Lesson 3: Types of Business Letters HR-TOD: English Business Writing Class.

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Presentation transcript:

Lesson 3: Types of Business Letters HR-TOD: English Business Writing Class

Types of Business Letters I A.Sales Letter B.Letter of Inquiry C.Letter Replying to an Inquiry D.Letter of Complaint E.Letter of Apology F.Letter of Adjustment

Types of Business Letters A.Sales Letter A letter which is written to persuade the recipient to buy a new product, to try a new service or to drum up an interest on an existing product or service. It can be a letter that asks you to support a cause or to participate in an activity.

Types of Business Letters B.Letter of Inquiry A letter whose purpose is to elicit information about a product, a service or a procedure.

Types of Business Letters C.Letter Replying to an Inquiry A letter written in reply to a customer or client who is asking for information about a product, service offered or a process/procedure.

Types of Business Letters D.Letter of Complaint A letter written to resolve a problem about a product or a service that is defective or unsatisfactory and highlights the customer’s dissatisfaction with the product or service.

Types of Business Letters E.Letter of Apology A letter that is written to express regret for something that has gone wrong, to make amends and to help rectify the complaint.

Types of Business Letters F.Letter of Adjustment A letter that is written in response to someone who has written a complaint about a product or service that was sold to them.

Types of Business Letters II G.Letter of Billing H.Letter of Collection I.Letter of Credit Refusal J.Letter of Acknowledgment K.Letter of Confirmation L.Follow-up Letters

Types of Business Letters G.Letter of Billing A letter or a series of letters that is written accompanied by invoices as payment reminders to customers who buy on credit that they are supposed to pay within a set period, typically 30 to 60 days, on a “same as cash” payment terms or an extended billing terms of 6 to 12 months (installment basis)

Types of Business Letters H.Letter of Collection A written notification of pending amounts, intended to prod customers to pay their past due accounts. The letter may include late charges or surcharges, warnings of potential penalties for late repayment or non- repayment, or notification of possible legal action should the recipient fail to settle his/her accounts.

Types of Business Letters I. Letter of Credit Refusal A letter written and sent by a company or bank to a company or individual to inform the recipient that its/his/ her application for credit has been denied but so worded to ensure that future transactions will not be affected by this decision.

Types of Business Letters J. Letter of Acknowledgment A letter that acknowledges a fact, a situation, or an action that has taken place, usually involving the recipient. The message may contain an acceptance or refusal; opinions or reactions that are either positive or negative. When writing a letter of acknowledgment, state the positive first- what you like or agree with; then the negative – telling what you don’t like and what you want changed.

Types of Business Letters K. Letter of Confirmation A letter that is sent primarily to confirm details or to put any oral agreements in writing. It can also be an acknowledgement of having received an invitation, a resignation letter, a report, a resume, a suggestion, or the writer’s response to a feedback from a client whether the feedback is positive or negative.

Functions of a Follow-up Letter A follow-up letter is: an important form of communication in a wide range of situations. an effective way of consolidating a relationship between the sender and the recipient. a platform for continued communication. a letter that stresses certain points discussed previously.

Subjects of Follow-up Letters On a customer complaint A reminder After a sales presentation or demonstration Asking for an appointment To thank a customer An alternative payment plan

Types of Business Letters: Quizzes 1.Please proceed to 2.Select “quia web” 3.On the space provided, enter your log in name, and your password. 4.Under “Quiz”, please select “Lesson 3, Quiz 1” 5.Follow the instructions on the quiz. 6.Following the same instructions proceed to quiz 2, 3, 4 and etc.

End of Lesson 3