Business Writing – Writing Letters

How to write a letter?

We know how to write application letters, but there are a few letters we may want to know how to attempt to write:

1. Letter of notice
2. Letter for leave
3. Internal communication letter

Letter of notice

A resignation letter or a letter of notice doesn’t need to be long or complicated, but some aspects should be standard, as follows.

• Date your letter, so there’s written documentation of how much formal notice you have given the company.
• Address the letter to the appropriate person.
• Keep the opening paragraph short and to the point regarding your intention to resign.
• Provide the date of your last day with the company.
• Sign your letter, followed by your personal/forwarding contact information for any post-departure questions or communication.

Some topics to steer clear of:

• Don’t explain why you are leaving.
• Don’t vent about the downsides of the job, your coworkers or the company.
• Don’t brag about what you’re doing next.
• Don’t send an unedited letter with errors.
• Stick to the basics, no more than one page.

Example of a letter of notice of resignation

(Current date)

Manager’s name

Company Name

Address

Dear (manager’s name),

Please take this letter as official notice of my resignation from (company name). My last day with the company will be September 30 (date). 

Before I go, I will make certain that all of my projects are accomplished to the best of my ability. I am happy to help in any way I can to guarantee a seamless transition to my replacement. 

I’d like to express my gratitude for the opportunity to work at (business) for the next several years (years of service). I have enjoyed working with the team throughout this period and will miss our exchanges. 

While I am pleased about the new changes that await me, I will fondly recall my time at (business name). Please do not hesitate to contact me if you require any additional information after I depart, and I would appreciate it if you kept in touch. 

Kind regards,

(Your signature)

(Your printed name and contact information)

Letter of leave 

There are many types of leaves on the basis of which you can take a break from your work schedule by submitting a letter of leave.

1. Annual Leave
2. Sick Leave 
3. Casual Leave 
4. Maternity Leave 
5. Paternity Leave 
6. Adoption Leave 
7. Bereavement Leave
8. Compassionate Leave 
9. Sabbatical Leave Study 
10. Leave Unpaid Leave 

Type of leave 

Companies have a structured leave policy that categorises the different types of leaves their employees are entitled to during the term of employment. You should identify the type of leave you need before you begin writing a leave application. For instance, if you are going on vacation, then you need to apply for vacation leave; if you are sick, then apply for sick leave.

Eligibility Criteria

The leave policy usually includes the eligibility criteria for each type of leave. The company may require you to complete a minimum number of days/months/years of employment to avail a certain kind of leave.   For instance, to take a sabbatical leave, you may be required to finish at least five years of employment before you are eligible. 

This means that if you are a new employee, you will not be eligible for sabbatical leave.  Once you have identified the type of leave you need, you should check if you meet the eligibility criteria for that leave. This will show that you have done your due diligence before applying, ultimately ensuring that the application is not outright rejected by the manager/supervisor.

Leave Entitlement

The leave benefits (Ex: the minimum number of leaves) provided by every company vary depending upon your level of seniority, service, years of employment, internal policies, experience and applicable laws. You must therefore check the company’s leave policy regarding the number of days you are entitled to take off from work.   

Also, taking leaves means utilising leaves from your total leave credit. It’s important to keep track of your used leave days in the manner required by the company. Before applying for leave, you must take notice of the number of leave days you are left with.

Advance Notice

One of the common reasons that leave applications are rejected is the lack of advance notice. The expectation varies from company to company – as such, companies often outline the required notice period for every leave category in the leave policy.   As an employee, you must check the notice period and ensure that your leave application is submitted well in advance such that you and your manager can make alternative work arrangements.

Inform your Supervisor

It is always a good idea to speak to your direct manager/supervisor/senior official first before you make the formal application for leave. You should discuss, with reasons, why you need that period off (Ex., it coincides with your child’s school holiday). 

This communication will lower the chances that your application is rejected. You could also seek help from your direct supervisor in the approval process if further approval from senior management / human resources is necessary.  

Thank-you Notes

It is easier to express your sincere gratitude for someone’s work or efforts.

It would just take you to follow these few steps to come up with a thank you note:

Thank you note to a customer:

• Begin by addressing your consumer by name. 
• Express your appreciation while explaining why you’re sending the note. 
• Include specifics about why you loved your interaction with this customer – this is an excellent opportunity to be particular and insightful.
• Repeat your thanks.
• Close with a sign-off

An Example of a thank you note 

Dear Lois,

From the bottom of our hearts, we want to thank you for becoming a customer. Our goal is to make sure our customers have the best experience possible, so please let us know how we can improve our service. You made the right choice, and we can’t wait to get started on your project. We can’t wait to talk to you soon. Best wishes! 

Thanking you

Brenda

Formal Letter

A Formal Letter, which is also called a Business Letter or a Professional Letter, is a letter that is written in a very strict way. As you might expect, formal letters are written in a more formal way than informal or friendly letters. Letters written in a formal way can be used for a variety of reasons, such as to express your concerns about the professional setting, to order goods, to apply for jobs, to talk about the problems people in different parts of the country face, and more. 

The following are some things to think about before we write a formal letter in a business setting: 

• Use simple, everyday language instead of words that are flamboyant and overstated to get your point across. 
• When you write a business letter, don’t use words that are used in business. 
• Avoid abbreviations as much as you can. 
• The way you address a letter depends on the type of letter and the person you’re writing to. 
• When you write a letter to order goods, you should be very specific about what you need and how much and how well you want it. 
• It’s important to say the date of the letter you’re replying to and how many references it has when you’re writing a business letter (if any). 

People write formal/business letters when they want to communicate with their boss and their coworkers. They also write letters to order and replace goods.

Template for a formal letter (exclude the texts in bold)

Sender’s Address

2468 Oceanside Drive

Ocean City NJ 08226

Date

November 22, 2020

Receiver’s Address

Mr Lawrence Jefferson

Community Outreach Liaison

Oceanic Aquatics and Associates

369 Atlantic Ave.

Ocean City NJ 08226

Greetings

Dear Mr Jefferson

Subject

On behalf of the Will to Serve Youth and Young Adults Outreach Program, we would like to say thank you for your financial contribution and help in making sure our youth and young adults get the help and resources they need to get the training and skills development experience they need to get a job. 

Body

To celebrate our ten years of good work in the community, we want you to come with us to the party. The “Supporter of the Year Award” is a way for us to show how much your organisation has helped us achieve great things this year. We would love for you to be our guest speaker and to get the award. This is a way for us to show you how much we appreciate what you do. Our youth and young adults have put together a special skit and made a special plaque to show you how much we appreciate what you do. 

Saturday, December 12th at 6:30 p.m. Call (510) 236-9876 if you can come. We will give you more information when you call. With your help, we can’t wait to celebrate our 10th anniversary with you. Have a great day.

Closing of the Letter

Respectfully Yours,

Signature

Tammy Wilson Co-founder

Informal Letter

In a professional setup, these letters are limited to your colleague or associate. These letters may include phrases and settings that may not want to be used officially or on an on record basis. But when you have to send a letter to any relative, friend or family member to make their relationship seem more personal, you will have to send an informal letter. Letters have been a mark of love, respect and dignity in the past. One of the most famous and blushed kinds of letters is the informal letter. 

These letters may contain anything informal(mostly acceptable between the sender and the receiver).

These letters have a simple format:

• Informal letters to a friend should have the following things in them. 
• Date and address of the sender 
• Address of the sender 
• Salutation/Greeting 
• The body of the letter and the end 
• Signed by the sender

An example template is presented below:

[Address of the Sender]

Date:

Dear (name of person)

Body of the letter:

Paragraph 1: Ask for the well-being of the person

Paragraph 2: The main reason to write the letter

Paragraph 3: Conclusion and end of the letter

Yours lovingly,

Name of sender

You may write these to congratulate your partner or your colleague on their recent promotion or success or even if they personally have gained something. A good and positive informal letter can get you many good wishes and create long-lasting relationships.