Types of Business Letters (midterm)

BUSINESS LETTERS
Advanced Technical Communication
Michael John L. Maribbay
Instructor
TYPES OF
Rosales (2019) and Egipito (2005)

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.

LETTER OF
INQUIRY 01
BUSINESS
LETTERS
TYPES
OF

LETTER OF INQUIRY
• 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.
• This type of letter is direct, and the questions are
constructed to get the information straightforwardly.

LETTER OF INQUIRY
• 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 REPLY
OR RESPONSE 02
BUSINESS
LETTERS
TYPES
OF

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.

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
ORDER
03
BUSINESS
LETTERS
TYPES
OF

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):
 Name of the item ordered
 Description of each item, giving size, style, finish,
quality, material, weight, or whatever will help in
identifying the article wanted
 Catalog number of the item, if it is available
 Quantity of each item wanted

LETTER OF ORDER
• Below are the usual contents of the letter of order
(Rosales et al, 2009):
 Price of each item and the total price of the order
 Method of shipment desired by the buyer
 Address where the goods are to be shipped or
delivered
 Date of shipment
 Credit references, if payment is made from an
account
 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
COMPLAINT AND
ADJUSTMENT
04
BUSINESS
LETTERS
TYPES
OF

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.
• The issues or complaints may be addressed though
reimbursement, replacement or refund.

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.

LETTER OF
TRANSMITTAL
OR
COVER LETTER 05
BUSINESS
LETTERS
TYPES
OF

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).
• 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
OR
COVER LETTER

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).

Types of Business Letters (midterm)

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