Types of Business Letters

TYPES OF BUSINESS LETTERS

Types of Business Letters

• Inquiry and Reply

• Order and Sales

• Acknowledgement and Follow-up

• Claim and Adjustment

• Instruction and Authorization

• Invitation and Acceptance

• Recommendation and Reference

• Application

LETTER OF INQUIRY

• Is written for the purpose of seeking information regarding a product, a service, price list of books and catalogs, name of dealers and other information.

Two Types of Inquiry Letters

• You write a solicited letter of inquiry when a business or agency advertises its products or services.

Two Types of Inquiry Letters

• Your letter of inquiry is unsolicited if the recipient has done nothing to prompt your inquiry.

Contents and Organization

1. PURPOSE- Early in the letter, identify the purpose — to obtain help or information (if it's a solicited letter, information about an advertised product, service, or program).

2. SELF-INTRODUCTION- In an unsolicited letter, identify who you are, what you are working on, and why you need the requested information, and how you found out about the individual. In a solicited letter, also identify the source that prompted your inquiry, for example, a magazine advertisement.


3. READER FRIENDLY-In the letter, list questions or information needed in a clear, specific, and easy-to-read format.

4. INCENTIVE- In an unsolicited letter, try to find some way to compensate the recipient for the trouble, for example: ▫ by offering to pay copying and mailing costs, to accept , to

collect, to call, to acknowledge the recipient in your report, or to send him or her a copy of your report.

In a solicited letter, suggest that the recipient

send brochures or catalogs.


5. EXPRESSING APPRECIATION

▫ "A prompt reply will be appreciated."

▫ "Thank you in advance for your answer."

▫ "If you will get this refrigeration data to me by Friday, I will be most grateful.“

▫ In closing an unsolicited letter, express gratitude for any help that the recipient can provide you, acknowledge the inconvenience of your request, but do not thank the recipient "in advance."

A Solicited Letter:Real Estate Inquiry

We are seeking a site for a new plant, and it appears that the 120-acre tract you advertised in the September 1 Manila Bulletin could meet our requirements. But before we can decide about the property, we need answers to specific questions:

Does it has deep frontage on the river (20 feet minimum)? Is the land reasonably level and well drained? A written description of the tract terrain should answer this question. In your description, please include minimum and maximum elevations. Can the property be reached by an existing all-weather road? If the answer is yes, what is the composition of this road'? What is its condition?

If your answers indicate that the site meets our needs, we shall want to inspect the property. As we must move fast on the building project, may I have your answer by July 15? Thank you in advance.

Inquiry Letter Sample for a product:

I came to know from some trusted sources of your possession of some high quality [product name] and would very much like to learn more about it. I would appreciate if you can send any information that could help me in my selection process. Please elaborate on the various options along with the different prices, discounts, and availability. I also need to know if you offer extended warranty. Please call me if you have any questions or need to know more about our requirements. Looking forward to hearing from you.

Best Regards,

SAMPLE BODY:

Inquiry Letter Sample for a product:

My name is [X] and I’m the [production manager] at [company name]. I am looking for a supplier for [product name]. I want to know whether you have it available and if so, how much it would cost. Also, I would like to inquire about the extended warranty and credit payment options. Please revert back to me with all relevant information, options, and suitable alternatives. Thank you very much.

Best Regards,

SAMPLE BODY:

Inquiry Letter Sample for a service:

I am writing to inquire about [service name]. I am

the [head of marketing] at [company name] and I am looking for[your requirement]. We are interested in your services and would like to know more about what you offer and in what ways you can benefit us. I would like you to propose your visualization to the most suitable solution for the requirement above. Please indicate the scope of work and cost approximation if possible. Any additional information in this context will be much appreciated.

I look forward to your response and hope we can cooperate together.

Best Regards,

SAMPLE BODY:

Inquiry Letter Sample for a service:

My name is [X] and I am the [production

manager] at [company name]. I would like to inquire about the exact type of services that your company provides. As I understood from your [website/brochure], you specialize in […..]. We are specifically looking for [your requirement goes here] and would like to know how you can help us in achieving our target.

If you need additional information regarding our requirements, please contact me. I also welcome a meeting to discuss a potential association with you.

Thank you for your time. Best Regards,

SAMPLE BODY:

• Are you in need of a professional [programmer] who is:

• 1) Results oriented? 2) Team player? 3) Well organized and systematic yet creative? 4) _______________

• If your response was affirmative yes, then I am the right person for the job. I have a [BS degree] in [_______] and more than [___] years of experience as a [__________].

• Please take a look at my attached resume for the full spectrum of skills and qualities that I can add to your team. I look forward to meeting you and to discuss such an opportunity in details.

• Thank you for your time.

Inquiry Letter Sample for a job:

SAMPLE BODY:

Writing Practice 1: Inquiry Letter Sample for a product

Put the following sentences in their proper order and fill out the blanks with desired and appropriate details to construct a body of an inquiry letter.

• I am writing to inquire about the availability of [product

name]. • I have seen the product details on your [website]and I’m

very interested in buying one. I appreciate if you can send me samples so I can test before taking a decision.

• I have confidence in your commitment to quality but part of our procurement process is to test before any purchase.

• I also appreciate if you could send me the price of one unit as well as discounts on bulk orders.

• I need to take a decision in the coming few days so it’s really very important that I receive this information as soon as possible. Awaiting your reply.

• Best Regards

Answer: I am writing to inquire about the availability

of [product name]. I have seen the product details on your [website]and I’m very interested in buying one. I appreciate if you can send me samples so I can test before taking a decision. I have confidence in your commitment to quality but part of our procurement process is to test before any purchase. I also appreciate if you could send me the price of one unit as well as discounts on bulk orders. I need to take a decision in the coming few days so it’s really very important that I receive this information as soon as possible. Awaiting your reply.

Best Regards

• Put the following sentences in their proper order and fill out the blanks with desired and appropriate details. Provide other necessary information for the other parts of a business letter (headline, inside address, salutation, etc.) to create a complete and professional inquiry letter.

• I’m an energetic, hardworking, committed, and dedicated professional with excellent organization and communication skills. Highlights of my skills and qualifications include:

• Thank you for your time and hope to meet you soon.

• 1) Qualification 1 2) Qualification 2 3) Qualification 3 4) Qualification 4

• I am interested to discuss my capabilities in a job or phone interview and explain how you can benefit from my services.

• I’m looking for career opportunities in the field of [______] and I would like to know if you have a job vacancy for a[_______________].

• For the time being, I appreciate if you could take a look at my resume, which I

enclosed with this letter.

Writing Practice 2: Inquiry Letter for a job

.

Answer: • I’m looking for career opportunities in the field

of [marketing] and I would like to know if you have a job vacancy for a[marketing specialist]. I’m an energetic, hardworking, committed, and dedicated professional with excellent organization and communication skills. Highlights of my skills and qualifications include:

• 1) Qualification 1 2) Qualification 2 3) Qualification 3 4) Qualification 4

• I am interested to discuss my capabilities in a job or phone interview and explain how you can benefit from my services. For the time being, I appreciate if you could take a look at my resume, which I enclosed with this email. Thank you for your time and hope to meet you soon.

Homework: Writing a

Letter of Inquiry • Write a one-page letter of

inquiry. Write this letter to any of the following audiences:

▫ college or university, asking for information about a degree program

▫ company, asking for information about job opportunities

▫ a city government, asking for information about licensing for a new business

Take note of the following requirements: Your letter should follow proper letter formatting requirements. You should address your letter to a specific company and person. The letter should effectively cover the following parts: an introduction, clarifying what you’re writing about and why you’re writing; a body with detailed questions; a conclusion asking for information by a specific date. Use bullets or another graphic aid in the letter’s body section. Make your letter perfect. Letters with typos or spelling errors will deny your professionalism.

Letter of Reply to the Inquiry

• It should be handled promptly, cheerfully, and efficiently regardless of whether the information requested is to be given or refused.

• The letter sender should be thanked for showing his/her interests in your company, product or service.

• Give the information requested and if necessary add relevant materials.

• Show your willingness to be of further assistance.

• Enclose booklets, leaflets and brochures if they are available.

Inquiry Letter Reply

Thank you for your letter requesting information about our fabrication services. Yes, we can custom-make waterproof aluminum boxes for mounting luggage on your motorcycle at a reasonable cost. You are welcome to visit our office at 1600 Main Street, where our design personnel have pictures of such custom-made boxes. We are proud of the beauty and utility that these boxes offer.

Please drop in and discuss the design that you would like, or call 555-5555.

SAMPLE BODY:


Thank you for your call requesting information about Doe Janitorial Services. We are currently the top-rated service in the Springfield area. I would like to schedule a walk-through of your building so that I could give you a sound estimate of the cost of our services. We do offer a discounted rate of 50% off the first month's service on signing a one-year service contract, whether you choose the Executive or the Professional level service.

Please call me in my office at 555-5555 to make arrangements

SAMPLE BODY:


Thank you for your interest in our [services

or products]. In response to your query, please find enclosed the requested details. I hope this information addresses your needs. If you require further clarifications, please do not hesitate to contact us at anytime.

We look forward to hear from you soon.

SAMPLE BODY:

Writing Practice 3: Inquiry Letter Reply

•We will be happy to help you become a healthier, fitter you. •Thank you for your inquiry regarding the Doe Walker. •To place an order or speak to one of our fitness consultants, please call 555-5555. •As you can see from the enclosed flyers, the Fitness Council voted the Walker "Treadmill of the Year" in Exercise magazine. Our treadmills combine flexibility, affordable pricing and outstanding service to make the Doe Walker the best-selling treadmill in today's market. •Please take note of our B-Model for the dedicated walker on a limited budget.

Put the following sentences in their proper order to construct a body of an inquiry letter reply.

Writing Practice 3: Inquiry Letter Reply

Thank you for your inquiry regarding the Doe Walker. As you can see from the enclosed flyers, the Fitness Council voted the Walker "Treadmill of the Year" in Exercise magazine. Our treadmills combine flexibility, affordable pricing and outstanding service to make the Doe Walker the best-selling treadmill in today's market. Please take note of our B-Model for the dedicated walker on a limited budget. To place an order or speak to one of our fitness consultants, please call 555-5555. We will be happy to help you become a healthier, fitter you.

CORRECT ORDER:

Pair Up Task 2:

• You have received an inquiry for a Sony flat screen television. Your store of the brand is out of stock and hence unable to supply the same item immediately; but you have a ready stock of other brand. Reply to this inquiry offering the brand in stock or request for time to deliver.

Order Letter

• Is written when a company purchases or buys or orders goods or services from another party.

Order Letter

What are the guidelines in writing an order letter? 1. State clearly, accurately and completely the

description of the item being purchased (exact name, quantity desired, size, color, weight, finish, price and model).

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

3. Give the price and the mode of payment, (check or money order, credit card, COD, or charge to account).

4. Mention desired method of shipment (air express, truck freight parcel post).

Example of Order Letter Body: Dear Ms. Hutchinson :

Thank you for sending your catalog so promptly. It arrived within a few days of my request. Please send me the following items by parcel post :

• 1 copy Emmet and Mullen, High School Algebra @ $7.50

• 25 copies Pinehurst, Plane Geometry @ $8.75 $ 218.75 Total $ 226.25

I am enclosing a money order for 226.25. If there are additional charges, please let me know. Please mail the books to the address given above. Very truly yours,

Re: URGENT! Rush order! Dear Sir: Please ship this order immediately. We require the following:

•Walfield Wedges downhill skis, two pairs, 185 cm •Walfield Wedges downhill skis, one pair, 175 cm •Walfield Foot Binders downhill ski bindings, four sets

This order must arrive by Saturday, November 25, or we cannot hold the Walfield promotional ski evening at Springfield ski resort. Ship to our main store at 1600 Main Street in Springfield. Thank you.

Example of Order Letter Body:

Confirmation of an Order

This letter is to confirm my telephone order of 30 dryers, catalogue #12345. Please ship 15 of the dryers to the Springfield Plant and 15 to the Middleton Plant. We must have them for a project that begins May 1. I understand that the expediting fee to guarantee delivery by that date will be $20.00. Please notify me immediately if delivery cannot be made before May 1.

SAMPLE BODY:

Sales Letter

• is used to introduce products or services to consumers.

• Selling entails a lot of influencing, convincing and persuading.

• A sales letter can be advantageous because it is less costly to sell by mail than to maintain a sales force.

Pointers in writing a good sales letters:

1. The beginning paragraph should attract the reader’s interest and attention.

2. It should state clearly the benefits of the product or service offered to the buyer.

3. It should lead or entice the reader to avail or try the product or service.

4. It should explain how much the product or services costs and how it may be paid.

5. It should include a request that the reader place the order.

Attract the reader’s interest and

attention. Sample:

Subject: travel agency sales letter

Dear Mr. Williams,

We are writing this letter to introduce the services offered by our travel agency. We are a reputed travel agency existing in the travel industry for the last 15 years. We offer all services related to your travel needs from tickets to hotel reservations as well.

Benefits of the products or services.

Entice the reader to try…

Costs of products & services..

Sample:

Also please find enclosed a brochure giving a list of all the services along with package prices offered by our company. In case you want any of the tour packages to be tailor-made, we will be glad to offer you even those at very reasonable rates. We can even deliver the tickets at your door step without any additional charge.

A request to place an order:

You just have to contact our travel executive for all your travel needs and we will design the entire plan according to your needs within the shortest possible time.

You can get in touch with us on the email id or the telephone numbers provided in our broacher which is enclosed along with this letter.

We hope to get an opportunity to serve you with our travel services.

Complaint Letter

• is a letter written by a customer of a service/products commenting on poor service/product.

• It outlines the fault(s) with the service and highlights customer dissatisfaction with the particular service/product.

• Usually in the letter there would also be a suggested conclusion e.g. A refund.

Guidelines in writing a claim letter:

1. Identify the transactions (who, what, when, where, etc.);

2. Explain specially what is wrong;

3. State the adjustment or action that you expect to be done; and

4. Remember that most companies respond favorably to justifiable complaints.

Example:

Thank you for the prompt delivery of the wiring devices which I ordered last September 1, 2013.

In my letter, I ordered 300 pieces of pull chain sockets. However, when I received the delivery, there were only 290 pieces, short of ten pieces.

Please sent the ten pieces of pull chain sockets through DHL Express the soonest possible time.

Thank you,

Adjustment Letter

• A written response by a representative of a business or agency to a customer's claim letter.

• An adjustment letter explains how a problem with a product or service may (or may not) be resolved.

Why is adjustment letter important?

• Claim and adjustment letter are important because they inform the firms of their shortcomings.

• When a claim or complaint is addressed in a proper manner, the client becomes your advertiser or brand ambassador.

• His ‘Word of Mouth’ about your response will be acknowledged many times during the course of his social life. The company also wins a loyal customer who wouldn’t shun at the name of your firm.

Methods and Observations:

• "An adjustment letter should begin with a positive statement, expressing sympathy and understanding. Near the start, it should let the reader know what is being done, and this news, good or bad, should be followed by an explanation.

• The letter should end with another positive statement, reaffirming the company's good intentions and the value of its products, but never referring to the original problem.

Methods and Observations:

• "Whether or not your company is at fault, even the most belligerent claim should be answered politely. An adjustment letter should not be negative or suspicious; it must never accuse the customer or grant any adjustment grudgingly. Remember, your company's image and goodwill are at stake when you respond even to unjustified claims."

Guidelines for Saying "No"

Diplomatically

▫ Thank customers for writing. . . . Open with a polite, respectful comment, called a buffer, to soften your reader's response before he or she sees your "No." Make sure your buffer is relevant and sincere. . . .

▫ State the problem so that customers realize that you understand their complaint. . . .

▫ Explain what happened with the product or service before you give the customer a decision. Provide a factual, respectful explanation to show customers they are being treated fairly. . . .

▫ Give your decision without hedging. . . . Arrive at a firm and fair decision, but don't dwell on it. . . .

▫ Turn your "No" into a benefit for readers. . . . Never promise to do the impossible or go against company policy, but do continue to convince readers you have their needs in mind.

▫ Leave the door open for better and continued business.

The "You" Attitude

• "Whatever special point of view the adjustment

letter may take, . . . [it] must endeavor to satisfy the customer in such a way as to keep his trade. Therefore, any showing of ill-feeling or anger in your adjustment letter will defeat its purpose. Indifference toward the customer's complaint or delay in answering it is likewise fatal to further business relations. The 'you,' not the 'I,' attitude will put the offended customer in good humor, and open the way for a pleasant settlement of the complaint. An adjustment letter characterised by the 'you' attitude becomes a sales letter."

Authorization Letter

• An authorization letter is a legal document which gives permission to a third person to act according to the situation of your behalf.

• This is a letter by which you transfer your decision making powers to someone else for a short time so that he or she would take decisions when you are not around.

General guidelines to write

an authorization letter:

• It’s important to use just the right tone which is

only possible if you know the person you are addressing to. If you are giving permission to someone to act in a legal situation by himself, it’s important to sound like a professional and superior.

• There is no need to make it long and dense but keep it as concise as possible. Add the necessary information thoroughly and avoid useless discussions.

To a Post Office Re: Letter of authority

Dear Sir/Madam,

I authorize Mr./Ms. _(name of authority holder)_, to receive on my behalf all letters registered and unregistered addressed to me. I, therefore, request you to deliver letters and other articles addressed to myself to Mr./Ms._(name of authorized person)_, residing at _(address of authority holder)_, until you receive further intimation from me in writing.

To a Bank

Re: Letter of authority

Dear Sir/Madam,

I, _(name of individual)_, hereby authorize _(name of authorized person)_ to claim my checkbooks and to represent me in my banking transactions with regards to my bank account number __.

Letter of Instruction

• Instructions in the operation of equipment, in the assembly of machines or in the intake of drugs may be contained in this kind of letter.

I, Roberto M. Salvador, work as a tourist guide at Right Travel located at North Haledon, NJ and earn $75,000 per year. I would like to invite my brother, Mr. Mao M. Salvador, to visit the USA for tourism purposes and to meet me. He will be staying at my home at the above-mentioned address for 6 months.

During his stay in the United States, I will bear all

responsibilities including, but not limited to, financial responsibilities, return air ticket fare to travel from Manila to the USA and back, travel expenses within the USA, medical insurance, housing and food. I will personally make sure that he leaves United States before the expiration of his authorized stay.

I respectfully request you to grant my brother a visitor's visa. Thank you.

VISA Letter of Invitation

Letter of Invitation to a well-known speaker

Sir:

In line with the continuing Professional Education Program (CPE) of the Professional Regulation Commission, and the continuous dedication of our organization to improve the Civil Engineering Standard, the PICE Caloocan Chapter will be conducting a two-day Seminar on Water Resources Management on August 11-12, 2014 at the Peking House, Caloocan Branch.

We cordially invite you to be our resource speaker. You will speak on the topic “Groundwater Development.”

We highly appreciate your acceptance of our invitation. We would like to hear from you on or before July 31, 2014.

Thank you and more power..

Very truly yours,

Why do you need a cover letter?

The covering letter puts flesh on the bare bones of the CV. It points out to the employer the information showing that you have the qualities the job calls for, and makes a statement about yourself and your suitability for the job. It should give the personal touch that your CV will intrinsically lack.

Pointers in writing your cover

letter: • Plain white photocopier paper is fine. • If emailed put your cover letter in the body of

the email. • Don't make the employer work to read your

letter! • Try not to go over one side of A4. • Spell-check and then double-check your spelling

and grammar. • Answer the question "Why should I see you?“ • Make the person who reads it feel special.

Pointers in writing your cover

letter: Cont’d. • You may include your understanding

of the work or of the company, and how you fit the criteria required.

• Relate your skills to the job.

• Say when you're available to start work.

How should you start it? • I am writing to inquire if you have any vacancies for .... • I was very interested to read your advertisement for • I was most interested to read your advertisement for • Further to your advertisement in ...., I should like to

apply for • With reference to your vacancy for a .... • I enclose my CV for consideration of the post of • Please find enclosed my application for the post of • As you will see from my CV • I am seeking a placement within a • I am currently looking for an entry-level post in • I am very keen to work for .... because of your

reputation for

Suggested structure for your cover

letter:

First Paragraph

•State the job you’re applying for.

•Where you found out about it.

•When you're available to start work.

Dear Mrs. Jenkyns:

I am looking for a placement within a hospital environment from June to September of this year. I am writing to you as I understand that Manchester General Hospital may have appropriate vacancies available. I have a strong interest in laboratory procedures and clinical diagnostics which I understand are predominantly carried out at this hospital. As I live only 5 miles from your site, travel and accommodation would not be a problem for me.


letter:

Second Paragraph

• Why you're interested in that type of work.

• Why the company attracts you.

I first became interested in the hospital environment after a school visit to your site. I was taken on a tour around the laboratories where the differing techniques used in testing clinical samples for patients were demonstrated. Since then, discussion with my career adviser has confirmed my decision to aim for a career in this field.


letter:

Third Paragraph

• Summarize your strengths and how they might be an advantage to the organization.

• Relate your skills to the competencies required in the job.

Through my degree course, I have been able to develop my interest in biochemistry, while improving my laboratory skills along with my numeracy skills. I have gained some experience in HPLC and have good computing skills, having used several scientific databases. I achieved 68% in my first year examinations and am hoping to achieve a high 2:1 for my course work this year. While at University, I have also been able to utilize my skills in working with people through a variety of vacation jobs. My work at a busy insurance office was valuable in teaching me the importance of ascertaining customers’ needs and providing clear and accurate information.


letter:

Last Paragraph

• Mention any dates that you won't be available for interview

• Thank the employer and say you look forward to hearing from them soon.

I would be most grateful if you could consider me for any suitable positions. I will be available for interview at any time and am at my home address in Cranford from late May onwards. At all other times I can be contacted at my college address. Please find enclosed my CV where you will find further information.

Yours sincerely,

Rosalind Franklin

How should you start it? • I have just completed my final year at the

University of • I am a final year law student at the University of • As a law undergraduate at the University of Kent I

am looking for • Currently I am pursuing a degree in .... at the

University of • My name is .... and I am a final year student at the • My name is .... and I am writing in response to

your advertisement • I am writing to apply for the post of .... in your

company • I am writing in response to your advertisement

in/for

Types of Business Letters

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Transcript of Types of Business Letters