BASIC TYPES OF

BUSINESS LETTERS
1. INQUIRY
2. SALES
3. REQUEST
4. CLAIM

5. COMPLAINT
6. ADJUSTMENT
7. TRANSMITTAL
8. ORDER

LETTER OF INQUIRY
could either be brief or long

 BRIEF LETTER OF INQUIRY

is made for the purpose of obtaining
price lists, booklets, catalogues,
samples, the name of dealers, the
details of a time-payment plan and
other information.
does not follow the general plan of a
letter
is courteous, concise and contains only
the question, the necessary
explanation, and an expression of
appreciation

 LONGER LETTER OF INQUIRY

opens with a brief statement of the
reason for the inquiry, followed by
the request itself, and closes with
an expression of appreciation

PARAGRAPH CONTENT OF A
LONGER LETTER OF INQUIRY
General subject of the letter the
reason for the inquiry
The request itself, and its possible
benefit to the reader if granted
A brief statement of appreciation

Tips for writing an

inquiry letter:
Begin your letter by stating who you are and giving your
status or position.
Clearly state what it is that you are inquiring about and
what you would like the recipient of your letter to do.
Make your inquiry as specific as possible.
You might want to briefly explain the purpose of your letter
or what you hope to accomplish.
Include the date by which you need the information,
services, etc. that you are requesting, and indicate that you
await the readers response.
Thank the person for his/her time.

ANSWER TO THE LETTER

OF INQUIRY
should be courteous, positive and
complete
should be made possible on the day the
request is received
if any delay is necessary, a brief
acknowledgement should be sent, with a
promise of definite information as soon
as it can be secured

1. Granting the request

The paragraph contents of a letter
in answer to an inquiry:
Express pleasure in granting the
request
Give information and add relevant
material
Offer further assistance

2. Refusing the request

A brief and courteous note must
be needed in refusing the
request.
a. A statement of regret
b. The reason for refusal

Main Task 1 (pair work)

ACTIVITY 1: Assume that you graduated high
school and that you plan to attend college in
June. Since you only have about P2,000, it will
be necessary for you to do some outside work to
defray the greater part of your expenses.
Write to the executive officer of your favorite
college or university to find out what chances you
would have of securing a part time position, and
the salary that is being paid. Ask for any relevant
information that may seem important to you.
Use block letter style.
ACTIVITY 2: Assume that you are the person
concerned in this problem.
Write a letter of
response to this inquiry. Use semi-block style.

LETTER ORDERING GOODS

can be filled promptly and intelligently
only if the buyer gives the seller definite
direction
should be reasonable short, entirely
clear, very specific, and fully
complete

Essential information in
the order:

Give specific directions concerning shipment of

goods:

Where to ship complete mailing or shipping address,

made up of heading of letter and signature
How to ship whether by parcel post, express,
personal delivery and others
When to ship exact date when the goods are wanted
or needed

Give definite information concerning the goods

themselves.

How much to send state quantity of goods desired

What to send describe the goods; give catalogue
number, special trade name, size, shape, color, style,
price and others

Make reference to remittance for goods:

State whether or not you are enclosing
money and if so, in what form.
Otherwise, say how you intend to pay for
the goods.
Give such additional information as you
deem necessary to enable your wants
better and to serve you more efficiently.
If you need goods badly, emphasize this
fact here. If you are entitled to
discounts or prices, say so also.

SALES LETTER
are written not only to sell merchandise
or services
as a matter of fact, all letters attempt to
sell these may be goodwill, plans
ideas, policies, abilities and others

SALESMANSHIP
Selling is a process that involves your skill
to impress others favorably and accept
your offer. To induce a person to act on
your offer is a task which required a good
understanding of human nature, of dealing
and getting along with people. Successful
sellers have developed qualities of
salesmanship such as willingness to serve,
honesty, sincerity, fairness and others.
Effective sales letters reflect those
qualities.

THE SALES LETTER YOUR

PERSONAL REPRESENTATIVE
The sales letter does the task of
representing you as you would sell in
person. Whatever is written reflects your
personality. The sales letter must
therefore be written according to a
logical, or organized plan. It must impress
as you would in person. It must induce
the reader to act favorably as you would
attempt when faced by your prospect.

FUNCTIONS OF SALES LETTER

To sell by mail
To pave the way for a salesmans
visit
To educate the prospect
To influence the prospects to visit
the store

ABCD OF SALES LETTER

A ttracting attention
B uilding interest
C onvincing the readers or buyers
D irecting favourably

BENEFITS DERIVED IN
WRITING SALES LETTERS
Selling by mail is less costly.
Selling by mail is convenient.
Selling by mail is effective.

FORMULATING A PLAN
Determine objectives.
Determine the market.
Choose inducements or appeals.

COMPOSING THE SALES

LETTERS
Draw the readers attention and
interest.
Convince the reader.
Prompt the reader to act.

Drawing the readers

attention and interest
Make an offer.
Use a famous name.
Ask a question. It makes the
reader think for himself about his
needs.
Use a slogan, a quotation or a
maxim as an attention-getter.

Convincing the reader

Give some facts.
Present the names of satisfied
users.
Offer a sample.
Present recommendations.
Offer a guarantee.

Prompting the reader to act

Offer budget plans.
Give an expiration date for the
selling period.
Offer gifts. Give something in
addition to the purchase. Many
people are psychologically turned
on by the mere thought of getting
something free at no expense.

Sales Letter Sample

SimpleBIZZ Cards
Elm Oak Street
Tribecca City, California
143-4344
www.simplebiz-smartcarz.com
August 13, 2014
Ms. Kayla Glover
Proprietor, Cars for You
14 Main Street
Tribecca City, California
Dear Ms. Glover:
How would you like to see more space in the parking lot of your auto dealership? Well, the solution to
that is enclosed with this letter. The smart card which when attached to the services that you provide
will ensure increased customer loyalty. But before we tell you about the benefits that you will gain from
subscribing to these cards, we would like to thank you for showing an interest in our product.
The SmartCarz card that we are offering is an opportunity for you to increase your sales of cars,
services, and accessories. But all of that will be secondary compared to the goodwill, that you will
surely enjoy in the market. Add to that, the surety of buzz that your clients will create for you, once they
have enjoyed the fruits of being loyal customers with you.

So, what does the SmartCarz card do? SmartCarz card is a customer loyalty and gift
card venture, that will increase the sales of your dealership and in the process,
generate revenue for you. As you can see on the sample card attached with this
letter, we will customize the front of the card to showcase your dealership and create
an unparalleled visual identity for you. On the back of the card is a magnetic strip
that records details about the client every time he/she swipes it for merchandise or
services at your dealership. You can hand out these cards to customers whose
business you want to attract and increase. The entire venture is managed using a
simple software, that can be enabled on personal computers, if you decide to enter
an agreement without company. The best part of the deal is that the cost of buying
the system, operating it, and the printing of the cards together will cost you less
than one percent of the transaction price of each car that you sell in a year.
If you would like to receive any more information about our product or organization,
you can visit our website www.simplebiz-smartcarz.com. You can also contact me at
the address given above or on the phone number - 0987-3450-432.
Thank you.

Sincerely,

(Signature)
Mr. Jeremy White
Sales Manager

Main Task 2
Using full block letter style, write a
three-paragraph sales letter to a
specific person. Study the example
well. Use original company. Draw
your product at the back of your
bond paper. Follow the guidelines and
rules in sales letter writing. The two
letters are graded based on the
following criteria:

Criteria
Content
25
Organization
25
Appearance/Mechanics 25
Language Usage
25
100%