SAMPLE MEMORANDUM

COMMUNICATION LETTERS

PRE-DISCUSSION

1. What are communication letters?

2. What are the types of communication letters?
3. What are the strategies in making Communication Letters?

WHAT TO EXPECT?

1. Describe Communication letters.

2. Explain what are the types and purposes of a Communication Letters.
3. Discuss the Strategies in making Communication Letters effective.

LESSON OUTLINE

Letter
 Letters are brief messages sent to recipients that are often outside the
organization (Bovee & Thill, 2010).They are often printed on letterhead paper,
and represent the business or organization in one or two pages. Shorter
messages may include e-mails or memos, either hard copy or electronic, while
reports tend to be three or more pages in length.

Communication Letter

 The term “business letters” refers to any written communication that begins
with a salutation, ends with a signature and whose contents are professional in
nature.
 Historically, business letters were sent via postal mail or courier, although the
internet is rapidly changing the way businesses communicate.
STANDARD TYPES OF COMMUNICATION LETTERS

1. Sales Letter

Typical sales letters start off with a very strong statement to capture the
interest of the reader. Since the purpose is to get the reader to do something,
these letters include strong calls to action, detail the benefit to the reader of
taking the action and include information to help the reader to act, such as
including a telephone number or website link.
2. Order Letter

Order letters are sent by consumers or businesses to a

manufacturer, retailer or wholesaler to order goods or services. These
letters must contain specific information such as model number, name of
the product, the quantity desired and expected price. Payment is
sometimes included with the letter .
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4. Complaint Letter
 The words and tone you choose to use in a letter complaining to a
business may be the deciding factor on whether your complaint is satisfied. Be direct
but tactful and always use a professional tone if you want the company to listen to
you.
 5. Adjustment Letter

An adjustment letter is normally sent in response to a claim or complaint. If

the adjustment is in the customer’s favor, begin the letter with that news. If not, keep
your tone factual and let the customer know that you understand the complaint.
 6. Inquiry Letter

Inquiry letters ask a question or elicit information from the recipient.

When composing this type of letter, keep it clear and succinct and list exactly what
information you need. Be sure to include your contact information so that it is easy for
the reader to respond.
7. Follow-up Letter

Follow-up letters are usually sent after some type of initial

communication. This could be a sales department thanking a customer for
an order, a businessman reviewing the outcome of a meeting or a job
seeker inquiring about the status of his application. In many cases, these
letters are a combination thank-you note and sales letter.
 8. Letter 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.
 9. Acknowledgment Letter

Acknowledgment letters act as simple receipts. Businesses send them to

let others know that they have received a prior communication, but action may or may
not have taken place.

10. Cover Letter

Cover letters usually accompany a package, report or other

merchandise. They are used to describe what is enclosed, why it is being sent and
what the recipient should do with it, if there is any action that needs to be taken. These
types of letters are generally very short and succinct.
11. Resignation Letter

When an employee plans to leave his job, a letter of resignation is

usually sent to his immediate manager giving him notice and letting him
know when the last day of employment will be. In many cases, the
employee also will detail his reason for leaving the company.
Strategies for Effective Letters

Remember that a letter has five main areas:

1. The heading, which establishes the sender, often including address and date
2. The introduction, which establishes the purpose
3. The body, which articulates the message
4. The conclusion, which restates the main point and may include a call to action
5. The signature line, which sometimes includes the contact information

Always remember that letters represent you and your company in your absence. In
order to communicate effectively and project a positive image,

 be clear, concise, specific, and respectful;

 each word should contribute to your purpose;
 each paragraph should focus on one idea;
 the parts of the letter should form a complete message;
 the letter should be free of errors.
SUMMARY

Letters are brief, print messages often used externally to inform or persuade
customers, vendors, or the public. The term “business letters” refers to any written
communication that begins with a salutation, ends with a signature and whose
contents are professional in nature.

There are ten standard types of communication letters and each has specific purposes:

Sales Letter, Order Letter, Complaint Letter, Adjustment Letter, Inquiry Letter, Follow-up
Letter, Letter of Recommendation, Acknowledgement Letter, Cover Letter, and, Letter of
Resignation.
REFERENCES

Wickford, H. (29 June, 2020). 10 Types of Business Letters. Retrieved from

https://work.chron.com/10-types-business-letters-9438.html

Business Communication: Written and Verbal Presentation Skills.(n.d.). Retrieved from

https://courses.lumenlearning.com/businesscommunication/chapter/letters/