TYPES OF BUSINESS
LETTER
There are different types of business letters that are commonly used in
the corporate world. They differ in purpose, style, and nature. Some
business letters transmit good news while some transmit bad news.
WRITING GOOD VS BAD NEWS
BUSINESS LETTERS
If the business letter directly affects and stirs the emotions and
feelings of the reader, it is either a good or bad news business
letter.
If you are writing a letter promoting someone from your employee in
your company, if you are commending a team in your corporation for
beating the monthly sales, you are probably writing a good-news
letter.
If you are writing a letter rejecting a job applicant, if you are writing a
thank you letter for an employee, or worst, writing a letter to fire an
employee, you are probably writing a bad-news business letter.
No matter what type of letter you are writing, no matter how good or
bad the letter is, always make sure to be professional in writing the
business letter.
GOOD-NEWS AND BAD-NEWS
PATTERNS
Although the relative directness of correspondence may vary, it is
generally more effective to present good news directly and bad news
indirectly, especially if the stakes are high.
This principle is based on the fact that readers form their impressions
and attitudes very early and that you as a writer may want to
subordinate the bad news to reasons that make the bad news
understandable.
Dear Ms. Mauer:
Your application for the position of Cardiovascular Technician at
Southtown Cardiac Associates has been rejected. We have
found someone more qualified than you.
Sincerely,
JOHN SMITH
(A Poor Bad-News Message)
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Dear Ms. Mauer:
Thank you for your time and effort in applying for the position of
Cardiovascular Technician at Southtown Cardiac Associates.
Because we need someone who can assume the duties here
with a minimum of training, we have selected an applicant with
several years of experience.
Your college record is excellent, and I encourage you to apply
for another position with us in the future.
(A Courteous Bad-News Message)
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BUSINESS LETTER
It is usually a letter from one company to another, or between
such organizations and their customers, clients and other
external parties.
Types of Business Letters which are
highly based on the purpose for which
the letter is being written.
APPLICATION LETTER
1
Is sometimes called cover letter, is composed persuasively
whenever you are applying for your target job. This letter is usually
accompanied by your resume for additional information of your
experience and skills.
In writing your application letter, you may follow this format:
1
First paragraph: Determine the reason/s why you are
applying for the job. Mention if the job is solicited or
unsolicited.
2
Second paragraph: Explain why you deserve the job without being too
boastful. You may support it by citing your qualifications.
3
Last paragraph: Even if you think you are hired or not, thank the hiring
personnel.
129 Rolls Royce St., Sarphil Village, Agdao
8000, Davao City,
Philippines
May 15, 2018
DR. GUILLERMO P. TORRES JR.
President
University of Mindanao
Davao City
Dear Dr. Torres:
Greetings of Peace!
It is with great interest that I submit my resume to be considered for an English teaching position, preferably in
college or senior high school for S.Y. 2018-2019.
I graduated from Saint Joseph Institute of Technology in Butuan City where I finished Bachelor of Secondary
Education Major in English in 2013 and passed the Licensure Examination for Teachers last March 29, 2015 held
in Davao City.
Currently, I am taking Master of Education in Language Teaching in the University of Southeastern Philippines,
Davao City since August 2017 with 18 units completed as of this time.
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In college, I was a consistent DEAN’S LISTER, COLLEGE DEBATER, Full Leticia C. Salas (LCS) Scholar,
SENATOR MANNY VILLAR EXCELLENCE AWARDEE, CIVIL SERVICE COMMISSION HONOR GRADUATE
ELIGIBLE (certificate to be followed) and CUM LAUDE. I also attended seminars, workshops and trainings that
are relevant to the teaching challenges. I can work with peers and even with the people with diverse
personalities.
I have a two-year call center experience in two of the most leading BPO industries here in this City. In 2013, I was
a Customer Service Representative in VXI Global Holdings and earned the same position when I worked in IBEX
Global, both rendered professional customer experience.
Previously, I was a Full-time College English Instructor in Father Saturnino Urios University, Butuan City, under
the Job Enabling English Proficiency or JEEP Program for a year and four months where I incorporated Dynamic
Education teaching paradigm in translating course content in the classroom. At the time, I handled Writing in the
Discipline, Speech and Oral Communication, and Marketing and BPO related subjects.
Fully equipped with knowledge and skills from my previous experiences, I would greatly appreciate
an opportunity to prove what I could offer to this position.
Should you have questions about this matter, you may reach me through my mobile phone number
0998-953-5627 or I can visit your office during your convenient time to discuss this matter.
Attached herein are my pertinent documents for your reference.
Thank you and more power!
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RESIGNATION LETTER
2
In many cases, the employee also will detail his reason for
leaving the company.
When an employee plans to leave his job, a letter of resignation
is usually sent to his immediate manager giving him notice and
letting him know when the last day of employment will be.
February 28, 2017
DR. JOVIE P. PEREZ
Coordinator, Job Enabling English Proficiency
Father Saturnino Urios University
Butuan City
Dear Dr. Perez:
Greetings!
I am writing this letter to formally inform your good office that I’ll be resigning from my job here at Father Saturnino Urios University effective
on March 31, 2017. Working in this University for quite some years has taught me so many things; from being expert in teaching,
friendliness and even showing professionalism towards my colleagues. I’ve grown a lot as a person and this company has been my driving
force each day. There are so much things that I could offer; may it not be here but in the future to where my path brings me as I look for a
greener pasture.
Nonetheless, I want to personally thank you for all the support and opportunities that you have provided me over the years now including
various trainings to ensure and meet clients’ needs with a high degree of satisfaction. This company and the rest of the team have offered
such wonderful experience and created an avenue that makes it pleasurable to work with. I’ve learned a lot from here and these will always
be treasured.
If there’s anything I could help with the transition in finding and training my replacement, please let me know.
Thank you very much.
Sincerely,
JONREY Y. TORREVILLAS
Faculty, JEEP Program
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COVER LETTER
3
Is a letter of introduction attached to or accompanying another
document such as resume or curriculum vitae.
The cover letter is a tool to help introduce yourself in a memorable,
personal way during a job application.
September 1, 2018
JANE SMITH
Director
Human Resources
123 Business Rd. Business City, NY
Dear Ms. Smith:
I’m writing to apply for the position of Social Media Manager for Fit Living, as advertised on your website careers
page. I have three years of experience as a Social Media Assistant for Young Living, and I believe I am ready to
move up to the manager position.
In your job posting, you mention that you want to hire a Social Media Manager who understands the Internet and
social media trends. During my time at Young Living, I was given the responsibility of increasing follower numbers
on Instagram. I explained to my manager that I would be happy to do so and that I would also work hard to
increase follower participation because engagement has become an important metric.
When I saw the job opening, I knew it was the perfect opportunity to offer you both my social media marketing
skills and people skills. I’ve included my resume so you can learn more about my educational background and all
of my work experience. Thank you for your time and consideration.
Please feel free to email me or call my cell phone at 555-555-5555. I hope to hear from you soon.
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LETTER OF RECOMMENDATION
4
Prospective employers often ask job applicants for letters of
recommendation before they hire them.
This type of letter is usually from a previous employer or professor,
and it describes the sender’s relationship with and opinion of the
job seeker.
September 1, 2018
College Scholars Program
University of Tennessee
123 Business Rd. Business City, NY
To Whom It May Concern:
It is with much enthusiasm that I recommend Joe Bloom for inclusion in the College Scholars Program at the
University of Tennessee.
I was Joe’s instructor for multiple English classes during his four years at Morristown-Hamblen High School,
including AP English his junior year. In our classes, Joe displayed a level of creativity, wit, and analytical thought
that is quite rare among high school students.
His writing and research skills are truly phenomenal – for his major essay project in AP English, he researched
and wrote a remarkable study of visual imagery in the works of Edgar Allan Poe.
Joe’s wide-ranging intellect is such that he would be bored by most freshman- and sophomore-level Liberal Arts
courses. He is ready to assume and excel in upper-division classwork and possesses the self-motivation to
successfully create and execute an independent course of honors study.
Please let me know if I can provide any more information to strengthen Joe’s candidacy for the College Scholars
Program.
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SALES LETTER
5
Typical sales letters start off with a very strong statement to
capture the interest of the reader.
A sales letter is a piece of direct mail which is designed to
persuade the reader to purchase a particular product or
service in the absence of a salesman.
SANDRA SMITH
555 Weston Way
Vacaville Florida
Dear Ms. Smith:
For as little as $150 you can have your entire home clean and sparkling, without enduring the nasty odor of
chemical cleaners. We care about the environment and use only state-of-the-art green cleaning methods to
ensure that you and your family are not exposed to any harmful or allergy-causing cleaning products. You'll love
what we do because:
• All our cleaning products are completely non-toxic—safe for children and pets!
• We leave surfaces clean, sparkling, and hygienic.
• Our staff are bonded and fully insured.
• We offer senior discounts to those aged 65 and over.
Call us at 250-342-8923 or email us at info@greenclean.com for a free estimate. Get your house cleaned and
do your part to help the environment!
Sincerely,
JAMES HALLOM
Green Clean Inc.
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ORDER LETTER
6
Sent by consumers or businesses to a manufacturer, retailer
or wholesaler to order goods or services.
These letters must contain specific information such as model number,
name of the product, the quantity desired and expected
price. Payment is sometimes included with the letter.
TROY D. MANCINI
Branch Manager
Mancini Kitchen Equipment
4220 Straford Park
Harold, KY
Dear Mr. Mancini:
Greetings!
We would like to purchase twenty-two (22) individual stand mixers (Model #43423), all in the color red.
We would like you to charge this purchase to the preexisting account that we have with you, business account
#543234.
We hope to receive this order no later than Friday, November 11th, 2009. Attached to this letter please find our
preferred shipping method and receiving address.
Please confirm that you received this order by calling us at 232-231-4563 anytime during business hours,
Monday to Friday.
Thank you for your cooperation.
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COMPLAINT LETTER
6
The words and tone you choose to use in a letter complaining
to a business may be the deciding factor on whether your
complaint is satisfied.
Be direct but tactful and always use a professional tone if you want the
company to listen to you.
TROY D. MANCINI
Branch Manager
Mancini Kitchen Equipment
4220 Straford Park
Dear Mr. Mancini:
On August 29, 2018, I bought [or had repaired] a [name of the product with the serial or model number or
service performed]. I made this purchase at [location, date, and other important details of the transaction].
Unfortunately, your product has not performed well [or the service was inadequate] because [state the
problem].
To resolve the problem, I would appreciate your [state the specific action you want]. Enclosed are copies
[copies, not originals] of my records [receipts, guarantees, warranties, cancelled checks, contracts, model
and serial numbers, and any other documents] concerning this purchase/repair.
I look forward to your reply and a resolution to my problem. I will wait [set a time limit] before seeking third-party
assistance. Please contact me at the above address or by phone [home or office numbers with area codes].
Sincerely,
[Your Name]
[Account Number]
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ADJUSTMENT LETTER
7
An adjustment letter is normally sent in response to a claim
or complaint. If the adjustment is in the customer’s favor,
begin the letter with that news.
If not, keep your tone factual and let the customer know that you
understand the complaint.
August 29, 2018
MS. LEILA R. ESPINOSA
Villa Santana
Caloocan City
Dear Ms. Espinosa:
Greetings!
As replacement of broken mirror in transit on your order No. 96441, good item has been sent to you by prepaid
express this morning.
Thank you for bringing this mishap to our attention so that we can make to correct the problem as soon as
possible. Also, thanks for your thoughtfulness in having the damaged noted on the express receipt.
We are always glad to know that our goods is in such good demand, and you can be sure that we will do
everything possible to be able you to keep it in stock.
Very truly yours,
ROGELIO D. SANDOVAL
Manager
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LETTER OF INQUIRY
8
Is a letter that asks for a particular information or assistance.
This type of business letter is direct, and the questions are
constructed to get the information straightforwardly.
In writing a letter of inquiry, consider the following guidelines:
1
First paragraph: Begin with the most important question or a
summarizing statement.
2
Second paragraph: This part may contain the explanation or list of
questions.
3
Last paragraph: The ending should tell the reader what you want to
be done and when.
January 20, 2017
MR. ERIC YATAL
Business Manager
Tiffany Chairs and Tables Co.
Ermita, Manila City
Dear Mr. Yatal:
Greetings!
Can Tiffany Chairs and Tables Co. provide 1,000 pieces of golden tiffany chairs and 500 pieces
golden tiffany tables to be delivered on February 5, 2017?
We need to find a bulk supplier of tiffany chairs and tables for our events company. Kindly answer
the following questions:
1. Can you provide us with the total number of chairs and tables needed?
2. Can you deliver the products 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
schedule events on February 14, 2017.
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LETTER OF REPLY OR RESPONSE
9
Is written in response to a letter of inquiry which directly answers all
the inquiries regarding the company’s products or services. As part of
business as usual, most companies promptly reply to all the inquiries
addressed to them.
In writing the letter of response, the following steps may help you:
1
Acknowledge the inquiry by mentioning important details
from the letter of inquiry you received.
2
Build goodwill and pave the way for future contacts by using a cordial
or friendly tone.
3
Answer the questions fully and send prompt replies.
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 product. 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 10% 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 amount of the products.
3. Yes, we accept credit cards.
We hope we answered all your queries about our golden tiffany products.
We look forward to more business transactions with your company. Thank you.
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LETTER OF REQUEST
10
Is commonly used everywhere. We daily use it in academe, in
industry, even in corporate world. The main purpose of this letter is to
request for something you need.
In writing a letter of request, you may follow these steps:
1
First paragraph: (orientation) This is the introduction part
where you begin with the details of the event or any activity.
The date, time, and venue should be also indicated.
2
Second paragraph: (information) In this part, you need to mention
the requested materials or equipment or even venue. You need to be
very specific in this part.
3
Last paragraph: (action) Thank the person in charge to promote
good will.
June 13, 2016
MR. BICO I. GABRIEL
School Principal
St. Matthew High School
San Mateo, Rizal
Dear Mr. Gabriel:
Greetings!
The student council of St. Matthew High School is planning to conduct a student orientation for the newly grade
seven (7) students of our school on June 25, 2016, Friday, at 9:00 AM.
In connection with this, may we request your good office to allow us to use the Multi-Purpose Hall for the said
activity on the said date. The Student Council ensures the cleanliness and orderliness of the venue.
We look forward to your favorable response to this request.
Respectfully yours,
ANNE CABALLES
President, Student Council
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ACKNOWLEDGMENT LETTER
11
One way to build goodwill with colleagues and clients is to send an
acknowledgment, letting them know that something they sent arrived
and expressing thanks. It is usually a short, polite note.
Dear Mr. Evans:
I received your comprehensive report today. When I finish
studying it in detail, I’ll send you our cost estimate for the
installation of the ECAT 1240 Pet Scanner.
Thank you for preparing such a thorough analysis.
Regards,
ROGER VONBLATZ
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ACCEPTANCE LETTER
12
When you decide to accept a job offer, you can notify your new
employer by telephone or in a meeting—but to make your decision
official, you need to send an acceptance in writing.
Dear Ms. Castro:
I am pleased to accept your offer of $44,500 per year as a Graphic
Designer with the Natural History Museum.
After graduation, I plan to leave Pittsburgh on Tuesday, June 2. I should be
able to find living accommodations and be ready to report for work on
Monday, June 15. If you need to reach me prior to this date, please call me
at 412-555-1212 (cell) or contact me by e-mail at jgoodman@aol.com.
I look forward to joining the marketing team and working with the excellent
support staff I met during the interview.
Sincerely,
JOSHUA GOODMAN
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REFUSAL LETTER
13
When you decide to reject a job offer, send a written job refusal to
make that decision official, even if you have already notified the
employer during a meeting or on the phone. Writing to an employer is
an important goodwill gesture
Be especially tactful and courteous—the employer you are refusing
has spent time and effort interviewing you and may have counted
on your accepting the job.
Dear Mr. Vallone:
I enjoyed talking with you about your opening for a manager of aerospace
production at your Rockford facility, and I seriously considered your
generous offer.
After giving the offer careful thought, however, I have decided to accept a
management position with a research-and-development firm. I feel that the
job I have chosen is better suited to my long-term goals.
I appreciate your consideration and the time you spent with me. I wish you
success in filling the position.
Sincerely,
ROBERT MANDILLO
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WRITING ACTIVITY #2
Instruction:
Write a Complaint Letter out of the given scenario.
Please be guided with the correct format.
Cont’d.
You received an item (Powerbank Teclast 20000 mah)from
Shopee that was delivered by a Ninjavan last Tuesday,
June 25, 2019. However, you didn’t expect that the item
was defective (state your own reason). Other than that,
instead of black color, white item was delivered.
WRITING ACTIVITY #3
Instructions: In response to the complaint letter
concerning on the item you purchased that has a
defect and item mismatch in terms of color, WRITE
an ADJUSTMENT LETTER. Therefore, the inside
address will now serve as the sender.
Note: Not following the instruction will not be given points.