ROUTINE AND

INTEROFFICE
CORRESPONDENCE
GROUP 5
 LEARNING OBJECTIVES

At the end of the lesson , the students should be able to:

• Define what is routine and interoffice correspondence,
• Knows how how to write the following routine businesses letters:
Letter of Inquiry
Letter of Reply
Order Letter
Order Acknowledgment Letter
• And to know how to to write diffirent types of interoffice correspondence
 WHAT IS ROUTINE BUSINESSES LETTERS?

• A routine business letter is a formal written communication

commonly used in business settings.
• They serve various purposes, such as making inquiries, placing
orders, confirming details, or conveying information.
• Usually used when writing from one business organization to
another or for correspondence between such rganizations
and their customer.
• Routine letters to outsiders (customers) encourage product
feedback, project afavorable company image and promote
future business.
TYPES OF BUSINESS LETTERS

• Letter of Inquiry
• Letter of Reply
• Order Letter
• Order Acknowledgment Letter
• Claim Letter
• Adjustment Letter
LETTER OF INQUIRY

• The letter of inquiry is a formal letter written to seek information, request

clarification, or express interest in a particular subject. It's commonly used in
business, academia, or when exploring potential opportunities.

• When writing a letter of inquiry, follow these steps:

1. Heading 4. Body 7. Signature
2. Salutation 5. Relevance
3. Introduction 6. Closing
LETTER OF INQUIRY EXAMPLE
 LETTER OF REPLY

• A letter of reply is a written response to a communication or inquiry received. It is a way to acknowledge,

address, or provide information in response to a letter, email, or any other form of written communication.

• To write an effective letter of reply, consider the following steps:

1. Start with Greetings 5. Maintain a Professional Tone 9. Offer Further Assistance
2. Express Gratitude 6. Be Concise 10. Closing
3. Adress the Main point 7. Use Clear and Simple Language 1I. Proofread
4. Provide Information 8. Include Relevant Information
LETTER OF REPLY EXAMPLE
ORDER LETTER

• An order letter is a written document that a buyer sends to a seller to request goods or
services. It typically includes details such as the quantity, description, and specifications of the
items, as well as terms of payment and delivery.

• In writing order letter, here’s a basic structure to follow:

1. Header 6. Price and Payment Terms
2. Recipient Information 7. Delivery Details
3. Salutation 8. Term and Conditions
4. Introduction 9. Closing
5. Product/service details 10. Signature
ORDER LETTER EXAMPLE
 ORDER ACKNOWLEDGMENT LETTER

• An order acknowledgment letter is a formal confirmation from a seller to a buyer, assuring receipt and
acceptance of an order, usually including key details such as order number, items, prices, and delivery
estimates.

• When writing an order acknowledgment letter, follow these guidelines for a

clear and professional communication:
1. Header 5. Acknowledgment Statements 9. Contact
Information
2. Recipient Information 6. Order Details 10. Closing
3. Subject 7. Delivery Information 11. Signature
4. Opening 8. Payment Details
ORDER ACKNOWLEDGMENT LETTER EXAMPLE
 CLAIM LETTER

• A claim letter is a writen communication from a customer to a company, formally expressing dissatisfaction
or requesting resolution for a product or service issue.

• When writing a claim letter, follow these steps to effectively communicate

your concerns and seek resolution:
1. Header 5. Details of the Issue 9. Politeness and Professional
Tones
2. Recipient Information 6. Supporting Documents 10. Closing
3. Salutation 7. Expectations 11. Signature
4. Introduction 8. Contact Information
CLAIM LETTER EXAMPLE
 ADJUSTMENT LETTER

• An adjustment letter is a written response from a company to a customer’s claim or complaint, acknowledging
the issue and providing a resolution or adjustment to address the customer’s concerns.

• Steps on how to write adjustment letter:

1. Header 6. Explanations 11. Politeness and Professional Tones
2. Recipient Information 7. Resolution 12. Closing
3. Salutation 8. Future Steps 13. Signature
4. Acknowledgement 9. Appreciation
5. Emphaty and Apology 10. Contact Information
EXAMPLE OF ADJUSTMENT LETTER
WHAT IS INTEROFFICE CORRESPONDENCE?

• This includes all written or digital communications or transactions between officials and
employees of a particular company or organization.
• Correspondences may come in the form of letters, emails, text messages, voicemails,
notes, or postcards.
• Correspondence within the organization lends a meaning of definiteness to corporate
policies and practice, promotes understanding between the members and departments
the organization.
• Correspondence with the outsider promotes image of the organization, clarifies its
policies, keep its legal entities intacts and keep its operations going.
TYPES OF INTEROFFICE CORRESPONDENCE

• Memorandum

• Minutes of the Meetings

WHAT IS MEMORANDUM ?

• A memorandum, often referred to as a memo, is a brief written document used for

communication within an organization.
• It typically conveys information, instructions, or announcements in a concise and formal
manner.
• Memos are commonly used in business and other professional settings to facilitate
internal communication among employees or departments.
HOW TO WRITE MEMORANDUM?

• To write a memorandum (memo), follow these key

steps:
1. Heading 6. Conclusion
2. Opening 7. Closing
3. Context or Background 8. Attachments
4. Main Content. 9. Distribution
5. Analysis or Discussion
MEMORANDUM EXAMPLES
WHAT IS MINUTES OF THE MEETING?

• Minutes of the meeting are a documented summary of discussions and decisions made
during a meeting.
• They serve as a record for attendees and provide a reference for future actions.
• Properly maintained minutes help ensure accountability and clarity.
HOW TO WRITE MINUTES OF THE MEETING?

Here's a step-by-step guide on how to write minutes of a

meeting:
1. Heading 6. Action Items 11.
Adjournment
2. Attendance 7. Decision Mode 12. Signature
and Date
3. Approval of Previous Minutes 8. Open Issue 13.
Distribution
4. Agenda Review 9. Announcements
5. Discussion Details. 10. Next Meeting Date
MINUTES OF MEETING EXAMPLES
PRESENTED BY:

• Sagad, Jonalyn S.
• Rodolfo, Desiree Jane
• Salem, Abdullah
• Aguilar, Adrian Clarck
• Charlie, LiagLiaguizm
THANK YOU !!