30 Kinds of Letters You Need to Know How to Write
Award-winning writer Kathy Widenhouse has helped hundreds of nonprofits and writers produce successful content , with 750K+ views for her writing tutorials. She is the author of 9 books. See more of Kathy’s content here.
Updated 1.31.25
Businesses need dozens of kinds of letters. Even in today’s digital age, written communication is a part of daily life. A letter is a letter, whether you send it on a sheet of paper or through cyberspace
Why writing different kinds of letters is a must-have (and marketable) skill
Whether it’s a traditional letter or well-crafted email, both you and businesses of all kinds need well-written correspondence to …
Operate professionally
Formal letters like contract proposals or project updates maintain a serious tone and create an official record of communication. A well-crafted letter (even if it's sent via email) conveys respectful professionalism to clients, stakeholders, and partners.
Manage legal issues
There are situations where a written letter is required for legal reasons, such as sending notices of termination, compliance issues, or disputes. Even in an email format, the content needs to be formal, clear, and often follow specific legal language or structures.
Build relationships
- A thank you letter or letter of appreciation impacts people. Think of the times when an employer, boss, superior, or customer sent thanks to you. An authentic, personalized letter shows a person they are valued.
- When dealing with customer complaints or service issues, sometimes a formal letter of apology (whether digital or printed) can help maintain goodwill. A genuine letter showing accountability and offering solutions can be much more effective than a simple email response.
- Press releases may not be letters per se, but they are still formal communications that retain a letter-style format and tone of official announcements. And in times of crisis (like a product recall or company-related issue), sending a formal letter to customers or stakeholders can help maintain clarity and trust. It’s an opportunity to clearly explain the situation and reassure people with concrete steps you're taking.
Conduct marketing
Sales letters, direct mail, appeal letters, renewal letters, acquisition letters – they are more personalized and targeted than a generic email. which can be important in reaching customers who still respond to tangible, physical mail and can stand out more when everyone else is relying on inbox clutter.
Requests for Proposals (RFPs) for a business venture or a grant application open the door for funding. They are initiated through a formal letter.
What kinds of letters can you be paid to write?
Today, leaders lean on emails and instant messaging more than letters sent through the postal system. Nevertheless, those digital formats are letters. They have a job to do with words … simply through a different medium. Written communication remains a fundamental way of doing business.
That means writing letters can become your bread and butter as a freelancer.
You can get paid to write a variety of kinds of letters, both for businesses and individuals. Yes, you adopt the client’s voice and language, so you need to study their patterns. But once you know the purpose of your letter you can construct it accordingly.
Here are 30 different kinds of letters can be paid to write – plus the purpose of each one so you know how to construct it. I've written nearly all of these for clients. You can, too.
Business and sales letters
- Sales Letter: Sells a product, service, or idea with persuasive language. Sales letters are used in direct mail and email marketing.
- Cold Pitch Letter: Introduces services to a prospect. A cold pitch can also generate leads.
- Follow-Up Letter: Reconnects a biz with prospects … reinforces a previous conversation … encourages a sale.
- Fundraising Letter (Appeal Letter): Written for nonprofits, charities, and political campaigns to request donations and support.
- Customer Appreciation Letter: Builds loyalty and encourages repeat sales by thanking customers for their business (and even offering a future discount or other benefit).
- Referral Request Letter: Asks a satisfied customer or contact for referrals.
- Product Launch Letter: Announces a new product or service to customers or investors.
- Testimonial Request Letter: Asks past clients or customers to provide reviews or testimonials.
Professional and corporate letters
9. Cover Letter: Written by job seekers to accompany resumes.
10. Recommendation Letter (Reference Letter) : Written on behalf of a candidate to endorse their skills, character, or work ethic.
11. Resignation Letter: Crafted by professionals leaving a job to ensure a graceful exit.
12. Promotion or Salary Increase Request Letter: Allows employees to formally request a raise or promotion.
13. Explanation Letter: Written from a business to a customer and addresses a complaint, offers an explanation, or gives an apology. Or the letter could be written to an employee or stakeholder as a way to handle internal issues.
14. Complaint Letter: Lodges a grievances against a business or institution.
15. Legal Demand Letter: Requests action or payment before taking legal action. A legal demand letter is often written with a lawyer’s oversight.
16. Business Proposal Letter. Introduces a company’s services, products, or collaboration – and is often combined with a pitch.
17. Partnership or Sponsorship Letter: Seeks the recipient’s collaboration or financial support for a business or event.
Personal letters (ghostwritten)
18. Love Letter: Crafted for and individual who struggle to express their feelings.
19. Condolence Letter: Offers sympathy and comfort at the passing of a loved one … encouragement in the aftermath of a heartbreak, like a divorce … support in the days following a tragedy.
20. Thank You Letter: Communicates gratitude in a personal or meaningful way.
21. Apology Letter: Expresses remorse.
22. Congratulatory Letter: Conveys celebratory messages at life’s significant moments, such as wedding, anniversary, graduation, birthday, birth of a child, promotion, or achievement.
Government and grant letters
23. Grant Proposal Cover Letter: Introduces a formal grant application.
24. Letter of Inquiry (LOI) for grants: Presents a condensed version of a grant request to gauge a funder’s interest before a full proposal submission. Many funders specify elements they wish to see in an LOI.
25. Advocacy Letter: Written to politicians, government agencies, or organizations to support a cause or request action.
26. Visa or Immigration Support Letter: Explains an applicant’s case in an immigration application.
Miscellaneous letters
27. Debt Settlement Letter: Negotiation, written persuasively, to reduce payments for individuals or businesses.
28. Scholarship Application Letter: Request from a student for a scholarship, showcasing the student’s strengths.
29. Permission Letter: Seeks consent. A permission letter asks for authorization to reprint materials, use copyrighted content, or reserve an event facility.
30. Publishing Query Letter: Pitched to literary agents and editors to propose a book or article.
That’s a big list.
Top 7 kinds of business letters:
start with these
Don’t know where to start? Whether you’re a freelance writer … aspiring to be one … or a new biz owner, then it can be easy to be overwhelmed by all the possibilities.
I’m all about making writing simple. Here are the 7 kinds of letters I’m called on to write most often.
1. Appeal Letter (also called a fundraising letter)
A form of sales letter (see #6 below), the appeal letter is written to persuade the reader to give a financial gift to a worthy cause.
2. Basic Business Letter
A business letter is a broad term for many kinds of correspondence used in conducting business. It is sent from one party – whether from a company, organization, customer, or individual – to another. The content may vary, ranging from requesting information, providing information, requesting action, making an announcement, placing an order, offering or terminating employment, confirming a sale or agreement, lodging a complaint, or offering an apology. The style of letter varies, depending on its purpose, the sender, and the recipient.
3. Cover Letter
A cover letter accompanies other documents - resume, application, or information packet - serving as an introduction. (Download a free Cover Letter Writing Guide here.)
4. Letter of Inquiry
A letter of inquiry (LOI) is regularly requested by foundations or government agencies prior to submitting a complete grant application. The LOI provides an overview of the complete grant application, allowing you outline the potential project, cost estimates, and projected outcome.
5. Query Letter
A query letter is a proposal, sent to a publisher, agent, or editor from a writer, suggesting a potential writing project.
6. Sales Letter
The grandaddy of appeal letters, this type of correspondence is written to persuade the reader to buy a product or service. Sales letters can be short (a brief email or one printed page) or quite long (an entire web site or several pages or even a packet in print.)
7. Thank You Letter
Of the various kinds of letters, thank letter is often shorter than others. Its sole purpose is to express gratitude to the reader (whether an individual, organization, or company). Thank you letters can be formal as when printed on letterhead or informal when handwritten on a note card.
12 different kinds of letters a freelance writer writes
If you’re a freelance writer, you need to write different kinds of business letters so you can manage your biz, including:
1. Cover Letters
Purpose: A cover letter is often attached to your resume or portfolio when applying for freelance gigs. It serves as your introduction to the client or company, explaining why you're the right fit for the job.
What to include:
- A brief introduction about yourself.
- Why you’re interested in the project or position.
- Your relevant experience or portfolio highlights.
- How you can help solve their problem or meet their needs.
2. Pitch Letters (Query Letters)
Purpose: A pitch proposes an
article idea, blog post, or other content to a potential client, editor, or
publication. It's an essential tool for freelance writers looking to initiate
new work.
What to include:
- A brief introduction to who you are and why you’re writing.
- A summary of your idea or proposal.
- Why it would be valuable for the client or publication.
- Examples of your previous work (if applicable) or your relevant expertise.
3. Inquiry Letters
Purpose: When you’re unsure whether a potential client is hiring, or you want to reach out to businesses that may need your services, an inquiry letter helps you initiate a conversation.
What to include:
- A polite introduction.
- Your interest in working with them and what you offer.
- A request for further information about their needs or potential collaboration.
4. Proposal Letters
Purpose: These letters are used when proposing specific work to a client (such as a series of blog posts or a year-end campaign), outlining project goals, deliverables, timelines, and rates.
What to include:
- A summary of the client's needs and how you can meet them.
- The scope of work (for instance the number of articles, blog posts, web pages).
- Estimated timelines for completion.
- The total cost of the project and payment structure.
- Any terms of collaboration or numbers of revisions.
5. Follow Up Letters
Purpose: After sending a proposal or pitch, it’s important to follow up if you haven’t heard back. Doing so shows persistence and professionalism.
What to include:
- A polite reminder about your previous communication.
- A reiteration of your interest in the project.
- A request for feedback or next steps
6. Contract or Agreement Letters
Purpose: While many freelance writers use formal contracts, you might need to send a simple letter outlining terms and agreements, especially for small projects or in situations where you’re working without an official contract.
What to include:
- Clear details of the work to be done.
- Payment terms, including your rates and due dates for first draft, feedback, and final delivery.
- Deadlines and other key project details.
- Rights, confidentiality, or other legal terms (as necessary).
7. Project Update Letters
Purpose: If you’re working on an ongoing project, send periodic updates or progress reports to keep clients informed about the work you’re doing and to maintain clear communication.
What to include:
- A summary of what has been completed so far.
- Any challenges or delays you’ve encountered (if applicable).
- A preview of what’s coming up next and any adjustments to the timeline.
8. Thank You Letters
Purpose: Use a thank you to show appreciation to a client or editor after a productive phone call or meeting, as a follow up to a successful pitch, or after completing a project.
What to include:
- Gratitude for the opportunity.
- A reminder of the positive outcome or successful collaboration.
- A mention of your interest in future projects or working together again.
9. Apology Letters
Purpose: If you miss a deadline, make a mistake in your work, or fail to communicate properly, an apology letter is important to maintain professionalism and trust with your client.
What to include:
- A sincere apology for the error or miscommunication.
- An explanation of what went wrong (if necessary).
- A brief description of how you’ll fix the issue and prevent it from happening again.
- A plan of action or timeline to make things right.
10. Rate Change or Fee Adjustment Letters
Purpose: As a freelance writer, you’ll need to raise your rates from time to time. A rate change letter helps you communicate that change with clients in a professional and respectful manner. Extra tip: If you include your fee schedule on your website, be sure to update your rate changes there, too.
What to include:
- A clear statement that rates are changing and the reason. For instance, “Inflation has doubled my operating expenses over the last five years, and I’ve worked hard to protect my clients from price increases by maintaining my fee structure, but I cannot afford to continue to do so.” Or “Over the last two years I’ve gained significant experience in writing about alternative supplements, and now that my client portfolio has grown commensurately, I must charge more for my time.”
- The new rates and how they’ll affect ongoing or future projects.
- A reminder of your value and the quality of work you provide.
11. Rejection Letters
Purpose: If you need to turn down a project or stop working with a client, a rejection letter helps you do so gracefully without damaging the relationship.
What to include:
- A polite but firm explanation for why you're unable to take on the project.
- Gratitude for their interest in your services.
- If appropriate, offer referrals or suggest other ways they can move forward.
12. Non-Disclosure Agreements (NDAs) or Confidentiality Letters
Purpose: In some cases, you may need to agree to confidentiality regarding the content you’re writing or the details of a project. A simple NDA or confidentiality letter clarifies expectations around proprietary information.
What to Include:
- A clear statement of the terms of confidentiality.
- The scope of information that must be kept private.
- Any legal obligations or penalties for breaches.
Useful tips for writing all kinds of business letters
- Be professional. Even in more casual or friendly email letters, maintain a level of professionalism.
- Tailor each letter. Yes, you can start with a letter template. But don’t stop there. Identify the purpose of the letter and what you’re trying to accomplish. Then customize your letters by focusing on who is to receive it. If you’re writing a letter on behalf of a client, incorporate his language and voice.
- Write clearly. Clients appreciate a letter that gets to the point without unnecessary fluff.
- Proofread. Always double-check your grammar, spelling, and tone before sending a letter. A well-written letter can make a strong impression.
Emails and digital communication might be more efficient than print. But whether it’s on expensive letterhead or sent through cyberspace, a letter offers the opportunity to blend personalization, professionalism, clarity, and thoughtfulness.
When you deliver that kind of quality content, you help build your client’s business … and your own.
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