A letter is a message written on letterhead paper and addressed to someone outside the organization. It is usually sent through the mail.
The body of the letter is made up of the introduction, middle and conclusion. The introduction opens the letter, establishes rapport and acknowledges any previous correspondence or contact. The middle of the letter contains all details and information. The conclusion outlines any actions and/or information required along with a polite ending.
Types of letters
· good news letters – inquiry, request, acknowledgement, introduction to someone/something
· cover, thank-you and acknowledgement letters
· letter to refuse an invitation or request – start with your appreciation for the invitation or request, give a full explanation of why you are refusing, close by expressing interest in the person/organization or with well wishes for the event.
· bad news letter – open with a courteous greeting, explain the situation, state the bad news, close with a positive paragraph i.e. how they could improve, encouraging them to apply again in the future.
· Problem, denial or complaint letter.
