TYPES OF BUSINESS LETTERS FOR EFFECTIVE BUSINESS CORRESPONDENCEBRIEF LETTERS OF INQUIRYBrief 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.Illustrations1Dear Sir:I shall appreciate your sending me a copy of the Institute of Accounts Annual Catalog for the school year 1998.Very truly yours,2Gentlemen:

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,3Gentlemen:

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 MAKING RESERVATIONSThese 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.Illustrations1Gentlemen: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 Secretary2(Response)Dear Mister Inguillo:As requested in your letter of the 20th, 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 APPOINTMENTCustom 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.Illustrations1Dear 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 Secretary2(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 INVITATIONLetters 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 CORRESPONDENCEBRIEF LETTERS OF INQUIRYBrief 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.Illustrations1Dear Sir:I shall appreciate your sending me a copy of the Institute of Accounts Annual Catalog for the school year 1998.Very truly yours,2Gentlemen:

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,3Gentlemen:

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 MAKING RESERVATIONSThese 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.Illustrations1Gentlemen: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 Secretary2(Response)Dear Mister Inguillo:As requested in your letter of the 20th, 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 APPOINTMENTCustom 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.Illustrations1Dear 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 Secretary2(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 INVITATIONLetters 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.Illustrations1My 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 invitingme to be your guest speaker at your annual convocation onFebruary 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 APPRECIATIONNo 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.Illustrations1Dear 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 CONGRATULATIONS AND GOOD WISHESLetters 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.Illustrations1Dear 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 SYMPATHYLetters 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.

IllustrationsDear 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 INTRODUCTIONThe 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.Illustrations1Dear 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 RESIGNATIONFrequently 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.Illustrations1My 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 REFERENCEWhen 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. Illustrations1Dear 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,

2Gentlemen:

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 RECOMMENDATIONThe 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 recommendedand 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 sucha 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.Illustrations1Dear 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,

2Gentlemen:

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,