Letters have always been a way of communication. They have been used in many ways that are beneficial to us. When we were younger, we were taught to write letters such as friendly letters, birthday invitation letters and of course love letters. Such letters are used primarily to express feelings, emotions and thoughts. These kinds of letters are usually addressed to our families, relatives, friends and special someone. We call these letters as informal letters.
2. Learning Outcomes: At the end of this module, you are expected to:
1.identify the different types of business letters;
2.state the use and characteristics of each business letter;
3.differentiate the types of business letters; and
4.write a sample of a business letter.
4. LETTER OF INQUIRY
• This type of business letter is considered as the simplest
business letter. This is used when one writes a letter to ask,
seek or inquire for particular information. It may be written
to seek information about people, services, products, prices,
catalogue, policies, personnel, and the like of a certain
agency which demands some specific response.
• This type of letter is direct, and the questions are
constructed to get the information straightforwardly.
5. LETTER OF INQUIRY
• An inquiry letter according to QS study (2020) has one of the
following objectives below:
1. To ask for a catalog,
2. To know payment terms,
3. To know the past records of a job applicant,
4. To know the creditworthiness of a firm or a person,
5. To know the financial strength of a firm or a person,
6. To know the business reputation of a firm,
7. To obtain information about the social status of a
person or a firm,
8. To evaluate the performance of a person or a firm
9. To learn about the quality of a product, etc.
6. Take note: The first
paragraph begins with the most
important question or a
summarizing statement.
The second paragraph may
contain the explanation or lists
of questions.
Lastly, the third
paragraph should tell the
reader what you want to be
done and when.
SAMPLE
8. LETTER OF REPLY OR RESPONSE
• A letter of reply or response letter is written when one
responds to a letter of inquiry. It directly answers all the
inquiries regarding the company’s products or services.
• In writing this letter, you have to express your
appreciation for the interest shown by the sender, and
state cheerfully the information requested.
9. Take note of the following when
writing this letter:
• Acknowledge the inquiry
by mentioning important
details from the letter of
inquiry you received.
• Build goodwill and pave
the way for future contacts
by using a cordial or
friendly tone.
• Answer the questions
fully and send prompt
replies
SAMPLE
11. LETTER OF ORDER
• Letter of order is simply written for the purpose of
purchasing items that are for sale.
• Below are the usual contents of the letter of order
(Rosales et al, 2009):
Name of the item ordered
Description of each item, giving size, style, finish,
quality, material, weight, or whatever will help in
identifying the article wanted
Catalog number of the item, if it is available
Quantity of each item wanted
12. LETTER OF ORDER
• Below are the usual contents of the letter of order
(Rosales et al, 2009):
Price of each item and the total price of the order
Method of shipment desired by the buyer
Address where the goods are to be shipped or
delivered
Date of shipment
Credit references, if payment is made from an
account
Mode of payment
13. Take note:
The writer should not forget
to include important details
or the complete descriptions
about the product. This is to
have a purchase that is
satisfying, specific and
complete.
SAMPLE
15. LETTER OF COMPLAINT AND ADJUSTMENT
• Letter of Complaint – It is written for any grievance
regarding goods and services. The primary purpose of this
letter is to settle or solve a problem.
• Letter of Adjustment – It is written in response to the letter
of complaint. Its primary purpose is to handle the problems
and dissatisfactions of customers fairly and objectively.
• The issues or complaints may be addressed though
reimbursement, replacement or refund.
16. LETTER OF COMPLAINT AND ADJUSTMENT
• Letter of Complaint – It is written for any grievance
regarding goods and services. The primary purpose of this
letter is to settle or solve a problem.
• Letter of Adjustment – It is written in response to the letter
of complaint. Its primary purpose is to handle the problems
and dissatisfactions of customers fairly and objectively.
• The issues or complaints may be addressed though
reimbursement, replacement or refund.
17. LETTER OF COMPLAINT AND ADJUSTMENT
Tips in Writing a Letter of complaint:
1. Describe or explain tactfully the circumstances. Do not
be overpowered by your anger.
2. Mention details of your claim.
3. Suggest a solution.
4. State your immediate solution.
18. LETTER OF COMPLAINT AND ADJUSTMENT
Tips in writing a Letter for Adjustment:
1. Thank the writer for writing you by making a conciliatory
statement.
2. Assure him that he did the right move.
3. Express regret over the incident.
4. State the policy of the company when it comes to
complaints.
5. Explain briefly the possible reasons.
6. Specify the action to be done to solve the problem.
7. Assure the customer that it will not happen again.
21. LETTER OF TRANSMITTAL OR COVER LETTER
• It is a letter that accompanies an item or document sent
to a client and identifies what is being sent, the person
receiving it, and the reason the item or document is
being delivered to the recipient (Baugh, Frayrs and
Tomas, 1996).
• It has the same function with the preface of the book.
• Transmittal letters usually use the term “herewith” which
means the writer is enclosing something with the letter.
22. LETTER OF TRANSMITTAL OR COVER LETTER
Most transmittal letters (Bradley, 2020):
Establish goodwill
Present the information clearly and in an easy-to-read
format
Are only one page
Include important deadlines or other dates
Explain the content of the accompanying document or
package
Answer any questions that may arise
Be promotional for the product, contract, manuscript or
other document
Clarify the desires or instructions of the sender
23. LETTER OF TRANSMITTAL OR COVER LETTER
Some of the main types of documents that are sent with a
transmittal letter (Bradley, 2020):
Proposals, quotations or bids
Contracts
Manuscripts for publication
Formal reports of analytical studies
Shipments of merchandise
Applications
25. Big Ideas:
• The type of business letter you write depends on
your purpose.
• Any type of business letter contains the main parts of
business letters.
• Any type of business letter can use the different
formats (can be Full- block, Modified block,
Semi-block, or Indented).