We cannot use one type of business letters for our daily business activities. The use of business letters with the same format and content continuously is very rarely possible. Because we have different interests every day. We need different types of business letters for different business situations.
Just imagine if we want to thank a person or company, we want to send thanks to him. But what we know so far is only a business letter for requests for goods. Is that letter still appropriate for us to send? Therefore we need different types of business letters for each condition.
Types of Business letters
There are 4 different types of business letters. You can use it according to your situation and needs.
Business Letter Apology
This letter is part of a business letter that is used to apologize for service or business cooperation that is not in line with expectations.
Even though we have a business plan, marketing plan, etc. We have carefully planned everything in preparation for our business. But in reality there are obstacles that we cannot handle so that the business decreases and does not produce output as expected. Even though you joined with your partner at that time, and you took over to handle the business.
You know you are in bad condition. But running is not the right choice. To avoid cowardice you choose to give a letter in apology to your business partners.
You can express your regret and acknowledgment of your inability to handle the planned business. Maybe you should be honest about admitting mistakes, rather than you blaming others.
By sending this letter, you already have a good attitude behavior. You dare to admit mistakes and make it a valuable experience for yourself.
You don’t need to worry if your partner will be reluctant to cooperate with you again, that’s part of the consequences that you have to accept. Apologize and pray that you and your partner will find good luck after this.
Business Letter Appreciation
The second differential type of business letter is the letter from appreciation. The opposite of letter in apology. In this condition you are enjoying the success of your business so you feel entitled to say thank you and give appreciation to your business partners who have managed to handle your province so that it can produce maximum output, even beyond expectations.
You can accompany this Letter from appreciation by giving a gift as a thank you. In your case as a boss who wants to give appreciation to your subordinates for their good performance, you can give rewards and certificates to them.
This letter appreciation is a form of care and attention to the performance of a person or company. Not only punishment that is raised as a form of reward for failure. Success also deserves appreciation.
Business Letter Inquiry
This Business Letter Inquiry is used to ensure products marketed by a company or person. Letter in inquiry Almost the same as the request for goods request, only different Emphasis and needs.
If the letter of application for goods you are sure of the goods you requested, but a letter of inquiry is a letter asking other parties to ensure that the product you need is in the company or produced by the company.
Business Letter Complaint
This letter is used as a form of complaints against the service that is felt to be less than optimal. Usually this letter is sent from a customer or business partner.
In responding to this letter from complaint, there is no need to worry or be angry. As you always feel like open to criticism and suggestions. Consider this the criticism given to you for the progress and improvement of your business.
Although in your heart you feel uncomfortable. You feel like you did your best, worked overtime, and everything you did. But still others who enjoy it. Those who feel the results of your hard work. So no need to be bothered in responding.
You only need to be positive to receive and respond to this letter from complaint. Perhaps there really must be improvements that you do. Be thankful that someone is paying attention to your mistakes. And immediately rise to reach your target.
Not all letters of complaint are dropped, some are constructive. Not all letters also need your response. Reread and check again the truth of the error that has been complained. If there is nothing that needs to be fixed, you should ignore it first.
Especially if there are two opinions on your performance between good and bad. You need to check back which bad part. After that, you can make a decision to fix it or not.
in making this letter, one must indeed be in a good mood, a fresh brain, so that what is written in the letter is not only a burst of resentment or disappointment, but also based on facts.