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Week 9
CORRESPONDENCE LEARNING MODULE
English 1023 (Advanced Technical Communication)
AY 2020-2021
 
Lesson 1: Introduction to Technical Communication

Topic: Types of Business Letters

Learning Outcomes:
At the end of this module, you are expected to:

1. identify the different types of business letters;

2. state the use and characteristics of each business letter;
3. differentiate the types of business letters; and
4. write a sample of a business letter.
 
LEARNING CONTENT
Introduction:
Letters have always been a way of communication. They have been used in many ways
that are beneficial to us. When we were younger, we were taught to write letters such as friendly
letters, birthday invitation letters and of course love letters. Such letters are used primarily to
express feelings, emotions and thoughts. These kinds of letters are usually addressed to our
families, relatives, friends and special someone. We call these letters as informal letters.
As college students, you are now expected to write letters that are utilized in your future
workplace such as business letters. These are letters that are far different from your informal
letters. I am sure you already had a glimpse of what business letters are because it was tackled in
your previous module. This time, we are to tackle the types of business letters and their purposes.
Lesson Proper
In the corporate world, there are several types of business letters that are being utilized. 
Remember that you utilize a certain type of business letter depending on your purpose.
 
Types of Business Letters
Source: Rosales (2019) and Egipito (2005)
1.      Letter of Inquiry

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      This type of business letter is considered as the simplest business letter. This is used
when one writes a letter to ask, seek or inquire for particular information. It may be
written to seek information about people, services, products, prices, catalogue, policies,
personnel, and the like of a certain agency which demands some specific response.
      Remember that this type of letter is direct and the questions are constructed to get
the information straightforwardly.
      An inquiry letter according to QS study (2020) has one of the following objectives
below:
1.      To ask for a catalog,
2.       To know payment terms,
3.       To know the past records of a job applicant,
4.       To know the creditworthiness of a firm or a person,
5.       To know the financial strength of a firm or a person,
6.       To know the business reputation of a firm,
7.       To obtain information about the social status of a person or a firm,
8.       To evaluate the performance of a person or a firm
9.       To learn about the quality of a product, etc.
Take note: The first paragraph begins with the most important question or a summarizing
statement. The second paragraph may contain the explanation or lists of questions. Lastly,
the third paragraph should tell the reader what you want to be done and when.
 

Sample Letter of Inquiry:

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2.       Letter of Reply or Response
      A letter of reply or response letter is written when one responds to a letter of
inquiry. It directly answers all the inquiries regarding the company’s products or
services.
      In writing this letter, you have to express your appreciation for the interest shown
by the sender, and state cheerfully the information requested.
 

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Take note of the following when writing this letter:
      Acknowledge the inquiry by mentioning important details from the letter of inquiry
you received.
      Build goodwill and pave the way for future contacts by using a cordial or friendly
tone.
      Answer the questions fully and send prompt replies

Sample Letter of Response:

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3.      Letter of Order
      Letter of order is simply written for the purpose of purchasing items that are for
sale.
      Below are the usual contents of the letter of order (Rosales et al, 2009):
1.       Name of the item ordered

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 2.       Description of each item, giving size, style, finish, quality, material, weight,
or whatever will help in identifying the article wanted
3.       Catalog number of the item, if it is available
4.       Quantity of each item wanted
5.       Price of each item and the total price of the order
6.       Method of shipment desired by the buyer
7.       Address where the goods are to be shipped or delivered
8.       Date of shipment
9.       Credit references, if payment is made from an account
10.       Mode of payment
Take note: The writer should not forget to include important details or the complete descriptions
about the product. This is to have a purchase that is satisfying, specific and complete.

Sample Letter of Order:

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Source: https://www.livecareer.co.uk/templates/letter-samples/letters/order-letter
 
4.      Letter of Complaint and Adjustment
      Letter of Complaint – It is written for any grievance regarding goods and services.
The primary purpose of this letter is to settle or solve a problem.
     Letter of Adjustment – It is written in response to the letter of complaint. Its primary
purpose is to handle the problems and dissatisfactions of customers fairly and
objectively.

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       The issues or complaints may be addressed though reimbursement, replacement
or refund.
According to Romero, et al. (1997), claims made by customers generally involve any of the
following:
1.       Merchandise claims which involve orders incorrectly filed, merchandise whose
quality is unsatisfactory and goods damaged or delayed in shipment.
2.       Amounts of money claims which involve errors in statements and invoices and
misunderstanding with regard to price or terms of payment.
3.      Service claims which include delays in filing orders or requests for service,
discourteous treatment by employees and failure to make a follow-up of an earlier
incomplete service.
Tips in Writing a Letter of complaint:
1.       Describe or explain tactfully the circumstances. Do not be overpowered by your
anger.
2.       Mention details of your claim.
3.       Suggest a solution.
4.       State your immediate solution.
Tips in writing a Letter for Adjustment:
1.      Thank the writer for writing you by making a conciliatory statement.
2.       Assure him that he did the right move.
3.       Express regret over the incident.
4.       State the policy of the company when it comes to complaints.
5.       Explain briefly the possible reasons.
6.       Specify the action to be done to solve the problem.
7.       Assure the customer that it will not happen again.
 
Sample letter of Complaint:

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Sample Letter of Adjustment:

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 Source: https://blogs.ubc.ca/shaktiramkumar/2018/12/17/writing-letters-of-complaint-and-
adjustment/
 

5. Letter of Transmittal or Cover Letter

      It is a letter that accompanies an item or document sent to a client and identifies
what is being sent, the person receiving it, and the reason the item or document is
being delivered to the recipient (Baugh, Frayrs and Tomas, 1996).

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       It has the same function with the preface of the book.
      Transmittal letters usually use the term “herewith” which means the writer is
enclosing something with the letter.
Most transmittal letters (Bradley, 2020):
      Establish goodwill
      Present the information clearly and in an easy-to-read format
      Are only one page
      Include important deadlines or other dates
      Explain the content of the accompanying document or package
      Answer any questions that may arise
      Be promotional for the product, contract, manuscript or other document
      Clarify the desires or instructions of the sender

Some of the main types of documents that are sent with a transmittal letter (Bradley, 2020):
      Proposals, quotations or bids
      Contracts
      Manuscripts for publication
      Formal reports of analytical studies
      Shipments of merchandise
      Applications

Sample Letter of Transmittal:

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Big Ideas:
     The type of business letter you write depends on your purpose.
     Any type of business letter contains the main parts of business letters.
     Any type of business letter can use the different formats (can be Full-block, Modified block,
Semi-block, or Indented).
 

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 *** END of LESSON***

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