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Basic Types ofBusinessCorrespondence
Prepared by: GROUP 4
Leader:
Jasmine Layugan
Members:Kate Ericka Bico
Michael Joe Gonzaga
Kamille Ann A. Hilot
Giselle Ybanez
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OVERVIEWThis presentation will tackle about basic
types of business correspondences that wellfind helpful in the
career we will be having in thefuture. Here, we will be studying
about theproper composition and validity of letters such as:request
letters, sales letters, order letters, claimand adjustment letters,
credit letters, collectionletters, public relations letters,
memorandum,business reports, resume, application letters,and
employment letters.
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OBJECTIVES To give easy-to-understand and easy-to-follow
guidelines and suggestions for writing various
types of business letters, memos, and reports. To be able to
help students construct meaningful
and concise business letters essential and
related to the course or future careers that they
will be having after they graduate.
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Request letters One that asks for something.
When writing a request letter you must: Define exactly what you
need before of the you start to write
Keep your request reasonable
Give the title and date of publication if your request is
prompted byan advertisement in a newspaper or a magazine.
State your request in simple, courteous language. Be
especiallycareful to avoid commands and demands.
Make it easy for your reader to determine what exactly you want
Express your appreciation in some way but dont thank the reader
in
advance.
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Sales letters Developed for the specific purpose of obtaining
an
order from the reader for a particular product orservice.
When writing a sales letter you must: Acquire a thorough
knowledge of the product or service you are selling.
Obtain all the information you can about the person or group of
persons towhom you are writing
Select the feature or features of your product or service that
are likely to beof greatest interest and importance to your reader
or readers.
Choose the best appeal or appeals to use in leading your reader
or readersto buy your product or service.
Time the delivery of your message so that it will have the
greatest impact onyour reader.
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Order acknowledgements Acknowledging all orders immediately
upon
receiving them.
When writing an order acknowledgement. Develop the message to
fit the particular type of situation
Express appreciation for the order
State the problem and indicate how it is being handled
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Claim letters A letter in which you make a claim against
the supplier of the product or service.
When writing a claim letter: Explain carefully and tactfully
what your complaint is.
Give all the details the reader of your letter will need in
orderto process your claim.
Indicate whatever loss or unusual inconvenience you have
experienced as a result of your readers error or perhaps
theerror of someone else.
State what you consider to be a fair adjustment.
Dont lose your temper.
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Reminder Letter A letter that reminds the reader what must
be
done, accomplished or paid and informs the
reader about a certain grace period.
In writing a reminder letter you must: Remind the customer that
payment is past due.
Restate the amount due.
Provide the customer with an excuse for not having paid
ontime.
Show that you still value and solicit the customers
business.
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Ultimatum Letter A letter that warns the reader about a certain
deadline that if
not met, will result into legal actions or collections through
anagency that will prove to be unpleasant, expensive and at thesame
time embarrassing.
When writing a discussion letter you must: Review your efforts
to bring about a settlement and indicate that all of them
where ignored.
State that the entire balance of the account is due and indicate
what the fullamount is.
Appeal again that the customers fear of losing a good credit
rating.
State the specific date by which payment must be received and
indicate theactions that will be taken if it is not.
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Special Occasions Letter This type of letters presents an
opportunity to
remind customers of the event as well as you and
your company. When writing a discussion letter you must:
Stress the occasion and what it means to the
reader.
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Business Reports Provide an information about a wide variety
of
subject activities in the business for the members toperform
their duties successfully.
When writing a discussion letter you must: Consider your reason
for writing the report
Determine what data you need in order to develop the report
Collect the data and organize it.
Consider the reader and the subject of your report.
Keep your report as short as possible. Prepare your report in
the format that you feel is most appropriate.
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OTHER EMPLOYMENT LETTERS
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Follow-up Letters
Written to thank the interviewer for the time and
courtesy extended to you. Also used to provide
additional information or to ask for additional
requirements.
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Letter of acceptance or refusal
For accepting or refusing such as job offers.
When writing a letter of acceptance: Make sure to state in the
letter that you are acknowledging
the offer and that you are accepting it.
Reassure the employer that you are the right person for the
job.
Indicate your eagerness to begin work Ask when you can start
reporting for work.
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When writing a letter of refusal:
Be courteous and have business ethics. Write a
friendly, tactful letter. Identify the job by title.
Give the reason for not accepting it.
Express
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Resignation letters Written when one has decided to resign for a
job.
In writing a letter of resignation you must: Give your employer
a two weeks notice.
Address the letter to your immediate supervisor.
Show a positive attitude.
Briefly discuss your reason for your resignation.
Give the date on which your resignation is to become
effective.
Never make statements that may haunt you later. Regardless of
the circumstances surrounding your resignation,
express your appreciation for at least one or two things about
yourpresent employer.
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Application Letter Letter you write to apply for a job.
When writing a discussion letter you must:
Attract the readers attention Interest the reader in you as a
prospective
employee
Make the reader want to hire you
Lead to a request for a personal interview.
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Resume Compact statement of the applicants
education, experience, so on. Helps the
applicant get a personal interview. When writing a discussion
letter you must:
Highlight your strengths
Match the needs of the hiring company
Be positive
Appropriate background information about yourself should be
condensed, well-organize, easy-to-understand, and in
attractive format.
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THANK YOU!
