What are th types of Letters?

Types of Letters

3.1  Acknowledgement Letter

i)               always necessary and considerate
ii)            should be short and polite
iii)         mention when “it” arrived and express thanks

3.2  Adjustment Letter

i)               it is written in response to complaint letters
ii)            tells your customer what your firm is going to do about the complaint
iii)         gives an opportunity to build goodwill for the firm
iv)          an effective adjustment letter both repairs the damage and restores the customer’s confidence.
v)             settle claims quickly and courteously trying to satisfy your customer at a reasonable cost to your company.
vi)          grant adjustment graciously, for a settlement settled grudgingly will do more harm than good.
vii)       Tone is critical
viii)     No matter how unpleasant or unreasonable the complaint letter, your response must remain both respectful and positive.
ix)          Avoid emphasizing the unfortunate situation, instead emphasize what you are going to do to correct it.
x)             Be gracious, but admit your error in such a way that the buyer will not lose confidence in your firm.
xi)          Before granting adjustment, you must investigate what happened.
xii)       Treat each claim individually, and give the customer the benefit of the doubt.



3.2  Complaint letter
Business sometimes err in providing goods or service to customers. For this kind of letter, tone is important.
a)   The most effective complaint letter does not sound angry.
b)   Do not use a complaint letter to vent your anger, the reader may not have anything to do with what went wrong.
c)   In most cases only state your claim, support it with the pertinent facts, and then ask for the desired adjustment.
d)   The opening of your complaint letter should include all identifying data concerning the transaction, cost, invoice, number etc., place of purchase etc.
e)   The body of your letter should explain logically and clearly what happened, that prove the validity of your claim.
f)    Be sure of the facts.
g)   Present the facts concisely and objectively, carefully avoiding overtones of accusation or threat.
h)   You may wish to state any inconveniences or loss created by the problem.
i)     Your conclusion should be friendly, and it should request action. State what you would like the reader to do to solve the problem.



3.2  Application Letters

i) An application letter is essentially a sales letter – you are marketing your skills, abilities, knowledge etc.
ii)     Your objective is to get the attention of the person who is screening the names, and your goal is to obtain a job interview.
iii)    It is essential that you should provide the following information:
Ø identify an employment area or state a specific job title.
Ø List your sources of information
Ø Describe your qualifications for the job in summary form – to cover education, work experience etc.
Ø Refer the reader to your résumé
Ø Ask for an interview.


4.0   Business Letters – Parts and Formats

a)  Business letters contain many parts; some of these include:
·      Letterhead
·      Return Address
·      Date line
·      Inside address
·      Attention line (optional)
·      Salutation
·      Subject line (optional)
·      Body
·      Complimentary closing
·      Company name (optional)
·      Writer’s identification
·      Reference initials











 

 


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