Types of business correspondence

Types of business correspondence

Not so long ago, we already talked about the rules of communication in an official business style and business correspondence, now it's time to study the very structure of a business letter.

Today we will look at a clear step-by-step plan for writing a business letter for a specific template. Why study such moments?

It's simple: breaking the order of semantic and structural blocks in letters leads to a lot of problems. A competent structure of a business letter allows you to:

  • Significantly improve the efficiency of business correspondence.
  • Reduce time to study and understand the message of the message.
  • Assign you the status of a professional.
  • Clearly and consistently convey all the key points of the correspondence.

The order of the elements must be strictly followed. Dot. Experiments are impossible here in principle, since a universal scheme of writing to business correspondence has already been formed. There is a “gold standard” to be followed.

But before we start exploring the structure itself, let's understand the types of business letters.

Types of business letters

The "business letter" format includes more than 30 types of correspondence - from information notifications to offers and presentation letters. There are many types, so it's easier to say this:

Everything that is the subject of official correspondence between any company and the recipient can be safely called a business letter.

Principles for dividing business letters into types

Type 1. On a thematic basis. The content of the letter directly depends on the purpose and subject of the letter. For example, a request letter is created to consider an offer, a complaint - carries a claim, a letter of thanks for expressing emotions.

View 2. If necessary, answer. Most business letters require a mandatory response, but there are a number of letters to which a response is unnecessary or not critical. List of letters that do not require a response or allow an optional response:

  • Letters of guarantee.
  • Instruction letters.
  • Information correspondence;
  • Reminder letters.
  • Notification letters.
  • Cover letters.

The official business style, like many other things, is undergoing changes: with the advent of the Internet, the digital world and online communications, the quantity (and quality) of communication between people has grown and reached unprecedented proportions.

Now, instead of using a template to write a standard vacation application listing all the titles of the boss on the right side of the sheet (if you mix up the sides, you will rewrite), in many companies it is enough to open the messenger on the phone and write to the boss personally with a request reschedule your vacation later (or earlier).

Shortening words and using emoticons instead of an official business tone does not make the letter less respectful - on the contrary, it brings employees, subordinates and bosses, clients and managers closer together.

It is important to understand that situations can be different, people too, so the modern style of business communication is suitable only when you make sure that in the company simple communication without pretentiousness is preferred over officialdom, and not vice versa.

In order to be more convincing and concrete in my article, in addition to texts about modern Russian and business communication, I read the book by Maxim Ilyakhov and Lyudmila Sarycheva "New Rules for Business Correspondence". Despite the fact that their previous bestseller "Write, Reduce" was not entirely clear to me (the review of "Write, Reduce"), I liked the book about business correspondence. I agree with all the main points, so keep going, I tell you:


The authors pay great attention to respect in business communication - and this does not mean writing You and Dear, it means writing correctly, clearly and without haste.

  • It is obligatory to greet at the beginning of the letter - but only for the first time. If after the first letter you start a dialogue, there is no need to say hello in every letter;


If your letter, the message will be confusing and difficult to compose - not only will they not help you, but they will also be angry with you because of wasting extra time.

  • One letter - one question. In one message, you can paint several questions in the event that they are all on the same topic.
  • If you are using mail, be sure to include the subject of the letter. If messengers - write what you want to know, in the first lines and further explain the situation.
  • Even if communication goes to an emotional level - hold on and do not go. Whether it's aggression or admiration, it's best to use the phone or live chat to express your emotions. In the letter, you need to summarize the essence of the issue, keeping a neutral tone.
  • Long introductions and long goodbyes are not the most necessary and certainly not the most important part of the letter.

Types of business correspondence

Correspondents divide letters into six types:

1) trade agreements, transactions and other similar correspondence;

2) reply letters with gratitude;

These six types of letters, in turn, are divided into two categories:

Service notes are also divided into types:

orders on personnel issues, internal regulations of the institution, rules of work;

thanks and congratulations;

reminders, requests for an event.

In informal business correspondence, abbreviations, monosyllabic words and adjectives are often used: they create the impression of close acquaintance, warmth, and mutual sympathy. Adjectives like

Business correspondence is an integral part of any partnership. A well-written text in compliance with ethics makes it possible to establish relationships between customers and suppliers, to increase the image and significance of the company. Before writing a business letter, it is recommended that you familiarize yourself with the basic rules.

Business letter definition and main types

The concept of a business letter is an appeal sent by a participant in business correspondence to a partner. The purpose of the appeal can be different, ranging from sending a commercial offer, ending with an expression of gratitude.


To provide the addressee with guarantees regarding the partner's intentions, a letter of guarantee is sent. A mandatory requirement with the preparation of this type of appeal is the availability of complete information about the sender, the legal address of the company, bank details. Also, the text of the letter must contain the word "We guarantee".

Commercial offer

This type of business correspondence is used in cases when you need to send a proposal for cooperation to potential partners. Most often, the text of the letter contains conditions, the price list or liver of the services provided is attached to the letter.

Commercial offer - a type of correspondence that is intended for the presentation of services or goods


This is the classic type of commercial letter. The offer is intended to send an official offer to the supply partner. The difference is between a firm offer and no obligation. The first case is characterized by an accurate statement of the terms of the transaction. The second is intended to provide information on the principled willingness to cooperate.

Attention! For the final conclusion of the partnership, it is necessary to obtain consent in a response letter.


A document that informs about an upcoming event, shipment of cargo. The text should contain specific dates, amounts, times.

It would seem that there is nothing difficult in business correspondence. The main thing is to act according to the template - to say hello, to state the essence, and at the end to attribute "Yours faithfully". But in fact, everything is more complicated. There are business ethics, unwritten rules of communication by e-mail and life hacks. And then there are things that annoy many, even though they are often advised by authoritative authors and business books.

How to write, what mistakes to avoid? We are discussing these and other issues with the experts of the Higher Medical School.

The information will be useful to everyone who conducts business correspondence, and especially to managers of any rank.

The basics of business correspondence

E-mail is one of the main communication channels for clients, subordinates, colleagues, suppliers and business partners. Business correspondence is a balance between simple communication and the formal language of scientific literature. And each letter is written with a specific purpose, and not just to communicate.

A correct and well-formed letter is a pleasant and professional impression of your organization and of you personally. How it is written also determines when the letter is noticed and how they react to it.

Let's talk about the main points to which you should pay attention.

Email address

Ideally, this is a corporate option that indicates the company you represent, last name and first name.

How not to do it. Use personal mail for business correspondence (your letter may end up in spam or simply will not be opened, since it is not clear who the sender is).

Judge for yourself how ethical and acceptable it is to use email addresses such as princesska @ mail for business purposes. u, kotenok @ gmail. om, zaika @ yandex. u, businka @ mail. u and others. Especially if someone from the management team writes.

If for some reason your e-mail is not corporate, register a separate mailbox with your first and last name.

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