Written communication is a vital part of office work. Office correspondence normally takes place between employees and employers. These are also written to communicate with clients and customers in a professional manner.

An office correspondence is commonly known as business letter. The business letter is a formal type of written communication used by professionals. It can be easily distinguished from friendly or personal letters. Business letters should be specific and concise. The writer’s tone should be straight and to the point. The language used should be clear and simple. The elements of time, objectivity, and correctness should be carefully considered, too.

A business letter may use any of the three standard formats: block, indented, or modified block form.

The commonly used office correspondence are letters of recommendation, acknowledgement, inquiry, request, complaint, apology, and resignation.

Business letters consist of the same parts. However, the content varies de-pending on the purpose of the writer.

1) Recommendation

Job applicants are usually required by their prospective employers to submit a letter of recommendation from their previous employer. The content of the letter focuses on the professional relationship between the applicant and the sender and the positive points that may convince the receiver to consider the application. Students who wish to enroll in a particular college or university are also required to submit recommendation letters from their teachers or professors.

2) Acknowledgement

An acknowledgement letter is also known as letter of receipt. It is written to express acceptance or receipt of a prior correspondence. The sender usually lets the receiver know if an action regarding his/her request, complaint, or inquiry has taken place.

3) Inquiry

The letter of inquiry is written to ask a specific question or elicit information. In writing a letter of inquiry, the sender should be specific with his /her question and identify exactly the kind of information needed.

4) Request

A request letter is written to ask for a particular information, per-mission, favor, or service. Use polite yet straightforward language when writing request letters.

5) Complaint

A letter of complaint is written to express a problem, discontent, or protest. Complaint letters tend to have a strong content. However, the complainant should express his ideas and feelings in a rather formal tone. Rude or harsh language should never be used regardless of the nature of the complaint.

6) Apology

A letter of apology is written as an expression of regret and intention to make amends for a mistake or infraction committed. The sender should explain the reason/s behind the mistake and provide a specific way to resolve the situation.

7) Resignation

A resignation letter is written by an employee who wishes to formally leave his/her job position. The content includes the employee’s reason/s for leaving and future career plans. The sender may also ex-press his/her appreciation for the work experience and career opportunities provided by the company/employer. It should also indicate the exact date the resignation will be effective.