More on Letter

Writing
 While writing is not that attractive to all of us, it is an
integral part of the competencies we have to acquire in
order to be equipped for our field of work after we get
out of the academe.
WELCOME
Unless we will establish our own business, we have to
TO CLASS! first seek application or entry in order to be employed

Today's Agenda and that alone needs our expertise to craft a good
application letter that would make us qualified for the
next step (usually an interview) and eventually for a
job. Once taken in, more writing work may be
expected. Every day, we have to deal with a lot of
things and communication is indispensable not only in
the work place but in life in general. Learn now and
 01
At the end of the module, you are expected to:
1.identify types of business letters;
CLASS 2.acquire skill in writing business letters;
3.have familiarity with résumé and with résumé
OBJECTIVES writing;
Expectations 4.express confidence in writing business letters;

and outcomes and

5.express confidence in packaging your own
résumé.
 1.Inquiry Letter
11. Appointment Letter
TYPES OF 2.Reply Letter 12. Invitation Letter
3.Order Letter 13. Acceptance Letter
BUSINESS 4.Sales Letter 14. Appreciation Letter
5.Claim and Adjustment Letter 15. Acceptance Letter

LETTERS 6.Acknowledgement letter 16. Recommendation Letter

17. Reference Letter
7.Follow-up Letter
8.Instruction Letter 18. Application Letter

9.Authorization letter 19. Contract Letter

20. Application Letter
10. Transmittal Letter

.
INQUIRY Kick off the class with an introduction of today’s
lesson or topic. You can be straightforward about it

LETTER or you can formulate questions that will lead to the

formal class discussion. Duplicate this page as many
times as needed.
Brief Introduction
 Some pointers in writing an inquiry letter:

INQUIRY 1.State clearly and specifically what is

LETTER wanted. If there are more than three queries,

use a numbered list.
2.Give the reason for the inquiry.
3.Include an appreciation of expression.
4.Include a self-addressed, stamped envelope
with the letter of inquiry sent to an individual
who has to pay for the postage when giving
REPLY LETTER
Brief Introduction

A letter of reply to the inquiry should

be handled promptly and efficiently
regardless of whether the information
being asked is to be given, withheld
or refused.
 Some pointers in writing a reply to an inquiry
letter:

REPLY 1.The letter sender should be thanked for

LETTER showing interest in the company, product or

service or in whatever is the subject of
inquiry.
2.Give the information requested and if
necessary add relevant or missing details.
3.Show your willingness to be of further
assistance.
4.Enclose booklets, leaflets and brochures if
 ORDER
LETTER
Brief Introduction

The order letter is written by an individual who wishes to

buy something from a company or a store. The terms and
conditions of the sale should be clear enough to both
parties so that the transaction will be satisfactory. In
purchasing an item through a letter, it is a responsibility of
the purchaser or a buyer to state clearly, accurately and
completely what item he wants to buy or order.
 1. State clearly, accurately and completely the
description of the item being purchased (exact
name of the item, quantity desired, size, color,
ORDER weight, finish, price, model and other
pertinent information).

LETTERY 2. Give the address where the goods will be delivered.

LETTER 3. Give the price and the mode of payment (check

or money order, credit card, cash on delivery or
charge to account).

4. Mention desired method of shipment/delivery.

 CLAIM OR COMPLAINT
LETTER
Brief Introduction
In a claim or complaint letter, the sender is dissatisfied with a service rendered/availed or with
merchandise purchased. The merchandise may be defective or may not have met the requirements of
the buyer in terms of quantity, color, style, size or brand. Since the sender is annoyed or angry, there is
tendency to become harsh or sarcastic in the letter.

However, one should bear in mind that a rude letter antagonizes the receiver and this will likely bring
negative action. Thus, a claim or complaint letter should be polite, calmly expressed in a
non-inflammatory language.
 Some pointers in writing a claim or

CLAIM OR complaint letter:

1.Identify the transactions (who, what,
COMPLAINT when, where, etc.)
2.Explain what is specifically wrong.
LETTER
3.State the adjustment or action that
you expect to be done.
4.Remember that most companies
respond favourably to justifiable
complaints.
 ADJUSTMENT LETTER
Brief Introduction

The adjustment letter is a response made to claim or a complaint

letter. In writing an adjustment letter, care should also be observed
so as not to further offend or anger the concerned person/s.
Some pointers in writing an adjustment
letter: ADJUSTMENT
1.Respond to the claim letter promptly
and courteously. LETTER
2.Refer to the claim letter, identifying
the transaction.
3.State clearly what action will be
taken.
Remember to be fair, friendly and firm
ACKNOWLEDGEMEN
T LETTER
Brief Introduction

When an order letter is acquired by a store

or company, a letter of acknowledgment
should immediately be sent.
 Some pointers in writing an acknowledgement letter:
1.Thank the customer or client for the order.
2.Restate the order.
3.Assure the customer that the order is being filed.
4.Mention how it will be shipped or delivered.
ACKNOWLEDGMENT 5.Close with a brief sales talk to make the
LETTERS customer/client more enthusiastic about the
product/service.
6.Express pleasure and interest in serving the
client/customer.

(Parkhurst, 1963)
 FOLLOW UP LETTER
Brief Introduction

When a client or customer does not receive the ordered merchandise or the service/s availed, a
follow up letter may be sent to speed up the process. This may apply after a complaint letter, a
request letter, an inquiry letter, an order letter or an application letter is sent and there is no
feedback yet after some time. We just have to be careful in our use of the language and with the
tone of the letter.
 FOLLOW UP LETTER
Some pointers in writing a follow up letter:
1.Give explicit information regarding the order such as the date of
the order, invoice number and description of the merchandise
purchased or of the services requested and availed.
2.If changes are made, indicate fully and explicitly what those
changes are.
3.End with positive statement that the service or order being made
is to be received the soonest time possible but that is also
convenient for the requested entity/party.
 INSTRUCTION LETTER
Brief Introduction

Instructions in the operation of an equipment, in the assembly of a machine, intake of drugs and in
a more social aspect like instructions on how to get to the site of the examination venue,
seminar/training venue, or to the location of the company, establishment or agency and what
materials, things and other necessities are needed may be contained in a letter of instruction.
INSTRUCTION
Some pointers in writing an instruction letter:

LETTER
1.The opening paragraph of the letter should explain the situation, concern or
problem that necessitates issuing the instruction or the set of instructions.

2.Detailed instructions are contained in the body of the letter, which may be in a
numbered list. Clear, definite and concise instructions must be used.

3.The conclusion of the letter may contain other actions/steps and precautions that
should be taken aside from the specific instructions given (if applicable and if
necessary). Otherwise, end the letter with the positive or hopeful statement that the
instructions are clear and well taken.
 AUTHORIZATION LETTER
Brief Introduction
The letter of authorization is written by the person who is expected to be
physically present for a claim or function but for some valid reasons is not physically
available. In order to claim an order, a merchandize or a service that may be
transferrable, an authorization letter is issued.
This type of letter is also used when a report/research is requested and the requesting
party is given the authority to conduct/ proceed with the stated procedure and protocols.
 AUTHORIZATION LETTERS
Some pointers in writing an authorization letter:
1.Identify the name and position of the one being authorized to represent or carry
out the function.
2.State the specific type or magnitude of authority that is being accorded such as
the authority to claim in behalf, the authority to represent, the authority to avail of
the service, the authority to sign and decide in behalf and others.
3.Assure the concerned person or authority that the legal appurtenances and
implications of the authority being given or of the representation are clear and
mutual between the requesting party and the representative or the person who was
given the authority.
4.End the letter with a positive note that the transaction may be carried out
 AUTHORIZATION LETTERS

For the authority to conduct a study or a survey or gather data for a report as the case
may be, these pointers may be helpful.

1.The problem to be investigated and the specific question/s needing answers should
be stated.
2.Mention the need for the conduct of such undertaking or its significance to the
situation.
3.The intended use for such request must be clearly stipulated.
4.Some precautions and other pertinent information may also be included.
 APPOINTMENT LETTER
Brief Introduction

Individuals appointed to certain positions, committees

or functions should be notified and be informed of the
task assignment through a letter of appointment.
APPOINTMENT LETTERS

Some pointers in writing an appointment letter:

1.The letter of appointment should indicate the following:
a.the nature of appointment;
b.the services/duties that the appointee is expected to render or perform;
c.the term of office of the appointee; and
d.the privileges attached to the position (This may appear in the form of reference to
specific provisions, guidelines or manual where the details are outlined especially when
the privileges are too many to enumerate or too complex to specify).
2.The conclusion of the letter may be a congratulatory remark.
INVITATION LETTER
Brief Introduction

When a specific service such as serving as a resource

person, a judge, a fellow, a guest or an important figure
in an event, a gathering, or a communion for a specific
purpose, an invitation letter is sent to the concerned
people.
 INVITATION LETTER
Some pointers in writing an invitation letter:
1.The opening paragraph should include the name of the company, agency, club or association, the time and the
location of the event, gathering, meeting, convention and the like. If applicable, mention also the title of the
event. This may also contain brief statement about the sponsoring agency or about the nature of the event.
2.The second paragraph may express the qualifications, affiliations and/or attachments of the person being
invited for the purpose. Mention the specific details of what the person is expected to do relative to the
invitation.
3.The closing paragraph must include the details of acceptance, the arrangements that will be undertaken should
the invitation merit acceptance and hopeful statement for both parties.
 ACCEPTANCE LETTER
Brief Introduction

When accepting an invitation to attend and/or give

service to a request/invitation, a prompt letter of
acceptance is necessary.
ACCEPTANCE LETTER

Some pointers in writing an acceptance letter:

1.Indicate your pleasure in accepting the invitation.
2.Restate or name the specific topic, subject or function that you will be fulfilling
for the event or gathering.
3.Restate the day, hour and location/venue of the event or gathering.
4.Mention how much time you will fulfil the function (time allotment).
5.End the letter with a grateful note.
APPRECIATION
LETTER
Brief Introduction

When a superior, a manager, a supervisor, a head or

director wishes to compliment his or her subordinates
for a job well done, an appreciation letter is given.
APPRECIATION
LETTER
Some pointers in writing an appreciation letter:
1.Be straightforward on the appreciation details. State what good has been done
or what specific aspect is well appreciated.
2.Be precise, sincere and genuine.
3.Express the wishful thinking that more accomplishments are to be carried out.
 This is usually written to give the prospective employer
RECOMMENDATIO information regarding the applicant’s qualification, work history,

N LETTER character and work ethics. This is also the letter being done by
somebody in authority or by somebody requested to declare favor
or the good side of a person, especially one who is seeking entry to
Brief Introduction something.
RECOMMENDATION LETTER

Some pointers in writing a recommendation letter:

1.State how long you have already known the applicant or the subject person.
2.Be sincere and honest in the recommendation.
3.Mention only those that are applicable in the given context.
4.Express your favourable recommendation and the hope that the applicant or the subject
person will be considered worthy of the position or of the slot being eyed.
APPLICATION LETTER
Brief Introduction

Also known as a cover letter, an application letter is a

summary of your strongest and most relevant skills and
abilities that will be expanded in your resume or
selection criteria. It introduces you to potential
employers and highlights your suitability for the
position you are applying for.
APPLICATION LETTER

THERE ARE 3 DIFFERENT TYPES

OF APPLICATION LETTER:

JOB APPLICATION LETTER

ACADEMIC APPLICATION LETTER
PERSONAL APPLICATION LETTER
KEY ELEMENTS OF A COVER
LETTER
Information about you. Begin your cover letter with your contact
information. ...
Date. ...
Contact Person's Name, Title, Employer, and Address. ...
Salutation. ...
Opening Paragraph. ...
Middle Paragraph. ...
Second Middle Paragraph. ...
REFERENCES
Avila, Dorcas M. and Soriano, Fulgencio T. 2000. Communication Arts in the Information Age.
Valenzuela City: Mutya Publishing House.
Igoy, Judy Imelda L. et al. 2004. Technical Writing and Reporting. Trinitas Publishing, Inc.
Dela Cruz, Francisca B. et al. 2015. Everyday English that Really Works. Phoenix Publishing
House Inc.
https://www.youtube.com/watch?v=egeyiUpFsaw&t=47s
https://www.youtube.com/watch?v=I2txr6OY5dY
https://www.thebalancecareers.com/how-to-format-a-business-letter-2062540
https://zety.com/blog/psychology-resume-example
 DO YOU HAVE ANY
QUESTIONS?

Feel free to make this an open discussion for

questions or clarifications
THANK YOU FOR JOINING
TODAY'S CLASS.