Letter or Reply or

Response/Acknowledgment
• Is written in response to a letter of
inquiry which directly answers all the
inquiries regarding the company’s
products or services.
• As part of business as usual, most
companies promptly reply to all the
inquiries addressed to them.
• A tool for building goodwill.
1. Address the letter to the person who
requires that certain item/s be
received.
2. Send the acknowledgment letter
within few days after receiving the
item/s/
3. Be direct to the point. Avoid irrelevant
details.
Parts of an
Acknowledgement Letter
INTRODUCTION:
1. Acknowledge receipt of the letter
and thank the sender.
2. State the subject or key message of
the sender’s letter.
BODY
1. State the points agreed upon or
details of previous correspondences
(for non-complaint letters)
2. State that you are looking into the
details of the complaint and assure
that you are taking the matter
seriously (for complaint letters only)
CONCLUSION:
1. End with a positive and forward-
looking expectation from the letter
recipient.
2. Indicate how the recipient can
contact you.
3. Thank the recipient.
Special Request Letters
Purpose: Make a special demand
• State clearly who you are and why you are writing
• Convince the reader to help
• Show you are hard working
• Discuss your reason for the request
• Show you understand the situation and have done research
• Discuss why the person you are writing to is the best person to
help
• Write specific, concise, to the point questions that are both
easy to understand and easy to answer
– Use bullets to highlight the questions
– Leave space for the readers to answer the questions
– Attach a questionnaire if you have more than 5 questions
• Specify when you need the answers by
• Thank the reader
• Offer the reader a copy of the report or results
• Ask for necessary permissions
Letter of Order
• Is one type of business letter which is
written for the purpose of purchasing
items that are for sale.
• The letter is written in a very precise
and specific manner.
Order Letter Writing Tips
• Write the letter in a precise manner
• Make sure you keep the language of the
letter formal and easy so that the reader
does not find it difficult to read
• If you are writing the letter to place order
make sure you do not make any mistakes
• Avoid making spelling and grammar errors
• Do not deviate mid way from the topic
while writing the letter
• Write the letter in a polite and apt manner
An order letter contains the following:

a. Name of the item ordered

b. Description of each item
c. Catalog number of the item, if available
d. Quantity of each item wanted
e. Price of each item and the total price
f. Method of shipment desired by the buyer
g. Shipping address
h. Date of shipment
i. Credit references
j. Mode of payment
Reinforcement
Answer the following questions briefly:
1. How do the different types of letters
differ from one another?
2. Which among the three types of
resume will you use after you
graduate? Why?