TYPES OF LETTERS
Two Letter Techniques:
Direct
Best for:
•Good news
•Non-emotional issues
•Audiences that prefer a
straightforward approach
Introduction:
•Establishes a reason for writing
•Presents main idea
Body:
•Provides and explains details
Conclusion:
•Reminds of any deadlines
•Presents call for action
•Looks to future
vs. Indirect
Best for:
•Bad news
•Less direct readers (some
international)
•Sensitive situations
•Issues that need explaining
Introduction:
•Acts as a buffer with a positive or
neutral statement
•Compliments the readers,
agrees, appreciates, thanks, and
more
Body:
•Explains situation first
•Leads up to the point/issue
•States point/issue
•If possible, links bad news with
benefits
•Does not place blame
Conclusion:
•Does not apologize
•Gracious closing
 Routine Letters
Letters not likely to generate any emotional
reaction are routine letters. It follows a deductive
pattern in which the major idea is presented first
followed by supporting details.
1. Routine Claim and „yes‟ reply
2. Routine Letters about credit and favorable
response to credit request
3. Routine Letters about orders
4. Letters about routine requests
• Kayleigh D. Long
REQUEST LETTER
• The Registrar
• Royal Technical Institution
• 96 New Dover Rd
• WADEBRIDGE
• 22 May 2010.
•
• Dear Ms. Long
• I am writing to request for a copy of my full transcript with an enclosure
of $200 as processing fee as per the Institution regulation. I graduated
from your esteemed institution, Royal Technical Institution, in the
Engineering major from the class of 2009.
• For further identification, my Social Security Number is 92-921-2383 and
my student number was RT12930. Having received my degree in early
January 2010, I would appreciate your prompt assistance in mailing my
transcript to the address mentioned below.
• Mailing address: 293-20B Church Road
• 3rd Avenue, Wadebridge, United Kingdom
• This transcript is essential to an upcoming interview next month. Thus, I
hope to receive my transcript quickly to assist me in this interview.
• Thanking you in advance for your prompt assistance.
• Yours Truly,
• Miley Anderson
•
•
Incognito Digital Photography
Connecticut 09602, USA REMINDER
• Incognito.photography@gmail.com
• June 11, 2010
•
• Michael McGregor
• 345 South Harpeth, Nashville
• Tennessee, USA
•
• Dear Mr. McGregor:
• The organization would like to remind you to pay for the fees for the upcoming photo
shoot on Sunday, June 13, 2010. The fees included are :
• Membership fee $ 50
• Organization t-shirt 10
• T-shirt printing 10
• Photo shoot studio 100
• Total $170
• These fees are needed for the success of our upcoming photo shoot. With these fees, you
can be assured to have an excellent experience in this photo shoot practice. The best
photography equipments are already available in the photo studio. There are also hired
experienced models present on the said date. And for the identification of the members of
the organization, the officers have decided to create a design and logo for the t-shirts,
which resulted to related fees.
• As a member of the Incognito Digital Photography, you are required to pay for these fees.
Failure to do so is considered as not joining for the photo shoot practice on June 13, 2010.
Again, you are reminded that the deadline for the payment of the fees is tomorrow,
Saturday, June 12, 2010.
• We appreciate your participation and cooperation regarding the said event. Thank you.
• Sincerely,
 Format of a Letter of Inquiry
• In the first paragraph, identify yourself and, if
appropriate, your position, and your institution or firm.
• In the second paragraph, briefly explain why you are
writing and how you will use the requested
information. Offer to keep the response confidential if
such an offer seems reasonable.
• List the specific information you need. You can phrase
your requests as questions or as a list of specific items
of information. In either case, make each item clear
and discrete.
• Conclude your letter by offering your reader some
incentive for responding.
Purpose: Ask for information
• State clearly what information you are requesting
and why
• Write specific, concise, to the point questions that
are both easy to understand and easy to answer
– Use bullets to highlight the questions
– Leave space for the readers to answer the
questions
– Attach a questionnaire if you have more than 5
questions
• Specify when you need the answers by
• Thank the reader
 DOS AND DON’T’S OF ORDER LETTER
• An Order Letter should be addressed to the
person responsible for executing the order
• It should include all the terms and conditions
agreed upon by both involved parties
• Since it is purely an official letter it should be
typed out
• There is no need to use too many adjectives in
the letter since it is purely for an order being
placed
• The letter should have all relevant details related
to the order, for example, quantity, price and
other terms and conditions
Introduction Letters
 Introductory Letters

"A simple introduction may lead to

valuable business relationship that
lasts for decades."
 COMMON INTRODUCTION LETTERS
• Introduction Letter - self-introduction to
client.
• Letter of Introduction - to introduce
professional contact.
• Business Introduction Letter - follow-up
contact and introduce service.
 1. INTRODUCTION LETTER
Dear Mr Manav

It is a privilege to introduce myself as YKK India’s new Sales Representative.(

Let me take this opportunity to introduce myself…) I have recently joined
the company and am taking over your account from Jack Winters who has
moved on to other challenges in this industry.

I have just completed the orientation program and am now keen to meet
face-to-face with all of my key customers. To set up a meeting at your
convenience, I propose to call your office by the end of this week.

It is my hope that we will be able to arrange a meeting at your office soon.

Sincerely
 Sample-Introduction
Praveen Kumar
GK Trading Company,
New Delhi.
June, 20 2010

Kamal & Company

Sanjay Street,
New Delhi

Dear Sir:
Please let me take this opportunity to introduce myself as the newly appointed sales
agent for GK Trading Company. As I joined the company recently I went through our
records to find that you are one of our most valuable customers.
As an initiative to a growing business relationship that will benefit both of us, I will be
pleased to visit you in your office at your convenience in order to understand about
your company to enable me to provide you with a better service. I could also
introduce our new products to you.
I wish to call in your office, want to make the appointment, as I am looking forward to
meeting you personally.
Thanking You,
Yours sincerely,
Praveen Kumar
 2. LETTER OF INTRODUCTION
Dear Mayank

I'm writing to introduce you to Nanda Jain. I know her through the Sahitya
Theater Group, where, as you know, I am the Technical Director. Nanda
and I worked together on several local theater projects.

She is interested in relocating to Delhi in the near future and would

appreciate any recommendations you could offer her for conducting a
job search for a theater position.

I've attached her resume for your review and you can contact her at
nanda123@gmail.com or 987654345. Thank you in advance for any
assistance you can provide.

Sincerely

Raj
John Smith,
Sample-Business Introduction
AAA Mobiles Limited
June, 20 2010

Mr. DeylKaron
Managing Director,
BG International
Germany

Dear Mr.Karon:
I am taking this opportunity to introduce to you AAA mobiles Limited – the company with 5
years’ experience on German mobile phones market. We own 20 offices worldwide and 30
within Germany.
Our company specializes in selling mobile phones as well as providing the repair services. There
is a professional team of engineers and Mobile technology professionals working within our
company. During our existence in a market we didn’t receive any negative feedback from our
customers.
I kindly ask you to arrange the personal meeting with you in order to further describe the
services of our company and the value you can get from our cooperation. Please, inform me
whether it is convenient for you if I visit you by the end of this week.
I will be looking forward to the meeting and hope for our future cooperation.
Sincerely,
John Smith
 3. Business Introduction Letter
It needs to be:

•Potentially beneficial
•Relevant
•Credible
•Extremely professional
•Inductive approach
•Action oriented
 STRUCTURE
Salutation
Subject Line like: " New Architect on the Block Has a Combined 90
Years of Experience."
Headline or 'banner statement'
Credibility and relevance statement (mandatory) - you must
establish your credentials and explain your relevant capability or
proposition
how and why statement (optional) - what are the special
characteristics of your capability or proposition
suggestion of similar opportunity/application for target
organisation (optional but useful normally)
action/follow up statement (mandatory) - what happens next -
explain
sign-off
P.S. statement (optional))
Use to Win Over Prospects
 SAMPLE LETTER
• Dear Sir/Madam:
We would like to take this opportunity to briefly introduce our company Montes
Electric, Inc. so that you may consider adding our company to your list of
approved service providers.
Montes Electric, Inc. is a Licensed and Insured Electrical Contractor based in
Charlotte and is engaged in a wide range of services in the construction field. Our
services include wiring for: New Construction, Remodels, Custom Houses and
Additions. Established in 2009, our company is committed to maintain or exceed
standards
that are demanded by the best companies in the construction field. We believe in
profitable, sustainable and enjoyable long-term relationships with employees,
customers and suppliers.
Please do not hesitate to request a quote for your upcoming projects; we
promise you, we will give you a very competitive price, If you have any questions
or concerns please contact me at 704-615-810.
Thank you very much for considering our request.
Sincerely
Cesar Montesdeoca
704-615-8180
www.monteselectricinc.com
 ASSIGNMENT

• You are Praveen Kumar, newly appointed sales

person in company. Introduce yourself to the
present clients and customers of the company.
You can send this letter to all those valuable
customers of company to begin a good
relation with them. By this way they will know
your personally and will contact you easily for
any further orders.
Persuasive Letter-AIDA
• The letter structure should
follow the AIDA format
• Attention-getting reader’s attention (I want to
read on)
• Interest-arousing interest in product (this is
relevant to me and my company)
• Desire-generated through convincing
evidence(this is potentially beneficial and I
want to pursue this opportunity)
• Action-encouraging action (when I'm called I'll
talk/make an appointment/delegate action)
 Persuasive Letter Sample-1
• February 22, 1999
• Ms. Kiasa Denielle Major
7351 Markell Avenue
Baton Rouge, LA 70812-1336
• Re: Your Pre-Approved Credit Card
• Dear Kiasa,
• If you are like most students, your pad is your refuge. You want it to be
comfortable, functional and more than anything - fun. Find everything you need to
make your home the place to be at Major’s Department Store.
• This is the deal--It can all be yours with the Major’s Department Store Credit Card.
It is a lot easier than Calculus, plus you can fill your place with fabulous furniture
and beautiful accessories and feel pretty excited about it knowing that you get
30% off your first purchase. Now that’s a bonus!
• This is how it works--You receive a $500 line of credit with NO ANNUAL FEE, a 30%
saving certificate to use on your first purchase and best of all, you’ll get the
Major’s Department Stores Preferred Customer Status. This will give you a chance
to be up on the latest merchandise, sales and only our Preferred Card Customers
receive exclusive offers and discounts. Now this is something to write home about.
• This is what you do--Drop your completed form, which is enclosed in this package,
in the mail using the postage paid envelope we have provided and you will get
your Preferred Customer Card and your 30% discount coupon in the mail within 7-
10 working days. You’ll be taking your new furniture and accessories home in no
time.
• See you soon at one of our 12 locations.
• Sincerely,
• Andrea J. Marshall
 Persuasive Letter Sample-2
• May 28, 2004
• Louisiana State University
MBA Program
3170 CEBA
Baton Rouge, LA 70803
• ATTN: P. David Shields, Director, Flores MBA Program
• Dear Mr. Shields:
• John Smith has applied for entrance to the Louisiana State University MBA program beginning fall
2004. I have known John personally for 15 years and professionally for 5. During this period, I have
watched him mature, develop promising leadership skills and gain in his business acumen. I believe
John is a person of high character and a very worthy candidate for business school.
• John joined our bank five years ago as a Junior Credit Analyst. Since then, he has risen to the
position of Assistant Vice President of Commercial Loans. John has done an excellent job of
developing organizational skills and has worked with all levels of management, including our CEO.
One of his major contributions to our bank involved our credit application process. John felt there
were too many steps in applying for a loan with our bank. He studied the application process
thoroughly and was able to cut it from 10 steps to 5, without exposing the bank to additional risk.
His innovation saves time and frustration for the customer and also saves the bank money.
• John has proven an ability to work well with his peers. He was selected Loan Officer of the Month
five times by his co-workers and our bank has received numerous letters of thanks from his
customers.
• Along with being an active corporate citizen, John gives freely of his time to the community. He is a
member of several civic groups including Habitat for Humanity, United Way and Young Leadership
Council (YLC). John most recently chaired the membership committee for YLC. Under his direction,
new membership in YLC increased 15%!
• As you can see, I think very highly of this young man and recommend him without reservation.
Please do not hesitate to contact me with any questions.
• Sincerely,
• Frederick B. Alexius, Jr.
• VP Loan Approval
• SARA BROWN
Sample-Pleasant
• 81, North 54 Street,
• Clewiston, Florida, 03247,
• (328)-421 0569.
• Subject
• Dear SARA BROWN,
• Congratulations on making the smart step of investing in Rainbow
Corporation. We guarantee that this will bring you rewarding returns in
the future.
• We want everything to be transparent to our investors. Thus, we will
constantly be updating you on our company’s progress and financial
performance. We will furnish you with monthly newsletters, minutes of
monthly meetings, quarterly reports, and email communications when
necessary. We also strongly encourage you to attend our meetings so that
you can also interact with the other investors and express your opinions
and suggestions. If you feel you need more information, feel free to call us
at 3334455.
• We are enclosing a form for the automatic reinvestment of your dividends.
This is a good way of ensuring an even bigger investment value in the
years to come.
• Sincerely,
• [Senders Name]
Unpleasant Letters
 “No” Letters
Saying “No” to an Adjustment
Request, Credit Request, Order for
Merchandise, Request for a Favor
Condolence Letters
 Inductive sequence of ideas- 4 Steps

• Introductory Paragraph Short & Neutral(We received your

letter of August 29, 2007, in which you . . .) . Introduces the
subject without revealing whether the answer will be “yes”
or “no.” Begin with a neutral idea that leads to the reason
for the refusal(Embedded). BUFFER
• Present Facts, Analysis and Reasons for Refusal
• Refusal Statement State the refusal using a positive tone
and de-emphasizing techniques.
• Closing Paragraph Close with an idea that moves away
from the refusal.
 samples

• Examples of Unpleasant Letters

 Sample
• Mr. Mike David,
• Woodrow Street,
• Mine View Park,
• Manila.
• September 16,2013
• Heartfelt Condolences
• Dearest Sir:
• I am greatly saddened by the sudden death of Mr. David, your father. Your father
and I were colleagues at work as I worked under his supervision. Working with
him was one of my greatest wish in my career as your father was very good in
business.
• I do sympathize with how you are feeling and I know that it is far beyond any
consolation as of the moment. Now you will be facing another challenge in
managing the company without the guidance of your father. Don’t worry, be
strong and do not stop believing in yourself and in God Almighty as he will be
with you to protect you.
• I am always here if you need my service. Again, my condolences to you and to
the rest of your family.
• Praying for the repose of your father’s soul/ With prayers,
• Yours Sincerely,
• Mr. Ervin Flores.
 Complaint Letters

• Complaint letters: putting forward some

complaint., problems, or dissatisfactions with
product or service.
• Adjustment letters : Response to complaint,
appeasing customers and compensating for
loss
• Dear Sir: sample

• Faulty (xyz) product

• This is to bring to your kind notice that the
enclosed (name) product doesn't work and it is not up to the
expectations. I am sorry to inform you that it is the third
product that I've had to return this month (see enclosed
correspondence).
• I bought the product from the (name of shop) at (name of
place, ex. Fifth Avenue, New York) on (date). I must inform
you that I carefully followed all the instructions for use.
However, except these few products that I have had to
return, I have been completely satisfied with your products
otherwise.
• I would be grateful if you could send a replacement and
refund my postage (state amount).
• I would really appreciate your help.

• Yours faithfully
• Signature
•