Query letters are written and submitted to individuals or organizations to formally request information from that party. In addition to providing a professional format for communication, query letters also provide a paper trail proving your request for information. Consequently, parties to whom you have submitted a query letter have a physical reminder of your information request. Query letters follow a standard business letter format. The body of a query letter limits itself to identifying you as the letter writer and relaying your request for specific information.
Thank you letters are commonly written following interviews thanking the interviewers for their time and consideration. Thank you letters are also considered proper protocol following a wedding or other event in which you, as a host, have employed a number of vendors to help with the organization of the party. Thank you letters are slightly less formal than a standard business letter, though still need components such as a formal salutation and valediction. The body of a thank you letter limits itself to thanking the recipient of the letter for the service they provided to you.
Acknowledgement letters are written and submitted to individuals and organizations so as to formally recognize the receipt of a communication, good or service. Acknowledgement letters, similar to query letters, create a paper trail indicating your receipt of the goods, service or communication. They are typically written in place of a larger communication. For example, if someone sends you a communication that requires you to compose a lengthy response, you should first send an acknowledgement letter indicating that you have received the initial communication and you will be generating a response over the next couple of days. Acknowledgement letters follow a standard business letter format. The body of an acknowledgement letter identifies you as the writer and indicates what communication, good or service you have received, as well as when you will respond formally and completely to that communication, good or service (if a response is necessary).
Letters of decline or acceptance are written and submitted to individuals and organizations formally declining or accepting recently submitted terms. Typically, letters of decline or acceptance are sent to institutions such as colleges and universities to formally accept or decline admission into that institution. The primary purpose of letters of acceptance is to create a paper trail of your acceptance. The primary purpose of letters of decline is to maintain a positive, formal relationship with the individual or organization whose terms you are declining. Letters of decline and acceptance must adhere to standard business letter format, replete with both your personal contact information and the contact information of the recipient. The body of a letter of decline or acceptance should indicate only whether you accept or decline the terms presented to you by the recipient of the letter.