Business-Letters_Manalastas (2)Business-Letters_Manalastas (2)Business-Letters_Manalastas (2)

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1. CHAPTER I: LETTERS, ENVELOPS, FORMS Rosabelle C. Manalastas Discussant Marilou O. Racelis Instructor

2. Identify situations that require formal business letter writing. Identify elements of a formal letter (block format). Understand essentials of good sales letter content. Upon completion of this lesson students will be able to: OBJECTIVES:

3. BUSINESS LETTER A business letter is a formal, written document for professional communication between individuals or organizations, serving as a permanent record of transactions, agreements, or requests. It follows a specific block format with a clear, concise structure including your address, date, recipient's address, a formal salutation, a body explaining the purpose and details, a professional closing, and a signature. The tone is formal, polite, and objective, avoiding contractions and slang to maintain clarity and professionalism.

4. TYPES OF BUSINESS LETTERS Cover letters A cover letter is a business letter typically sent with your resume when applying to a job. While not all employers require a cover letter, it is a great opportunity to explain your professional experience, qualifications and interest in the company and job. A cover letter should include the following sections: Contact information Salutation Use a gender-neutral greeting such as “Dear Charlie Washington.” If you’re unsure of their name, use the most relevant job title such as, “Dear Hiring Manager,” “Dear Recruiter,” or “Dear XYZ Team Lead.” Avoid using “To Whom It May Concern,” since it may come across outdated or impersonal.

5. Purpose of the letter Qualifying skills In the body of your letter, highlight the specific skills that make you a strong candidate for the open position. Your cover letter should complement your resume, so build off of the information in your resume to provide more specific details of your professional experience. Conclusion End the cover letter with a memorable statement about why you are a good fit for the open position. Other types of cover letters include: Application letters Letters of intent Letters of interest Inquiry letters Query letters Motivation letters Transmittal letters

6. 2. Letters of recommendation A letter of recommendation is written on behalf of another professional to verify their qualifications and work ethic. A letter of recommendation can strengthen an application for employment, higher education or another professional opportunity. A recommendation letter should include the following sections: Relationship of the recommendation The letter should state the relationship of the person making the recommendation to ensure the reader knows what qualifies the writer to speak on the applicant’s behalf. Recommendations letters are often written by coworkers, supervisors, mentors or teachers.

7. Evaluation of the candidate’s qualifications The recommendation is often the body of the letter and speaks directly to the candidate’s skills, character traits, professional goals and their potential in the program or position. The qualifications in this section should be relevant to the program or job for which the writer is recommending the professional. Closing statement The recommendation letter should conclude with a final confirmation of the candidate’s qualifications with the writer’s contact information should the reader want to know more. Other types of business recommendation letters include: Reference letters Character reference letters Business recommendation letters Recommendation letters for a coworker Recommendation letters for an employee Recommendation letters for a boss

8. 3. Interview follow-up letters You can send a follow-up letter after interviewing for an open position to thank the interviewer for their time and to demonstrate your interest in the job further. A follow-up letter should include the following sections: Overview of the interview: Skills related to the position: Gratitude:

9. 4. Offer letters An offer letter is an official offer of employment that describes the specific terms of the position. If you agree to the terms the letter offers, then you will sign the offer letter and accept the job. An offer letter should include the following: Job description Job title Requested start date Salary and benefits Acceptance timeline

10. How to accept a job offer

11. 5. Sales letters The purpose of a sales letter is to introduce a service or product to a client or customer. Sales professionals often use these letters when making new contacts with prospective buyers or strengthening relationships with longtime clients. A sales letter often includes the following: Description of product or service Cost Call to action

12. 6 . Letters of commendation Letters of commendation are a form of employee appreciation, and companies send them out to the entire staff to congratulate an employee for a job well done. They may include the following: Purpose Details of the commendation Call to action Other types of commendation letters include Appreciation letters Employee appreciation letters Retirement letters of appreciation

13. 7. Letters of resignation A letter of resignation informs your employer of your intent to resign. While you may verbally notify your coworkers and employer of your plans to leave, many organizations prefer to have an official letter for documentation purposes. A letter of resignation often includes the following: Statement of resignation Reason for leaving Dates Thank you

14. Other types of resignation letters include: Retirement letters Goodbye emails Thank you letter after resignation Resignation letters for jobs that aren’t a good fit Short notice resignation letters No notice resignation letters Emergency resignation letters Forced resignation letters Formal letters of resignation Letters of resignation due to illness Resignation letters due to moving Resignation letters due to pregnancy Resignation letters for family reasons Resignation letters due to career change

15. 8. Thank you letters A professional thank you letter is an important way to let colleagues, employers, vendors or other business contacts know you value their time or efforts. Sending a professional thank you letter will build rapport with the recipient and communicate your intentions for the future. It might be appropriate to send a thank you letter after someone helps you with a job search, when a customer makes a purchase, or if a business awards you a contract. You can also send a formal thank you letter to simply state your general appreciation for someone. A business thank you letter typically includes the following: Greeting Reason for gratitude with specific examples Details from your conversation A polite closing

16. Other types of thank you letters include: Thank you letters for recommendations Thank you letters for a boss Thank you letters for a mentor Thank you letters for a raise Customer thank you letters Thank you team letters Thank you notes to coworkers Thank you letters for after an interview Executive-level thank you letters after an interview Thank you for applying letters Panel or group interview thank you letters

17. 9. Complaint letters Complaint letters are usually sent by consumers to businesses when they're unhappy with a service or product. Businesses may also occasionally need to write a complaint letter. For example, an employee may be asked to write a complaint letter on behalf of a company who is dissatisfied with a product. Components of a complaint letter include: Formal greeting A description of the purchase Explanation of the problem Specific request or resolution needed

18. 10. Apology letters An apology letter is an important tool in the workplace that acknowledges a mistake, expresses regret and asks for the letter recipient's forgiveness or patience. Apology letters create a formal record of your admitting to and attempting to rectify a mistake or failure. An apology letter should include the following: An acknowledgement of the mistake A sincere apology Your plan to fix the problem

19. Apology letter example Dear Mr. Anders, Please accept my sincere apology on behalf of Edgar Wright Motors. We are so sorry to hear that your experience with the auto parts that we delivered did not meet the specifications you sent us. We understand this mistake and the delay it caused has been frustrating for you. We take full responsibility for our fault in this situation and would like to replace the incorrect parts and offer you a thirty percent discount. Our development team will contact you soon to discuss your order and make certain that the replacement parts meet your needs. We have taken initiative with our manufacturing team to make sure special orders are filled more carefully in the future. We value you and your business and we hope to continue our professional relationship moving forward. If you have any questions or want to discuss this matter further, please contact me directly or any member of our Customer Service team. Sincerely, Jack Dylan Regional Manager Edgar Wright Motors

20. 11. Office memorandum An office memorandum or business memo is a short yet formal document used for communication between the business and its employees. Effective memos are brief and easy to navigate. The document is primarily for internal use, such as an announcement regarding changes to personnel within an organization or updates on company gatherings. Office memos should include: A clear and straightforward subject The intent of the memo A breakdown of the information

21. 12. Welcome letters A welcome letter is a formal way of introducing a company or employee and provides basic information to the recipient. A welcome letter usually includes the following: A warm greeting Personalized information Important details to know about your business Other types of welcome letters include: Letters of introduction

22. Sept. 10, 2020 Dear Kennedy, I'd like to welcome you to Marigold Enterprises. We are delighted that you have accepted our job offer and look forward to working with you at your agreed upon start date. We look forward to helping you integrate into your new position and are happy to provide guidance as needed. New employee orientation begins at 8 a.m. Oct. 8. During this orientation, you'll meet with me to discuss your new position, as well as with the human resources department to discuss employment-related matters. I'm also happy to introduce you to several of your new coworkers so you can meet the team as soon as possible. Keep in mind we follow a business casual dress code. Your agenda for the rest of the day will consist of your orientation and setting initial work goals to help you get accumulated in your new role. Your second day will involve more team meetings to help you understand how the department operates. We look forward to seeing you again!. If you have any questions before your start date, feel free to reach out via email or phone. Regards, Candace Adams

23. 13. Request letters A request letter is a way to formally ask for something in the workplace. You can use this letter to request a raise, a training class, a recommendation or even a meeting to ask for a promotion. Letters of request can also be a beneficial way to acquire specific information. Request letters should include: An explanation of the request Supporting documentation If applicable, include evidence or other documentation related to your request. A deadline for response Other types of request letters include: Promotion request letters Demotion request letters Request for approval letters Training request letters Leave of absence request letters Raise request letters Transfer request letter

24. 14. Announcement letters A business announcement letter is a letter sent out to employees, vendors, customers or the press to declare something of note for the company, such as a change of policy, an employee or management change, a merger, a takeover, a product release or an event. The letter is typically short and written in a formal note. Announcement letters should include: An introductory paragraph with the announcement Additional details The specifics Other types of announcement letters include: Employee departure announcement letters Employee promotion announcement letters

25. 15. Termination letters A termination letter is a respectful yet effective way to dismiss an employee from their current job. Termination letters are also called a "letter of separation," "a notice of termination of employment" or "contract termination letter.“ Termination letters should include: Notification of termination date The reasons for termination Compensation and benefits going forward Next steps….. Finally, list the next steps for the employee to take. Notify the employee of any company property they must return, such as a company cell phone, laptop, keys, ID badges and parking passes. Then include contact details for their HR representative to direct any questions regarding compensation, benefits and other details in the letter.

26. Voluntary termination of business contract Jan. 4, 2022 Dear Robin Curate, We are writing this letter to inform you that we will no longer need your services as of Jan. 10, 2022. While we have enjoyed working with Curate Media Services these past three years, due to departmental reorganizations we’ve decided to terminate our contract. Please complete all remaining assignments before our contract ends, and submit all invoices by Jan. 9 so we can pay you in full. As of Jan. 10, you will nolonger be able to access our server or networks. Thank you for all your hard work. Please contact me via phone or email if you have questions. Sincerely, Carly Ambrose Editor-in-Chief Diversion Magazine

27. Involuntary termination due to layoffs July 21, 2021 Dear Ky Hampton, Over the past year, Express Services has experienced financial challenges due to the ongoing recession. While we have re-evaluated our budget and streamlined processes significantly, we continue to see reduced sales. After assessing all our options, we have determined we must terminate 24 positions. I regret to inform you that your position as sales executive will be removed as of July 28, 2021. Within the next couple of days, a human resources representative will schedule a meeting to discuss compensation, benefits and resources for finding a new job. Thank you for your hard work over the past five years. Sincerely, Andy Kim CEO, Express Services

28. WRITING BUSINESS LETTERS A good business letter is brief, straightforward, and polite. If possible, it should be limited to one single-spaced typewritten page. Because it is so brief, a business letter is often judged on small, but important, things: format, grammar, punctuation, openings and closings. A business letter is not the place to try out fancy fonts or experimental writing styles. Two Main Styles Full block style: Align all elements on the left margin. Modified block style: Down the middle of the page, align the return address, date, closing, signature, and typed name; align other elements on the left page margin.

29. Elements of a Standard Business Letter Return Address: Date: Inside Address Salutation Body Closing Signature Name and Position Abbreviations at the end of a letter If you send a copy of a letter to someone other than the person addressed, use cc: and the person’s name. Use Enc. or Enclosure if you enclose something with the letter. If someone else types it, put the writer’s initials in capitals, then a slash and the typist’s initials in lowercase: MT/fjr. Just one abbreviation should appear on a line.

30. REFERENCES: https://www.google.com/webhp?hl=en&sa=X&ved=0ahUKEwi6v8PK16mPAxWhSmwGHWwtMEQQPAgJ https://www.indeed.com/?from=gnav-career-guide--career-guide-webapp https://writingcenter.gmu.edu/ https://writing.wisc.edu/

31. Assessment…. What is business letter?(5points) Give atleast 5 types of business letters, and when to use them.(3pts.each)

32. WRITING A COVER LETTER A cover letter is a one-page introductory document sent with a job application to introduce a candidate, highlight specific skills and experiences relevant to the position, and express interest in the role and company. It supplements the resume by providing context and personality, explaining why the applicant is a good fit, and demonstrating their research and enthusiasm for the opportunity.

33. Cover Letter Samples When you’re applying for a job, a cover letter lets you show a personal side and demonstrate why hiring you is a smart decision. Cover letters should be around three paragraphs long and include specific examples from your past experience that make you qualified for the position. A cover letter should include the following parts: Header Salutation Introduction Body paragraph Closing paragraph Letter ending and signature

34. FILLING IN FORMS Filling in forms often need to be filled in for: Jobs, tax, housing, childcare, school, bank, benefits, loans, a driving licence , and so on. Read the instructions carefully You may be asked to:  Tick boxes or put a cross in them.  Use black ink so that photocopies are clear.  Write in ‘block capitals’ - this means you should use capital letters all the time (see below). The top row of the grid below shows simple letters (sometimes called ‘lower case’). a b c d e f g h i j k l m n o p q r s t u v w x y z A B C D E F G H I J K L M N O P Q R S T U V W X Y Z The bottom row shows ‘block capitals’ (also called ‘capital letters’ or ‘upper case’).

35. Tips When filling in a form:  Write as clearly and neatly as possible.  Keep the form clean and try not to fold it.  Spell names and addresses correctly.  Use a dictionary to check spelling.  Answer all the questions you can but keep answers short and to the point.  Write N/A (‘Not Applicable’) next to any questions that don’t apply to you.  Write on a separate piece of paper if there isn’t enough room for your answer (but make it clear which question you’re answering).  List jobs (if requested to do so) by starting with your most recent job and ending with your first job. Some forms ask for dates to be written in a special way. When you see dd/mm/ yyyy , you should write:  Two numbers for the day and month: 01, 02 for numbers less than 10.  Four numbers for the year ( eg 1964 or 2001).