chosen field.  What do employers in the field find valuable? What skills and abilities do employers in the field expect employees to have?  For instance, mechanical engineers might be expected to have design experience, project management experience, and effective communication skills. It might benefit a mechanical engineer, then, to include any schematics they have created, a strong project plan, and a writing sample or slide deck to document communication skills. Keep and maintain artifacts that showcase your strengths. Portfolios can be either electronic or physical.  A physical portfolio should be kept in an attractive binder, though an electronic version is easier to distribute and can be linked to on your résumé and LinkedIn profile.

Having a clear idea of your interests, qualifications and skillset are important as you embark on the job search. This knowledge will be useful to help decide which jobs suit your personal and career goals. While the information included in résumés tend to be standard, your presentation of the information can help you stand out as a strong candidate.

End of Chapter Activities

19a. thinking about the content.

What are your key takeaways from this chapter? What is something you have learned or something you would like to add from your experience?

19b. Discussion Questions

Discussion Questions

• After going through this chapter, is there anything you’d like to change about your current résumé?
• Conduct an online search for job advertisements that detail positions you would be interested in, and note the key job duties and position requirements. Prepare a résumé.
• When is a second page of your résumé justified? Explain.
• Conduct an online search for resources to help you prepare your own résumé. Write a brief review of the Web site, noting what features you found useful and at least one recommendation for improvement.

19c. Applying chapter concepts to a situation

Proposing a new software

Arya is an international student who relocated from India to Canada to pursue her master’s degree. Before relocating, she worked as a business analyst at MLK Global for five years. Arya is sure that she is an expert in this area and decides to seek a similar role for her internship. She finds a vacancy for a business analyst position at Intelcrow Financial Group, which is a world-renowned company. Arya hopes that if she is the successful candidate, her internship will lead to a permanent full-time role with Intelcrow.

Arya reads the job description and notices that the duties and responsibilities differ slightly from those of her previous job. However, she possesses skills and certifications that would help her excel in the role at Intelcrow.

Arya is worried she might not be considered for an interview because her experience is slightly different from what is required. She wonders if she should just lie about her experience and possibly get a chance at the interview or be completely honest and possibly miss out on this opportunity.

What advice would you give to Arya? Are there any other options?

19d. Writing Activity

Watch this video from TED.com on Looking for a job? Highlight your ability, not your experience.  Summarize the video. Do you agree that applicants should focus more on ability instead of experience?

Attribution

This chapter contains information from Business Communication for Success  which is adapted from a work produced and distributed under a Creative Commons license (CC BY-NC-SA) in 2010 by a publisher who has requested that they and the original author not receive attribution. This adapted edition is produced by the  University of Minnesota Libraries Publishing  through the  eLearning Support Initiative ,  Business Communication For Everyone  (c) 2019 by Arley Cruthers and is licensed under a  Creative Commons-Attribution-NonCommercial-ShareAlike 4.0 International license , A Guide to Technical Communications: Strategies & Applications by Lynn Hall & Leah Wahlin, which is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License and Online Technical Writing by David McMurrey and is licensed under a  Creative Commons Attribution 4.0 International License .

Guffey, M. E., Loewy, D., & Almonte, R. (2019). Essentials of Business Communication, Eighth Edition . Toronto, ON: Nelson Education /Cengage Learning.

Indeed.com. (2020, July 10). Resume Format Guide (With Tips and Examples). Retrieved July 18, 2020, from https://www.indeed.com/career-advice/resumes-cover-letters/resume-format-guide-with-examples

Chapter 19: The Job Application Process Copyright © 2020 by Venecia Williams is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

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31 Employment Applications and Resume Writing

Dr. Mani Shreshtha

1.      Module 31: Employment Applications and Resume Writing

2.      Learning Outcomes :

·         write a persuasive employment application letter

·         create a professional Resume

3.      Introduction :

Writing an employment application is probably a graduate students’ first interaction with formal business writing. An employment application is also referred as cover letter. An employment application provides an opportunity to the applicant to impress a prospective employer. An employment letter or cover letter is generally an accompanying letter to a Resume. It helps in creating a distinct position of applicant in the mind of an employer. A well written employment application can lead an employer to go through your Resume and increase the chances of you getting an offer. With the advent of email as a popular mode of communication in corporate sector, the employment application also adopted the paperless form. While communicating through email, an employment application becomes the main body of the email and Resume is send as an attachment. In all, a cover letter is an opportunity through which you can differentiate yourself from rest of the applicants.

4.      Self Analysis :

Before starting any activity to write an employment application or creating a Resume, it is very important for you to do a self analysis. A self analysis is am exercise for answering the question: who are you? Generally, we are having a feeling that we always know everything about us. But many a times we are only having a surface awareness about us. While writing a cover letter, we must get deeper information on the areas like skills, interests, and personal values held by us. A good self analysis can help you in better projecting yourself in front of an employer and hence getting closer to the job offer.

5.      An Employment Application / Cover Letter / Application Letter

A letter of application has a special relevance which differentiates it from other forms of letter writing. It possesses a quality of a persuasive sales letter where the applicant is trying to convince the prospective employer to buy a product. In this case, the product is ‘You’. Just like in sales letter, you should present the features of the product that might appeal the reader. You should also mention about the benefit the prospective employer will get after selecting you. Generally, two types of cover letters written. One doesn’t include Resume while other includes it. The first type of covering letter mentions everything about you such as qualifications, skill, experience, personal information etc. As it is a detailed letter, it is relatively lengthy. Employers sometimes get irritated to see such lengthy letters. In the second type of covering letter, the application is divided into two parts: a brief application and a detailed Resume. In the brief application, reference of the job   advertisement along with your most significant attributes related to the job is mentioned. On the other hand, a Resume provides detailed information about your personal profile, skill set, experience, achievement, references etc. Second type of covering letters is more popular among the employers for their specificity of purpose.

5.1. Application Letter Structure : Before drafting an application letter, it is important to understand various parts of its structure.

5.1.1. Address of the applicant and date: It includes the address of the person who is writing the employment application. It is important to mention the complete address for better correspondence. The applicant’s address should be mention at the top of the letter and aligned left. It must be in line with the left margin. The date of writing the application must be mentioned below the applicant’s address. Format of date should be correct. Write month first then date followed by comma and the year. For example:

July 24, 2002 and September 2, 2002

5.1.2. Employer’s name and address: In this part, name and address of the employer is mentioned. Provide atleast spaces below the date and the employer’s name. Again, left align the matter. It is important to correctly spell the name and designation of the employer. A mistake of misspelt names can be fatal for your chances of getting a job.

5.1.3. Salutation: It means greeting the receiver of the mail. It indicates the courtesy extended by the applicant to the prospective employer. It also specifies the receiver of the message. While addressing the receiver of the application, it is preferable to write Dear Sir rather than writing Dear Mr Sehgal .

5.1.4. Main content of the letter: Main content in the letter should be written as per the guidelines of writing effective letters. Broadly, matter need to be organized, sequenced, checked grammatically, include vital information, and properly formatted. While writing this part, it is important to check whether we are using a detailed or brief format.

5.1.5. Closing: An application letter must drive for action in the end. Also a complement should be added in the end. The complementary close must go with the salutation. For example: Yours faithfully, yours respectfully, your truly are the more popular complementary closes. But the usage of ‘ Sincerely ’ or ‘ Sincerely yours ’ is preferred during formal communication.

5.1.6. Signature: A signature is distinctively marking the name of the applicant in ink on a paper. Below a signature, name of the applicant is mentioned. Nowadays, digital signatures can be created and used.

5.1.7. Enclosures: Enclosures are mentioned below the signature and name of the applicant. It indicates the list of documents that are attached with the application letter. Enclosures can be mention as ‘Encl:’ and list of documents attached is mentioned in front of it.

Format of an Application Letter

   5.2. Developing the message for application letter : The content developed for the message must be properly organized and presented in the application letter. For that a logical approach is followed. The total content is divided into three parts: opening, middle and end. Every part is having its own relevance. Purpose of opening part is to gain attention of the reader. Middle part of the letter mentions about the data and details of the applicant. The end part of the letter puts a request by you asking for an action.

5.2.1. Attention gainer opening: This is the introductory paragraph of the letter. It must bear all the qualities of a sales letter. It is worthy to remember that receiver of the letter might be of senior position and very busy. So, your writing must gain desirable attention, right from the beginning. Examples of some of the distinctive openings are as follows:

•  Stan Consulting and RR Capitals. Both these companies provided me a chance to prove my ability in the field portfolio management. For last one year, I am working for JJ Finance, where I am heading a financial restructuring team responsible for optimisation of investments in South-East Asia.
• Please refer to your advertisement No. AAJ/456 in The Times of India dated September 6, 2002 for the post of Copy Writer. I wish to be considered for this post.
•   Dr JK Singh, Professor in Marketing Management and my mentor has forwarded to me a possible opening in your organization as a Marketing Manager. I am associated with professor Singh for last four years and got sufficient qualification and knowledge to justify my candidature as Marketing Manager. Here is what I have to offer.
• Are you in need of a Marketing Manager? Handling a marketing team of 50, instrumental in designing marketing plans, sound market understanding, and an achiever. These attributes and experience lead me to approach you for the position of a Marketing Manager.

5.2.2. Informative middle paragraph: This part of the application letter is used to provide a justification and proof of what you have claimed in the attractive opening paragraph. It acts like a persuasive paragraph. While mentioning any information in this paragraph, an applicant must take care about connecting the information with the requirements of the advertised job. The reason being, the employer would be interested in knowing those specific qualities in the applicant which are essential and desirable for the completion of a job. In this paragraph, do not forget to highlight your achievements and performances. Such information might lead the prospective employer to your Resume for details of contributions. You can also present the information related to your education, work experience, interest areas, and personal qualities. Examples of some of the information for the middle paragraphs are as follows:

•  My internship at KCL Bank honed my skills to handle day to day queries through understanding the perspective of customers. The training also allowed me to apply my theoretical understanding of customer relationship management in solving real time issues at the bank.
•   In my major, I studied marketing with a specialization in consumer behaviour. My CGPA indicates effort put in by me especially during the research project on ‘Perceptual Mapping of Mobile Service Providers in the National Capital Region’.
•      I got a black belt certification for training program on six-sigma, proving my proficiency in handling quality related issues.
•   In addition to the above achievements, I am a team player and gel very well in diverse environments.
•  I lead a State level team at National Basketball Championship held at New Delhi on November 8, 2005.
•  Six years of work experience at the country’s top most retail store have given me insights regarding changing preference of customers in the retail sector.

5.2.3. Action oriented end paragraph: The end part of the application letter must lead to the action proposed in the close. Decision about the action sought is totally at the discretion of the applicant. Depending upon the purpose, a desired action can be driven. An action could be a request for a meeting, an invitation to discuss further, asking for a reference check. It is not advisable to request for offering an employment in the first communication. The action words should be clear and specific. You should not sound too aggressive or pushy while closing the letter. Also, end paragraph presents information related to your contact detail such as email address and phone number. An Examples of some of the information for the end paragraph are as follows:

• These brief facts and the detailed information in my Resume justify my suitability to the job of Operations Manager. Please let me know a suitable time and place for further discussions on the issue. You can contact me at 0 78 78 45 12 56 during weekdays to arrange for a meeting.
• My educational qualification and experience have equipped me to work as a Operations Manager in your organization. May I meet with you to further discuss about how I can contribute more to your organization as a Operations Manager. You can email me at [email protected] or call me at +91 77 90 97 93 87 to arrange an interview.

Example of an Employment Application Letter

6.      Resume / Curriculum Vitae / Bio- Data

A Resume is a summary document that provides information regarding your education, work experience, skill set etc. It is generally used to highlight specific competencies for a given job opportunity. Curriculum Vitae (CV) and Bio- Data are the other popular terms associated with Resume. Although these terms are used interchangeably but there exists a slight difference among them. A curriculum vitae is a more comprehensive and detailed document when compared with Resume. Length of a CV is longer than that of a Resume. On the other hand, a Bio- Data is defined as one’s life and work experiences. In a bio-data, focus is given on providing personal  details such as date of birth, height, weight, colour of skin, photograph, and nationality. It is more traditional in comparison to its counterparts. For the matter of simplicity, we will only discuss about Resume as a tool for applying to an employment opportunity.

    Preparation of a Resume involves collecting the relevant information pertaining to the applicant and arranging it in a logical and aesthetic manner. The information is related to applicants’ career objective, work experience, education, personal qualities, personal information, skill set, and references. Each of the information should be arranged in a reverse chronological order. It facilitates the reader to know your work experience or education from present to past.

Example of a Resume

7.      Summary :

An effective employment application or cover letter can bring an applicant closer to a job. A cover letter serves two purposes; firstly it helps in creative first impression on the prospective employer. Secondly, it leads the reader of the letter to the Resume. Before deciding what to write in a cover letter, it is important to do a self assessment exercise. This exercise will help you in knowing more about ‘you’.

A covering letter is having several structural elements such as address of the applicant, date, name and address of the employer, salutation, main body, closing, and signature. Main content can further be divided into three subparts namely opening, middle and end. Opening paragraph must gain attention of the reader. In the middle paragraph of a covering letter, applicant should mention data based details justifying the candidature. Finally, the end part should indicate an action request closing.

A Resume is summary of applicants’ education, skill set, work experience, personal qualities and personal details. The total information about the applicant should be logically and aesthetically presented to the prospective employer. An attractive Resume can bring an applicant closer to the final placement.

Few important links to learn more about Employment Applications and Resume Writing:

• https://owl.english.purdue.edu/media/pdf/20080218121324_723.pdf
• http://www.macalester.edu/dotAsset/85c89425-1bdc-4135-973b-aebe825c38fe.pdf
• https://studentaffairs.stanford.edu/sites/default/files/cdc/Stanford_CPH_12-13_06-Resumes-CoverLetters.pdf
• http://www.bucknell.edu/documents/CDC/Creating_An_Effective_Resume.pdf
• http://www.vaughn.edu/assets/downloads/resume-writing-tips.pdf

Did you know?

You can also mention these 4 things in your Resume:

• Volunteer Work : Giving time to a local non-profit you’re passionate about What it Shows : Leadership, project management
• Professionally Relevant Hobbies : Writing, photography, or computer programming What it Shows: Your accomplishments, creativity, and portfolio—plus the initiative you’ve taken in creating them
• Non-Professional Experiences : Study abroad, side jobs, running a blog What it Shows : Initiative, good use of your time off (especially if you have a gap in employment), plus any language skills or technical skills you acquired in the process
• Interests : A non-profit cause, athletic activities, open-source projects

What it Shows : Culture fit, personality

For details access the source.

Source: http://www.forbes.com/sites/dailymuse/2012/02/02/4-things-you-didnt-know-you-could-put-on-your-resume/

Points to Ponder:

• An effective cover letter creates good first impression on prospective employer.
• Doing a self- assessment is imperative for creating an effective Resume.
• An employment application letter should be written as per the format.
• A cover letter should lead a reader to the Resume.
• While drafting a cover letter, opening should be attention getting.
• Resume must include education, skill set, experience, personal details.

An attractive Resume can bring an applicant closer to the final placement

Business growth

Business tips

How to write a business letter: Formatting guide + template

There may be no more comically vague term in the entire business world than the word "business." It means so many things that it really means nothing, and yet you're reading this right now because you probably have a specific business-related need.

You might argue that any letter composed in a business setting could be considered a business letter—and you'd be more or less correct. But with such an impossibly wide and unspecific range of applications, how are you supposed to do business lettering right?

Whatever purpose you have for engaging in this epistolary practice, there are certain rules, expectations, and formatting specs you need to know. Here's how to write a business letter of just about any type in a way that gets the job done.

What is a business letter?

Types of business letters.

There are a lot of different types of business letters because a lot of business things happen at businesses. That's just business facts.

But there are a handful of typical business letter purposes and structures for use cases, ranging from sales to hiring to procurement. Here are some of the most common ones. 

Sales letter: Sales teams use these to pitch a product or service to potential customers.

Business inquiry: This letter is a formal way to ask a company for more information about their products, services, or job openings.

Request for information: Called an RFI for short, this is used to gather detailed information about potential vendors' products or services.

Cover letter: This general introduction letter summarizes an attached document like a resume or job application.

Offer letter: A hiring company sends this to successful job applicants to formalize the hire and outline the details of the position.

Letter of recommendation: A more senior professional who knows you sends this with your job application to get the hiring committee hyped to hire you.

Acknowledgment letter: You can use this boilerplate letter to let someone know you've received something from them.

Letter of resignation: A more formal way to say "I'm quitting," this gives HR dated documentation of your timeline and possibly rationale for leaving.

Parts of a business letter

While the details will vary pretty widely depending on what you're writing it for, there are four essential parts of a business letter that will almost always be there: heading, salutation, body, and sign-off. Here's what goes into each.

These basic details should open any business letter. They'll generally be left-justified at the top of the document, listing:

Your return address

Your contact information

The date the letter was/will be sent

Recipient's address (optional)

In some cases—particularly if you're sending a physical letter to a company—it can be helpful to include the recipient's address in the heading as well. In the digital age, it's not as important since you'll likely send this as an email or attachment. When in doubt, it doesn't hurt to include it, as it can also show you've done your homework. 

Letters don't usually have big title headers labeling them as something generic like "Business inquiry" or "Business letter." But if you're writing one for a well-defined purpose for documentation, like a letter of resignation or offer letter, you could consider it.

2. Salutation

Below your header, you can't just jump right into requesting a quote or quitting a job—you've got to greet the reader. This will go on its own line, equidistant from the heading to the body.

In a business context, you want to be formal but not stilted. "Hey!" won't be taken seriously, while "Greetings, Sir" comes across like an alien trying to act like a human. 

"Dear _____," is always a safe choice. Fill in the recipient's full name or replace their first name with a title like "Dr." or "Professor." Always use a name if you can find one. If you can't, use a generalized stand-in like "Dear [company name/department] hiring committee" or "Dear [company name] board of directors."

When in doubt, you could do worse than "To whom it may concern," but it's a little on the impersonal side and should be avoided if possible.

If the heading is the table and the salutation is the plate, the body of the business letter is the big steaming scoop of casserole. This is where you make your case, ask your question, or shoot your shot. This usually takes up the largest portion of the letter, which kind of muddies my analogy.

Body sections can be as short as one sentence—something like "We have received your request and will respond within two business days." But in most cases, they'll be upwards of a few paragraphs. Again, there are no rules for the number of paragraphs. But for longer messages, it can help to map out three:

Paragraph 1: Greet the reader, introduce yourself, and state the purpose of your letter.

Paragraph 2: Follow up with the details of your message. Any background info they need to know or extra context can go here as you make your point.

Paragraph 3: Wrap it up with a quick summary of your main point, let them know what they can do next or what you'll do next, thank them, and close out.

Here are a few pro tips for writing this section:

Focus paragraphs. Each paragraph after the introduction should have one specific focus. Bonus points if you can convey what each paragraph is about in the first sentence.

Be concise. Most professionals have a lot on their plates (to bring the analogy back). Stick to the point, and only include details that are absolutely necessary in the context of the letter.

Adapt the voice. Business communication should be formal and polite but not stilted or effusive. However, if the company you're writing to has a very clear voice and you're writing for a personal matter (e.g., applying for a job), consider adapting your voice to match theirs.

Close it out. Wrap up the body with a conclusion paragraph that succinctly summarizes everything you just said in a couple of sentences.

Next steps. Make sure your recipient knows what to do once they've finished reading. Include actions ("See attached…"), requests ("Please let me know…"), expectations ("I look forward to your response"), or suggestions ("Please consider…").

4. Sign-off

Once you've made your point, all that's left is to stick the landing and get out of there. Every business letter should have a closing section that shows you're finished and gives the recipient clarity on next steps.

Sign-off: Like "Dear" in the salutation, "Sincerely" is a safe sign-off to follow the body with. Depending on the context and familiarity, alternatives like "Best" or "Gratefully" can also work, but this isn't somewhere you want to take risks.

Typed name: Since most people's signatures are borderline unreadable, type up your name below the signature. This leaves no question as to who you are and how to spell your name.

Enclosures: Lastly, if you have any enclosed documents accompanying the letter, don't forget to include them.

How to write a business letter

So you know what a business letter is, what goes into it, and how to structure it. Now it's time to write it. Here's how to write a business letter for just about any occasion in six steps.

1. Identify your purpose

Once you have a defined purpose, translate it into words you can inject into your first body paragraph. Your purpose should encompass your needs, who you need to communicate those needs to, and why that person is relevant to those needs.

2. Find a contact

Every letter needs a recipient. While you can employ the generic "To whom it may concern," that lack of specificity also signals to the recipient that you're not invested enough to know who you're talking to.

3. Follow a consistent format

Business letter formatting should be like underwear: foundational but unnoticed. If the reader is thinking about your formatting, you've probably done something wrong.

The key to formatting is consistency. Maintain the same font, size, spacing, and margins throughout the document. When in doubt, left-justify all the text, but you can also consider these professional letter format options:

Block: Everything is left-justified with no additional indents to the first lines of paragraphs. Instead, you'll have an extra space between paragraphs. To avoid huge white spaces, you'll want to maintain 1"-1.5" paragraph spacing—ideally 1" or 1.15". This is a can't-miss standard option.

Modified block: A variation on block formatting, this one's a bit more dynamic. Start with block formatting, but add a twist: move non-paragraph elements like the heading, sign-off, and signature to the right margin. It's a small difference but a more visually engaging one.

Semi-block: Like block formatting, everything is left-justified in this format. The difference is that new paragraphs have indented first lines, generally 0.5". Since this visually differentiates new paragraphs, you should cut out any additional spaces between paragraphs. Keep this one at 1.5"-2" paragraph spacing, ideally double, to promote readability. This is a more formal option.

4. Write with intention

You'll spend most of your time in the body section, and that's where you'll really drive your point home. Every paragraph should contribute to the purpose you identified from the outset, and every word should advance your goal. 

As you write your body paragraphs, it's crucial to maintain a consistent, professional tone. Keep it in the second person—since you're writing to an individual, address them as "you" when you need to refer to them.

Writing an effective introduction

Turning your rough ideas into full letter bodies

Giving you new phrasing options

Rephrasing your own words into a different tone

Adding humor or other personal touches

Giving you suggestions for improvement

5. Keep it short

This goes for your paragraphs and your letter as a whole. No one wants to sift through huge blocks of text to get to the point of a letter they know has an actionable intention.

There's no hard-and-fast rule here—it's really more of a feel. But generally try to limit paragraphs to four to six lines. If possible, keep the entire letter to one side of one page. 

6. Copy edit

Do I believe that meaning is fluid and grammar is a subjective construct? Yes and yes. Do I believe business letters should be as grammatically sound as possible? Also yes.

Business letter format example

By now, you may be wondering what a business letter looks like in practice. More specifically, you may be wondering what an AI-generated RFI about Guy Fieri's free Food Network cooking classes looks like. Incredibly, that's exactly what I've got for you in this very section.

For reference, I used standard block formatting.

Business letter template

This simple business letter template should give you the foundation you need for just about any use case. Just replace the text with your information, delete the sections you don't need, copy edit, and you're ready to go.

Here are a few additional tips for customizing it:

Font: We opted for a Zapier-style font, which can suit more casual digital business messaging. But for an even more formal look, opt for the traditional Times New Roman.

Date: This should be the date sent, not necessarily the date you start the draft.

Recipient contact information: Exclude this if it's not available or relevant.

Enclosures: Exclude this if you're not enclosing any additional documents.

How to write a business letter with automation

Save new google docs documents to onedrive.

Automatically create a Google Docs document every week

Send email via Gmail when there is a new Google Document

Create new Google Docs before a Google Calendar event

Business letter FAQ

How do you write a simple business letter.

Here's how to write a simple business letter:

Put your name and address in the top-left corner.

Below that, type the full date.

Follow that with the recipient's contact information.

Start the message with a salutation like "Dear [name]."

Open the message body by introducing yourself and the purpose of your letter.

Write as many paragraphs as you need, but try to keep it to one page.

Below the body, write a sign-off like "Sincerely," followed by your signature and then your typed name.

If enclosing documents, list enclosures below that.

What is the correct format for a business letter?

Most business letters have a block format. This has 1" margins on all sides, standard 12-point font, single or 1.15" spacing, a space between paragraphs with no first-line indentations, and left justification for all text.

How do you start a professional letter?

A professional letter should start with "Dear" followed by the recipient's full name. If the recipient has a title like "Dr.", include that as well. If you don't have a specific recipient, use "To whom it may concern." 

Related reading:

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Bryce Emley

Currently based in Albuquerque, NM, Bryce Emley holds an MFA in Creative Writing from NC State and nearly a decade of writing and editing experience. His work has been published in magazines including The Atlantic, Boston Review, Salon, and Modern Farmer and has received a regional Emmy and awards from venues including Narrative, Wesleyan University, the Edward F. Albee Foundation, and the Pablo Neruda Prize. When he isn’t writing content, poetry, or creative nonfiction, he enjoys traveling, baking, playing music, reliving his barista days in his own kitchen, camping, and being bad at carpentry.

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Job Application Letter Format and Writing Tips

• Tips for Writing an Application Letter

Job Application Letter Format

Job application letter template, job application letter example.

• Job Application Email Example

A job application letter (also known as a cover letter) is a letter you send with your resume to provide information on your skills and experience. This letter is your chance to “sell” yourself to an employer, explaining why you are an ideal candidate for a position.

When you write your job application letter, it’s essential to pay close attention to formatting . There’s a right way to format a cover letter; deviate from the standard guidelines and hiring managers may drop you from consideration.

In fact, anything that makes your job application letter appear less than professional can prevent hiring managers from taking you seriously as a candidate. Make sure your cover letter is formatted properly and is free from errors before you send. 

Tips for Writing a Job Application Letter

Do not copy your resume. A cover letter is a sales pitch. The purpose of this letter is to convince the hiring manager that you’re a strong candidate and to highlight your relevant experience and abilities. Your application letter should show how exactly your background makes you a good fit for a particular position. In contrast, your resume is a general record of your experience, education, and accomplishments.

Tailor each application letter to the job. As mentioned above, emphasize in your letter why you are an ideal candidate for the specific job. This requires that you personalize each letter to fit the company and position. Match your qualifications to the job posting by highlighting the skills, experience, and requirements listed in the description.

Be professional. Application letters have a fairly rigid format—as hiring managers read your letter, they will expect to see certain information included in set areas. You have freedom within the structure to be personable, but it is important to stick to a certain level of formality. Pay particular attention to the professionalism of your salutation . You wouldn't, for instance, want to refer to the letter's recipient by their first name unless specifically requested.

Carefully proofread. Employers are likely to overlook an application with a lot of errors. Therefore, read through your cover letter, and even consider asking a friend or career counselor to read the letter. Proofread for grammar and spelling errors. Be particularly mindful to spell the letter recipient's name correctly, as well as the company name.

Follow business letter format. Use business letter format when writing your letter. If you’re sending a typed hard-copy letter, be sure to lead with a paragraph containing your address, followed by the date, followed by the address of the recipient. If you’re sending an email, you can omit the address and date sections.  

Decide whether to send a hard copy or email. The main difference in formatting an email application letter is that you need to include a subject line that clearly lays out your purpose for writing, e.g. “Graphic Designer—Joe Smith.” And, instead of placing your contact information at the top of the letter, as you would in a hard copy, you'll include it below your signature.

Since your application letter will be accompanied by your resume, make sure the letter does not duplicate your resume exactly.

Use this formatting information as a guideline when writing your customized application letters , so you know what information goes where.  

Contact Information Name Address City, State Zip Code Phone Number Email Address

Employer Contact Information (if you have it) Name Title Company Address City, State Zip Code

Salutation Dear Mr./Ms. Last Name, (leave out if you don't have a contact)

Body of Application Letter The body of your application letter lets the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow up. See below for a paragraph-by-paragraph breakdown of the body of the letter.

First Paragraph The  first paragraph  of your letter should include information on why you are writing. Mention the job you are applying for and where you found the job listing. Include the name of a mutual contact, if you have one. You might conclude by briefly and concisely saying why you think you are an ideal candidate for the job.

Middle Paragraph(s) The next section of your application letter should describe what you have to offer the employer.

It can be a single paragraph, or you can break it up into a couple of paragraphs. If the section gets lengthy, you may use bullet points to break up the text. Remember, you are interpreting your resume, not repeating it.

Mention specifically how  your qualifications match the job  you are applying for. In this portion of the letter, make your case for your candidacy.

It can be helpful to spend some time researching the company —this knowledge and insight helps you make an informed and persuasive argument for your candidacy.

Use specific examples whenever possible. For example, if you say that you have lots of experience working successfully on team projects, provide an example of a time you worked in a group and achieved success.

Final Paragraph Conclude your application letter by thanking the employer for considering you for the position. Include information on how you will follow up.

Complimentary Close (examples)

Signature (for a hard copy letter)

Typed Signature

Download the job application letter template (compatible with Google Docs and Word Online) or see below for more examples.

Melissa Brown 11 South Street Harbor View, Maine 04005 555-555-5555 melissa.brown@email.com

July 14, 2021

Jason Rivera Human Resources Director Avery Solutions, Inc. 700 Commerce Way Harbor View, Maine 04005

Dear Mr. Rivera,

I was excited when my former colleague, Stephanie Taylor, told me that you were hiring for a Human Resources Specialist at Avery Solutions.

Stephanie has told me how important teamwork is to your group at Avery, and how much you need an HR Specialist who can fit in with the department and hit the ground running on day one. I believe that I am the ideal candidate for your team.

In my current job at Smith Group, I created and run our onboarding program, including organizing background checks and new hire orientation. I also have extensive experience in:

• Data reporting/data entry on HRIS software
• Recruiting and hiring processes, including creating job descriptions and postings, screening resumes, and scheduling interviews
• Producing company events, such as the annual company-wide picnic (100+ employees from across the country)

I’d love to speak with you about my qualifications and what I can do for your team. I’ve attached my resume for your consideration. Please don’t hesitate to contact me on my cell at 555-555-5555 with questions or to arrange an interview.

Best regards,

Signature (hard copy letter)

Melissa Brown

Job Application Email Example 

Subject Line: George Woo – Editorial Assistant

Dear Ms. Cortez,

I was excited when Ada Wilson told me that you were looking for an editorial assistant with a background in rights and research and a passion for digital media. She suggested that I throw my hat in the ring, and I’d love the opportunity to tell you more about what I can offer your team.

I’ve interned for Ada’s team for the past three summers, developing extensive experience with the rights and research process. Last year, I was instrumental in securing the rights to include Sara Frey’s poems in our digital anthology – a first for an online publisher, according to Ms. Frey’s estate.

I also have:

• Expertise with most popular content management systems, including WordPress
• Analytics knowledge, including expert-level facility with Google Analytics
• A strong work ethic and commitment to meeting deadlines

I hope you’ll reach out at your convenience to tell me more about your team’s goals and needs for the coming year. You can reach me on my cell at 555-123-4567 or via email at George.Woo@email.com.

How to Get Your Application Noticed

Don’t copy your resume: Your job application letter is a sales pitch. Don’t regurgitate your resume; instead, use this document to sell the hiring manager on your skills.

Tailor your application letter to the job: Match your skills and qualifications to the job description, highlighting those that make you an ideal candidate.

Be professional: Use business letter format and be sure to proofread your letter before you send.

CareerOneStop. " How Do I Write a Cover Letter ?" Accessed July 14, 2021.

CareerOneStop. " Write Effective Cover Letters ." Accessed July 14, 2021.

Purdue University. " Writing the Basic Business Letter ." Accessed July 14, 2021.

6 Communications Cover Letter Examples

Communications professionals excel at conveying messages clearly and effectively, bridging gaps and fostering understanding. Similarly, your cover letter is your chance to communicate your professional journey, skills, and passion in a way that resonates with recruiters. In this guide, we'll delve into the best cover letter examples for Communications professionals, helping you to articulate your unique story in a compelling manner.

Cover Letter Examples

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The best way to start a Communications cover letter is with a strong, engaging opening that immediately grabs the reader's attention. This could be a brief anecdote about a relevant experience, a compelling fact about your skills or achievements, or a bold statement about your passion for the field. Be sure to tailor your introduction to the specific role and company you're applying to, demonstrating your knowledge of their work and how you can contribute. Remember, the goal is to make a memorable first impression and encourage the reader to continue reading.

Communications professionals should end a cover letter by summarizing their interest in the role and their qualifications. It's important to reiterate how their skills and experiences align with the job requirements. They should also express enthusiasm for the opportunity to contribute to the company's communication efforts. For example, they could say, "I am excited about the opportunity to bring my strategic communications skills to your team and help drive your brand's message. Thank you for considering my application. I look forward to the possibility of discussing my qualifications further." Finally, they should end with a professional closing like "Sincerely" or "Best regards," followed by their name. It's also a good idea to include their contact information below their name for easy reference.

A Communications cover letter should ideally be about one page long. This length is enough to succinctly present your skills, experiences, and your interest in the role without overwhelming the hiring manager with too much information. In terms of word count, aim for 300-500 words. Remember, the goal is to provide a snapshot of your qualifications and how they align with the job requirements. As a communications professional, your ability to convey information clearly and concisely is key, and your cover letter is a great place to demonstrate this skill.

Writing a cover letter with no experience in Communications can seem challenging, but it's all about showcasing your transferable skills, passion for the industry, and eagerness to learn. Here's a step-by-step guide on how to do it: 1. Start with a Professional Greeting: Address the hiring manager by name if possible. If not, use a professional greeting like "Dear Hiring Manager." 2. Open Strong: Begin with a compelling opening paragraph that explains why you're interested in the role and the company. Show enthusiasm for the industry and the opportunity to start your career in Communications. 3. Highlight Transferable Skills: Even if you don't have direct experience, you likely have skills that are relevant to a Communications role. These could include writing, public speaking, project management, or social media skills. Use specific examples to demonstrate these skills. For example, if you managed a project for a college club, explain how you communicated with team members and stakeholders. 4. Show Your Knowledge: Research the company and the industry and demonstrate this knowledge in your cover letter. This shows that you're proactive and genuinely interested in the field. 5. Education and Training: If you've studied Communications or a related field, be sure to mention this. Include any relevant coursework or projects. If you've attended any workshops or completed any online courses in Communications, include these as well. 6. Show Your Passion: Employers want to hire people who are passionate about their work. Show your passion for Communications by talking about why you're interested in the field and how you plan to contribute to it. 7. Close Professionally: Thank the hiring manager for their time and express your interest in discussing the role further in an interview. 8. Proofread: Make sure your cover letter is free of errors. This is especially important for a Communications role, as it demonstrates your attention to detail and communication skills. Remember, everyone starts somewhere. Even without direct experience, your enthusiasm, transferable skills, and willingness to learn can make you a strong candidate for a Communications role.

Related Cover Letters for Communicationss

Public relations cover letter.

Content Manager Cover Letter

Social Media Manager Cover Letter

Brand Manager Cover Letter

Digital Marketing Specialist Cover Letter

Marketing Manager Cover Letter

Communications Cover Letter

Communications Director Cover Letter

Director of communications cover letter, communications manager cover letter, communications specialist cover letter, communications consultant cover letter, related resumes for communicationss, communications resume example.

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What are Business Letters: Types, Tips, and Format

Table of Contents

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Summary: A business communication letter can be of different types including Cover Letters, Recommendation Letters, Complaint Letter, Offer Letters, Resignation Letter, and so on. Let’s find out how you can create one for your business communication.

Business letters are important for professional communication, playing a pivotal role in the corporate landscape. These formal documents serve as a structured means of conveying information, requests, or proposals between individuals, organizations, or other stakeholders.

Business letters embody a standard of clarity, professionalism, and etiquette, making them a fundamental tool for effective communication in the business environment. In this article, you will learn more about business letter writing, its types, and how you can create letters for professional communication.

What are Business Letters and Why are They Important?

A business letter is a type of formal letter used by companies for professional correspondence with their clients, employees, stakeholders, or any other individual. The business letter can be used for multiple purposes such as promoting your product, sending event invitations, company collaboration invites, thanksgiving notes, etc.

The importance of business letters lies in the fact that they are a formal method of sharing information through which professional relationships are maintained with clients and organizations. Moreover, it is shared in a written form which can be used as a future reference for the information shared professionally.

Types of Letters in Business Communication

There are different types of business letters available that you can use to communicate professionally. Some of the most popular ones include Office memorandum Welcome Letters, Request Letters, Announcement Letters, Termination letters, etc. Here are some other important business letters enumerated in detail:

• Cover Letters: It is a business letter sent by the candidate along with the resume when applying for a job. It helps candidates with their professional experience, qualifications, and in communicating about why they are interested in the applied job.
• Recommendation Letters: A letter of recommendation is provided to an individual by another professional verifying their work ethics, qualifications, and expertise.
• Business Invites: These letters are a formal way of reaching an individual or a company for inviting them to an event. The letter should be written in a way that builds excitement and anticipation among the invitees.
• Complaint Letter: This business letter type is used for raising concerns and grievances related to a product or service. It is used to address the issue and seek solution.
• Order Letters: Order letter is an official letter that approves the sale and purchase of goods and services and provides their specifications. These are legal documents that record the transaction between the parties involved.
• Resignation Letter: This type of letter is used by employees to inform their employer about their resignation and the reason behind it. Resignation letter includes declaration of resignation, reason for resigning, last working day, and a thank you note.
• Offer Letters: An offer letter is provided to a candidate once he has been selected for the open position. The letter specifies salary package, designation, posted department, hand all the benefits he will be getting in case he joins the company.
• Sales Letters: A sales letter in business communication is used for introducing a product or service to your customers. Sales teams often use these letters for contacting potential buyers or promoting products to the existing clientele.

Business Letter Format and How to Write One

Using a precise format is essential for the look and readability of a business letter. If you are planning to write business communication letter, these business communication letter formats will help you in creating an effective document:

• Opening: The opening of the letter will include your mail address, complete date, recipient’s name, company, and address. Skip one line in between your address, recipient’s info, and date. You do need to add your address if you are using a letterhead that has it.
• Salutation: Address your recipient via “Dear, along with their title and their late name “Dear Mr. Granger.” In case you don’t know their gender, mention their complete name like “Dear Taylor Dean.” Make sure to add a colon when salutation ends.
• Body: Start your first para by mentioning yourself and the intent of your letter. The next paragraphs should highlight the details of the main point. The last paragraph should restate the purpose of the letter and should provide a call to action needed.
• Closing: Your letter should conclude with formal closings like “Sincerely” or “Yours truly.” If it is an informal letter, you can use closings like “Cordially” or “Best regards.” Make sure you add a comma to the end of it.
• Signature: After closing, skip four lines and add your name. Next, skip one more line and add your job title and organization name. In case you are sending a hard copy, then sign your name in the space with blue or black ink.
• Enclosures: Under this, you need to attach documents and list them here properly.

Tips on Writing Business Letters

While writing a business communication letter, make sure you check all the information is correct before sending it. Moreover, try to be precise and complete your letter on a single page. Here are a few more tips you can follow to write an effective business letter:

• Keep the letter short and simple and avoid using technical jargons
• Use the right tone depending on the letter type like formal, informal, assertive, or humorous.
• Check the letters a couple of times for spelling and grammatical errors
• Carefully plan your letter by jotting down all the important points to be covered in the letter
• Proofread the letter content and remove unnecessary words and phrases
• Avoid using discriminatory language related to any gender, race, or religion.

Business Letter Templates

Here are some of the most common business letter templates that you can use for creating professionally looking business communication letters.

1. Sales Letter Template

A sales letter is used to convince the reader to take specific action, for example, to buy a product or service. A well-written sales letter can be a great tool for businesses to increase sales and manage business relationships.

2. Offer Letter Template

An offer letter is like a formal document that consists of the terms of employment. It serves as an agreement between the employee and employers with details like salary, benefits, and other details of the job.

3. Letter of Recommendation Template

The letter of recommendation is a document written by someone who can testify the skills, qualifications and the characteristics of an individual. This letter is mainly used to support scholarships, jobs and academic programs.

4. Termination Letter

The letter of termination or termination letter or notice of termination is a document that addresses the end of employment or any other business partnerships between two parties. For example, an employer can give a letter of termination to his employee stating that he/she has been terminated from the job.

5. Complaint Letter Template

Complaint letter is a written communication that raises any concerns about the products or services or any other grievances. The purpose of this letter is to seek resolution for any issue.

6. Cover Letter

Cover letter or CV is a one-page (250-350 words) letter that you attach with your resume while applying for a job. This persuasive document explains why you are a good fit for that position or the job.

7. Thank You Letter Template

As the name suggests, a thank you letter is a formal document that expresses your appreciation for someone’s assistance or actions. You can send a thank you letter after any interview, meeting, or after receiving any gift or any other act of kindness.

8. Business Invites

Business invites or the Business Invitation letter is a formal way to invite people, groups, company or any individual to attend a meeting or an event.

Top Software for Writing Business Communication Letters

There are different types of software that provide multiple tools and templates to write professional-looking business letters. The templates provided by these tools make it easier to create business letters quickly. Here are some of the recommended ones:

• Microsoft Word
• Google Docs
• LibreOffice Writer
• Apple Pages
• OpenOffice Writer

Business letters are a cornerstone of effective communication in the professional world. They serve as formal documentation, convey crucial information, and also contribute to the maintenance of professional relationships. The relevance of business letters lies in their ability to convey messages with clarity, formality, and professionalism, ultimately facilitating smooth operations and fostering a positive business environment.

What is the basic format of a business letter?

Block format is one of the most common layouts used for creating a business letter. Using this format, the entire letter is on the left side and there is only single space used all over except between the paragraphs.

What is a business letter for?

A business letter is generally used for providing information to clients related to a deal, or for business communications. It can also be used for discussing prior negotiations.

What is the importance of a business letter?

A business letter is important for exchanging information with other organizations, employees, and clients in a professional way.

What is a job application letter in business communication?

A job application letter is a type of letter sent to potential employers to provide information like qualifications, skills, experience, and expertise while applying for a job.

What are business letter examples?

Some common examples of business letters include job offer letters, cover letters, investor interest letters, resignation letters, shareholder letters, letters of recommendation, etc.

Varsha is an experienced content writer at Techjockey. She has been writing since 2021 and has covered several industries in her writing like fashion, technology, automobile, interior design, etc. Over the span of 1 year, she has written 100+ blogs focusing on security, finance, accounts, inventory, human resources,... Read more

Related Question and Answers

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• There might be too much traffic over the same bandwidth at the same time
• Slow and outdated data are not able to support modern time high speed internet
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• Open the start menu
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Any_Value in BigQuery is an aggregate function that returns a value from the Text column. It ignores the rows that have a NULL value.

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Business Communication  - How to Write a Formal Business Letter

Business communication  -, how to write a formal business letter, business communication how to write a formal business letter.

Business Communication: How to Write a Formal Business Letter

Lesson 7: how to write a formal business letter.

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How to write a formal business letter

Whenever you need to communicate with another company or share important news, business letters can present your message in a classic, polished style. Unlike internal memos, business letters are usually written from one company to another, which is why they’re so formal and structured . However, letters are also quite versatile, as they can be used for official requests, announcements, cover letters, and much more.

Despite the formality, letters can still have a friendly tone , especially because they include brief introductions before getting to the main point. Regardless of the tone you use in your letter, your writing should remain concise, clear, and easy to read.

Watch the video below to learn about formal business letters.

This lesson focuses on American business letters. Letters written in other parts of the world may have minor differences in formatting.

The structure of a business letter

The business letter’s precise structure is crucial to its look and readability. As you write your letter, you can follow the structure below to create an effective document.

• Opening : Include your mailing address, the full date (for example, July 30, 2017), and the recipient’s name, company, and address. Skip one line between your address, the date, and your recipient’s information. Don’t add your address if you’re using letterhead that already contains it.
• Salutation : Address the recipient using “Dear,” along with their title and last name, such as “Dear Mr. Collins” or “Dear Director Kinkade.” If you don’t know the recipient’s gender, use their full name, such as “Dear Taylor Dean.” Finally, be sure to add a colon to the end of the salutation.
• Body : In the first paragraph, introduce yourself and the main point of your letter. Following paragraphs should go into the details of your main point, while your final paragraph should restate the letter’s purpose and provide a call to action, if necessary.
• Closing : Recommended formal closings include “Sincerely” or “Yours truly.” For a more personal closing, consider using “Cordially” or “Best regards.” Regardless of what you choose, add a comma to the end of it.
• Signature : Skip four lines after the closing and type your name. Skip another line and type your job title and company name. If you’re submitting a hard copy, sign your name in the empty space using blue or black ink.
• Enclosures : If you’re including documents with this letter, list them here.

Another important part of the structure is the layout , which determines how the text is formatted. The most common layout for a business letter is known as block format , which keeps all text left-justified and single spaced, except for double spaces between the paragraphs. This layout keeps the letter looking clean and easy to read.

As stated in Business Writing Essentials , revision is a crucial part of writing. Review your letter to keep it concise, and proofread it for spelling and grammar errors. Once you’re finished writing, ask someone to read your letter and give you feedback , as they can spot errors you may have missed. Also make sure any enclosures are attached to your document and that any hard copies are signed.

After revising the content, consider the appearance of your letter. If you’re printing a hard copy, be sure to use quality paper. Also try using letterhead to give your document a more official look.

Example of a business letter

To see this lesson in action, let’s take a look at a polished business letter by reviewing the example below.

This letter looks great! The structure is perfect, and the text is left-justified and single spaced. The body is formal, friendly, and concise, while the salutation and closing look good. It also contains a handwritten signature, which means it’s ready to be submitted as a hard copy.

Knowing how to write a business letter will serve you well throughout your career. Keep practicing and studying it, and you’ll be able to communicate in a classic style.

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Brief Written Communications

While memos are internal communications within an organization, letters are external messages sent to recipients outside of the organization. They are usually printed on letterhead paper that represents the business or organization, and are generally limited to one or two pages. While email, text messages, and other forms of electronic communication have replaced letter use to a great extent, the business letter still remains a common and useful form of written communication.

Occasions for Letters

There are many types of letters. Letters may serve to introduce your skills and qualifications to prospective employers (cover letter), deliver or request important or specific information, announce a product or service, provide documentation of an event or decision, formalize a complaint or offer a thank you, or introduce an attached report or long document (letter of transmittal). Letters within a professional context may take on many other purposes, such as communicating with suppliers, contractors, partner organizations, clients, government agencies, and so on. Letters may also be used to acknowledge the receipt of a job offer and accept or decline it, and acknowledge receipt of information or a delivery. The most common kinds of letters include the following:

Letters of Transmittal

When you send a report or some other lengthier document to your supervisor or an audience of other professionals, send it with a cover letter that briefly explains the purpose of the report and your major findings. Although your supervisor may have authorized the project and received periodic updates from you, s/he probably has many other employees and projects going and would benefit from a reminder about your work.

Letters of Inquiry

You may want to request information about a company or organization such as whether they anticipate job openings in the near future or whether they fund grant proposals from non-profit groups. In this case, you would send a letter of inquiry, asking for additional information. As with most business letters, keep your request brief, introducing yourself in the opening paragraph and then clearly stating your purpose and/or request in the second paragraph. If you need very specific information, consider placing your requests in list form for clarity. Conclude in a friendly way that shows appreciation for the help you will receive.

Job Application Letters

Whether responding to job announcements online or on paper, you are likely to write a job application letter introducing yourself and your skills to a potential employer. This letter often sets a first impression of you, so demonstrate professionalism in your format, language use, and proofreading of your work. Depending on the type of job you are seeking, application letters will vary in length and content. In business, letters are typically no more than one page and simply highlight skills and qualifications that are emphasized in the job announcement and that appear in an accompanying resume. In education, letters are typically more fully developed and contain a more detailed discussion of the applicant’s experience and how that experience can benefit the institution. These letters provide information that is not necessarily evident in an enclosed resume or curriculum vitae.

Follow-up Letters

Any time you have made a request of someone, write a follow-up letter expressing your appreciation for the time your letter-recipient has taken to respond to your needs or consider your job application. If you have had a job interview, the follow-up letter thanking the interviewer for his/her time is especially important for demonstrating your professionalism and attention to detail.

Letter Format

A typical business letter has the following main parts, which you can see illustrated in this sample letter.

THE FOX PAPER AND PRINTING COMPANY 5555 EAST BOUND LANDING LANDOVER, MA 55555-5555 (555) 555-5555

May 13, 20XX

Mr. Salvador Fuller Shady Pine Construction Company 555 Shady Pine Lane Richfield, Virginia 55555-5555

Dear Mr. Fuller:

Thank you for your recent order, dated May 9, 20XX3, for 100 boxes of business cards. Although you attached company information to be printed on the cards, we need additional information for each employee in order fill your order.

Please send us the following information for each employee:

• position with the company
• business telephone number
• e-mail address

We would appreciate your sending this information by May 21, 20XX. We will print your business cards as soon as we receive this information. If you have any questions or concerns, please contact me. Thank you.

Elisa D. Fox Director of Purchasing

Return Address

The return address may be taken care of with your organization’s letterhead, if the letterhead includes your address. If there is no letterhead, then include your name and full address, in block format, single spaced. Make sure to spell out all words except directions that are part of an address (such as NE – northeast) and states, which should be abbreviated.

James Carolius, Manager XYZ Corporation 224 Pine Avenue, NE Saratoga Springs, NY 12866

Write the date, spelling out the month: September 12, 20XX

Recipient’s Address

Include the recipient’s address, in block format, single spaced, with words spelled out just as in your return address.  If the recipient has a title that you know of, include that after the name.

Karen Weinman, Director 1585 Orangeblossom Drive, Suite 4 Orlando, FL 32809

Include Dear and the recipient’s name, with a colon after the name.  Use a title if appropriate (e.g., Mr., Ms. Dr.).  If you don’t know the recipient’s title, use the recipient’s full name.  If you don’t know the name at all – if the recipient is a group, of if you only know the recipient’s role and not the name – you may use an “attention” line instead of “dear,” and name the recipient. Note that with an attention line, the placement of the colon changes.

Dear Jeannne Cullen: Dear Dr. Franco: Attention: Review Committee Attention: Marketing Director

The body of a business letter generally has the same three parts as an email or memo:

• introduction, with the main idea to establish the purpose of the letter
• explanation, with one or more paragraphs that detail that purpose
• closing, which restates the main point and may include a call to action or an expression of appreciation

Use a polite, standard closing with a comma after the closing. Sincerely and Yours Truly are appropriate for all letters.  For a slightly more personal closing, you may use Regards, Cordially, or any other closing appropriate to your role, audience, purpose, and context.

Signature & Signature Block

Sign the letter and type your name under your signature.  Add a signature block if you need to include additional information such as your title and/or direct contact information that’s not included in the letterhead.

James Truro, M.S. 875-479-0022 (direct) [email protected]

Additional Information

There are many websites that offer information about business letter format.  Two useful sites are from Purdue’s Online Writing Lab:

• Writing the Basic Business Letter
• Sample Letters

Letter Content

Letter content depends on your purpose, audience, and context.  In general, most letters use the direct approach noted in the Body section above.  If your purpose is to persuade or send negative information, then an indirect approach may be more appropriate, with a lead-in to the main idea.

In all professional letters, content needs to be clear, focused, and concise. The tone of the letter should be formal and professional. Grammar should be correct, and sentence style should be direct, concise, and clear. It’s preferable to use personal singular pronouns such as “I” and “you,” instead of “we,” which may be interpreted as “you” or “the company.”  Most importantly, always remember that letters represent you and your group or organization, so be as clear, correct, and accurate as possible in your content.

The following video summarizes letter parts, format, and content, including tips on how to develop content.

• adaptation and edits of page 7.1 Correspondence: Text Messages, E-Mails, Memos, and Letters from Technical Writing Essentials and the pages Example Letters, Professional Letters, and Business Letters from Technical Writing. See attributions below.. Authored by : Susan Oaks. Project : Communications for Professionals. License : CC BY-NC: Attribution-NonCommercial
• image of person writing on a pad of paper, on a desk with a laptop. Authored by : mohamed_hassan. Provided by : Pixabay. Located at : https://pixabay.com/photos/writing-pad-hand-clipboard-computer-3229690/ . License : CC0: No Rights Reserved
• video The Key Forms of Business Writing: Basic Letter. Provided by : UpWritePress. Located at : https://www.youtube.com/watch?v=I2txr6OY5dY . License : Other . License Terms : YouTube video
• page 7.1 Correspondence: Text Messages, E-Mails, Memos, and Letters. Authored by : Suzan Last. Provided by : University of Victoria. Located at : https://pressbooks.bccampus.ca/technicalwriting/chapter/1-routine-correspondence/ . Project : Technical Writing Essentials. License : CC BY: Attribution
• adaptation of letter from Example Letters. Authored by : Elizabeth Lohman. Provided by : Tidewater Community College. Located at : https://courses.lumenlearning.com/technicalwriting/chapter/example-letters/ . Project : Technical Writing. License : CC BY: Attribution
• Professional Letters. Authored by : Joe Schall. Provided by : College of Earth and Mineral Sciences, The Pennsylvania State University. Located at : https://courses.lumenlearning.com/technicalwriting/chapter/information-and-instruction-for-module-3_readings-2/ . Project : Technical Writing. License : CC BY-NC-SA: Attribution-NonCommercial-ShareAlike
• Business Letters. Provided by : Lumen Learning. Located at : https://courses.lumenlearning.com/technicalwriting/chapter/business-letters-professional-and-technical-writing/ . License : CC BY-NC-SA: Attribution-NonCommercial-ShareAlike

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What Is a Business Letter? How to Communicate Professionally

February 27, 2023

by Grace Pinegar

• Easy-to-understand business letter format

Business letter best practices

Types of business letters.

Business communication is not the same as regular communication.

The average day in a corporate environment involves communicating via the phone, video calls, or business letters. Communicating at work is formal and professional - or so it should be. Even in a relaxed culture, you should create and record written correspondence with document creation software .

Business letters are often private and confidential, and the nature of them varies on the stakeholder you're sending them to. The subject matter should be cut-and-dry and purpose-driven, encouraging immediate attention.

For every speaker invitation, testimonial, vendor payment, or client follow-up, you can write a business letter.

What is a business letter?

A business letter is a written document you share with your clients, investors, potential hires, and other companies. It addresses the issues or agenda at hand and suggests ways to complete it. Business letters have a specific format and are written in formal language. Business letters are an ideal way to connect, communicate, and collaborate with people in a professional environment.

To draft an ideal business letter, you must pay special attention to the recipient. When writing to an investor, your language should be persuasive and clear. If you are emailing a freshly onboarded client, list the product implementation timeline. Also, ensure you use the organization’s official letterhead while sending the letter. Some examples of business letters we will discuss are recruiter emails, thank you letters, recommendation letters, appreciation letters, and client onboarding letters. 

No matter the use case, a business letter should sound crisp, action-driven, and professional. Hone your writing skills and be prepared for what's coming your way.

Easy-to-understand business letter format 

First, let's talk about how you should format a business letter. The specifics of each letter will look different, but if you need to send a generic business letter, you need to go by a structural representation. 

1. Heading: Like any letter, you should have a heading with the address and the date. 

Grace Pinegar Content Marketing Specialist G2  1234 Generic Ave. Chicago, IL 60622 Feb 21, 2023

2. Salutation : Next, you should write the salutation. Mention the name. email, designation, and address of the sender and the recipient of the letter. The standard format is the recipient's name followed by their title, company, and address. 

Ms. Claire Brenner Senior Content Marketing Specialist G2 20 N Upper Wacker Chicago, IL 60622

2. Then comes the subject line. Summarize the moot of the business letter in one line before moving to the next section.

Subject: Oncoming content projects for FY23-24 

Then comes the body of the letter. You'll need to refer to the recipient by name. If you don't know their name, you can address the letter to "To whom it may concern." 

Once you have finished writing your (very important) business letter, you'll sign off with a polite signature. 

I hope you found the brief to your liking. If there are any questions, please feel free to contact me. Sincerely, Grace Pinegar

Let's piece it all together to create a rough business letter template that you can use to evaluate project success and improvement.

Subject: Oncoming content projects for FY23-24  I ntroduction:  Facilitate the senior member or peer with a proper greeting  Paragraph 1 : Introduce the main subject of the letter, which is "content projects and audit." List all the projects you wish to discuss, involved people, timelines, resources, and other factual details.

Paragraph 2:  Elaborate more on the subject. If you are discussing content projects, mention the progress till now, new ideas, concepts, and early completion strategy. Shed light on your strengths, challenges, and newer ways to expedite work.  Closing paragraph: Finally, end on a positive note with an affirmation to hit the targets soon; also, keep an open door for cross-questioning.

I hope you found the brief to your liking. If there are any questions, please feel free to contact me.

Signing off, Yours sincerely Grace Pinegar

As you get in the groove of letter-writing, remember business letter is not a birthday party invitation. Or an annual barbeque dinner with your team members. You need to skip the pleasantries and get straight to the point.

One way to make sure your message is received as intended is to abide by the following best practices, no matter the letter's unique purpose. 

• Proofread: Be sure to go over your letter two or three times, checking for grammar and spelling mistakes. This will make sure you seem more astute in your communications. 
• Peer edits : If you have a friend, colleague, or mentor you know would be willing to edit the document for you, don't be afraid to ask. Having a fresh mind look over the letter will catch mistakes your brain has glossed over. 
• File format: Make sure your letter aligns with the requested file format. For example, send cover letters as PDFs, but send sales letters per your company's preference. 
• Check name spelling:  I know I already mentioned proofreading, but checking to see that you spelled names correctly should be a step. This is especially true for cover letters and letters of intent. It's a sign of respect to get the name of an individual or organization right. 
• Letter length:  Control the word length of your business letter. Skip the flowery jargon or introduction, and if possible, list the content in bullets. Break down your concerns, one by one, in a clear tone. Don't confuse your recipient with a bulk emailer. 
• Right tone:  Avoid sarcasm while writing the letter. Ensure at no stage your recipient feels as if they are being compelled or ordered to complete a certain task. Be intuitive, empathetic, and kind, as these are the cornerstones of a good professional.

We can't put our finger on any one kind of business letter that holds importance. One business letter cannot have the same content as another. Hence, following a rough draft and editing it every time might be malpractice. 

Business letters are split up according to their purpose. Not every piece of communication aims to send the same message. Some letters end your time at a company; others get you noticed by a new hiring manager. Some are a summation of your tenure as an employee; others are surveys to gauge your satisfaction with your current workspace. 

Below is a list of different business letter formats, along with samples of business letters that would help you digest the meaning better. 

• Email to recruiter
• Cover letter
• Thank you letter
• Resignation
• Reference letter
• Letter of intent
• Sales letter
• Complaint letter
• Adjustment letter
• Order letter
• Acknowledgment letter

To maintain a professional rapport within the workplace, familiarize yourself with the following types of letters and when to use them.

1. Emailing the recruiter

As you enter the swamp of the corporate world, look out for ways to safeguard yourself. Every job seeker fills out applications and personal details and submits a resume. That doesn't catch the trained eye.  How can you stop yourself from falling into this ditch of redundancy? By sending an email to the recruiter . 

We are currently witnessing the most competitive phase of the century. For each job vacancy, candidates are lining up in hundreds and even thousands. The job description for an entry-level role includes unrealistic expectations like "top tier MBA," "five years of experience," and whatnot. Humble candidates have no place to go if they don't ace the history of academics. A well-written email to a potential recruiter can pull you out of this rut and make your application shine.

Example of business letter to recruiter, requesting re-evaluation of candidature

Dear [Mr. or Mrs.] [Recruiter name],

Subject:   Appeal for re-evaluation of the candidature for [position name]

I am writing this email to you in the interest of my current job application status for the position of [Position Name] in your esteemed organization. As the application has been withdrawn by the company, I am putting my appeal for re-evaluation of the same.

I have completed my Bachelor's in International Marketing from [Institute Name] with a GPA of 7.5 (all-rounder).  Right after graduation, I interned at [Previous Company] as a [Position Name] for eight months. During my internship, I was trained extensively on [hard skill 1], [hard skill 2], and [hard skill 3].  I also attended workshops on business communication that mustered my [soft skill 1] and [soft skill 2].  

To summarize my concern, I request you reconsider my application or state a detailed reason for rejection. I truly believe my professional experience and academic expertise can be a perfect fit for this responsibility.  Hoping for a revert!

[Your name]

2. Cover letter

A cover letter is a letter that you send to a company when you wish to be considered for a job opportunity. It covers additional aspects of the professional journey you have covered till now, apart from what's mentioned in your resume. You can go personal and touch on a few quirks to attract your recruiters with your mind. Cover letters are typically submitted alongside your job application and resume.

Cover letters aim to hire you for who you are. This is information they typically wouldn’t be able to glean from your other professional materials.

For more information on how to write cover letters, read everything you need to know about cover letters . 

Example of business letter to HR department for re-evaluation of candidature

Subject:   Cover letter for the position of [position name] at [organization name]

I am submitting this cover letter and my resume for the position of [position name] at your esteemed organization. I wish to take this moment and highlight my soft skills.

From my college days, I have always been a front-desk student. Diligently copying notes, eyes bent upon my books and notebooks and sparing time to only play basketball.  I identified myself as a problem solver. Someone with the knack of being consistent with her work. 

Soon after graduation, I was interviewed by a handful of companies for several positions. I was appointed as [position name] at [company name]. At that point, I was dedicated to gaining professional thrust. Although the initial days were hard, I slowly adapted to diverse business scenarios. I received appreciation for my communication, problem-solving, analytical, and email skills. 

As I stand on the verge of a new role, I cannot contain my excitement for all the amazing ventures. I would focus on my goals and will help the company scale new pillars of growth and excellence. 

You should write a cover letter whenever you are trying to get hired for a job in the corporate world. Many job applications will say a cover letter is optional. However, I encourage you to write one anyway.

3. Thank you letter

A thank you letter is a token of appreciation towards the recipient for any help or time they provided to you. You can write a thank you letter to a potential interviewer, manager, or peer who helped you swim through challenges and emerge confident. Typically, professional thank you letters are written to the hiring managers or interviewers from a candidate who has been interviewed and considered for a job.

Thank you letters are a way of signaling gratitude to your potential new organization, as well as showing managers you’re not afraid to take the initiative.

Example of a thank you business letter after getting a promotion

Respected [Mr.] or [Mrs.] [Manager Name]

Subject:   Expressing my sincere thanks for promoting me to [new position]

I wish to express my sincere gratitude to you for promoting me to the coveted role of [new position name]. This news came as a surprise today and left me in a state of amazement. For every employee, there is no bigger gift than being understood, valued, and appreciated for their work. I wish to give you sheer credit for believing in me, mentoring me, and encouraging me to take that leap of faith.

As I gear up for the new position of [Position Name], I promise to uphold the virtues of integrity, team effort, and constant improvement. I am fortunate to have learned so much and come this far in the journey. I hope to aim for even greater peaks and set new bars of excellence. 

Thank you once again!

You should write a professional thank you letter for a number of reasons, but in this scenario, we’re referring to letters as an ode to the employer. For interviewees, they should thank the employer before they organize during a personal video interview .

4. Letter of resignation

  A letter of resignation formally informs your current employer that you will no longer be working there after a brief period of time. In more extreme or urgent cases, a letter of resignation informs your employer that you will be quitting, effective immediately.

In most scenarios, employees will turn in this letter with two or three weeks’ notice. This means you’ve informed your employer that you’re leaving but will continue working for a predetermined amount of time to help out with the transition of either hiring a replacement or losing an employee altogether.  

To demand your full and final (FnF) settlement from your ex-employer, use the following draft:  

Example of business letter to ex-employer for release of the full and final settlement 

Respected Madam

Subject: Release of full and final settlement for [position name] from [date start] to [date end]

You should write a letter of resignation when you are ready to quit your job. The amount of notice you give will depend entirely on your situation. Do not, however, turn in a letter of resignation unless you are ready to quit within the next two or three weeks.

5. Reference letter

A reference letter is written by a professional or personal connection that vouches for a candidate’s skills and experience in the hopes of helping them get a new job offer. Reference letters are often written by former managers or other executives or teachers, professors, and mentors. Reference letters will sometimes, but not often, be written by friends or neighbors.

No matter who writes them, they should be positive recountings of a professional’s experience working with or overseeing the candidate. They should mention specific anecdotes and describe aspects of the candidate’s character. A reference letter is also known as a "letter of recommendation."

Example of reference letter for a potential friend/acquaintance

Dear [Mr.] or [Ms.] [ Name]

Subject: Submitting a referral of [Name] for [Position Name]

Greetings to you.

I am writing this letter to refer [Name], who has been my acquaintance and colleague in [previous company], for the current role of [new role] in our company.

I have known [name] for [x years] at [previous company] and was on the same team as her. She was promoted twice and was appointed to lead the entire [project name] on the client side. She is an [qualification] in [discipline of education] and has a diverse professional portfolio. I have found her level-headed, thought-driven, and passionate about her job. She rarely missed any meetings and maintained a near-perfect attendance record throughout. She also led workshops on [hard skill 1] and [hard skill 2] as the team transitioned into different software. She took the responsibility to educate the entire team and was always up for doubt-solving.

I strongly recommend [name's] candidature for the position of [position name]  as I believe she has the potential to be an asset to our team. Please feel free to write back in case of any potential concerns.

Best regards

You should write a reference letter if you have been asked to write reference letter. You should only say yes if you can honestly and positively speak to a person’s character and work experience. If someone you don’t know well or don’t think highly of asks you to write a reference letter, it might be best to decline politely.

6. Letter of intent

A letter of intent is exactly as it sounds: it is a letter that declares your intentions. Letters of intent are used to form an agreement between various parties. They can be used when drafting a proposal, applying for or accepting a job, or agreeing to a particular deal.

A letter of intent displays your affirmation for a certain task. You might be assigned to a new project but do not know how to start. A letter of intent can display your likeability, help you seek guidance, and jazz things up. 

Example of business letter of intent for a job opportunity as a social media marketer

Subject: Interested in the position of social media marketer in [company name]

I am writing in response to your recent job vacancy for a full-time social media marketer. I have been working in the content and social media marketing space for over three years now. My core strengths include social media campaigning, brand activation, copywriting, hygiene handling, scriptwriting, and email marketing for business-to-business (B2B) clients. I am a trained SEO specialist and have received recognition as a "tech marketer" in the social media community. 

As far as my personal education goes, I have completed my Bachelor's in Computer Science and Master's in Brand Marketing. When I started as an early adopter in the social media space, I was not sure of how it worked. But I grew my proficiency with time.

I cross-collaborated with product and engineering teams to learn about new releases and how we can leverage them for consumer acquisition. The results unraveled an impressive conversion rate optimization of over 3% in the last GTM launch alone. I am highly interested in this full-time position that will help me achieve a successful future and career growth. 

If donned with the opportunity, I will bring my skills on board, along with my penchant for growth, and help the team touch new heights!

You can use a letter of intent to communicate future concerns, as well as to announce or make your preferences public. A letter of intent binds both parties in an "implicit" agreement with some common bridge of interest. 

8. Sales letter

A sales letter, perhaps more prominently understood as a sales email, is a form of communication that exists to engage and interest the reader in learning more about a product or service.

There are many different strategies regarding how one should write a sales letter. Ultimately, you should pursue the strategy your company lays out in its playbook. All sales letters , however, should include a call-to-action, as well as a method of contacting you should the reader be interested.

Example of a sales letter to pitch an Education CRM product to a potential B2B lead.

Subject: One platform to manage, streamline and grow your admission enrolments

Admission management remains an uphill journey for educational institutions.

Students are now making smarter choices. When pursuing further studies, they analyze the if's and but's of every university program. They do not get lured into "spray and pray" marketing gimmicks online institutions throw at them. To survive this tough hour, you must look past standard, horizontal CRM solutions. But that's what we were feeding on till now for lead gen.

What's the change?

An education CRM specifically tailored for your students and your admission teams. Tieing these entities together in a single knot results in a personalized journey and more conversions. Integrating the efforts of all stakeholders involved, like admission, finance, management, and counseling, into one single CRM solution eliminates silos, peaks ROI, and puts you on the path to success. 

That's our synergy at <company name>. We have successfully partnered with over [number of colleges], including stalwart names like [college 1], [college 2], and [college 3].  <A word from our partners> If you find this useful, you can drop us a line or schedule an appointment through <company website>. I hope this goes somewhere in the future!

You should write a sales letter when you are seeking to gain a professional or an organization’s attention. In other words, when hoping to interest someone in a deal or sale.

9. Complaint letter

A complaint letter is a letter you write when you have a bone to pick with an organization or individual. It whistleblows on your concerns and raises them to the limelight. One complaint can speak on behalf of several other team members. Say, you received horrendous customer service, or you found an ad targeting you inappropriately.

You’d write a complaint letter to inform an organization of the situation and allow them to decide the next steps.

Although it has the word “complaint” in the title, not all complaint letters have to be rage documents wherein you ream out a company for some wrongdoing. They could be a simple description of your dissatisfaction with a few suggested expectations for recourse.

If you are angry, though, by all means, have at it.

Example of a complaint letter to an apartment rental agency on account of denying security deposit.

Subject: Raise a complaint for delayed security deposit

I, [name], am a resident of [Apartment Name], which is located in [area] in [city]. I wish to bring to your concern that I have rented this apartment through your agency services. I have been living over here for the past year. I had paid a security check of [Amount] prior to my onboarding for [number of months]. Yesterday, I received a call from the department head, saying that my request to retrieve the security deposit has been declined.

Per my rental agreement, I am liable to receive my full security amount. I had put in a request for evacuation 30 days before leaving the apartment. I served the entire notice period and paid my utility, electricity, gas, water, and all other bills on time. The landlord has also conducted a thorough inspection of the property. Nothing has been worn off, stolen, or damaged. I am failing to understand why the money hasn't been released.

I also wish to highlight the poor sense of duty of your agents, who do not assist tenants in hard times. Please look into the needed resolution for this matter. In case you want document proof, do let me know. 

You should write a complaint letter when you have a complaint. Granted, we have many other methods of complaining these days (lucky customer service reps).

It’s more common to see someone calling a company’s customer service hotline or even chatting with a representative online. A letter is a more formal way of communicating, but it does get the message across that you’re serious enough about this issue to write in.

10. Adjustment letter

Adjustment letters are a company or individuals responding to a complaint letter. The letter should clearly state the company’s stance in the case.

If you’re siding with the customer, state that immediately. If you’re not siding with the customer, be sure to communicate that clearly while still offering exceptional customer service.

You should write an adjustment letter after your company has received a complaint letter from a customer. It’s important to respond to support queries to save face and keep customers loyal.

Adjustment letter from the rental company's end on denial of security deposit.

Subject: Regarding the security deposit for your rented apartment

Greetings from [company name]

I am extremely sorry for the experience you have had. This is extremely unacceptable and apology-worthy on our behalf. Rest assured; the matter will be immediately looked into and sorted out. However, please allow us to look into the entire situation and assess things from our end.

You will be shortly receiving a call on your registered mobile number. The call would be from an assigned [company] executive who would attend to your queries. As far as the security deposit is concerned, if you have submitted a 30-day prior notice request, you are eligible to receive it. If you encounter any unwanted or misleading behavior of our staff, I suggest you raise a complaint ticket from the help desk. We strive to make our services better for everyone and would not tolerate behavioral inadequacy,

I appreciate your patience, and please remain connected.

Company Name

11. Order letter

An order letter is a document wherein business managers, or owners communicate to their manufacturers the specifics of what they will buy. Order letters contain information such as quantities, sizes, colors, product names and order numbers, and the anticipated price.

Order letters are often formatted as a form rather than an official business letter. This is because forms and spreadsheets make it easier to understand the bigger picture of what a person wants.

You should write an order letter when you’re ready to purchase wholesale goods for retail sales. Some business managers and owners will include payment for goods in the order letter, so it’s imperative you don't’ send in an order letter until you are ready and able to make the purchase.

12. Acknowledgment letters

Acknowledgment letters are like order confirmations. Businesses send them out to let a customer or relation know they have received prior phone calls, emails, letters, etc.

Acknowledgment letters do not guarantee anything. They also do not communicate that a business has taken steps to improve a situation. Rather, they tell a customer they have been heard.

Businesses should write a letter of acknowledgment when they feel it is necessary for an individual or organization to know they have received their correspondence. This is especially necessary if the original communication regarded something serious, such as an in-store injury.

A letter of acknowledgment does not imply that you have taken any action. Rather, it is the business equivalent of a read receipt – offering reassurance.

To the letter

A business letter explains the brevity of the situation and suggests ways to go about it without harm. Think of it as a replacement for professional coffee table conversations. You need to hold your pen carefully, lest you'll spill unprofessionalism.

Hopefully, this gives you an idea about business letters. Make it your official way of interaction so that the other party has very little to say in objection.

The stronger the company culture, the fewer negative business letters. Incorporate best company culture practices and be at the forefront of employee satisfaction. 

Create, manage, and monitor work documents with ease and simplify content collaboration with document creation software.

Grace Pinegar is a lifelong storyteller with an extensive background in various forms such as acting, journalism, improv, research, and content marketing. She was raised in Texas, educated in Missouri, worked in Chicago, and is now a proud New Yorker. (she/her/hers)

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Learning Objectives

• Describe the differences among functional, reverse chronological, combination, targeted, and scannable résumés.
• Discuss what features are required in each type of résumé.
• Prepare a one-page résumé.

A résumé is a document that summarizes your education, skills, talents, employment history, and experiences in a clear and concise format for potential employers. The résumé serves three distinct purposes that define its format, design, and presentation:

• To represent your professional information in writing
• To demonstrate the relationship between your professional information and the problem or challenge the potential employer hopes to solve or address, often represented in the form of a job description or duties
• To get you an interview by clearly demonstrating you meet the minimum qualifications and have the professional background help the organization meet its goals

An online profile page is similar to a résumé in that it represents you, your background and qualifications, and adds participation to the publication. People network, link, and connect in new ways via online profiles or professional sites like LinkedIn. In many ways, your online profile is an online version of your résumé with connections and friends on public display. Your MySpace and Facebook pages are also often accessible to the public, so never post anything you wouldn’t want your employer (current or future) to read, see, or hear. This chapter covers a traditional résumé, as well as the more popular scannable features, but the elements and tips could equally apply to your online profile.

Main Parts of a Résumé

Regardless of the format, employers have expectations for your résumé. They expect it to be clear, accurate, and up to date (Bennett, S. A., 2005). This document represents you in your absence, and you want it to do the best job possible. You don’t want to be represented by spelling or grammatical errors, as they may raise questions about your education and attention to detail. Someone reading your résumé with errors will only wonder what kind of work you might produce that will poorly reflect on their company. There is going to be enough competition that you don’t want to provide an easy excuse to toss your résumé at the start of the process. Do your best work the first time.

Résumés have several basic elements that employers look for, including your contact information, objective or goal, education and work experience, and so on. Each résumé format may organize the information in distinct ways based on the overall design strategy, but all information should be clear, concise, and accurate (Simons, W., and Curtis, R., 2004).

Contact Information

This section is often located at the top of the document. The first element of the contact information is your name. You should use your full, legal name even if you go by your middle name or use a nickname. There will plenty of time later to clarify what you prefer to be called, but all your application documents, including those that relate to payroll, your social security number, drug screenings, background checks, fingerprint records, transcripts, certificates or degrees, should feature your legal name. Other necessary information includes your address, phone number(s), and e-mail address. If you maintain two addresses (e.g., a campus and a residential address), make it clear where you can be contacted by indicating the primary address. For business purposes, do not use an unprofessional e-mail address like [email protected] or [email protected]. Create a new e-mail account if needed with an address suitable for professional use.

Figure 9.7 Sample Contact Information

This is one part of your résumé that is relatively simple to customize for an individual application. Your objective should reflect the audience’s need to quickly understand how you will help the organization achieve its goals.

Figure 9.8 Sample Objective

You need to list your education in reverse chronological order, with your most recent degree first. List the school, degree, and grade point average (GPA). If there is a difference between the GPA in your major courses and your overall GPA, you may want to list them separately to demonstrate your success in your chosen field. You may also want to highlight relevant coursework that directly relate to the position.

Figure 9.9 Sample Education Field

Work Experience

List in reverse chronological order your employment history, including the positions, companies, locations, dates, duties and skills demonstrated or acquired. You may choose to use active, descriptive sentences or bullet lists, but be consistent. Emphasize responsibilities that involved budgets, teamwork, supervision, and customer service when applying for positions in business and industry, but don’t let emphasis become exaggeration. This document represents you in your absence, and if information is false, at a minimum you could lose your job.

Figure 9.10 Sample Work Experience

Table 9.5 Types of Résumés

You may choose to include references at the end of your résumé, though “references upon request” is common. You may also be tempted to extend your résumé to more than one page, but don’t exceed that limit unless the additional page will feature specific, relevant information that represents several years of work that directly relates to the position. The person reading your résumé may be sifting through many applicants and will not spend time reading extra pages. Use the one-page format to put your best foot forward, remembering that you may never get a second chance to make a good first impression.

Maximize Scannable Résumé Content

Use key words.

Just as there are common search terms, and common words in relation to each position, job description, or description of duties, your scannable résumé needs to mirror these common terms. Use of nonstandard terms may not stand out, and your indication of “managed employees” may not get the same attention as the word “supervision” or “management.”

Follow Directions

If a job description uses specific terms, refers to computer programs, skills, or previous experience, make sure you incorporate that language in your scannable résumé. You know that when given a class assignment, you are expected to follow directions; similarly, the employer is looking for specific skills and experience. By mirroring the employer’s language and submitting your application documents in accord with their instructions, you convey a spirit of cooperation and an understanding of how to follow instructions.

Insert a Key Word Section

Consider a brief section that lists common words associated with the position as a skills summary: customer service, business communication, sales, or terms and acronyms common to the business or industry.

Make It Easy to Read

You need to make sure your résumé is easy to read by a computer, including a character recognition program. That means no italics, underlining, shading, boxes, or lines. Choose a sans serif (without serif, or decorative end) font like Arial or Tahoma that won’t be misread. Simple, clear fonts that demonstrate no points at which letters may appear to overlap will increase the probability of the computer getting it right the first time. In order for the computer to do this, you have to consider your audience—a computer program that will not be able to interpret your unusual font or odd word choice. A font size of eleven or twelve is easier to read for most people, and while the computer doesn’t care about font size, the smaller your font, the more likely the computer is to make the error of combining adjacent letters.

Printing, Packaging and Delivery

Use a laser printer to get crisp letter formation. Inkjet printers can have some “bleed” between characters that may make them overlap, and therefore be misunderstood. Folds can make it hard to scan your document. E-mail your résumé as an attachment if possible, but if a paper version is required, don’t fold it. Use a clean, white piece of paper with black ink; colors will only confuse the computer. Deliver the document in a nine-by-twelve-inch envelope, stiffened with a sheet of cardstock (heavy paper or cardboard) to help prevent damage to the document.

Figure 9.11 Sample Format for Chronological Résumé

Figure 9.12 Sample Format for Functional Résumé

Figure 9.13 Sample Format for Scannable Résumé

Key Takeaway

A résumé will represent your skills, education, and experience in your absence. Businesses increasingly scan résumés into searchable databases.

• Find a job announcement with specific duties that represents a job that you will be prepared for upon graduation. Choose a type of résumé and prepare your résumé to submit to the employer as a class assignment. Your instructor may also request a scannable version of your résumé.
• Conduct an online search for a functional or chronological résumé. Please post and share with your classmates.
• Conduct an online search for job advertisements that detail positions you would be interested in, and note the key job duties and position requirements. Please post one example and share with your classmates.
• When is a second page of your résumé justified? Explain.
• Conduct an online search for resources to help you prepare your own résumé. Please post one link and a brief review of the Web site, noting what features you found useful and at least one recommendation for improvement.

Bennett, S. A. (2005). The elements of résumé style: Essential rules and eye-opening advice for writing résumés and cover letters that work . AMACOM.

Simons, W., & Curtis, R. (2004). The Résumé.com guide to writing unbeatable résumés . New York, NY: McGraw-Hill.

Business Communication for Success Copyright © 2015 by University of Minnesota is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

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• Career Advice
• Written Communication Guide:...

Written Communication Guide: Types, Examples, and Tips

9 min read · Updated on August 16, 2023

The power of words inspires change, evokes emotions, and fosters connections

We live in a world where the words you write hold the key to unlocking new opportunities. It doesn't matter if you're writing formal business correspondence or a personal letter to your best friend, writing has the power to take readers on a profound journey through your thoughts. 

The types of written communication are as diverse as the purposes they serve and can allow you to excel at work, engage academically, and be more expressive and eloquent. This written communication guide will lead you down a path to discover different types of written communication and will provide examples and tips to ensure that you write exactly what you mean. 

Definition of written communication

At its core, written communication is the art of transmitting messages, thoughts, and ideas through the written word. It serves as a bridge that connects individuals across time and space, allowing for the seamless exchange of information, emotions, and knowledge. Whether etched onto parchment centuries ago or typed onto a digital screen today, written communication has withstood the test of time as a powerful means of expression.

In a fast-paced world where information travels at the speed of light, written communication holds its ground as a tangible record of human interaction. Unlike its oral counterpart , written communication transcends temporal boundaries, leaving an indelible mark that can be revisited and analyzed. It's this permanence that lends written communication a significant place in personal correspondence, professional documentation, and academic discourse.

In personal realms, heartfelt letters and carefully crafted emails capture emotions and sentiments that words spoken aloud might fail to convey

Within professional settings, written communication takes the form of reports, proposals, and emails, each meticulously composed to ensure clarity and precision

Academia finds its treasure trove in research papers, essays, and presentations, where written communication serves as the cornerstone of knowledge dissemination

Yet, amidst this sophistication lies a distinction: written communication lacks the immediate feedback and nuances present in oral discourse. This difference demands attention to detail and precise articulation, to ensure the intended message is accurately received. The immediate feedback present in oral communication allows you to instantly adjust your rhetoric, but that opportunity isn't always present in written communication. 

Types of written communication

We've briefly explored the concept that written communication can be found in personal, professional, and academic settings. But its reach extends far beyond those three realms. Each type of written communication wields a unique power, catering to different purposes and audiences. Understanding the four types of written communication – formal, informal, academic, and creative – will empower you to communicate effectively across a wide spectrum of contexts. 

1. Formal communication

In the corporate arena, formal written communication is the backbone of professional interactions. This type of writing demands precision, clarity, and adherence to established norms. Written communication in the workplace encompasses emails, memos, reports, and official documents. These documents serve as a lasting record of decisions, proposals, and agreements, emphasizing the need for accuracy and professionalism. Examples of formal written communication include:

Formal business emails: These messages are structured, concise, and adhere to a specific etiquette. For instance, sending a well-constructed email to a prospective client introducing your company's services demonstrates effective formal communication. The tone should remain respectful and informative, reflecting the sender's professionalism.

Office memos: Memos serve as succinct internal communication tools within organizations. These documents address specific topics, provide instructions, or announce updates. An example of formal communication through a memo is when a department head distributes a memo outlining the upcoming changes to company policies. 

Business reports: Reports are comprehensive documents that analyze data, present findings, and offer recommendations. A formal business report might involve an in-depth analysis of market trends, financial performance, or project outcomes. Such reports are meticulously structured, featuring headings, subheadings, and references. A quarterly financial report submitted to company stakeholders is an example of formal written communication in the form of a report. The language employed is precise and backed by evidence, maintaining an authoritative tone.

2. Informal communication

Stepping away from corporate rigidity, informal written communication captures the casual essence of everyday life. Informal communication embraces text messages, social media posts, and personal letters. It encourages self-expression and authenticity, enabling individuals to communicate in a more relaxed and relatable manner. Balancing the informal tone while maintaining appropriate communication standards is essential in this type of communication. Some examples of informal communication are:

Text messages: Text messages are characterized by their casual tone, use of abbreviations, and emojis. The language used is relaxed and often mirrors spoken language, fostering a sense of familiarity and ease.

Social media posts: From Facebook statuses to Twitter updates and Instagram captions, these informal writing opportunities allow you to express yourself freely. The language is personal, engaging, and may include humor or personal anecdotes that boost your personal brand .

Personal letters: Although originally rather formal, personal letters have transitioned into the realm of informality. Letters written to friends or family members often showcase a mix of personal anecdotes, emotions, and everyday language. The language is warm, reflective of personal connections, and might include elements of nostalgia or shared experiences.

3. Academic writing

Within educational institutions, academic writing reigns as the conduit of knowledge dissemination. This type of writing includes essays, research papers, and presentations. Academic writing upholds a formal tone, requiring proper citation and adherence to established formats. The objective is to convey complex concepts coherently and objectively, fostering critical thinking and intellectual growth. Here are a few examples of academic writing:

Essays: Essays are fundamental forms of academic writing that require students to analyze and present arguments on specific topics. The essay is structured with an introduction, body paragraphs, and a conclusion, all aimed at conveying a well-organized argument supported by evidence.

Research papers: Research papers dive deeper into specific subjects, often requiring extensive investigation and citation of sources. They should be organized with specific sections such as an introduction, literature review, methodology, findings, and conclusion. This type of academic writing focuses on presenting original insights backed by thorough research.

Presentations: While presentations involve spoken communication, their accompanying slides often feature written content. Academic presentations might include a slide deck explaining the findings of a research study. Each slide contains concise written points that support the speaker's verbal explanations. Effective academic presentation writing ensures clarity and conciseness, to aid the audience's understanding.

4. Creative writing

Creative writing introduces a touch of artistry to written communication. Poetry, short stories, and blog posts exemplify this style. Creative writing explores the depths of human imagination, invoking emotions and vivid imagery. This type of writing encourages personal flair, allowing individuals to experiment with language, style, and narrative structure. While the examples of creative writing are vast, we'd like to share a few examples with you.

Poetry: Poetry is an artistic form of written communication that emphasizes rhythm, imagery, and emotions. In such works, words are carefully chosen to evoke feelings and paint vivid mental pictures, allowing readers to experience a heightened emotional connection.

Short stories: Short stories are concise narratives that capture a moment, an emotion, or a complete tale in a limited space. An example of creative writing as a short story could be a suspenseful narrative that unfolds over a few pages, engaging readers with its characters, plot twists, and resolution. Creative short stories often explore themes of human nature and provide a glimpse into unique worlds or experiences.

Novels: Novels stand as an epitome of creative writing, offering a more extensive canvas for storytelling. Novels delve deep into emotions, relationships, and the complexities of human existence, allowing readers to immerse themselves in fictional realms with remarkable depth.

Tips for improving your written communication skills

Believe it or not, writing is one of those skills that many people struggle with. The question of whether writing is a skill or a talent has long sparked debates among linguists, educators, and writers themselves. Whether effective written communication is something that you're naturally good at or something that you struggle with, everyone can benefit from some tips on being a better writer. 

Clarity: Clarity is arguably the cornerstone of good writing. It ensures your message is understood by eliminating ambiguity, confusion, and misinterpretation. Prioritize simplicity over complexity, using clear and concise sentences to deliver your message effectively. Avoid unnecessary jargon and convoluted phrases, aiming to convey ideas in a straightforward manner.

Understand your audience: It's critical to consider who will be reading what you write. Think about their knowledge, interests, and expectations when crafting your message. Adjust your tone, style, and choice of words to resonate with your intended readers. This ensures that your message is relatable and engaging, enhancing its impact.

Grammar and spelling: If there's one thing that will turn people off your writing, it's improper grammar and bad spelling. Maintaining proper grammar and spelling reflects professionalism and attention to detail. Proofread your work meticulously or use online tools to catch errors.

Practice and learn: Even if you're an expert writer, writing is a skill that evolves. Stephen King – the “king of writing” – asserts that every writer should read . Regular reading exposes you to diverse writing styles and perspectives that expand your knowledge of presenting the written word. 

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Types of Business Letters – How to create a business letter? | Business Communication

Types of business letters.

Table of Contents

➧ Letters promote the preservation of communication between both parties; they may bring friends or relatives closer together, enrich professional relationships and provide a means of self-expression.

➧ Letters contribute to the protection and conservation of literacy. Letter writing leads to the mastery of the technique of good writing and can provide an extension of the face-to-face therapeutic encounter.

➧ Business letters are the written, typed, or printed messages sent in an envelope by post or messenger usually to receipts outside an organization for some specific business purpose.

The different types of business letters are as follows:

1. Acknowledgment Letters :

➧ A type of letter which is sent to acknowledge the receipt of items or inquiries from someone(individual, individuals or an organization) are called acknowledgment letter.

➧ Simply we can say that acknowledgment letter is a written or printed communication addressed to a person, company, etc. for recognition of another’s authority, existence, right, validity, etc., usually sent by post in an envelope.

➧ You can find a charitable contribution acknowledgement letter sample on google and can write it too.In this growing technology you can use acknowledgement email for sending message and we can receive acknowledgement email reply.

2. Apology Letters :

➧ Apology letter is a type of letter which is generally written to say sorry or simply a way of expressing regret towards a past action or occurrence with the sincere objective to rectify them.

➧ It reflects our honesty and sincerity as they are used to convey that you accept the responsibility for the mistakes.

➧ In an organization, apology email to client is written with the use of technological devices and also apology email to customer is also written.

3. Appreciation Letters :

➧ Appreciation Letter is a type of letter generally written by senior level staff to lower level staff to convey gratitude for some appreciable thing they have done and to motivate junior staffs.

➧ These are warm and positive letters of goodwill thanking someone for his or her favors, kindness, or activities that deserve appreciation.

➧ In an organization appreciation letter to employee for good performance is written.Along with the appreciation letters, appreciation mail and appreciation email for good work are also forwarded.

4. Circular Letters :

➧ Circular Letter is a type of letter that is sent to a closed group of people with the intention of being widely circulated.

➧ Companies generally use circular letters to offer products and services for sale, convey information about new facilities, or notify about some development within the organization which reach to the potential customer as serves as important tool of advertisements.

5. Complaint Letters :

➧ Complaint Letter is a very specific and objective type of letter is generally written to deal with a problem situation when other attempts (phone contacts, e-mails, etc) have failed to rectify the situation. Complaint letter need to be responded promptly.

6. Confirmation Letters :

➧ Confirmation Letter is a formal letter that follows to the verbal agreement made between two parties to ensure that the parties in the conversation have a written statement of what was agreed.

➧ It helps to avoid the misunderstandings that may arise later. Emails are popularly used to transmit confirmation letters.

7. Cover Letters :

➧ Cover Letter is a type of letter that is submitted with a job application explaining the applicant’s credentials and interest in the open position.

➧ They are brief messages explaining what has been attached or enclosed with the mail.

8. Inquiry Letters:

➧ Inquiry Letter is a type of letter that is written to individuals or companies to request information and/or ascertain its authenticity regarding such as the supply of particular goods or services.

➧ They briefly and clearly state the details from a service seeker’s or buyer’s perspective. Job inquiry letters are also known as letters of interest, and are used to contact employers who may be hiring, but have no current job postings available.

➧ Directly contact a prospective employer to explain your skills and ask if they are looking for someone with your skills. In this way, you can network and be considered for employment as soon as a position becomes available.

➧ Letters of inquiry are different from cover letters because cover letters are sent in response to posted jobs.

➧ A cover letter connects your skills with the job description requirements and is submitted with your resume when applying for an open position.

➧ You write a job inquiry letter if you are interested in working for a company that has not posted any jobs.

9. Order Letters :

➧ In today’s world, placing orders has become an integral part of every individual’s life. Everyone who is tech-savvy, including children, can buy anything they need online.

➧ All you need is a smartphone, an internet connection, and an online banking facility. Business owners and sales executives, however, will have to send letters or emails to place bulk orders.

➧ Order Letter is a type of letter that is generally written when the company orders goods or services to buy from another company.

➧ Individual may also write order letter if they are placing an order to buy something from the firm. Order letters are mainly used to inform buyers/sellers about the items bought/sold.

➧ Besides being a reference tool, an order letter is used for record keeping and further reference. It needs to be clear and precise. Make sure your note is polite and professional.

➧ To avoid any confusion, be sure to specify all the details without missing anything. Thank the recipient for their service and show that you trust them.

➧ If you have any questions, do not hesitate to contact the recipient. It is important that the sender signs the letter.

➧ The letterhead of the company is usually used instead of a plain A4 sheet when writing order letters. The terms and conditions of the purchase should be included in the order letter.

➧ You should provide all the specifications and quantity of the products required. To include information about the price and delivery date of the products if it is a response letter or order confirmation.

10. Payment Request letters:

➧ Payment Request letter is a type of letter written by the organization to the customers who have payment past due to remind them that they should pay the dues by certain specific date.

➧ When you have not yet received your payment but it is still pending from the sender, you write a payment release letter. Payment release requests should be written from the receiver’s perspective and in a humble tone.

➧ While writing the letter, you need to be patient and respectful even if your payment has been blocked for a long time.

➧ Whenever you feel helpless when your client, organization, etc., doesn’t pay you, write a letter requesting payment release.

➧ It is possible to request the release of the payment online or offline, but it is most convenient to request the release over the phone.

➧ It is possible to write a request letter for payment release or send an email instead of making a phone call. A formal letter format and a humble tone are used in the letter.

➧ It would include information regarding the sender’s address and the receiver’s address, name, contact information, and attachments (if any) to accompany the payment release letter.

➧ You can refer to the sample letters below to get a better understanding of the format.

➧ You will need to send a request letter or e-mail to the relevant authority asking for payment of your outstanding order. Be sure to include all the details like the order ID, bills, and receipts.

11. Recommendation Letters:

➧ Recommendation Letter is a type of letter generally written to recommend someone for a job or position.

➧ It is also called reference letter in which the writer assesses the qualities, characteristics, and capabilities of the person being recommended in terms of that individual’s ability to perform a particular task.

➧ Hiring managers typically receive this letter when considering a candidate for employ mentor other consideration. An application is rounded out by letters of recommendation.

➧ Applicants are evaluated for personal qualities such as integrity, intellectual curiosity, and leadership potential. An applicant can gain an edge over their competitors by writing a strong letter of recommendation.

➧ Employers are more likely to consider you for a job if someone can vouch for your qualifications and character. Many job applications give you the opportunity to list references who can testify to your capabilities.

➧ The purpose of a letter of recommendation is to validate your academic performance, skills, or work. Your reference may need a recommendation or you may be the one asked to write it.

12. Sales Letters:

➧ Sales Letters is a direct order letter which is generally written to persuade the reader to purchase a particular product or service in the absence of a salesman.

➧ It can be longer than a page because it includes details about certain products or services. To influence and win customers, a sales letter is written from the audience perspective.

➧ The purpose of a sales letter is to attract potential customers to a product or service. Using a sales letter, you can show a customer how your business will benefit them.

➧ Consumers are less concerned about the idea of a business transaction when they are thinking about meeting their needs.

➧ Both online and print sales letters are used by businesses. By using persuasive techniques and strong content, sales letters can be an effective form of direct marketing. By using them, businesses can create a personal connection with their clients.

13. Standard Letters:

➧ Standard Letter is a type of letter written by a company or organization to send a reply or general information to many correspondents.

➧ Many business letters involve similar formats and subject matters covering various routine business activities.

➧ For efficiency and to save time may companies have developed standard letter which can be developed from pre-existing format.

14. Resignation Letters:

➧ Resignation Letter is a shortest formal type of letter generally if somebody is quitting a job, or intent to leave a position currently held, such as an office, employment or commission.

➧ It is simple, clear and includes the date when you are leaving. An employee’s resignation letter informs their employer that he or she is leaving their job.

➧ The letter formalizes your departure from your current employer, and it can be emailed or printed.

➧ Resignation letters serve as written notices of resignation and provide details of your departure, including the date of your departure.

➧ Resigning from your job should be done professionally and gracefully. It is not necessary to provide a long explanation, however. You should keep your letter or email simple and focused on the facts.

• Resignation Intent
• The last day of your employment
• An Offer to Assist with the Transition
• Questions You May Have
• Your Contact Information
• Your Signature

The resignation letter should often express appreciation for the opportunities provided by the company and mention any experiences the employee gained while at the company.

• 10 types of business letters . (2018, June 29). Work – Chron.com. https://work.chron.com/10-types-business-letters-9438.html
• Puri, G. (2023, December 4). 16 types of business letters . Naukri’s Official Blog. https://www.naukri.com/blog/types-of-business-letters/

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Business Communication: Resumes & Cover Letters

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Resumes & Cover Letters

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• Open Textbooks

The 5 Essential Parts of a Good Resume

• A clearly stated job objective
• The highlights of qualifications
• A presentation of directly relevant skills and experience
• A chronological work history
• A listing of relevant education and training

Things to Avoid in Your Resume

• False Information
• Personal Data (Age, weight, health, race, religion, marital or family status)
• Your social security number
• A photograph of yourself
• A statement that you will take any job available
• Any shortcoming, weak areas, or any difficulties you have experienced in certain job
• Past salary, wages or salary requirement
• Reason for leaving previous jobs
• Your lack of a job
• First person singular (I, Me,My, Mine)
• References.  Add the statement "Reference available upon request". Prepare a separate sheet listing your references and bring it to your interview
• Don't print of both sides of the paper

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10 Types of Business Letters

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The term “business letters” refers to any written communication that begins with a salutation, ends with a signature and whose contents are professional in nature. Historically, business letters were sent via postal mail or courier, although the internet is rapidly changing the way businesses communicate. There are many standard types of business letters, and each of them has a specific focus.

Sales Letters

Typical sales letters start off with a very strong statement to capture the interest of the reader. Since the purpose is to get the reader to do something, these letters include strong calls to action, detail the benefit to the reader of taking the action and include information to help the reader to act, such as including a telephone number or website link.

Order Letters

Order letters are sent by consumers or businesses to a manufacturer, retailer or wholesaler to order goods or services. These letters must contain specific information such as model number, name of the product, the quantity desired and expected price. Payment is sometimes included with the letter.

Complaint Letters

The words and tone you choose to use in a letter complaining to a business may be the deciding factor on whether your complaint is satisfied. Be direct but tactful and always use a professional tone if you want the company to listen to you.

Adjustment Letters

An adjustment letter is normally sent in response to a claim or complaint. If the adjustment is in the customer’s favor, begin the letter with that news. If not, keep your tone factual and let the customer know that you understand the complaint.

Inquiry Letters

Inquiry letters ask a question or elicit information from the recipient. When composing this type of letter, keep it clear and succinct and list exactly what information you need. Be sure to include your contact information so that it is easy for the reader to respond.

Follow-Up Letters

Follow-up letters are usually sent after some type of initial communication. This could be a sales department thanking a customer for an order, a businessman reviewing the outcome of a meeting or a job seeker inquiring about the status of his application. In many cases, these letters are a combination thank-you note and sales letter.

Letters of Recommendation

Prospective employers often ask job applicants for letters of recommendation before they hire them. This type of letter is usually from a previous employer or professor, and it describes the sender’s relationship with and opinion of the job seeker.

Acknowledgment Letters

Acknowledgment letters act as simple receipts. Businesses send them to let others know that they have received a prior communication, but action may or may not have taken place.

Cover Letters

Cover letters usually accompany a package, report or other merchandise. They are used to describe what is enclosed, why it is being sent and what the recipient should do with it, if there is any action that needs to be taken. These types of letters are generally very short and succinct.

Letters of Resignation

When an employee plans to leave his job, a letter of resignation is usually sent to his immediate manager giving him notice and letting him know when the last day of employment will be. In many cases, the employee also will detail his reason for leaving the company.

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After attending Fairfield University, Hannah Wickford spent more than 15 years in market research and marketing in the consumer packaged goods industry. In 2003 she decided to shift careers and now maintains three successful food-related blogs and writes online articles, website copy and newsletters for multiple clients.

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Project Management Support - Senior Associate

The Joint UN Programme  "PRO - Local Governance for People and Nature"  contributes to improving the quality of life of citizens through the improvement of local governance, social inclusion and environmental protection in 110 cities and municipalities throughout Serbia. The Programme is jointly implemented by the United Nations Agencies in Serbia - UNOPS, UNICEF, UNFPA and UNEP, in cooperation with the Government of Serbia, and with the financial support of the Government of Switzerland, in the period from 1 January 2023 to 31 December 2026. 

To achieve the Programme’s Objective, the intervention will focus on three key Pillars and Outcomes: 

Pillar Good Governance, Outcome 1: Local self-governments LSGs improve capacities and apply good governance principles in practice;

Pillar Social Inclusion, Outcome 2: LSGs and other relevant local actors improve capacities and develop evidence-based local social protection policies;

Pillar Environmental Governance, Outcome 3: LSGs improve capacities and apply environmental governance processes in practice.

The key stakeholders at the local level are also direct users of support: local governments (cities and municipalities), including their administrations/staff, other relevant local organisations and institutions (Centres for Social Work - CSWs, Primary Health Centres - PHCs, pre-school institutions and schools), and local Civil Society Organisations (CSOs). The final users of support will be the citizens from participating LGs, especially those from left behind groups, with a focus on people with disabilities, Roma, children and families, youth and older people. The support will be provided to a certain number of informal waste pickers as well. 

All Programme activities will be undertaken in partnership with the Government of Serbia, especially the Ministry of Public Administration and Local Self-Governments (MPALSG), the Ministry of Labour, Employment, Veteran and Social Affairs (MLEVSA), the Ministry of Environmental Protection (MEP).

The Programme will coordinate its activities with the key line national-level institutions while observing the national strategies, laws and relevant development documents, which will contribute to sustainability, ensure national ownership and develop national capacities.

The Project Management Support - Senior Associate will undertake the following activities/responsibilities:

• Provide high-quality inputs for project reports, briefs, assessments and analyses;
• Prepare briefs and analysis of political, socio and economic trends relevant for the Project;
• Following advice from Project Manager, coordinate with UN partner agencies on project implementation and communications activities;
• Maintain project tracking and alert Project Manager on deadlines;
• Timely delivery of approved work, procurement, and financial plans for the communications activities; 
• Contribute to the development, update, and implementation of the Project’s plans;
• Contribute to the identification and mitigation of project risks and administers and document lessons learned and best practices of the Project;
• Effectively manage the communications budget in cooperation with the Project Manager, Head of Support Services, and Finance Specialist;
• Support the Project Manager in communication of project activities and progress with the relevant stakeholders;
• Provide support to Project Officers in presenting the Project's impact to key stakeholders; 
• Implement and evaluate the Project Communication Strategy and Action Plan;
• Manage activities related to the visibility and publicity of the Project support such as events, meetings, visits, press conferences, raising awareness activities etc;
• Maintain cooperation with media and partner UN agencies' communication teams;
• Maintain and update Project’s website and social network accounts;
• Prepare Terms of Reference for communications and other consultants, per need;
• Supervise and/or coordinate the engagement of the communications retainers and service providers;
• Monitor the implementation of the Communications for Development activities; 
• Prepare inputs for tenders for publicity materials (print, graphics, web, audio, video) with guidance from the Procurement Specialist.
• Ensure good governance, gender equality and social inclusion principles and practices are incorporated into the communications products.
• Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.
• High School Diploma/Secondary School Diploma is required
• A first-level university degree (Bachelor or equivalent) preferably in Public Administration, International Relations, Political Sciences, Social Sciences, Project Management, Communications or Journalism with three (3) years of experience would be an asset and may substitute for four (4) years of relevant experience.
• Professional experience in project management with focus on project implementation, planning, reporting and/or coordination is required (minimum number of years as per education requirements).
• Minimum two years of work experience in project communications is an asset.
• Experience in working or collaborating with international organisations, preferably with the UN, is an asset.
• Experience in writing, reporting and donor communication is an asset.
• Knowledge of good governance, social inclusion and/or environmental governance issues in Serbia is an asset.

Language Requirements

• Fluency in Serbian and English is required
• Driving license and ability to travel independently is required
• Certification in project management (PM, PMI, PRINCE2 Foundation or similar) is an asset

This is a local position, it is therefore open to nationals of the Republic of Serbia and to individuals who have a valid residence/work permit.

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions 

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract  here .
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

The UNOPS Republic of Serbia Multi Country Office (RSMCO) is implementing 16 projects in Serbia, North Macedonia and Montenegro.

In Serbia, where UNOPS has been active since 2000, and North Macedonia and Montenegro where UNOPS works since 2017, the organisation provides support in demanding socio-economic reforms and facilitating accession to the European Union. The projects focus on sustainable socio-economic development, good governance, social cohesion, environment and emergency response. The projects are implemented with the funding from the European Union (EU), Kingdom of Norway, Governments of Switzerland, Sweden and North Macedonia.

All projects have gender equality as a transversal theme, and have been contextualised within the broader Sustainable Development Goals frameworks and objectives.

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