THE MWALIMU NYERERE MEMORIAL ACADEMY

KARUME CAMPUS, ZANZIBAR

DEPERTMENT OF ECONOMICS STUDIES

NTA LEVEL 6: ORDINARY DIPLOMA IN ECONOMIC DEVELOPMENT

MODULE NAME : BUSINESS COMMUNICATION 1

COURSE CODE : EDT 06124

INSTRUCTOR NAME : MRS. SALMA

NATURE OF WORK : GROUP ASSIGNMENT

PARTICIPANT;

NAME REGISTRATION NUMBER

MKONYI, GIBSON GODSON MNMA/ODZ.ED/0016/18

QUESTION: With examples, describe types of formal letter.

SUBMISSION DATE: 19 December 2019.

 Formal letter is among a type of letters which is written in a ceremonious or a professional
language and follows a prescribed format, (Berlo, D. 1960). Such letters are written for official
purposes to authorities, dignitaries, colleagues, seniors, etc. and not to personal contacts, friends
or family. Examples of formal letters can be a recommendation letter, enquiry letter, complaint
letter, cover letter and so on.

The following are some of the types of formal letters, this includes;

Letter of enquiry. These letters are used to request more information about a product or
service. A letter of inquiry helps a person to have information like some course or job inquiry, prices
of services and products, terms and orders or working agreements etc. For instance be sure to
include your contact information so that it is easy for the reader to respond. For example, an
enquiry letter can be written through this format;

Street address

City, State ZIP code

Phone number

Date

Individual's name

Job title

Name of organization

Street address

City, State ZIP code

Dear Mr./Ms. ________________________________:

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I am writing to ask you to consider an addition to your marketing team. Your organization has
been in the news as a leader in the industry. I am an innovator of new ideas, an excellent
communicator with buyers, and have a demonstrated history of marketing success. I believe I
would be a good fit in your organization.

Enclosed is my resume for your review and consideration. EFTG Industries has a reputation for
excellence. I would like to use my talents to market your quality line of technical products. I will
call you to further discuss your needs and how I could benefit your company. If you prefer, you
may reach me in the evenings at (555) 555-5555.

Thank you for your time. I look forward to meeting you.

Sincerely,

(Your Signature in blue or black ink)

Your typed name

Enclosure

Adjustment letters. An adjustment letter is a response to a written complaint. The

objective is to inform the reader that their complaint has been received. It is also a legal
document recording what decisions were made and what actions have or will be taken. For
example, an adjustment letter can be written as;

Bangladesh Textiles Mills Ltd.

Narayangong, Dhaka

10th Feb. 04

Marketing Manger
Bexi-Clothes Corner
South Plaza,
Dhaka-1215.

Ref: Your letter dated 5th Feb. 04.

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Dear Sir,

We thank you .for your letter of 5th Feb. 04 along with/ sample of cloth for examination.

The report that we have received just today shows that the consignment forwarded to you was
the wrong one full of defective clothes. It was a mistake because of our dispatch section and we
regret this mistake which has caused you both embarrassment and inconvenience. We have
already sent the replacement by passenger train. You can be sure of the quality of cloth now sent.

You can, of course, return the clothes to us and debit our account for the loss caused to you. We
again regret the inconvenience to you and assure you that such mistakes will be avoided in
future.

Yours faithfully

M. Ashraf
Sales Manager
Banagladesh Textile Mills Ltd.

Letters of recommendation. Prospective employers often ask job applicants for letters
of recommendation before they hire them. This type of letter is usually from a previous employer
or professor, and it describes the sender’s relationship with and opinion of the job seeker. For
instance a recommendation letter can be;

To Whom It May Concern:

It is my pleasure to strongly recommend Annie Chiu for a position as a Data Analyst for L&Q
International.

I am Robert Cunningham, a Regional Manager at Mountain View Unlimited. I have 15 years of

experience working as a statistician and client services specialist and have seen many young
professionals come and go. Annie Chiu is one individual I have worked with who uniquely
stands out. During our time together, Annie displayed great talents in technical applications, such
as ArcGIS, R coding, Python, and several other data visualization tools. When we first met, I

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was immediately impressed with Annie and the technical skills she had on day one, but during
the time worked together, her understanding of data analysis and the tools of the trade grew far
more than that of her peers.

My first experience with Annie’s adaptability came not long after she was hired. Last year, we
had one client who sent data in Excel that needed extensive cleanup. At that time, Annie’s
experience with Excel was limited, but she worked extra hours to learn how to properly clean up
data in Excel through the use of functions. Within the week, the client’ data was properly
formatted so that it could be effectively analyzed and visualized. I am absolutely confident that
Annie would be a great fit for your L&Q International. Not only will she bring the kind of skills
and experiences you’re looking for in an applicant, she will quickly become an asset and help
your L&Q International grow in any way she can.

If you need more information or specific examples, please do not hesitate to contact me at 555-
123-4567, or by email at rcunningham@Lqbusiness.com. As a recommendation letter likely only
provides a snapshot of her talents and achievements, I would be happy to further elaborate on my
time working with her.

Sincerely,

Robert Cunningham
Regional Manager
Mountain View Unlimited

Order letter. This type of formal letter mostly concern when a buyer needs to order some
goods and services, he or she writes an order letter to the seller. For example order letter can be
written as;

New Era Business

16 Ring Road
Delhi – 01

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 November 30, 20xx

The Manager
Woods and Worlds
35 Patel Street
Delhi − 18

Dear Sir,

Sub.: Placing order for furniture.

As we have discussed telephonically, on behalf of our company I like to place an immediate order
for the supply of the following set of furniture.

Model No. Name of the Item Quantity

1674 Chair 15

1908 Chair 32

2338 Conference Table 33

4455 Table 60

2288 Sofa 72

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As we have discussed, we are sending a demand draft of Rs. 20,000 as advance payment. The rest
will be paid at the time of delivery. Kindly ship the above order at the above-mentioned address.

Kindly adhere to the terms of the agreement. We hope to receive the order in four working days.

Thanking You.

Yours truly
XYZ
HR

Letter of complaint. Suppose you placed an order of some items. The quality promised
and the quality of the items received is not the same. What will you do? You either want to replace
them or want your payment back. How can you do so? This is where the letter of complaint comes
into act. An example of a letter of complaint is as follows;

New Business World

16 Ring Road
Delhi – 01

November 30, 20xx

The Manager
ABC Stationary King
35 Patel Street
Delhi – 18

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Dear Sir,

Sub.: Complaint against Order No. S/24-201S-1147.

This is with reference to the Order No. S/24-201S-1147 place on Nov 17, 20xx. The order consists
of letterhead and business cards. As per the agreement, we were promised of receiving the order
latest by Nov 22, 20xx. First of all the order did not reach in time. Also, the quality of the papers
and design selected for business cards is not matching with the selected one.We have faced a lot of
embarrassment and inconvenience and our reputation is at stake in the eyes of our clients.

Kindly ensure that the order will be replaced latest by Dec 4, 20xx, failing which payment will be
stopped or the will be cancelled. I sincerely request you to look into the matter and do the needful as
soon as possible.

Thanking you.

Yours truly
XYZ
General Manager

Promotion letter. This type of formal letters mainly refers to the one of promoting new
developments and up-gradation. The promotion can be of anything new opening of a new branch or
show-rooms, new schemes, or any other promotional discounts. An example of promotion letter can
be as;

ABC Group of Company

16 Ring Road
Delhi – 01

November 30, 20xx

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The Manager
XYA Agency
35 Patel Street
Delhi − 18

Dear Sir,

Sub.: New Branch at QPR Colony.

We are glad to announce the grand opening of a new branch of our company in QPR Colony, Delhi
on Dec 05, 20xx.

As a respected client, we are extremely delighted to inform you that this branch is also fully
efficient. It offers various solutions to your problems and anything that you would ask for. We are
dedicated to providing you with the best service that you deserve.

Looking forward to your visit to our new branch.

Thanking you.

Yours truly
XYZ
HR

Sales letters. These letters are written to tell about a product to the customers with an
intention of selling it. A sales letter helps in the sale promotion and presenting introductory offers. It
makes it easy to understand the facts and figures and also strengthen the partnership and the joint
ventures. An example of sales letter can be as;

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 ABC Bank
16 Ring Road
Delhi – 01

November 30, 20xx

The Manager
XYZ Agency
35 Patel Street
Delhi − 18

Dear Sir,

Sub.: Availability of new scheme of an automobile loan.

It provides us with immense pleasure to inform you that we have launched a new scheme for an
automobile loan. As a respectable and trusted client, we are providing you with the details of this
scheme.

It will take only a couple of minutes to complete all the formalities. The rate of interest of the loan is
also very low compared to the schemes of other banks. The bank also provides an opportunity to
buy or sell any of the automobiles. All other information is kept strictly confidential. This service is
fast and free and we will provide you with the service within 24 hours.

We will highly oblige to help you to clear any of your doubts. Free feel to contact us. Looking
forward to hear from your side.

Thanking you.

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With regards,
KLM
Bank Manager

Recovery letters. There are sometimes when a company or an organization needs to collect
money from a client or a customer. The intention behind writing recovery letters is to recover the
money form the customer without bothering or annoying the client. This type of letter includes
detail information regarding the amount of unclear payment, last date of payment of the amount, the
detail of the legal action in case of non-payment of the dues. For instance recovery letters can be
written as;

ABC Bank
16 Ring Road
Delhi – 01

November 30, 20xx

The Manager
XYA Agency
35 Patel Street
Delhi − 18

Dear Sir,

Sub.: Reminder for paying dues.

This is to remind you that your organization has taken a loan of Rs. 2 crores two years back on June
18. As per the agreement and loan guidelines, on completion of one and a half year, you would need
to pay back the 80% of the principal amount with the appropriate interest.

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Since now we have received just 50% of the principal amount. As the payment is due since long, we
would appreciate if you send the cheque immediately.

I request you to kindly look into the matter within the next six working days. Otherwise, strict legal
action will be taken. Kindly acknowledge the matter.

Thanking You.

Yours Sincerely
FMG
Manager

Generally, suppose you have to write a formal letter, how you want it to appear? It should
be clear and concise. It should be interesting and easily understandable. We know that all these
letters have a pre-specified format. Everyone has to write formal letters of some type once in their
life. It is important to express the main content of the letter in clear and unambiguous term.

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 REFERENCE.

 Berlo, D. (1960). The process of communication. New York: Holt, Rinehart & Winston.

Carol, P. & Linda, C. (2007). Letter-Writing Manuals and Instruction from Antiquity to the

Present, Columbia, SC: U of South Carolina Press

Damerst, W. (1966). Resourceful Business Communication. Harcourt, Brace & World. pp. 6–7.

Daniel, C. (2010).The Transmission Model of Communication, Aber.ac.uk  at the Way back

machine

Reinsch, L. (1991).  Journal of Business Communication. New Delhi: India, University of Delhi

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