business communication Group 2

1. • Inquiry letter
• Sales letter
• Order letter
• Credit letter
• Collection letter
• Notification letter
Different kinds of Business letters

2. An Inquiry letter is a letter written when asking for
information, often about prices or details of products like the
benefits and disadvantages of the product. The writer ask
questions clearly and directly, sometimes listing and
numbering them if it is more than four (4). The letter
concludes with the requested information’s deadline and
expressions of gratitude.
INQUIRY LETTER

3. Sample of an Inquiry Letter
College of Arts and Sciences-Education
CENTRAL COLLEGES OF THE PHILIPPINES
52 Aurora Boulevard, Quezon City
April 19, 2009
Graduate School
UNIVERSITY OF THE PHILIPPINES
Diliman, Quezon City
Gentlemen:
A UP alumna and a co-teacher of mine, Prof. Angelina J. Ferrer told me about your graduate school offerings that I interested in studying there
again. I am scouting for a good school which offers graduate studies and I am pretty sure that UP is the answer to my quest. became
I had my first year of undergraduate studies in UP, but its distance forced me to transfer to a school nearer to my place of residence. I had
difficulty commuting daily from Parañaque to Diliman, Quezon City, and vice versa. Now that I'm teaching in Quezon City and that there is LRT
Line 2, commuting won't be a problem.
I want to inquire about the graduate courses you offer, which are allied to my fields of specialization, Linguistics and Journalism, as well as about
the requirements for transferees. Although I am a holder of an MAT degree (Please refer to the attached transcript of records.) and therefore
already earned a number of Master's units. I want to pursue another course leading to an MA degree before proceeding to post-graduate studies.
I expect your reply the soonest possible because the first semester is in the offing. I thank you in advance for the information you will send me.
Very truly yours,
Prof. JESUS Z. ΜΕΝΟΥ
Faculty Member

4. REPLY LETTER
A Reply letter is a response to an inquiry letter. It is
written after the receipt of inquiry letter. The writer lists
the numbered answers to the question of the inquirer. If he
cannot provide the information needed, he merely informs
the inquirer of his failure and the reason for such failure.
For example confidentiality or unavailability of the
information. The writer concludes their letter with a
building of goodwill.

5. When replying to letters intriguing about your products or
services, keep in mind the 12 points enumerated by Nauheim (2000):
1. Answer in a hurry.
2. Remind them that they inquired.
3. If you don’t personalize your letter, use a “benefit caption”
4. Protect your local distributors.
5. Where needed, sell the importance of a home or an office demonstration.
6. Use the letter to sell the local representative.
7. To complete the sail by mail, don’t hesitate to write a long letter...
if a long letter is needed to cover all your selling points.

6. SALES LETTER
A Sales letter is a letter that aims to sell products and
services. It is written in the same manner that an
application letter is done. The writer observes the ABCD of
a sales letter as follows:

7. A - Attracting favorable attention - The first paragraph of
the letter aims to capture positive attention by being error-
free, emphatic, straightforward, and accurate in its
introduction. This helps create favorable impression for the
reader.
B - Building interest and desire - In the second paragraph of
the letter, the seller generates interest and desire by
highlighting the distinctive features of the product, aiming to
captivate the buyer’s attention and make the product
appealing.

8. C - Convincing the employer - In the third paragraph, the seller
pursuades the customer through various methods such as
testimonials, samples, factual data presented, in tables and graphs, as
well as offering premiums or discounts, reinforcing the appeal of the
product or the service.
D - Directing favorable action - in the fourth paragraph, the letter
guides the customer towards a desired action, such as visiting the
store, making a purchase, or trying the product. This is achieved
through methods like providing a self-addressed stamped envelope,
order form, order slip, or using persuasive language like strong
imperatives, rheotical questions, or emphatic statements

9. To be able to write a sales letter that really sells, remember these
13 things listed by Nauheim (2000) when starting your letter.
1. Remember that people are mentally lazy.
2. You must lure them into reading with full attention.
3. Your first words set the reader’s mental stage.
4. Start with a bang.
5. Warm up in your mind-not on your letterhead
6. Tell the reader something they want to know.
7. Use an intrguing question.
8. Make a shocking statement.
9. Start with a humor.
10. Write the last paragraph first.

10. Sample of Sales Letter
IMPACT
Asian Magazine for Human Transformation Through Education, Social Advocacy and Evangelization
May 30, 2008
Dear Subscriber,
Impact Magazine is now 39 years old. It has survived the test of time. It withstood the most stringent political regimes and
economies in the Philippines and in some parts of Asia and the world.
It has chronicled major events in Asia, going beyond simple conventional reportage of developments by providing its readers
with fresh insights and unique perspectives in the light of its vision to raise awareness towards human transformation.
Admittedly, Impact Magazine is an alternative reading material. In view of its advocates, it keeps both its mind and heart on the
ground in the promotion of man and his circumstances with no other bias and fealty but the truth-the truth that provokes peace,
prosperity and meaning.
Allow me to invite you to subscribe to Impact Magazine, and share our vision and perspective towards human transformation
through education, social advocacy and evangelization.
Do subscribe now. It is bold and daring. Inquisitive and critical. It jolts as it jars. It has impact.
ROWENA T. DALANON
Circulation and Sales Manager

11. --------------------------------------------------------------------------------------------------------------------------------------------------------------------
Cut and send to: Impact Magazine, 3/F CBCP Building, 470 Gen. Luna Street, Intramuros, 1002 Manila or P.O. Box 2481,
Manila
Company Name:________________________________________________________________________________
Name: ________________________________________________________________
(Family Name) (Given Name) (Middle Name)
Mailing Address.
Phone No.:_______________________ Fax No.:_______________________ E-
mail:_______________________
Payment Method
_____Check/PMO enclosed (Payable to CBCP Communications Development Foundation, Inc.)
_____Cash Payment
________________________
Signature over Printed Name

12. ORDER LETTER
An Order letter is a letter used to purchase goods and
services. A buyer writes a seller to inform the latter that the
former buys the products listed and described. The buyer
makes use of the five columns as follows:
Aside from the information above, the time, place and
manner of delivery, and the terms and manner of payment
are mentioned in the conclusion of the letter, which is a call
for action.

13. Sample of an Order Letter
1234 Bagong Lipunan St.,
Baclaran Parañaque City, Metro Manila
June 5, 2008
ROWENA T. DALANON
Circulation and Sales Manager
Impact Magazine 3/F CBCP Building 470 Gen. Luna Street Intramuros, 1002 Manila
Dear Ms. Dalanon:
I read your letter dated May 30, 2008, inviting me to subscribe to Impact Magazine, the Asian magazine for human transformation through
education, social advocacy, and evangelization.
Because I am inspired by your good cause, I am going to subscribe for one year. I have enclosed my Allied Bank check amounting to ₱550.00
and payable to CBCP Communications Development Foundation, Inc.
Please send my subscription to the above address. In case there are problems as regards my order, just inform me immediately.
Thank you very much.
Very truly yours,
JESUS Z. MENΟΥ

14. CREDIT LETTER
Credit letters are letters that have something to do with
credit or the payment as a future date cash borrowed or
merchandise or service purchased. There are two parties to
a credit transaction: the creditor or lender and the debtor
or borrower. For a creditor to lend a debtor, the five C’s are
considered.
Generally, credit letters come in the form of letters
applying for a loan. Besides, six types are listed by Arroyo
(1981). They are as follows:

15. 1. Letters requesting information
2. Letters giving information
3. Letters granting credit
4. letters refusing credit
5. Letters inviting new credit accounts
6. Letters reactivating account

16. Character - the personality trait of the debtor
Capacity - the ability of the debtor ton pay his obligation
before the maturity date.
Capital - the amount of principal or money borrowed
(worth of goods and services purchased on account)
Collateral - the thing given to the creditor by the debtor to
assure the former that the latter will pay their liability.
Conditions - the financial standing of the lender or lending
institution and the economic conditions obtaining in the
locality or thr country.

17. 1234 Bagong Lipunan St.,
Tambo Parañaque City, Metro Manila
June 5, 2009
MR. RIZALDY FORTUNADO
President
Central Colleges of the Philippines Faculty Employees Association
Central Colleges of the Philippines 52 Aurora Boulevard, Quezon City
Dear Mr. Fortunado:
The academic year 2009-2010 has just started. And with the opening of classes comes a lot of spending. The school expenses
compound the financial burden of every household.
In view of the foregoing, I would like to apply for a salary loan, instead of the usual loan granted to all faculty members by the school
administration at the start of the first semester, in the amount of Php4,000.00 payable in eight installments. This loan is insufficient to cover
all my cash disbursements scheduled this June.
I hope that you will grant me the salary loan I am applying for. Your granting me such loan shall be highly appreciated.
Very truly yours,
PROF. JESUS Z. MENOY
Faculty Member
College of Arts and Sciences-
Education

18. COLLECTION LETTER
When the obligation falls due or when the maturity sue
comes, a Collection letter is written to effect payment.
However, there are times when the debtor cannot settle
their obligation when the collection is done. Sometimes, it
takes several letters before a delinquent borrower or a poor
risk pays amount due

19. According to Arroyo (1981), these letters are classified
according to severity. They are as follows:
1. Reminders or notices
2. Inquiries
3. Letters appealing to sympahty
4. Letters appealing to fairness
5. Letters appealing to self-interest
6. Letters appealing to fear (threat letters)

20. MERALCO DISCONNECTION NOTICE
November 28, 2008
ΜΕΝΟΥ, JOAQUIN
1234 BAGONG LIPUNAN ST., TAMBO
PARAÑAQUE CITY, METRO MANILA
Dear Customer:
We wish to remind you of your unpaid electric consumption in the sum of 5,325.60, the details of which are indicated
below. As you may have simply overlooked this account, we are making this reminder to you to save your service from
disconnection which shall be effected on December 4, 2008 or anytime thereafter, if said amount remains unpaid. Our
branch offices are open to receive payment from 8:00 AM to 5:00 PM during workdays and from 8:00 AM to 12:00 noon on
Saturdays. In case the service disconnected is we will promptly reconnect upon payment of the unpaid amount and the
reconnection fee of $44.80.
Thank you for the kind attention. Please disregard this notice if payment has already been made.
Sincerely,
PARAÑAQUE BRANCH
Reminder: Always bring your electric bill when paying.

21. NOTIFICATION LETTER
A Notification letter is written to give a notice pertaining
to something, for example, tarnsfer of business location,
change of business name, or payment of amortization. It
usually ends with a building of goodwill.

22. HOME DEVELOPMENT MUTUAL FUND NOTICE OF INSTALLMENT/AMORTIZATION
January 28, 2009
JESUS Z. MΕΝΟΥ
Central Colleges of the Philippines
52 Aurora Blvd., Quezon City 1121
Dear Mr. Menoy:
We hope this letter finds you well. This is to inform you about important developments regarding your Home Development Mutual Fund account. As
part of our commitment to providing quality service, we would like to notify you of the upcoming installation/amortization process for your home
development fund. This process is crucial for the continued growth and stability of your investment.
Installation/Amortization Schedule:
- Date: March 25, 2023
- Amount: - ₱90,500.00
- Transaction Type: Installation/Amortization
Please ensure that your account maintains sufficient funds to facilitate the smooth processing of this transaction. In case of any discrepancies or
concerns, feel free to contact our customer service at [Customer Service Number] or visit our nearest branch.
We appreciate your continued trust in our services and look forward to assisting you throughout this process. Thank you for choosing Home
Development Mutual Fund for your housing investment needs.
Very truly yours,
CLEOPATRA B. MAQUIL
Asst. Officer-in-charge
Servicing Department

23. THANKS