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Complaint Letters

11. Termination Letters

13. Office Memorandum

Complaints Letters are generally sent by the customers/consumers to the business in case of non-satisfaction with the company’s products and services. Businesses, in this competitive market, must be comfortable with facing criticism too to make their services better. Sometimes businesses also need to write complaint letters to vendors in case of non-satisfaction with the supplies. Complaint letters can include the concerned products/services, expectations at the time of purchase, expectations for the resolution of the issue, etc.

Features of Complaint Letters

  • Clarity: They use clear and concise language to explain the nature of the complaint.
  • Formal Format: Complaint letters follow a formal business letter format with a professional tone.
  • Address: Complaint letters are addressed to the relevant authority or individual responsible for addressing the complaint.

Purposes of Complaint Letters

  • Express Dissatisfaction: Complaint letters serve the primary purpose of expressing dissatisfaction with a product, service, or situation.
  • Documentation: Complaint letters create a written record of the issue, which can be useful for reference or legal purposes.
  • Feedback: They provide feedback to the organisation or individual, allowing them to improve their products or services.

Advantages of Complaint Letters

  • Record: They create a record of the complaint, which can be useful if legal actions are needed or if the problem persists.
  • Accountability: Complaint letters hold the responsible party accountable for addressing the issue.
  • Professionalism: Writing a complaint letter respectfully demonstrates professionalism and can lead to a more positive response.

Business Letters | Types, Purpose and Structure

In the context of businesses and companies, the occurrence of some events needs to be informed through formal letters. Business Letters are formally framed letters written to convey pieces of information and to resolve issues. These letters are written with clarity and in a professional tone to leave a good impression and in the hope of getting a resolution better and more quickly.

Similar Reads

What are Business Letters?

Business Letters are described as letters used in the corporate world to address any issue, to pass on some information, and for many other purposes. Business letters are written professionally in a formal format and with a formal tone, in order to leave a good impression. Some business letters are Cover Letters, Offer Letters, Letters of Recommendation, Request Letters, Complaint Letters, Interview Follow-up Letters, etc. Each business letter has its features, advantages, and purposes....

1. Cover Letters

A cover letter is a letter that is sent to the company with the resume of a potential interviewee. A cover letter acts as an application mentioning the interest of the interviewee in the job. A cover letter may include educational qualifications, work experience, contact information, skills, etc. The cover letter consists of a formal tone and depicts the interest of the interviewee in the company and the post offered against some set of qualifications that the interviewee possesses....

2. Offer Letters

Offer Letters are written on behalf of the company to potential new joiners, stating that the company wishes to hire them. An offer Letter is issued after the successful completion of interviews by the individual who wishes to join the company and who the company wishes to hire. The offer Letter may contain the name of the employee and designation, date of joining, terms of employment, stipend/salary/CTC, etc....

3. Letters of Recommendation

Letter of Recommendation, often referred to as a reference letter, is a written document in which an individual provides a positive assessment of another person’s qualifications. These letters are typically used in various contexts, such as job applications, college admissions, scholarship applications, and professional applications, etc. A letter of recommendation can include the name of the recipient, the recommendation against skills and qualifications, etc....

4. Sales Letters

Sales Letters are mainly written by the businesses to their potential and existing customers regarding the products/services the business offers, newly launched products, any change in the existing products, etc. Sales letters have the motive of keeping customers updated regarding the offerings of the business. This ensures a long-term relationship with customers. Sales letters may include the concerned products/services, changes made, information about newly launched products, any other necessary information, etc....

5. Letters of Commendation

Letter of Commendation is written by the employers to their employees with a motive to show gratitude towards the exceptional performance of the concerned employee. A commendation letter can be for the appreciation of an employee for his/her exceptional performance, congratulating the team for the successful accomplishment of any project. Employee appreciation can motivate employees. A commendation letter can include the concerned team/person, the reason for the letter, a congratulatory note, etc....

6. Apology Letters

Apology Letters are the formal apology that one individual writes to another one in case of any mistake made the behalf of the former. Apology letters seek forgiveness from the recipient. These letters record the formal apology in an attempt to make up for any mistake that happens at the workplace and give assurance for the no-happening of such events/mistakes in the future. An apology letter can include the name of the concerned person, the reason for writing the letter, the apology, etc....

7. Thank you Letters

Thank you letters are generally written to show a feeling of gratefulness towards any other person/group of people/company. In the case of businesses, a business can write thank you letters to customers/consumers, vendors, employees, etc. to show that their efforts are valuable to the business. An appreciation through a thank you letter can provide the recipient with a sense of being valued. Thank you letters may include the name of the recipient, reason for writing, gratitude note, etc....

8. Welcome Letters

Welcome Letters are written to introduce something/someone to someone/something. For instance, a newly appointed employee will get a welcome letter from the end of the company to make the employee’s initial days at work easy, any customer receives the welcome letter on the behalf of company in case the customer signs up for something new at any company, etc. Welcome letters include information like greetings, company/product overview, personalised notes, etc....

9. Letters of Resignation

Letter of Resignation is written by the employees to their employers to inform the latter that the former wants to leave the company. Resignation can be verbally or written, as preferred by the company. It is always better to have the resignation in written form to maintain documents and information. Letter of resignation can include the employee’s name and designation, date of resignation, reason of resignation, etc....

10. Interview Follow-up Letters

Interview follow-up letters are written by the interviewees to the interviewers to thank the latter for their time. The interview follow-up letter shows that the interviewee is grateful for the time of the interviewer. An interview follow-up letter may include a thank note, details about the interview to show how actively the interviewee was listening, a request for feedback, etc....

11. Termination Letters

Employers or the Human resources departments write termination letters for the employees in case of their termination from the job. The termination Letter documents every important detail related to the termination of the respective employees. Details like the employee’s name and position, tenure completed in the company, reason for termination, date of termination, follow-ups, additional details, etc., are included in the termination letter....

12. Complaint Letters

Complaints Letters are generally sent by the customers/consumers to the business in case of non-satisfaction with the company’s products and services. Businesses, in this competitive market, must be comfortable with facing criticism too to make their services better. Sometimes businesses also need to write complaint letters to vendors in case of non-satisfaction with the supplies. Complaint letters can include the concerned products/services, expectations at the time of purchase, expectations for the resolution of the issue, etc....

13. Office Memorandum

Office Memorandum, often called Memo, is a brief written document commonly used in business and other professional settings to convey information, make announcements, provide instructions, or communicate within an organisation. It serves as a convenient and formal means of internal communication. Memos are typically short to the point, addressing a specific topic or issue. They can be distributed electronically or as printed documents within the office or organisation....

14. Announcement Letters

Announcement Letters are written on behalf of the company to its employees, vendors, customers, and other related parties to inform the concerned people about any change in the company. Changes like employee change, policy change, any information about mergers, acquisitions, expansion, product releases or events, etc., are informed through announcement letters. These letters generally follow a formal format and tone. Announcement letters include the main subject for writing the letter, necessary information about the event, concerned parties, the effect of the event on concerned parties, etc....

15. Request Letters

Request Letters are generally written to request something on the office premises. Mainly employees write these letters to management and human resources when they want something new or extra in the office. These requirements can be any course, training class, arrangement of any special meeting, etc. Request letters include an explanation regarding the needs, supporting documents, any deadline expectations, etc....

Structure of Business Letters

All business letters generally follow the same structure, except for their body content. The general structure of business letters is as follows:...

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#Business-Letters #Business Communication #Commerce

11. Termination Letters

13. Office Memorandum