TYPES OF BUSINESS LETTERS FOR EFFECTIVE

BUSINESS CORRESPONDENCE

BRI EF LETTERS OF I NQUI RY

Brief letters of inquiry are made for the purpose of
obtaining price lists, booklets, catalogs, samples, the names of
dealers, the details of a time-payment plan, and other
information. Because of their nature, they do not follow the
general plan of the letter. They should be courteous and concise,
containing only the question, the necessary explanation, and an
expression of appreciation.

Illustrations

1
Dear Sir:

I shall appreciate your sending me a copy of the Institute of Accounts
Annual Catalog for the school year 1998.

Very truly yours,

2
Gentlemen:

Please send me information about the various models and prices
of MONTEVIDEO TV SETS and about your Five Year Service
protection Agreement which you advertised in the March 23 issue of the
Chronicle Magazine.

Yours truly,
3
Gentlemen:

Will you kindly give me full information about your Summer Camping
Outfit, No. 33; its price, its contents, and its delivery, not later
than April 3.

Earnestly yours,



LETTERS MAKI NG RESERVATI ONS

These letters should be brief and definite. They should
specify the number of reservations wanted, the location or
position preferred, the date or dates of the reservations, and the
price or rates.

Illustrations

1
Gentlemen:

Please reserve for Mr. and Mrs. Mariano Santos a deluxe cabin
on B Deck on your S.S. PRESIDENT WILSON, sailing from Manila
to San Francisco, Tuesday, afternoon, March 26.

Yours truly,

Mary Canlas
Secretary

2(Response)
Dear Mister Inguillo:

As requested in your letter of the 20
th
, we have reserved for Mr. and Mrs.
Mariano Santos deluxe cabin 3 on B Deck on the steamship President
Wilson, sailing from Manila to San Francisco, Tuesday afternoon, March
26. These reservations will be held until 2 oclock on the day of sailing.
The boat leaves at 3:30 P.M.

Yours sincerely,


LETTERS OF APPOI NTMENT

Custom and courtesy demand that persons appointed to
serve on a committee or to perform some particular task should
be notified. Letters of appointment should indicate the event
leading to the appointment, the nature of the appointment, and the
services or duties of the appointee. The appointee, in turn, should
acknowledge the appointment in writing, accepting or declining it
promptly.

Illustrations

1
Dear Mr. Valera:

At the last meeting of the Executive Committee of the Santa Mesa
Heights Recreational Association, you were appointed by the President
to investigate a suitable location for two tennis courts to be used
exclusively by members of the Association.

The Committee hopes that you will be able to report the results of your
survey at the next meeting on April 3.

Yours sincerely,

Emilio Centena
Secretary

2
(Acceptance)
Dear Mr. Centena:

I shall be glad to investigate a suitable location for two tennis
courts for the Association. I feel confident I shall have something
definite to suggest at your next regular meeting on April 3.

Cordially yours,

LETTERS OF I NVI TATI ON

Letters of invitation are cordial and gracious in tone. The
degree of formality or of informality depends upon the
relationships between the writer and the reader, and by the nature
of the occasion with which the message is concerned. The
opening paragraph should state the location of the meeting or
gathering. The second paragraph should mention those
attainments or qualifications of the speaker that make his
presence so desirable. Suggest the subject upon which the
speaker is to speak, the hour at which he is to speak, and the
amount of time he is to have on the program. The closing
paragraph should request the speaker to let the writer know
whether the speaker will be able to accept, so that the
arrangements for the meeting may be completed. In accepting or
TYPES OF BUSINESS LETTERS FOR EFFECTIVE
BUSINESS CORRESPONDENCE

BRI EF LETTERS OF I NQUI RY

Brief letters of inquiry are made for the purpose of
obtaining price lists, booklets, catalogs, samples, the names of
dealers, the details of a time-payment plan, and other
information. Because of their nature, they do not follow the
general plan of the letter. They should be courteous and concise,
containing only the question, the necessary explanation, and an
expression of appreciation.

Illustrations

1
Dear Sir:

I shall appreciate your sending me a copy of the Institute of Accounts
Annual Catalog for the school year 1998.

Very truly yours,

2
Gentlemen:

Please send me information about the various models and prices
of MONTEVIDEO TV SETS and about your Five Year Service
protection Agreement which you advertised in the March 23 issue of the
Chronicle Magazine.

Yours truly,
3
Gentlemen:

Will you kindly give me full information about your Summer Camping
Outfit, No. 33; its price, its contents, and its delivery, not later
than April 3.

Earnestly yours,



LETTERS MAKI NG RESERVATI ONS

These letters should be brief and definite. They should
specify the number of reservations wanted, the location or
position preferred, the date or dates of the reservations, and the
price or rates.

Illustrations

1
Gentlemen:

Please reserve for Mr. and Mrs. Mariano Santos a deluxe cabin
on B Deck on your S.S. PRESIDENT WILSON, sailing from Manila
to San Francisco, Tuesday, afternoon, March 26.

Yours truly,

Mary Canlas
Secretary

2(Response)
Dear Mister Inguillo:

As requested in your letter of the 20
th
, we have reserved for Mr. and Mrs.
Mariano Santos deluxe cabin 3 on B Deck on the steamship President
Wilson, sailing from Manila to San Francisco, Tuesday afternoon, March
26. These reservations will be held until 2 oclock on the day of sailing.
The boat leaves at 3:30 P.M.

Yours sincerely,


LETTERS OF APPOI NTMENT

Custom and courtesy demand that persons appointed to
serve on a committee or to perform some particular task should
be notified. Letters of appointment should indicate the event
leading to the appointment, the nature of the appointment, and the
services or duties of the appointee. The appointee, in turn, should
acknowledge the appointment in writing, accepting or declining it
promptly.

Illustrations

1
Dear Mr. Valera:

At the last meeting of the Executive Committee of the Santa Mesa
Heights Recreational Association, you were appointed by the President
to investigate a suitable location for two tennis courts to be used
exclusively by members of the Association.

The Committee hopes that you will be able to report the results of your
survey at the next meeting on April 3.

Yours sincerely,

Emilio Centena
Secretary

2
(Acceptance)
Dear Mr. Centena:

I shall be glad to investigate a suitable location for two tennis
courts for the Association. I feel confident I shall have something
definite to suggest at your next regular meeting on April 3.

Cordially yours,

LETTERS OF I NVI TATI ON

Letters of invitation are cordial and gracious in tone. The
degree of formality or of informality depends upon the
relationships between the writer and the reader, and by the nature
of the occasion with which the message is concerned. The
opening paragraph should state the location of the meeting or
gathering. The second paragraph should mention those
attainments or qualifications of the speaker that make his
presence so desirable. Suggest the subject upon which the
speaker is to speak, the hour at which he is to speak, and the
amount of time he is to have on the program. The closing
paragraph should request the speaker to let the writer know
whether the speaker will be able to accept, so that the
arrangements for the meeting may be completed. In accepting or
declining the invitation, the speaker should reply promptly. He
should indicate his willingness or regret to accept.

Illustrations

1
My dear Mr. Manglapus:

The Progress Committee of the Junior Chamber of Commerce of the Far
Eastern University is very desirous of having you speak before the
members and the student body at their annual convocation in the
Auditorium of the Administration Building on February 2, at 5:00 P.M.

In consideration of your wealth of business experience, together with
your years of devoted service to the people, may I extend, on behalf of
the Committee, an invitation for you to be our guest speaker. Town
Fiestas: Their Economic Relationship with the Progress of the
Philippines is an interesting topic to every student of business, and I
know that you will make a real hit with it. If you prefer to phrase the
topic yourself, please do not hesitate to do so.

If your plans will permit your acceptance, the Committee will begin
spreading the good news, and we shall have a peak attendance on deck to
hear you.

Very sincerely yours,

2
(Acceptance)
Dear Miss De Jesus:

Thank you for inviting me to be your guest speaker at your annual
convocation on February 2, at 5:00 P.M. I am pleased to accept un-
less something unforeseen interferes within the next three days. In such
an event, I will call you up. Otherwise, you may consider this letter my
acceptance.

Town Fiestas is an interesting topic; I hope I could be informative and
stimulating to your group.

Cordially Yours,




LETTERS OF APPRECI ATI ON

No letter affords so much pleasure to the writer or the
receiver as a letter of gratitude and appreciation. There are many
types, but all of them are based upon such pleasant circumstances
that writing the letter should be an enjoyable and relatively
simple task. Sometimes the situation definitely calls for an
expression of thanks in conformity with business etiquette. In
other instances the note of appreciation is not actually necessary
it may not even be expected by the recipient. But the
unexpected letter is the one most happily received and longest
remembered. Letters of appreciation, therefore, should be written
from the heart. They should be sincere genuine. Brevity adds
strength and conviction to the message. Like the letters of
Congratulation and Sympathy, the letter of appreciation is easiest
to write and is most enthusiastically received when it is written
promptly.

Illustrations

1
Dear Professor Mariano:

Thank you very much for all you have taught me of Business
English.

I feel that I have gained much that will be invaluable in the years
to come. Above all, I deeply appreciate your patient endeavor to help me
put into practice what you have so clearly explained. Without such
practice, the course would not have been so profitable.

Among the treasures which I shall take back to Canada will be
the remembrance of your interesting yet informative lectures.

Gratefully yours,

LETTERS OF CONGRATULATI ONS AND GOOD WI SHES

Letters of congratulations and good wishes are
appropriately written to friends, business associates, and
employees who have enjoyed progress and good fortune. Brevity
is cardinal virtue of these letters. Direct, concise language adds
vigor to the message. Naturalness of expression is essential to
give ones words the ring of sincerity. Enthusiasm adds zest and
animation to the message. The letter of congratulation should be
written with relish or not written at all. Like the letter of
condolence, it should be written immediately after the occasion
for it has developed.

Illustrations

1
Dear Mr. Sayson:

I have just read in todays paper of your election as Mayor of
Santa Maria, and I congratulate both you and the town you represent. I
am sure you will bring to job the same ability and understanding that has
made you an exemplary teacher.
Sincerely yours,


LETTERS OF CONDOLENCE AND SYMPATHY

Letters of condolence and sympathy should be written
immediately after the occasion for it has developed. A long,
involved letter is a violation of good taste. Decision as to the
length of any note of sympathy should be based upon (1) the
degree of friendship between the writer and the reader; (2) the
situation that inspires the letter; and (3) the writers knowledge of
the tastes and temperament of his reader.

Sincerity and tact are the two most vital qualities of any
letter of sympathy. If the writer uses simple and straightforward
language to express what is in his heart, his message will carry
warmth and conviction. If he carefully avoids any words or
sentiments which could distress the reader, his message will
satisfy the exacting requirements of tact.

Illustrations
Dear Manny:

Thou there is little consolation in a note from a friend in ones
hour of sorrow, I want to tell you how deeply I sympathize with you in
the great loss you have suffered.

I have thought of you many times since I heard the sad news of
your mothers death, and I wish so much there were some way in which
I could help you. But I do not want you to know my thoughts and that
you have my deepest sympathy.

Sincerely yours,

LETTERS OF I NTRODUCTI ON

The letter of introduction is a personal communication
ordinarily written by one person to another person for the purpose
of bringing about the acquaintanceship of two persons not known
to each other. It is a gesture of courtesy properly extended to a
personal friend or to a business or professional associate. It may
be prepared for direct mailing to the addressee. In the latter case,
the envelope should be left unsealed as a courtesy to the bearer.

The tone of the letter should be determined by the degree
of acquaintance between its writer and the other persons
concerned, and also by the purpose for which the introduction is
made. When the writer is introducing one of his personal friends
to another upon a basis both social and business, the tone of the
message should be quite informal. When he is introducing one of
his business associates to another for purely business reasons, the
tone should be conservative. Brevity combined with definiteness,
simplicity prompted by sincerity these are the essential qualities
of efficient letters of introduction.

Paragraph Contents:
1. Give information enabling the reader to identify
the person seeking introduction.
2. State the circumstances of, and the reason for the
introduction.
3. Show appreciation of any interest that may be
manifested by the reader in the person introduced.

Illustrations

1
Dear Mr. Gacusan:

The bearer of this letter, Mr. Francisco Umali, has for several
years been interested in organizing camps for boys who could afford
to spend only a small amount on their summer vacations. As he is
considering locations for camps in Ilocos Sur, I suggested that you
were the man to help him, for you know every nook and corner of
the province.

I shall be happy if you can assist Mr. Umali in any way. He is
a fine young man and has a most worthwhile job on his hands.

Yours sincerely,

LETTERS OF RESI GNATI ON

Frequently a person finds it necessary to resign from his
present position in order to accept a better position, or because ill
health prevents him from continuing his in his present capacity.
Whatever the reason, many business firms request that such
resignation be written rather than verbal.

Paragraph Contents:
1. The reason for resigning.
2. An expression of appreciation, of regret, or both.
3. Date of effectivity.

Illustrations

1
My dear Mr. Heidenrich,

About a week ago, the public accounting firm of Dalupan, Torres, and
dela Cruz made me a very attractive offer to join their organization.
Since that time I have been giving the matter a great deal of thought.

I cannot forget how much your company has meant to me. You engaged
me two weeks after I graduated from the Dela salle University. You gave
me my first job perhaps the most difficult one to get. During the past
three years I have had a very thoro training in the fundamentals of
accounting. For these reasons, I shall be ever grateful to you.

However, because I feel that my chief interest lies in the field of public
accounting, and because it will be possible for me to return to Manila, I
have decided to make the change.

Please consider this letter my written resignation, and I should like to be
free to begin my new duties March 1,1998.

Please express to Mr. Bennett and Mr. Lewis my appreciation of their
many kindness during the time I served in their departments,
respectively.

Most cordially yours,

Acceptance of Resignation:

Dear Mr. Pinto:

It is genuine regret that I accept your resignation as Junior Accountant in
our firm.

I appreciate the outstanding work you have done in this position for the
past three years, during which I have come to have the utmost faith in
your judgment. Naturally, I am sorry to see you leave us.

At the same time I can understand your feeling that the position now
open to you with the accounting firm of Dalupan, Torres, and dela Cruz
will give you an exceptional opportunity to develop a technique for
which you have special talent, I am sure you will make success of your
new work, and my very best wishes go with you.

Sincerely yours,


LETTERS OF REFERENCE

When an employer or a firm considers an applicant
seriously; he writes to secure information from the references
mentioned in the letter of application or data sheet. Letters
requesting personal information are usually brief, specific, and
courteous. Their purpose is to verify what the applicant has said
about his qualifications and to secure a critical judgment and
opinion on questions of honesty, industry, personality, and the
character of the applicant subjects about which the applicant
cannot in good taste write his own opinion.

Paragraph Contents:
1. State the purpose and general subject of the letter
at once and briefly.
2. Ask courteously for definite information.
3. Express appreciation and willingness to
reciprocate.

Illustrations

1
Dear Mr. Diaz:

Miss Ester Liwag has made application for the position of private
secretary to one of the executives of this company. She has suggested
that we write you regarding similar work with your company for the past
two years.

Will you please write us concerning Miss Liwags character, habits, and
qualifications while in your employ? All information will be held in
strict confidence.

We assure you of our willingness to return this favor whenever you may
have the occasion to call upon us.

Yours truly,

2
Gentlemen:

Your name has been referred to us by Mr. Mariano Cruz, from whom we
have receive a firs order on a credit basis.

Please furnish us with whatever data you may feel disposed to give us,
confidentially, concerning your experience with him.

We shall appreciate an early response, and assure you of or willingness
to reciprocate any time.

Yours truly,


LETTERS OF RECOMMENDATI ON

The letter of recommendation is a business courtesy
performed occasionally in the interests of a personal friend,
business or professional associate, or former employee. Its
purpose is to give a prospective employer pertinent information
about the applicants qualifications, character, and general
conduct. It should be straightforward, specific evaluation or
appraisal of the applicant. The nature of its content depends
largely upon the relationship involved and upon the kind of
information sought by the prospective employer.

Should the prospective employer ask specific questions,
the letter of recommendation should concern itself with specific
details as to the period of employment, the extent of the
employees competence or efficiency, and such relevant
characteristics as the former employer was in a position to
observe. On the contrary, should the questions be rather general,
the answers will naturally be of a general nature.

He who writes a letter of recommendation, be it general
or direct, should be truthful, tactful, and enthusiastic. It is only
fair to the person recommended and self-respecting to the writer.
An enthusiastic tone adds to the favorable effect of the letter. If
for any reason the writer feels honestly that a man was not a
success it may have been his fault, and it may not have been
in justice to that man, the writer should either leave out any
reference to the failure or mention the shortcomings in such a
way that the applicants chance for advancement somewhere else
will not be injured. Just because a man has not made good in one
firm is no proof that he will not do so in another.

Paragraph Contents:
1. Brief statement of subject and purpose of letter.
2. Summary of persons history of employment,
qualifications, etc.
3. Candid statement of writers personal judgment of
applicants qualifications and probable fitness for
the position.
4. Final recommendation of the writer.

Illustrations

1
Dear Mr. Mapa:

Efficiency, honesty, enthusiasm, friendliness these are the
qualities that first occur to me in describing Miss Ester Liwag, about
whom you inquire in your letter of February 7,

Miss Liwag was employed as private secretary in my office
from March 1997 to April, 1998. She resigned because she wanted to go
to Manila to continue her college studies a purpose which speaks well
for her initiative and ambition.

Throughout her period of employment in my office, her work
was more than satisfactory it was excellent. She is an expert
stenographer, very well grounded in English and correspondence
practice. She is quick, accurate and industrious in her work. Among
other things, she reorganized my files in a manner more efficient that I
had thought possible. She is alos completely reliable in the handling of
confidential matters.

In addition to her efficiency, miss Liwag posseses qualities of
personality and appearance which make her a distinct asset to a business
office. She is pleasant in her contacts with visitors; she is
accommodating when an emergency requires overtime hours. She is neat
and attractive in appearance.

I feel that you would be fortunate in securing Miss Liwags
services as private secretary, and I recommend her without qualification.

Yours sincerely,

2
Gentlemen:

We are glad to respond to your letter of February 7, in which
you inquire concerning our experience with Mr. Mariano Cruz.

Mr. Cruz has used our credit facilities, with a limit of P300,
during the past two years.

Our records show that he has always met his bills promptly.

Mr. Cruz is one of our desirable customers.

Yours truly,