Lesson 6: Writing More Business Correspondence - Requests and Replies Monday, 22 March 2021 4:49pm. Week 007 - Chapter 6: Writing more Business Communication / Correspondence ~ Request a. Inquiry b. Order - Replies a. Acknowledgement ». Follow-ups Atthe end of this module you are expected to: 1. Define and discuss the term request letter. 2. Define and explain the different types of request letter -- inquiry letter and order letter. 3. Define and discuss letter needing replies. 4. Define and explain the different types of replies -- acknowledgement letter and follow-up letter. Writing a letter is part of doing business. There are letters for every purpose. This module will be focusing on Request letters, Letters of Acknowledgement and Follow-up Letters. Request Letter Request Letter is a letter which is composed when you need certain data, authorization, support, administration or some other issue which requires a respectful and humble demand. A request is a letter asking the beneficiary to accomplish something the person does not need to do, might not have sufficient energy to do, or might not have any desire to do. Thus, give careful consideration to the structure given for each letter; these are dependable recipes for convincing composition that have been demonstrated to work. A requesting letter is for various purposes, such as: © Meeting © Occasion © Managing an account purpose© Occupations Certain instances of Request: ‘® Analumnaa needs to ask for a prospective employee meeting ‘© Arepresentative needs to ask for an advancement ‘© Anunderstudy may need to ask for data from a school or college An reques tis regularly found in different kinds of letters. A declaration letter isa demand letter when it requires your essence for a specific occasion. Welcome letters and enticing letters are additionally sorting of solicitations. An introductory letter is likewise a sort of demand as itis approaching to be considered for a post or requesting data about work. Thus, a wiping out letter, maternity leave letter, amicable letter, love letter, appeal letter and so on have asking for tones. Demand letter can be formal or casual recorded asa hard copy. A formal demand letter is written in a formal composition style, total with your full subtleties, and the full subtleties of the beneficiary. A period comes when we as a whole need to get some information about something from somebody and on the off chance that we realize how to do that, at that point we can undoubtedly achieve what we mean to. Contingent on the target or thought process ask for letters can be long or short. Yet, they are constantly explicit and direct in their methodology. One of the significances of a demand letter is that it diminishes the weight on the beneficiary and recovers the sender from shame. The beneficiary inspires enough time to work out his answer and the sender can take a composed 'No’ effectively than a verbal one. Truth be told it works both courses for both the beneficiary and the sender. Aletter is a perfect mechanism for asking for some help. Making the demand recorded as a hard copy enables the other individual to think it over in the security of her own home or office, without the weight of you remaining there hanging tight for an answer, or the potential for shame (for both of you) in the event that you are turned down.Tips for Requesting a Favor: 1. Ask pleasantly. Try not to request or undermine. 2. Demonstrate the peruser how might this benefit them. Demonstrate your case. 3. State precisely what you trust they will improve in your situatio n. Sample of a Request Letter Our records show that you lately had an event to contact our client administration office. We would value it in the event that you would tell us how well they address your issues by finishing the review recorded on the invert side of this letter. When you have completed the overview, it would be ideal if you send it to us in the enclosed return address. You are an imperative client, and we thank you for setting aside the opportunity to finish this review. We depend on your responses to enable us to furnish you with amazing administration, Request Letter - For Inquiry Most letters of inquiry are short and straightforward, to such an extent that numerous associations have received the act of sending printed request frames, in this way disposing of the requirement for a letter. As a planned purchaser, the essayist of a request states quickly and obviously what he is keen on, and this is all the collector of the letter has to know. Itis somewhat extraordinary when the object of your enquiry is to get a unique cost for customary requests, or moving rights in your general vicinity. In cases like these, you are requesting contracts, and you need to ‘pitch’ your proposition to the provider. This requires significantly more ability than the composition of a normal request, and we will return letters of this sort in the blink of an eye. First request—a letter sent to a provider with whom you have not recently worked together — ought to incorporate: a. Aconcise notice of how you got the potential providers name. Your source might be an a merchant, a colleague, or another association; the merchandise being referred to may have been seen ata show or exchange fair ; you might compose as the product of a suggestion from a representative, or based on a notice in the day by day, week after week or exchange press.b. Some sign of the interest in your general vicinity for the products which the provider bargains in, ©. Subtleties of what you might want your planned provider to send you. Ordinarily you will be keen on an index, a value list, limits, modes for installment, conveyance timeline and, where proper, examples. d. A cutting off sentence to round the request. Request letters are additionally now and then alluded to as letters of request. Ordinarily, they are a straightforward demand for data, and in this way ought to be short, and explicit about what precisely is being asked. Demand letters can be utilized in both business and individual circumstances to ask for all intents and purposes. Answering Request Letters ‘When you get composed solicitations requesting data or activity, your reaction is controlled by whether you go along. In the event that you are reacting positively, tell your peruse that you can induce their demand in the opening line. In the event that you are not pleasant to the demand, you can react specifically or in a roundabout way. An immediate reaction is proper in the event that you realize your peruse inclines toward straightforwardness or sensibly expects that you may deny the demand. On the off chance that your peruse is probably going to respond adversely to your reaction, select a backhanded methodology. Begin your reaction letter by setting up altruism, at that point clarify the conditions of your choice, and slowly develop to your reaction. In either case, you ought to be prudent, well-mannered, and cautious about the language you use. Essential Elements in Respone 1. Use a headline instead of beginning your letter by abridging the first demand, embed a title after the welcome. The subject ought to remind your peruser about the first demand letter and give a setting to your answer. 1g toa Request 2, React specifically unless a backhanded methodology is progressively suitable, give your peruser an answer in the primary sentence of your letter. 3. Clear up your dedication. Follow your presentation with extra subtleties and data to support your answer. When you consent to somebody's composed demand, your reaction may have lawful ramifications. Make sure to survey your letter cautiously before you send it. 4. Compose for meaningfulness if you are reacting to numerous inquiries or giving a nitty-gritty answer, use tables, designs, records, headings, and other obvious signs to make your reaction less demanding to peruse. 5. Present the great before the awful if you can conform to just piece of your peruser's demand, begin with the uplifting news. Clarify the terrible news plainly in the body of your letter, yet do not harp on it. 6. Finish up on a positive note if you cannot suit a demand, offer your peruser an elective arrangement, if conceivable. Strengthen the thoughts that you esteem their relationship and need to keep working with them.Request Letter - Request/Inquiry Letter is made to ask for data as well as additionally determine realness. It is a report asking for data sent for the benefit of a single person or an association for their very own particular reasons, which are possibly commonly valuable to the beneficiary and the writer or sender. Aletter of inquiry manages different issues like employment opening financing stipends, grants, ventures, deals, pre-proposition and others. The term is regular in different business setups as it suggests subsidize ask for or pre-proposition data. Attributable to this utilization, the term might be viewed as selective to these setups alone. Yet, that isn't the situation, with this impact the underneath definition offers an advocated significance. There are different terms which speak about the purpose of the writing that exist; these are Letter of Intent, Concept Paper, Letter of Interest, Pre-proposition Letter , Prospecting Letter, and Query letter . Labels such as Introductory Letter’, ‘Business Letter’, ‘Ask for Letter’ and ‘Direct mail advertisement’ are likewise connected to a request letter particularly when the goal is same as that of letter for request. A letter of inquiry serves to encourage business tasks and fulfillment of the sender. Request letters expel any misconception and are helps, particularly when two gatherings need to achieve a comprehension. The correspondence towards this impact settle the issue immediately. With connection to it being a 'Pre-proposition letter’, the request letter is additionally named as a "Consolidated Version of a Proposal’. Itis the result of the reason for the letter which features the purposes of a proposition rather than an undeniable proposition. Ona person's premise, these are forwarded to organizations that are happy to enlist yet have not promoted employment opportunities. It can likewise be a letter routed to editorial manager responsible for a production proposing certain scholarly work. It very well may be a letter from an understudy who is competing for a seat in a school or a business that gives a temporary job. In this way, the target of a letter of inquiry is same yet its projections and groups of onlookers are changed. This is also the same in technique for conveyance, it very well may be sent through electronic mail or paper mail. ‘Samples of a Letter of Inquiry 1 am writing to ask about the glass holders. I have seen the item on your www gepack.com and Iam keen on getting one. | acknowledge whether you can send me tests so I can test before taking a choice. I believe in your duty to quality however part of our acquisition procedure is to test before purchase. I likewise acknowledge whether you could send me the cost of one unit just as limits on mass requests. I have to take a choice in the coming couple of days so it is extremely critical that I get this data at the earliest opportunity. Anticipating your answer.Request Letter - Order Letter A letter of requesting merchandise is a letter that is composed by a purchaser or individual client to a provider or business, asking to buy items. Generally, the purchaser would have seen things in an index or a commercial and might ‘want to get them transported by messenger or through the mail. In aletter of requesting merchandise, itis fundamental to incorporate your own data, your transportation data, your installment data, and the real product(s) you might want to arrange. It is essential to incorporate a path for the business to get in touch with you toward the finish of the letter (more often than not a telephone number or email address) on the off chance that there is an issue with the request. A letter of order or an ‘order letter’ is a record that affirms the subtleties of a purchase of merchandise or administrations starting with one gathering then onto the next. For the most part, it incorporates more data about what you are requesting, similar to amount, demonstrate number, or shading, the installment terms, and the issue in which the items are to be delivered. At the point when the beneficiary gets this, they will handle the request and send the stock. An “order” is a cost for the individual putting in the request and a salary for the one getting it. In any case, this isn’t all. The organization that packs the request needs to satisfy part of responsibilities to guarantee that it has a fulfilled client, which can be an individual or another organization. Convenient conveyance of the request, nature of conveyance and after deal administration - are all a vital part of getting a request. An Order Letter is the one that is composed by the individual /organization putting the demand of procurement from another organization. This letter comes enthusiastically just when a definite investigation of the ideal item has been done in the market and dependent on guaranteed administration, quality and cost of the item, a choice for a buy has been made. An Order Letter ought to be drafted very cautiously as it needs to pen down every one of the terms and states of the buy to assist both included gatherings. It ought to have subtleties, for example, item determinations, amounts, cost settled upon, conveyance date, late conveyance provisions, and so on. It ought to be routed to the individual in charge of the management of the request with a duplicate to the head of division. Since it is absolutely a letter considered as official, it ought to be composed. Sample of “Order Letter” This is in reference to our gathering on April 25, 2018 when we visited your plant regarding our request of school dark shoes. Weare pleased to order 3000 sets of dark shoes in grouped sizes and plans. We especially acknowledge whether the request is conveyed at our stock house situated at DEF Building, Paz City by May 5, 2018 with the goal that we can begin pitching it to the kids prior the beginning of classes. Installment will be on COD (money down) premise. On the off chance that the request isn't convey on due, think about it as dropped. Replies to Inquiries A response letter gives the appropriate responses or data asked for in a letter of request. The goal is to fulfill the peruser with an activity that satisfies theirWeare pleased to order 3000 sets of dark shoes in grouped sizes and plans. We especially acknowledge whether the request is conveyed at our stock house situated at DEF Building, Paz City by May 5, 2018 with the goal that we can begin pitching it to the kids prior the beginning of classes. Installment will be on COD (money down) premise. On the off chance that the request isn't convey on due, think about it as dropped. Replies to Inquiries A response letter gives the appropriate responses or data asked for in a letter of request. The goal is to fulfill the peruser with an activity that satisfies their demand. On the off chance that you have neither the data asked for nor the expert to answer, forward the request on to the right individual. In the event that you are the right individual, be immediate with your answer. Address each inquiry considerately, even those that do not appear to be important. Consider that your peruser may come up short on your skill. Keep your reaction on point and abstain from going past the extent of the peruser’s demand. When reacting to a sent letter educate your peruser in your opening passage that you are the right contact individual for every single future correspondence. In your end passage, express your readiness to be of further help. An answer to a request from a customary client is ordinarily genuinely concise, and should not be more than well-mannered and direct. Given the provider is in a situation to meet his journalist's prerequisites, his answer will by and large: a. Thank the essayist of the letter of enquiry for the letter being referred to. b, Supply all the data asked for, and allude both to fenced in areas and to tests, inventories and different things being sent by independent post. .Give extra data, not explicitly asked for by the client, inasmuch as itis pertinent. d. Close with a couple of lines urging the client to put requests and guaranteeing him of good administration. Rules for Drafting Inquiry Reply Letter Request must be answered quickly, regardless of whether the answer is a negative one. On the off chance that the answer is positive, tell the inquirer the uplifting news quickly. But if the answer is negative, apply a roundabout methodology. Drafting an answer letter or citation letter is not a simple assignment. Since itis considered as a direct mail advertisement, it must be composed with due consideration. The accompanying standards ought to be contemplated while drafting an answer or citation letter.Replies to Inquiry - ‘Refer to the date and reference number of the letter. * Thank the gathering for his letter and show thankfulness for his enthusiasm for your organization, its items or administration. + Genuinely answer every inquiries in the letter of request. * Include pertinent data as a short depiction of merchandise, costs, focal points, positive terms and so forth. ‘* Notice the mode and terms of installment, spot and time of conveyance, technique for transport, charges by virtue of offers duty, cargo and protection and pressing and sending charges. ‘+ Express the ideal opportunity for which the offer is legitimate if time is a vital factor. * State whether the value list, test and so forth are encased or they are being sent independently. Utilize a few deals, converse with enthusiasm to invigorate the purchaser. ‘+ Demonstrate your eagerness to serve or help the client later on. ‘* Close the reply letter with warm and well-disposed wordings. Sample of Reply to Inquiry Letter Thank you for your interest in our bags. To answer your question, the bags are all made of quality leather and they come in different colors and design. Detailed specifications and prices are attached for your reference. Kindly indicate your requirements with more information . Please specify how our products, in that regard, may help you. It would be better if a meeting next week at our common convenient schedule and location can be arranged for us to discuss this better. Should you have any queries or require additional information, please contact me without second thoughts. 1am hoping to do business with you. Acknowledgement Letter Acknowledgement Letter must be sent always when your organization or office receives a business correspondence or file. This serves as receipt, and has to be delivered as soon as the document is being accepted. The letter’s tone has to be truthful and polite.This usually with an acknowledgement of the receipt of the file or correspondence in question. It also has to mention the steps or process to be done after the correspondence is received. The letter of acknowledgment provides documentation that you have received the letter, order, or complaint from the other party. Should the matter become a legal or business disagreement, your letter of, acknowledgement shows proof that you did respond to the request from the other party. These are actually receipt letters. Categorized as often very brief, usually serving the legal purposes to confirm the receipt of certain correspondence or product. They can be differentiated as: Application Acknowledgement - to acknowledge receipt of an application letter curriculum vitae or resume. 2. Acknowledgement of Resignation - confirmation of receiving an employee's resignation letter. =. Letter of Business Acknowledgement - confirms receipt of goods or services In business practice, acknowledgement letters play an important role as they indicate the date when certain documents or goods are received. This is, important because they serve as a proof that one party has met its obligations as stipulated in the contract. Therefore, they are important because they can help you build good trust and cooperation with business partners. Whenever your company receives any kind of business document from whomsoever, it becomes important on your part to send a letter of acknowledgment in return. Important phrases to be used in writing acknowledgement letters Usually acknowledgement letters use very similar wording, such as: » Company is acknowledging receipt of the following documents: 2. Thereby acknowledge the receipt of the following document/s: Lam writing to confirm the receipt of: 4. We wish to thank you for sending us (quotation, goods, documents etc.) 5. lam writing in reference to our telephone conversation to confirm the 6 We received your return shipment of (product name(s)) Samples of Acknowledgement LetterReplies to Inquiry - We received the defective model D200 photocopier you returned. Unfortunately this unit was one of a small lot that was identified to have some technical issues. We have already replaced the rest of the defective machines other D200 owners. Anew tested D200 photocopy machine is being shipped to you by express delivery. We trust the new unit will fully meet your expectations and we look forward to doing business with you again. Follow-up Letter This is an imperative type of correspondence in a scope of circumstances. After a prospective employee meeting, or an extraordinary conference, or even in the wake of reaching at an expo, a subsequent letter is a powerful method for solidifying a connection among you and the proposed beneficiary. It gives a stage to proceeded with correspondence, and furthermore to complement certain focuses examined at the past gathering. An elegantly composed follow-up letter, free of English sentence structure and spelling blunders, can have a significant effect to your prosperity. It is typically composed amid the beginning periods of a relationship; the composition style should be genuinely formal. Exhaustive editing is significant to the accomplishment of your letter. In this way, before you even take a seat to start composing ensure you have the English devices accessible to make the letter worth sending. At the very least, this implies a quality language structure checking instrument, and an exhaustive spell checker. A decent word reference is likewise fundamental This achieves a great deal of capacities. A card to say thanks sent after a meeting or telephone call indicates great habits. Also, sending a note after a point of contact is an open door for you to make reference to anything you neglected to state during the assemble or conference, and give a snappy audit of for what reason you are a solid match for the position. Another motivation to send a subsequent letter is that it enables the procuring administrator to recall your identity. Regardless of whether you do not land this specific position, another might come up and ideally, the employing chief will consider you and will as of now have your contact data close by. Make certain to gather the names and contact data for everybody who was associated with your meeting procedure, Here is more data about how to catch up after a prospective employee meeting,In any case, it is not just after a discussion that you can send a subsequent letter. You can likewise send one to be aware of the status of an application - doing such shows your enthusiasm for the situation, just as your capacity to step up. This could help get your resume or application a second look in the event that it was disregarded for reasons unknown. Also, you might need to send a subsequent note if some time has passed by after your meeting, and you have not gotten notification from the selection representative, an employing supervisor, or the individual who talked with you. A few hints to enable you to compose a superior follow-up letter in any circumstance: 1. Utilize a subsequent letter to emphasize your traits, and the positive elements of another relationship for each gathering. On the off chance that you are speaking to your business, you can make a short attempt to sell something. In the event that you are applying for work, help the potential manager to remember your key abi 2. Try not to make old progress: offer new bits of knowledge to add to your allure. 3. Ensure your subsequent letter is sent inside 2 days of the gathering or meeting; this will help keep things new, and advance coherence between your execution at the meeting and your letter. 4.In your subsequent letter, show how you need to continue starting here. 5. Try not to pass on any negative slants in your subsequent letter. Sample of Follow-up Letter Itwas a pleasure to interview with you. It helped me recall the purpose of my application which is your reputation for satisfactory and friendly service. The same quality help you stay on top of the competition. If hired, I will keep my word to uphold your organization's reputation for quality service. | am hoping to hear from you.Glossary Motive: a reason for doing something, especially one that is hidden or not obvious. Maternity leave: A time of endorsed non-appearance for a female worker allowed to give birth and dealing with infant. Maternity leave may last anyplace from half a month to a time of months relying upon the association, and might be paid or unpaid relying upon regulations. Promotion: The advancement of an employee's position within the organization. Supplier: The side that provides services or goods. This may be different from a contractor or subcontractor, the latter to sometimes give personalized additions or customization to the products or services. This is another term for vendor. Trade Press: A trade magazine, also called a trade journal, or trade paper, is a magazine or paper ‘whose intended interest group is individuals who work in a specific exchange or industry. The aggregate term for this territory of distributing is the exchange press. References and Supplementary Materials Books and Journals 1. Cavanor, Natalie; 2016; Business Writing Today; California, United States; Sage Publications 2. Starkman, Dean (Editor), Hamilton, Martha (Editor), Chittum, Ryan (Editor); 2015; ‘The Best Business Writing 2015; New York City; Columbia University Press; 2015 ed. edition Online Supplementary Reading Materials 1. Business Communication: Letters of Inquiries and Reply; http://satyahanegave.blogspot.com/2011/12/business-communication-letters- ofthtml; August 2018 1. Enquiries and Replies; https://www-youtube.com/watch?v=57iS7_i51WE/; August 2018 Week 007 Chapter 6: Writing more Business Communication/ Correspondence - Request and RepliesImportance of Business Correspondence The importance of letters has increased because of vast expansion of business, increase in demand as well as supply of goods. Let us learn about the importance of business letters. Importance of Business Correspondence Help in maintaining proper relationship The customers can write letters to the businessman seeking information about products and businessmen also supply various information to customers. This helps them to carry on business on national and international basis Importance of Business Correspondence Inexpensive and convenient mode Though there are other modes of communication like telephone, telex, fax, etc. but business information can be provided and obtained economically and conveniently through letters. Importance of Business Correspondence Create and maintain goodwill Sometimes business letters are written to create and enhance goodwill. Businessmen at times send letters to enquire about complaints and suggestions of their customers. Importance of Business Correspondence They also send letters to inform the customersImportance of Business Correspondence They also send letters to inform the customers about the availability of a new product, clearance sale etc. All this results in cordial relations with the customers, which enhances the goodwill of the business. Importance of Business Correspondence Serves as evidence We cannot expect a trader to memorize all facts and figures in a conversation that normally takes place among businessmen. Through letters, he can keep a record of all facts. Thus, letters can serve as evidence in case of dispute between two parties [a aes Importance of Business Correspondence Help in expansion of business Business requires information regarding competing products, prevailing prices, promotion, market activities, etc. If the trader has to run from place to place to get information, he will end up doing nothing. It will simply result in loss of time. Importance of Business Correspondence But through business letters, he can make all enquiries about the products and the markets. Sa |S No Ce ed CS LE ONEImportance of Business Correspondence But through business letters, he can make all enquiries about the products and the markets. He can also receive orders from different countries and, thus enhance sales Letter of Inquiry During your job search, you might encounter times when you are in need of information about an organization, a specific position or geographic location. In this case, you would write a letter of inquiry. In the letter, you request the information needed. Letter of Inquiry A letter of inquiry is sent by itself. Your resume should not be enclosed. This can hurt your candidacy if you should contact the same organization in the future. Remember, this is not an application letter. Letter of Inquiry Even though you are requesting information from the organization, it may be appropriate to share information about yourself and your strengths. Remember that it should be provided in the context relevant to the information requested.Letter of Inquiry This may be your first contact with a potential employer. Therefore, it is critical that this letter be well written and targeted to the organization in question. Letter of Inquiry Often times organizations cannot immediately respond to various requests. You should close your letter by stating your intended method and time line for follow-up. Then be sure to carry out your actions. Letter of Inquiry If you are inquiring about job listings or the application process, it is suggested to view the employer website, and if you do not see a "Jobs" or "Career" section of the site, call or e-mail to find out where openings are listed. With on-line applicant systems, individuals may be able to apply for positions without seeing specific Positions like 7a REImportant Language for a Business Inquiry Letter The start: "Dear Sir or Madam" or "To Whom It May Concern" (very formal, used when you do not know the person to whom you are writing). If you know your contact already, that's better than being anonymous. Important Language for a Business Inquiry Letter Giving reference: "With reference to your advertisement (ad) in..." or "Regarding your advertisement (ad) in..." Give the company context to why you're writing, right away. Important Language for a Business Inquiry Letter Requesting a catalog, brochure, etc.: After the reference, add a comma and continue "could you please send me information on..." Important Language for a Business Inquiry Letter Requesting further information: If you have more that you're seeking, add, "I would also like to know..." or "Could you tell me whether..." Important Language for a Business Inquiry Letter Summary call to action: "| look forward toImportant Language for a Business Inquiry Letter Summary call to action: "| look forward to hearing from you..." or "Could you please give me a Call between the hours of..." Important Language for a Business Inquiry Letter Closing: Use "Sincerely" or "Yours faithfully" to close. Signature: Add your title on the line following your name. Order Letter An order letter is usually written to assign orders or place order of goods. The letter is written in a very precise and specific manner. Order Letter Writing Tips e Write the letter in a precise manner e Make sure you keep the language of the letter formal and easy so that the reader does not find it difficult to readOrder Letter Writing Tips e If you are writing the letter to place order make sure you do not make any mistakes e Avoid making spelling and grammar errors e Do not deviate mid way from the topic while writing the letter e Write the letter in a polite and apt manner