Types of Business Letters, Memorandum and E-mail

Question 1

Asks or requests for information about the services, product, the price, payment or delivery arrangements

Answer 1

Inquiry/Request Letter

Question 2

Provides specific and complete information in response to the inquiry or request letter

Answer 2

Reply Letter

Question 3

Informs the company of the concerns, problems or issues on dissatisfaction about the product, delivery or services encountered by the sender

Answer 3

Complaint and Claims Letter

Question 4

Acknowledges the concerns or problems, offers an apology and provides possible solutions in response to the complaint letter

Answer 4

Adjustment Letter

Question 5

Persuades the reader or the prospective clients or customers to try or avail the services or buy a product

Answer 5

Sales Letter

Question 6

Conveys interest in the position and convinces the addressee of his/her qualifications, e.g. educational background, work experience

• Accompany resumes (e.g. application letter), CVS, personal portfolios

Answer 6

Cover/Application Letter

Question 7

States the reason for resigning, effectivity date of the resignation and appreciation and gratitude

Answer 7

Resignation Letter

Question 8

Contains official announcements and is disseminated within the company or organization, e.g. giving directives, informing about changes in the policy or procedure, alerting staff to a problem, calling a meeting, and sending recommendations. Can be sent as a printed copy, embedded in the body of an email, or as an email attachment

Answer 8

Memorandum

Question 9

Writing a Good Memo:

Answer 9

. Have a business like tone

Direct to the point and courteous
2. Use the fewest words possible

3. Use bulleted lists to highlight main points
4. Use correct grammar, spelling and punctuation

5.Write the message in the logical order:

explain the purpose (introduction)
addresses the information required (body)
states summary, generalization or possible recommendations (conclusion)

6. Follow the standard memo format

Question 10

Most preferred means of communication since it is fast, convenient and far-reaching via electronic devices

Answer 10

ELECTRONIC MAIL (E-mail)

Question 11

Writing a Business Email:

Answer 11

1. Have a Relevant Subject Line
2. Address the recipient in a formal manner
3. Have a well- organized message
4. Consider the Writing Style
5. Keep it short and precise
6. Follow the Correct Format
7. Use correct spelling, grammar and format.
8. Have complete and correct details
9. Mention in the message if there is an attachment
10. End with a closing line

Question 12

Have a Relevant Subject Line

Answer 12

tells the reader what he needs to do (especially if it is urgent and important)

Question 13

e.g., Dear Mr. Fernandez:

Answer 13

Address the recipient in a formal manner

Question 14

Have a well- organized message

Answer 14

State the purpose at the start of the email
Points must be clear and brief (bulleted lists or numbered lists)
Put the main point first followed by the background information

Question 15

Consider the Writing Style

Answer 15

Formal writing
Use formal language (no slang, contractions)

Question 16

Formal and legible font (Arial, Times New Roman, Verdana, Tahoma)
Readable but balanced font size (12)
Justified alignment
Avoid using capital letters
Should use only one highlighting device at a time (bold, italic or underline)
Should not include emoticons and smileys

Answer 16

Follow the Correct Format

Question 17

End with a closing line

Answer 17

Thank you (show gratitude)
Writer’s name or email signature (name, position and contact details)