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
• 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:

a. To ask for a catalog,

b. To know payment terms,
c. To know the past records of a job applicant,
d. To know the creditworthiness of a firm or a person,
e. To know the financial strength of a firm or a person,
f. To know the business reputation of a firm,
g. To obtain information about the social status of a person or a firm,
h. To evaluate the performance of a person or a firm
i. To learn about the quality of a product, etc.

ENGL 1023- Advanced Technical Communication | 1

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:

ELYSIAN EVANTS SPECIALISTS

Gateway Mall, Cubao, Quezon City
Contact #: 09067677811

January 20, 2017

MR. ERIC YATAL

Business Manager
Tiffany Chairs and Tables Co.

Dear Mr. Yatal:

Good Day.

Can Tiffany Chairs and Tables Co. provide 1,000 pieces of golden tifanny chairs and 500 pieces golden tiffany
tables to be delivered on February 5, 2017?

1. Can you provide us with the total number of chairs and tables needed?
2. Can you deliver the products on February on February 5, 2017?
3. Do you accept credit card or cash only?

We will highly appreciate your immediate response to this letter for we are currently preparing for our
scheduled events on February 14, 2017. May we please have your response by January 25, 2017

Thank you so much.

Respectfully yours,

ANTHONY HERRERA
Proprietor

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.

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.

ENGL 1023- Advanced Technical Communication | 2

Sample Letter of Response:

TIFFANY CHAIRS AND TABLES CO.

Ermita, Manila
Contact #: 09056675432

January 24, 2017

MR. ANTHONY HERRERA

Proprietor
Elysian Events Specialists
Cubao, Quezon City

Dear Mr. Herrera:

SUBJECT: YOUR JANUARY 20 LETTER OF INQUIRY ABOUT OUR PRODUCTS

Here are the answers to your questions about our company’s products. We are glad to inform you that we can
supply your needed chairs and tables. We also wish to inform you that from January 1 to January 31, 2017, we
have a New Year Promo which is a discount on all our products.

1. Yes, we can provide you the needed number of golden tiffany tables and chairs.
2. Yes, we can deliver it as soon as you pay the total amounts of the products.
3. Yes, we accept credit cards.

We hope we answered all your queries about our golden tiffany products. If you have more questions, you may
reach us at 09056675432 or you can visit us from Monday to Saturday, 8:00 A. M. to 7:00 P.M.

We look forward to more business transactions with your company. Thank you.

Very respectfully yours,

ERIC YATAL
Business Manager

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

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

ENGL 1023- Advanced Technical Communication | 3

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:

Seaside Manufacturing
1500 Riverfront Street
London UK NW80QE

September 1, 2016

JOHN MARTIN
Manager
Stylist Fabrics
West Midlands, England

Dear Mr. Martin

I am writing to formally place an order for 100 pieces of your navy blue denim fabric sections (6 ft. x 20 ft.
each) for a large manufacturing project for a priority client. The catalogue number (from your September
catalogue) is 445-2221-05-NB. Please include your latest catalogue with the order.

The initial order will be for 100 pieces of fabric. The unit price for each section of fabric is listed at $21 per
yard. This brings the initial order total to $13986 and the final total including shipping to $14352. A check in
this amount is enclosed. I would like a confirmation of receipt of this check emailed to me at example-
[email protected]. Please ship the fabric to our receiving center at:

Seaside Manufacturing
1500 Riverfront Street
London UK NW80QE

Finally I would like the order shipped UPS since I need this fabric ASAP. Tracking information can be sent
directly to my phone at (555) 236-5451. If there are any additionally fees please let me know and I will work
out the payment details with you. Thank you for your time and prompt attention.

Respectfully yours,

LISA MILLER
Purchasing Manager Seaside Manufacturing

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.

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

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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:

Shakti Ramkumar
A and K Mining Ltd.
Vancouver, BC
P.O. Box 45678

November 10, 2018

BC Computers
2629 West Mall
Vancouver, BC

Dear BC Computers:

Last week, I placed an order for eight NavCom 1 devices to be delivered to A and K Mining offices by November
10th, in time for an off-site project commencing December 3rd. Upon delivery, I noticed that three out of eight
devices were damaged, with detached outer casings and one with a chip on the glass front. As my colleagues
will be using the devices for specialized field projects, it is important that all eight devices are in perfect
condition.

A and K Mining has been a longtime customer of BC Computers, and we have always had exceptional service
and received high quality products. We look forward to resolving this issue and ensuring that systems are put
in place to avoid similar situations.

To resolve this issue, we would like to request that some or all of the damaged NavCom 1 devices are replaced
before December 3rd, as that is the last possible date before our company’s project begins off-site.

Thank you for your urgent attention to this order.

ENGL 1023- Advanced Technical Communication | 5

 Respectfully yours,

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

Sample Letter of Adjustment:

BC Computers
2629 West Mall
Vancouver, BC
(604) 123 – 4567

November 12, 2018

SHAKTI RAMKUMAR
A and K Mining Ltd.
Vancouver, BC
P.O. Box 45678

Subject: Regarding damaged NavCom 1 units

Dear Ms. Ramkumar:

We received notice this morning that three out of eight NavCom 1 devices shipped to A and K Mining
Exploration Ltd. arrived in a damaged condition. We would like to apologize for this situation, as the quality of
our products and your satisfactions are our highest priorities. We have taken several measures to ascertain
the cause of the damage to ensure it does not occur again.

We have checked with the technicians at our manufacturing unit, who ensured us that all eight NavCom 1
units complied with design standards upon testing. We have also reviewed the quality control records of our
shipped products and confirmed that all devices were in satisfactory condition when loaded onto the delivery
trucks. We have attached a copy of these quality control reports for your review.

Our investigation into the matter leads us to conclude that the damage to the three units must have occurred
during transport and delivery. We will be working with Pacific Transport, our longtime carrier, to determine
where and how the damage occurred and make any changes to the process as needed.

In the meantime, we would like to replace your three damaged devices, with complementary shipping and
handling. We currently have two completed NavCom 1 units in our inventory, which will be shipped to A and
K Mining Exploration Ltd. immediately and will arrive in time for your departure to Northern BC on March 3rd
for your on-site evaluation. As for the third device, please let us know immediately whether all eight devices
will be required on the departure date of December 3rd. If so, we will work overtime to produce the final unit
and have it shipped to your preferred location by December 3rd. If the third device is not needed for March
3rd, we would like to offer you a 10% discount on this order, as a gesture of goodwill.

We are grateful for A and K Mining’s ongoing partnership with BC Computers, and we look forward to assisting
you with your projects.

Respectfully yours,

JIM WATSON

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

ENGL 1023- Advanced Technical Communication | 6

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).
• 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:

September 23, 2008

DR. JOSEFINA R. SANTIAGO

Professor, Graduate School
College of Engineering
Pilar State University
Pilar, Bataan

Dear Dr. Santiago:

We are submitting herewith our report entitled “Bataan Power Plant Rehabilitation” as partial fulfillment of the
English 4 course requirement.

The purpose of this report is to know the basic concepts on how to make an effective project proposal. The
proposal shows a detail scope of works, strategies and methodologies, work plan, breakdown of prices and
contractual condition.

We hope that this request will merit your approval.

Respectfully yours,

ENGR. MELVIN RODRIGUEZ

Source: https://lettersample.net/category/transmittal-letter/
ENGL 1023- Advanced Technical Communication | 7
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).

*** END of LESSON 9***

REFERENCES

Books

Egipito, J. (2005). Writing business letters. Rex Book Store, Inc: Quezon City

Rosales, M. (2019), et al. Technical writing. Lorimar Publishing House: Quezon City

Online Reference

Bradley, A. (2020). Writing a transmittal letter. Retrieved from https://requestletters.com/home/how-to-write-a-

transmittal-letter-with-sample

QS Study (2020). Importance of business status inquiry letter. Retrieved from https://www.qsstudy.com/business-
studies/importance-business-status-inquiry-letter

Learning Materials

1. Worksheets (teacher-made)
2. LMS learning materials (teacher-made)

ENGL 1023- Advanced Technical Communication | 8

 Lesson: Job Application

Topic: A Step-by-Step Guide to the Job Application Process; Supporting Documents for
Job Application and Do’s and Don’ts in Job Application

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

1. identify the steps in job hiring process;

2. enumerate the different supporting documents for job application; and
3. internalize the different DOs and DON’Ts in job application.

LEARNING CONTENT

Introduction:

When you’re in the middle of it, the job application process can seem both mysterious and frustrating. What
should you include in a job application, resume, or cover letter? How many interviews should you expect to
participate in – and how many interviewers will be at each one? And finally, how can you know when you’re
approaching the end of the process and a possible job offer?

It’s easier to deal with the waiting – and the possible anxiety – when you know how the job application process
works. While every company does things a little differently, most employers use some variation on the standard.
This step-by-step guide will tell you everything you need to know about the job application process.

Lesson Proper:

A Step-by-Step Guide to the Job Application Process

01. Get your Resume Ready
Many companies require a resume and a cover letter in
addition to a job application. When you submit a
resume with your job application, it is important that your
resume is well-organized and polished.

You also want to be sure that your resume is a match for

the job you are applying for. Personalize your resume for
every job application.

ENGL 1023- Advanced Technical Communication | 9

02. Write a Cover Letter
A cover letter is a document that explains why your skills
and experiences make a good fit for a job. This document
may be required as part of the job application process. If it's
optional, including a cover letter is the best way to pitch
your case for an interview.

Again, make sure that your cover letter is tailored to the

specific job listing.

03. Job Applications

You can apply for jobs online, via email, or in person. No

matter what job you are applying for, be sure to follow the
company's specific directions for filling out the application.

04. Job Application Screening

Companies often use applicant tracking software (Applicant
Tracking Systems) to recruit, screen, hire, track, and manage
applicants for employment. Therefore, your application is likely
to be screened to determine if you are a match for the job.

The software will match up the information in the job

applications that are submitted with the position requirements
for the job. Those candidates who are the closest match will be
interviewed.

ENGL 1023- Advanced Technical Communication | 10

05. Employment Tests
Employers often use pre-employment tests and other
selection procedures to screen applicants for hire. The types
of tests and selection procedures utilized include talent
assessment tests, cognitive tests, personality tests, medical
examinations, credit checks, and background checks.

Some tests are conducted as part of the job application

process, and others will take place further along in the hiring
process, after the interview and prior to a job offer.

06. Interview Process

If you are selected for an interview, you will be invited to talk
to a recruiter, hiring manager, or employer on the phone or
in person (or both). The company may conduct several
interviews prior to offering the leading candidate the job.

Some interviews are one-on-one, while others are in small

groups.

07. Hiring Process

From the time you apply for a job until the time you accept a
job offer, you will go through a series of steps as you
progress through the hiring process.

The first step in the hiring process is, of course, to apply for
jobs and to get your application into contention for the jobs
you are interested in.

Depending on the organization and the job, you may apply

online, email a resume and cover letter, or apply in-person.

ENGL 1023- Advanced Technical Communication | 11

08. Job Offers
When you receive a job offer, you're close to the end of the
process. However, you don't need to accept the job, at least
right away, if you're not sure whether it is the best
opportunity for you.

It's important to take the time to evaluate the offer carefully,

so you are making an educated decision to accept, decline,
or renegotiate the offer.

SUPPORTING DOCUMENTS FOR A JOB

APPLICATION

When you're applying for a job, an employer may want more information than just a copy of your resume
and cover letter. The company may request what is known as "supporting documentation" to complete your
application. Knowing what to include and how to include it will help you stay in the running for the role.

What Are Supporting Documents?

Supporting documentation for a job application can include a resume, a cover letter, educational transcripts,
writing samples, Veterans' Preference documents, portfolios, certifications, a reference list, letters of
recommendation, and other documentation as specified in the job posting. The information that is required varies
depending on the job and the employer's hiring requirements.

Note: Generally, employers will specify which documents they would like you to include with your application.

If not, feel free to ask the hiring manager or HR representative what kind of supporting documentation to
send. Be sure to follow all their instructions about what to send and how to send it. (For example, official transcripts
would usually be sent directly from the school or institution concerned.)

Why Do Employers Request Supporting Documentation?

Getting supporting documentation from candidates helps companies evaluate applications. For many
employers, a resume (or a resume and cover letter) provides all the information they require. Other employers need
more information to determine which applicants they will interview and eventually hire.

The reason for requesting information is to get a full picture of you as a candidate, or to provide confirmation
of the details listed in your resume or job application. For instance, requiring a transcript as supporting
documentation allows employers to confirm that you graduated, as well as your GPA.

Requesting documentation can also be a test of whether or not applicants can follow instructions. If a job
posting states that candidates must submit a list of references with their application, hiring managers can
immediately eliminate all applicants who did not submit references.

ENGL 1023- Advanced Technical Communication | 12

List of Supporting Documents
Below is a list of supporting documents that you may need to submit along with an employment application:

Resume
Cover Letter
Reference list
Letters of Recommendation
Transcript
Portfolio
Writing Sample (Essay, articles or other writing samples)
Employment Certificate
Certifications (e.g. Teaching or computer certifications)

How to Submit Supporting Documentation

Gathering up all this information at one time, whether it’s during the application process or after an initial
interview, is hugely helpful to employers. It allows the hiring manager to have all the pertinent information about
candidates to hand, and cuts back on follow-up emails and phone calls to request more documents.

Bringing Documentation to a Job Interview

If the company asks for supporting documentation to be brought to the interview, bring a photocopy of
each of the requested documents with you to leave with the hiring manager.

Also be sure that you have everything else you need ready to bring with you to the interview.

DOs and DON’Ts in Job Application

Do’s
1) Arrived prepared with what you will need
- Resume, social security card, driver’s license, etc.
- Names and addresses of previous employers, as well as starting dates and salary information
- Names, addresses, and phone numbers of references
- Black and blue pens (have extras)

2) Read and follow instructions carefully

- Review the entire application before you begin
- Be sure to write your answers on the correct lines and in the right spaces

3) Complete the application thoroughly and neatly

- Print clearly – do not be in a rush
- Think about your answers before you write them in
- Keep your information consistent with your resume
4) Answer truthfully, but don’t provide negative information
- Turn “negatives” into “positives” (such as “job ended” instead of “got fired”
ENGL 1023- Advanced Technical Communication | 13
Don’ts
1) Don’t leave blank spaces.
2) Don’t be unclear. If a question requires specific information, don’t try to dodge it by being vague.
3) Don’t write in scripts.
4) As much as possible, do not use correction fluid.

*** END of LESSON 10***

REFERENCES

Abulencia, E. (2001). Integrated Business and Technical Communication.. Manila: Rex Book Store

Online References

https://www.thebalancecareers.com/job-application-process-2061600

https://www.thebalancecareers.com/documents-you-may-need-to-submit-with-a-job-application-2062110

http://www.laurel.k12.ky.us/userfiles/787/Classes/50914/jobapps.pdf

ENGL 1023- Advanced Technical Communication | 14