PRODUCTS OF
TECHNICAL WRITING
BUSINESS LETTERS
Business
letters
are
an
important
communication tool in professional settings. You
will likely need to know how to write different types
of business letters and emails throughout your
career, from a compelling cover letter when
applying to a position, to a persuasive sales letter or
a formal resignation letter.
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.
THE SEVEN PARTS OF A
BUSINESS LETTER
Though many types of letters have certain
formatting requirements and include a variety of
information, there are a few components that are
consistent across most business letters, including:
CONTACT INFORMATION
This step is essential, especially when
ending a physical copy of a business letter. Your
contact information should include your name,
phone number, and business address or email
address.
SUBJECT LINE
A subject line is used when sending a
business letter via email. This brief line often
includes a few-word summary of the purpose of
your letter.
GREETINGS
The formality of the greeting will depend
on the type of business relationship you have
with the reader. If you are looking for a new
job, your greeting should be formal. If you are
sending a quick follow-up to a customer that
you have already created a relationship with,
then you might choose to use their first name.
INTRODUCTION
The introduction describes the purpose of
the letter and what you are hoping to achieve
with it. This is your chance to grab the reader’s
attention with information such as a discount on
a product you sell or that you’re inquiring about
an open position.
DETAILED INFORMATION
The body of your business letter includes
specific details about your purpose, including
asking or answering questions and providing
additional information.
CONCLUSION
Your conclusion should leave the reader
with a call to action, such as how the reader can
order a product or reach out to you for more
information.
SIGNATURE
A signature can be as simple as writing
your name or as complex as including your
credentials and certifications. How you sign a
business letter will also depend on your current
relationship with the reader.
COVER LETTERS
A cover letter is a business letter typically
sent with your resume when applying to a job.
While not all employers require a cover letter, it
is a great opportunity to explain your
professional experience, qualifications and
interest in the company and job.
A cover letter should include the following sections:
Contact information
At the top of your cover letter, include your name, phone
number and email address to ensure the reader knows how
to contact you after reviewing your application.
Salutation
Begin the letter by addressing the person to which you are
writing the letter. This person may be the hiring
manager, department head or other company
representative identified in the job listing.
Qualifying skills
In the body of your letter, highlight the specific skills that
make you a strong candidate for the open position.
Conclusion
End the cover letter with a memorable statement about why
you are a good fit for the open position. Include a call-toaction that encourages the reader to follow up on your
application should they want to interview you and learn more
about how you could fit into their company.
LETTERS OF RECOMMENDATION
A letter of recommendation is written on
behalf of another professional to verify their
qualifications and work ethic. A letter of
recommendation can strengthen an application
for employment, higher education or another
professional opportunity.
A recommendation letter should include the following
sections:
Relationship of the recommendation
The letter should state the relationship of the person making
the recommendation to ensure the reader knows what
qualifies the writer to speak on the applicant’s behalf.
Evaluation of the candidate’s qualifications
The recommendation is often the body of the letter and
speaks directly to the candidate’s skills, character traits,
professional goals and their potential in the program or
position.
Examples
The writer should include specific examples of how the
candidate demonstrated their skills during their time working
together. This information can help prospective employers
understand how exactly the candidate positively impacts
their peers and employers.
Closing statement
The recommendation letter should conclude with a final
confirmation of the candidate’s qualifications with the
writer’s contact information should the reader want to know
more.
OFFER LETTERS
An offer letter is an official offer of
employment that describes the specific terms of
the position. If you agree to the terms the letter
offers, then you will sign the offer letter and
accept the job.
An offer letter should include the following:
Job description: This item outlines the specific job
tasks and requirements of the role.
Job title: A letter that states the official name of the
position can ensure you are hired for the right role.
Requested start date: This is the date on which you
will begin employment. You may discuss with your
employer if you need to adjust the date.
Salary and benefits: This information includes the
offered salary, bonus and benefits that come with the
role. Some employers may specify when they
distribute bonuses and when benefits, such as health
care, begin.
Acceptance timeline: This is the date by which you
must respond to the offer letter.
SALES LETTERS
The purpose of a sales letter is to introduce
a service or product to a client or customer.
Sales professionals often use these letters when
making new contacts with prospective buyers
or strengthening relationships with longtime
clients.
A sales letter often includes the following:
Description of product or service
Include specific details about the item or service you
are offering.
Cost
Some letters include information about the price of the
product or service, especially if the buyer is a current
patron.
Call to action
Include directions to the reader explaining how
they should take action if they want to buy. You may
include your contact information, the best times to
reach you and a date by which they should reply to
take advantage of your offer.
LETTERS OF COMMENDATION
Letters of commendation are a form of
employee appreciation, and companies send
them out to the entire staff to congratulate an
employee for a job well done.
They may include the following:
Purpose: Begin a letter of commendation
identifying who is being commended and for what
reason.
Details of the commendation: Include details about
the specific tasks, achievements or awards for which
the team member is being recognized.
Call to action: This letter may include a call to
action that encourages fellow employees to
congratulate the team member on their success.
LETTERS OF RESIGNATION
A letter of resignation informs your
employer of your intent to resign. While you
may verbally notify your coworkers and
employer of your plans to leave, many
organizations prefer to have an official letter for
documentation purposes.
A letter of resignation often includes the following:
Statement of resignation
Begin this letter with the official statement declaring
that you are resigning from the company.
Reason for leaving
Depending on your situation, you may consider
mentioning why you are leaving so your employer
understands your decision. This may include accepting
an opportunity elsewhere, pursuing higher education or
relocating.
Dates
Include the date on which you are delivering the letter and
the date of your official last day of employment. This step
can ensure your employer can best prepare for your leaving
and fill your position.
Thank You
Consider thanking your employer for the opportunity and the
skills you gained while working for them. This step is a
professional courtesy that can strengthen your professional
relationship with your employer should you need their
recommendation in the future.
THANK YOU LETTERS
A professional thank you letter is an
important way to let colleagues, employers,
vendors or other business contacts know you
value their time or efforts. Sending a
professional thank you letter will build rapport
with the recipient and communicate your
intentions for the future.
A business thank you letter typically includes the following:
A greeting:
Start your letter with a simple but professional greeting.
Consider your relationship with the recipient.
Reason for gratitude with specific examples:
In one or two brief paragraphs, clearly express your gratitude
to the recipient, being specific about what you're thanking
them for.
Details from your conversation:
Sharing additional details from your encounter can
help personalize the letter and show the depth of your
gratitude.
A polite closing:
Conclude your email with a closing statement like "my
regards," “thanks again,” or another personable, yet
professional closing.
COMPLAINT LETTERS
Complaint letters are usually sent by
consumers to businesses when they're unhappy
with a service or product. Businesses may also
occasionally need to write a complaint letter.
Components of a complaint letter include:
A formal greeting: When writing to a company, it is
acceptable to use “To Whom It May Concern” as it
may be unclear who will read and act on your
complaint.
A description of the purchase: Include all pertinent
details, such as an account number or order number,
what and how much of a product or service was
purchased and when the transaction occured.
Explanation of the problem: Clearly state the
problem you have encountered with the product or
service. For instance, the product does not work
properly, the service was not performed correctly, you
were billed the wrong amount, something was not
disclosed clearly or was misrepresented.
Specific request or resolution needed: Propose a
satisfactory solution, such as a refund or discount on
services performed, a repair or an exchange.
APOLOGY LETTERS
An apology letter is an important tool in the
workplace that acknowledges a mistake,
expresses regret and asks for the letter
recipient's forgiveness or patience. Apology
letters create a formal record of your admitting
to and attempting to rectify a mistake or failure.
An apology letter should include the following:
An acknowledgement of the mistake
Begin by explaining what you have done wrong and
acknowledge the consequences of your mistake.
A sincere apology
It will involve saying you are sorry without any
caveats or attempts to shift blame to anyone else.
Expressing a genuine regret for the consequences you
caused may be sufficient in earning your recipient's
forgiveness.
Your plan to fix the problem
Assure your recipient you will do everything in
your power to correct the matter, and share the
specific steps you will take to do so. Be willing to
make whatever personal sacrifices are necessary
to make things right with your reader.
OFFICE MEMORANDUM
An office memorandum or business memo is a
short yet formal document used for communication
between the business and its employees. Effective
memos are brief and easy to navigate. The document
is primarily for internal use, such as an
announcement regarding changes to personnel
within an organization or updates on company
gatherings.
Office memos should include:
A clear and straightforward subject: If you are
issuing an email, communicate the message of the
memo in the subject line. If the memo will be
distributed to employees on paper, you can still include
a brief subject line at the top of the letter.
The intent of the memo: List the purpose of the
memo in the introductory paragraph. Be concise and
keep the language positive throughout.
A breakdown of the information: Use the body
paragraph and conclusion to outline the information
you are sharing. Include details of how employees can
act on this memo or reach out to a specific point person
with any follow-up questions.
WELCOME LETTERS
A welcome letter is a formal way of
introducing a company or employee and
provides basic information to the recipient.
A welcome letter usually includes the following:
A warm greeting
The first few lines of your letter may differ depending
on your intention.
Personalized information
Personalize your letter by referencing prior
conversations you've had.
Important details to know about your business
Ensure the recipient knows everything they need to
know at the start of this new partnership.
REQUEST LETTERS
A request letter is a way to formally ask for
something in the workplace. You can use this
letter to request a raise, a training class, a
recommendation or even a meeting to ask for a
promotion. Letters of request can also be a
beneficial way to acquire specific information.
Request letters should include:
An explanation of the request
Start your letter with a clear and succinct explanation
of your request. The overall tone of your request letter
should be polite yet convincing.
Supporting documentation
If applicable, include evidence or other documentation
related to your request.
A deadline for response
For many request letters, it can also be important to
give a timeline. For example, if you are requesting a
recommendation letter, you may need to submit it by a
specific date. Sharing that deadline and asking them to
let you know if they are unable to provide a letter by
that time allows you the opportunity to send your
request to someone else.
TERMINATION LETTERS
A termination letter is a respectful yet
effective way to dismiss an employee from their
current job. Termination letters are also called a
"letter of separation," "a notice of termination
of employment" or "contract termination letter."
Termination letters should include:
Notification of termination date
First, inform the employee that their employment is
terminated and specify the date it will effectively end. This
eliminates any potential confusion and allows the employee
to prepare for their dismissal.
The reasons for termination
Your explanation for the employee’s involuntary termination
should remain clear and accurate to avoid misinterpretation.
If applicable, include evidence to support your reasoning.
Compensation and benefits going forward
Next, explain any benefits or compensation they will receive
once their employment ends. This can include severance pay,
payment for unused leave days and any other salary owed.
Next steps
Finally, list the next steps for the employee to take. Notify
the employee of any company property they must return,
such as a company cell phone, laptop, keys, ID badges and
parking passes.
BUSINESS LETTER TIPS
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Customize your letter
Be punctual with delivery.
Consider the method of delivery.
Choose the appropriate level of formality.
Limit your letter to one page.