Business Letters & Job

Application

Advanced Technical Communication

Weeks 9-10 | Midterms
 Types of Business Letters

Objectives:
At the end of the lesson, you should be able to:
• identify the different types of business letters;
• state the use and characteristics of each
business letter;
• differentiate the types of business letters; and
• write various business letter.
 Types of Business Letters
Rosales (2009) and Egipto (2005)

1. Letter of Inquiry
• aim is to ask, seek, or inquire
• simple and direct – questions
solicit straightforward
response or information
Objectives of an Inquiry Letter
• Ask for a catalog
• Know payment terms
• Know the past records of a job applicant
• Know the credit-worthiness of a firm/person
• Know the financial strength of a firm/person
• Know the business reputation of a firm
• Obtain information about the social status of a
person/firm
• Evaluate the performance of a person/firm
• Learn about the quality of a product, service
 Structure of an Inquiry Letter

 First paragraph – most

important question or a
summarizing statement
 Second paragraph –
explanation or list of questions
 Third paragraph – call to action and
other specifications
 Dear Mr. Yatal:

Good Day.

Can Tiffany Chairs and Tables Co. provide 1,000 pieces of chairs and 500
pieces tables to be delivered on February 5, 2024?
Inquiry Letter

1. Can you provide us with the total number of chairs and tables
needed?
2. Can you deliver the products on February 5, 2024?
3. Do you accept credit card or cash only?

We will highly appreciate your immediate response to this letter for we

are currently preparing for our scheduled events on February 14, 2024.
May we please have your response by January 25, 2024

Thank you so much.

 Types of Business Letters
Rosales (2009) and Egipto (2005)

2. Letter of Reply/Response
• directly answers inquiries
 Acknowledge the inquiry by mentioning details
from inquiry letter.
 Build good rapport by using a friendly tone.
 Fully answer questions and send prompt replies.
 Dear Mr. Herrera:
SUBJECT: YOUR JANUARY 20 LETTER OF INQUIRY ABOUT OUR PRODUCTS
Here are the answers to your questions about our company’s products. We
are glad to inform you that we can supply your needed chairs and tables.
We also wish to inform you that from January 1 to January 31, 2024, we
have a New Year Promo which is a discount on all our products.
Response Letter

1. Yes, we can provide you the needed number of golden tiffany tables
and chairs.
2. Yes, we can deliver it as soon as you pay the total amounts of the
products.
3. Yes, we accept credit cards.
We hope we answered all your queries about our golden tiffany products. If
you have more questions, you may reach us at 09056675432 or you can
visit us from Monday to Saturday, 8:00 A. M. to 7:00 P.M.
We look forward to more business transactions with your company. Thank
you.
 Types of Business Letters
Rosales (2009) and Egipto (2005)

3. Letter of Order

• for purchasing
items or services
that are for sale
 Contents of Letter of Order
• Name of the item ordered
• Description of each item (size, style, finish,
quality, material, weight, etc.)
• Catalog number
• Item quantity
• Price and total amount; mode of payment
• Shipment method and date
• Delivery address
• Credit reference (if applicable)
 Dear Mr. Martin
I am writing to formally place an order for 100 pieces of your navy blue denim
fabric sections (6 ft. x 20 ft. each) for a large manufacturing project for a
priority client. The catalogue number (from your September catalogue) is 445-
2221-05-NB. Please include your latest catalogue with the order.
The initial order will be for 100 pieces of fabric. The unit price for each section
of fabric is listed at $21 per yard. This brings the initial order total to $13986
Letter of Order

and the final total including shipping to $14352. A check in this amount is
enclosed. I would like a confirmation of receipt of this check emailed to me at
example-email@example.com. Please ship the fabric to our receiving center at:
Seaside Manufacturing
1500 Riverfront Street
London UK NW80QE
Finally I would like the order shipped UPS since I need this fabric ASAP.
Tracking information can be sent directly to my phone at (555) 236-5451. If
there are any additionally fees please let me know and I will work out the
payment details with you. Thank you for your time and prompt attention.
 Types of Business Letters
Rosales (2009) and Egipto (2005)

4. Letter of Complaint
and Adjustment
• Complaint - express grievances; settle
or solve a problem
• Adjustment - response to complaint; resolve
problems and dissatisfaction (reimbursement,
replacement, or refund)
 Customers’ Claims [Romero, et al, (1997)]
• Merchandise claims which involve orders
incorrectly filed, quality is unsatisfactory, goods
damaged or delayed in shipment
• Amounts of money claims which involve errors in
statements and invoices, and misunderstanding
with regard to price or terms of payment.
• Service claims which include delays in filing orders
or requests for service, discourteous treatment by
employees, and failure to make a follow-up of an
earlier incomplete service.
Tips in Writing a Letter of Complaint
• Explain the situation in clear and respectful terms.
• Mention specific details regarding your claim.
• Do not let your anger overpower you.
• Suggest an immediate solution.

Tips in Writing a Letter of Adjustment

• Acknowledge the complainant’s grievance.
• Express regret over the incident.
• State company policy regarding complaints.
• Briefly explain possible reasons for the problem.
• Specify the action to be done to resolve the issue.
• Assure customer that it won’t happen again.
 Dear BC Computers:
Last week, I placed an order for eight NavCom 1 devices to be delivered
to A and K Mining offices by November 10th, in time for an off-site
project commencing December 3rd. Upon delivery, I noticed that three
out of eight devices were damaged, with detached outer casings and
Letter of Complaint

one with a chip on the glass front. As my colleagues will be using the
devices for specialized field projects, it is important that all eight devices
are in perfect condition.
A and K Mining has been a longtime customer of BC Computers, and we
have always had exceptional service and received high quality products.
We look forward to resolving this issue and ensuring that systems are
put in place to avoid similar situations.
To resolve this issue, we would like to request that some or all of the
damaged NavCom 1 devices are replaced before December 3rd, as that
is the last possible date before our company’s project begins off-site.
Thank you for your urgent attention to this order.
 Dear Ms. Ramkumar:
We received notice this morning that three out of eight NavCom 1 devices
shipped to A and K Mining Exploration Ltd. arrived in a damaged condition. We
would like to apologize for this situation, as the quality of our products and
your satisfactions are our highest priorities. We have taken several measures to
ascertain the cause of the damage to ensure it does not occur again.
We have checked with the technicians at our manufacturing unit, who ensured
us that all eight NavCom 1 units complied with design standards upon testing.
Adjustment

We have also reviewed the quality control records of our shipped products and
Letter of

confirmed that all devices were in satisfactory condition when loaded onto the
delivery trucks. We have attached a copy of these quality control reports for
your review.
Our investigation into the matter leads us to conclude that the damage to the
three units must have occurred during transport and delivery. We will be
working with Pacific Transport, our longtime carrier, to determine where and
how the damage occurred and make any changes to the process as needed.
>>>
 <<<

In the meantime, we would like to replace your three damaged devices, with
complementary shipping and handling. We currently have two completed
NavCom 1 units in our inventory, which will be shipped to A and K Mining
Exploration Ltd. immediately and will arrive in time for your departure to
Adjustment

Northern BC on March 3rd for your on-site evaluation. As for the third device,
Letter of

please let us know immediately whether all eight devices will be required on
the departure date of December 3rd. If so, we will work overtime to produce
the final unit and have it shipped to your preferred location by December 3rd.
If the third device is not needed for March 3rd, we would like to offer you a
10% discount on this order, as a gesture of goodwill.
We are grateful for A and K Mining’s ongoing partnership with BC Computers,
and we look forward to assisting you with your projects.
 Types of Business Letters
Rosales (2009) and Egipto (2005)

5. Letter of Transmittal
or Cover Letter
• accompanies an item or document sent to a client
• specifies the product, the recipient, and reason why
the item/document is delivered
 functions like a book’s preface
 usually uses “herewith” to signify that something is enclosed
 Most Transmittal Letters
• Establish goodwill
• Present the information clearly and readably
• Are only one page
• Include important deadlines or other dates
• Explain the content of the accompanying document
or package
• Answer any questions that may arise
• Be promotional for the product, contract,
manuscript or other document
• Clarify the desires or instructions of the sender
Transmittal Letters usually come with:

• Proposals, quotations, or bids

• Contracts
• Manuscripts for publication
• Formal reports of analytical studies
• Shipments of merchandise
• Applications
 Dear Dr. Santiago:

We are submitting herewith our report entitled

“Bataan Power Plant Rehabilitation” as partial
fulfillment of the English 4 course requirement.
Transmittal Letter

The purpose of this report is to know the basic

concepts on how to make an effective project
proposal. The proposal shows a detail scope of works,
strategies and methodologies, work plan, breakdown
of prices and contractual condition.

We hope that this request will merit your approval.

 Business Letters

• Your purpose determines what type of

business letter to write.
• Any business letter contains the main parts of
business letters.
• Business letters can use the different formats
(Full-block, Modified block, Semi-block, or Indented)
Advanced Technical Communication
Week 10 | Midterms
 Job Application

Objectives:
At the end of the lesson, you should be able to:
• identify the steps in job application process;
• enumerate the different supporting documents
for job application;
• demonstrate understanding of the DOs and
DON’Ts in job application.
 I. Get your resume ready
• When you apply for a job, submit a
resume that is organized and
polished.
• Align your resume with the job
you’re applying for.
• Personalize your resume for every
job application.
II. Write a Cover Letter

• Cover Letter - explains why

your skills and experiences are fit for
a job.
• Like a resume, tailor your cover
letter to the specific job you’re
applying for.
 III. Job Applications

• Whatever the context of your

application, adhere to the
procedures and directions of a
company or institution regarding
the application for a job.
IV. Job Application Screening
• Applicant Tracking
Software (ATS) – recruit,
screen, hire, track, and
manage applicant for
employment.
• Applicants are screened to
determine job match.
 V. Employment Tests

• Talent assessments, cognitive

tests, personality tests,
medical exams, credit checks,
and background checks
• These tests are administered
and conducted in the different
stages of employment.
VI. Interview Process

• Phase where you’re going to

speak with a recruiter, hiring
manager, or employer.
• Some interviews are one-on-
one, while others are in small
groups.
 VII. Hiring Process

• Stage where you are already

considered as a candidate
that is fit for the job
openings a company has.
VIII. Job Offers

• This is where you will receive a

job offer that the recruiters see
as compatible with your skills
and qualifications.
• You can either accept, decline,
or renegotiate the offer.
• Resume, cover letter, educational transcripts,
writing samples, portfolios, certifications, a
reference list, letters of recommendation, etc.
• The information/documents you provide should
depend on the job and the employer’s hiring
requirements.
• evaluate applications
• get a comprehensive picture of candidates
• confirm details specified in resume or job
application
• test applicants’ ability to follow instructions
• Resume • Portfolio
• Cover letter • Writing Sample
• Reference list • Employment
• Recommendation Certificate
Letters • Certifications
• Transcript
 If possible, submit these as one.
• Be prepared with what you need (documents,
information, and tools).
• Carefully read and follow instructions.
• Complete the application thoroughly and neatly
(think before you write).
• Answer truthfully, but don’t provide negative
information
(turn negatives into positives).
• Don’t leave blank spaces.
• Don’t be unclear. Concretize and specify your
responses to questions.
• Don’t write in scripts.
• Don’t hasten the processes, especially the writing
(for you not to use correction fluid).
“You’re Hired!”