1. Writing of Request Letter and Inquiry

7/24/2019 1. Writing of Request Letter and Inquiry

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LO2.WRITE SIMPLE MATERIALS

ASSESSMENT CRITERIA:

1.Produce materials according to recognized rules, standards and

formats

2.Write contents of material appropriate to the purpose

3.Use the depth of the idea appropriately to meet the

requirements of the particular context

4.Write materials with minimal grammatical errors so that

intended meaning is clearly conveyed to the reader

5.Write materials using appropriate words so that intended

meaning is clearly conveyed to the reader

6.Write material with coherence and logic

7.Write materials in appropriate form and tone.

CONTENTS:

Writing Letter of Request and Letter of Inquiry

Writing Sales, Order, Acknowledgment, and Claim Letters

Writing a Memorandum

Writing Minutes of Meeting

CONDITIONS:

The students/trainees must be provided with the following

resources:

1.Pens

2.Bond paper

METHODOLOGIES:

Close Reading

ASSESSMENT METHODS:

English Language Proficiency

Read and Write Simple Documents

and Materials

Date Developed: Document No.

Issued by:

P a g e | 31Developed by:

Profetiza I Maatu!ang

"yron Paul # "eadoy

Revision # 00


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Observation

Oral questioning

LEARNING EXPERIENCES

LEARNING OUTCOME #2: Write Simple Materials

Learning Activities Special Instructions

1. Read

Information sheet 2.2-1 Writing

Letter of Request and Letter of

Inquiry.

If you have some problem on the

content of the information sheet dont

hesitate to approach your facilitator.

If you feel that you are knowledgeableon the content of the information

sheet, you can now answer self-check

provided in the module.

2. Answer Self

Check 2.2-1

Refer your answers to the answer

key 2.2-1 for self-check. You are

required to get all answers correct. If

not, read the information sheets

again to answer all questions

correctly.

3. View video

presentation on Writing Letter of

Request and Letter of Inquiry.

If you feel that you are knowledgeable

on the presentation, you can now

answer oral questioning.

4. Answer oral

question

See that you got all answer correctly

before you could proceed to the next

activity.

5. Observe the

trainer in Writing Letter of Request

and Letter of Inquiry.


demonstration dont hesitate to

approach your facilitator.


on the demonstration, perform the

task. If not, dont hesitate to approach

your facilitator.

6. Perform task

sheet 2.2-1 Writing Letter of Inquiry

and Letter of Request.

Compare your work to the Rubric for

Business Letter Writing 2.2-1. If you

got 90% correct answer in this task,

you can now move to the next activity.

If not review the operation sheet and


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go over the task again.

7. Read

Information sheet 2.2-2 on Writing

Sales, Order, Acknowledgment, and

Claim Letters.





on the content of the information



8. Answer Self

Check 2.2-2






correctly.

9. View video

presentation on Writing Sales, Order,

Acknowledgment, and Claim Letters.




10. Answer oral

question



activity.

11. Observe the

trainer in Writing Sales, Order,






on the demonstration, perform thetask. If not, dont hesitate to approach

your facilitator.

12. Perform task

sheet 2.2-2 in Writing Sales, Order,



Business Letter Writing 2.2-2. If you

got 90% correct answer in this task,

you can now move to the next activity.

If not review the operation sheet and

go over the task again.

13. Read

Information sheet 2.2-3 on Writing a

Memorandum.









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14. Answer Self

Check 2.2-3






correctly.

15. View video

presentation on Writing a

Memorandum.




16. Answer oral

question



activity.

17. Observe the

trainer on Writing a Memorandum.




If you feel that you are knowledgeableon the demonstration, perform the


your facilitator.

18. Perform task

sheet 2.2-3 on Writing a

Memorandum.


Memo Writing 2.2-3. If you got 90%

correct answer in this task, you can

now move to the next activity. If not

review the operation sheet and go over

the task again.

19. Read

Information sheet 2.2-4 on Writing

Minutes of Meeting.








20. Answer Self

Check 2.2-4





again to answer all questionscorrectly.

21. View video

presentation on Writing Minutes of

Meeting.




22. Answer oral

question




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activity.

23. Observe the

trainer on Writing Minutes of

Meeting.





on the demonstration, perform the


your facilitator.

24. Perform task

sheet 2.2-4 on Writing Minutes of

Meeting.

Compare your work to the Minutes of

Meeting Rubrics 2.3-4. If you got 90%

correct answer in this task, you can

now move to the next activity. If not

review the operation sheet and go over

the task again.

Information Sheet 2.2-1

Writing Letter of Request and Letter of Inquiry

Learning objective:

After studying this information sheet, the trainee will be able to effectively write

letter of request and letter of inquiry.

The Structure of Business Letters

Business letters fulfills various purposes much like a person

communicating to people to achieve his/her goals. Like a person, a business

letters appearance affects the way its message is conveyed. The letter writer must

always keep in mind that readers consider not only the content of a letter but

also its physical appearance. Therefore, to write an effective business letter, one

has to adopt certain forms and standards to ensure that the purpose and key

information in the letter are highlighted. Consider this example.

Each part is labeled. The labels in all caps are the basic parts while the

ones italicized are optional parts.

Sample business letter


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LETTERHEAD ACC Language Center Line 13 from toppage

(HEADING) Aklan Catholic College

Archbishop Gabriel M. Reyes St.

Kalibo, Aklan 5600

Tel. No. (036) 268-4154

www.acc.edu.ph

DATELINE October 19, 2015 1 to 10 blanklines

Confidential CONFIDENTIAL

Notation 1 blank line

INSIDE KALAYAAN MARKETING, INC.

ADDRESS Gutierez Building

Roxas Avenue

Kalibo, Aklan 5600

2 blank line

Attention Line Attention: Planning Committee

1 blank line

SALUTATION Gentlemen:

1 blank line

Subject Line Subject: The business correspondence parts

1 blank line

BODY This is to inform you on the correct placement of business letter parts.

1 blank line

It is really important to take note of the correct form because you will soon be writing

letters within given communication situation.

1 blank line

Should you have any clarification, please ask me in person. Keep on

studying.

1 blank line

COMPLEMENTERY Cordially yours,

CLOSE 3 blank lines

SIGNATURE Juan Dela Cruz

BLOCK Manager

1 blank line

Reference Initials JD/mcb 1 blank line

Enclosure NotationEncl: Lecture Notes

1 blank line

Cc Notation Cc: Mr. Sandy Salazar

1 blank line

tation PS: Please study letter parts for they will be include in the examination.


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The Basic Parts of a Business Letter

1.Letterhead (Heading)

2.Date or Date Line

3.Inside Address

4.Salutation

5.Body or Message

6.Complimentary Close

7.Signature Block

8.Reference Initials


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9.

10.Note:Optional Parts may or may not be included in the letter.

11.

12.

1.Theheadingcontains the address of the writer. Heading in most business is

the letterhead printed on the stationery.

13.

14.ACC Language Center

15.Aklan Catholic College16.Archbshiop Gabriel M. Reyes St.

17.Kalibo, Aklan 5600

18.Tel. No. (036) 268-4154

19.www.acc.edu.ph

20.

21.When letterhead is not used, house number, street, town, city, province,

country and zip code are typed.

22.

23. No. 16 Lara St.

24. New Buswang25. Kalibo, Aklan 5600

26.

2.Thedatelineordateindicates information when the letter is written. It follows

after the heading. When letterhead is available, it is typewritten 3-5 spaces

below the last line of the letterhead. Dates should not be abbreviated. TH, st, d

should not be used after the day of the month.

27.

28.Military Style

29.

30. 19 October 2015

31.

32. Standard Style

33.

34. October 19, 2015

35.

36. Not Acceptable

37.

38. Oct. 19, 2015 or Oct. 19, 15 or 10-19-15 and the likes

39.

3.Theinside addressis consists of the following:

1.Name and Form of Address2.Title of the addressee

3.Company Name

4.Complete Address (No., street, town/city, province, zip)

40.

41.It is typed two-three spaces below the date. It can be any of the following

forms:


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42.

43. Mr. June B. Mijares

44. Vice-President for Academic Affairs

45. Aklan Catholic College

46. Archbishop Gabriel M. Reyes Street

47. Kalibo, Aklan 5600

48.

49. KATHA PUBLISHING CO., INC

50. 388 Quezon Blvd.51. Quezon City 3008

52.

53. Hon. Alexander I. Zaspa

54. Kalibo Municipal Hall


56.

57. Guidelines to be considered:

a.The inside address should reflect the address affixed on the envelope.

b.A woman is addressed asMiss, Mrs. Ms. Is used if the status is determined.

Missis a complete word and is not followed by a period. The titleMesdamesor its abbreviated form ofMmes. may be used if all women comprise the

firm.

c.The addressMr.in its plural form isMessrs, an abbreviation of the French

Messieurs.

d.The titleDoctormay be abbreviated

58.e.g. Dr. Victorina Laroza

e.Reverendshould not be abbreviated and should be preceded byThe.

59.e.g. The Reverend Jose Gualbert OI. Villasis

f. The titleProfessorshould not be abbreviated if only the surname appears.

60.e.g. Professor Maatubang or Prof. Profetiza I. Maatubang

g.The designation or position held by the person may either precede of follow

the name.

61.

62.e.g Mr. Darren Naelgas

63. Filipino Disciplinal Chair

64. Aklan Catholic College

65.

66. Chair Janelle Maravilla

67. Mathematics Discipline

68.

h.The title Honorable is applied to Senators, Congressmen, Members of theCabinet, Judges of the Court or to those who hold an key position in the

country, province, or country.

i. Names of titles, cities, and states should be spelled out. ZIP Code is also

included

69.

70.


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4.Thesalutationis a form of common courtesy extended in business. It is typed

two spaces below the inside address or attention line, as the case may be. The

salutation in a business letter ends with a colon.

71.

72. Examples:

73. Sir: Dear Atty. Quijano:

74. Madam: Dear Dr. Perez:

75. Dear Sir: Gentlemen:

76. Dear Madam: Ladies:77. Dear Mr. /Ms _______:

78. Mesdames:

79.

80. Some guidelines in writing the salutation:

a.Gentlemen, Ladies, or a combination is used in addressing a group,

company, or organization.Gentlemenis used for an organization composed

entirely of men andLadiesfor an organization composed entirely of women.

b.Salutations with unusual expressions or strong beginning like Greetings,

Mr. Templo or A pleasant day, Dr. Tasa are used in sales letter.

81.5.Thebodyis the full message of the letter. It is typed two spaces below the

salutation or two spaces below the subject line if a subject line is present. It

uses single spacing in the paragraph and double spacing in between

paragraphs. Long letters are best single-spaced while short letters are best

double-spaced.

82.

6.Thecomplimentary closeis a form of saying goodbye. It is type two or three

spaces below the last line of the body. Only the first letter of the complimentary

is capitalized and the rest are not. A complementary close ends with a comma.

83.84.Examples:

85.

86.Respectfully yours, Sincerely yours,

87.Very truly yours, Cordially yours,

88.Truly yours, Cordially,

89.

7.Thesignature blockis composed of the writers name, his signature and his

position in the company. The name of the writer is typed four to five spaces

below the complimentary close. The signature block gives the binding effect to

the letter.

90.

91.

92. Example:

93.

94. Respectfully yours,

95.

96.


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97.

98. Atty. Omega Dionio

99. HRD Officer

100.

8.Thereference initialsrefer to writers or secretarys initials. It serves an

administrative purpose only.

101.

102. If secretary, it is typed in small letters; if writer, capitalized.

103.104. Example:

105.

106. JD/bcb

107.

108. RMB/bcb/eas

109.

110.

111.The Optional Parts of Business Letter

112.

1.Attention Line2.Subject Line

3.Enclosure Notation

4.cc Notation

5.Bcc Notation

6.Postscript

7.Mailing Notation

113.

114.

1.Theattention lineis part of the address and should be typed two spaces below

the inside address. It directs the message to a specific person in the company if

the inside address does not mention name. However, it is seldom used today.

115. Example:

116.

117. Mr. Santi F. Romero

118. Manager

119. Llanes Realty Company

120. 072 New Buswang


122.

123. Attention: Mr. Raul S. Martelino

124.

2.Thesubject linetells the readers immediately the purpose or content of the

letter. It is written two spaces below the salutation. For emphasis, it may be in

uppercase.

125.


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126. Examples:

127.

128. Subject: The Business Correspondences Parts

129.

130. Subj: English Language Proficiency

131.

3.Theenclosure notationindicates that something accompanies the letter, such

as documents, records, etc.

132.133. Examples:

134.

135. Enclosure: Rsum

136.

137. Enclosures: Rsum, TOR, Certificates

138.

139. Encl: Photocopy of Receipts

140.

4.Thecarbon copy notationshows that copy of the letter is sent to other

person/s. A cc notation is typed below the reference initials or encl. Notation.141.

142.

143. Example:

144.

145. Cc: Dean, Business Education

146. Dean, Religious Education

147. Dean, Teacher Education

148.

5.Theblind carbon copynotation appears only on the original copy of the letter,

not on duplicate/ triplicate copies as the sender wishes to send a copy to a

person other than the addressee, but does not want the addressee to know that

he is doing so. The sender, however, should retain the copy with cc or bcc for

his files.

149.

6.Theconfidential notationis used when the nature of the letter has

confidentiality. Such may be typed below the date or below the initials.

150.

7.TheP.S. (Postscript)is used business and must only be used to re-emphasize

an important point that has been mentioned in the body of the letter, but not to

mention something you forget to say in the letter. This may be written two

spaces below the last line of the letter and is preceded by the letters P.S. or N.B.

151.

152.

153.

154. Examples:

155.

156. P.S. Please study letter parts for they will be include in the examination.


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157.

158.

159. Appearance of the Letter

160.

1.Paper quality, size may be 8 1/2 x 11 or 8 1/2 x 13 depending on the

need/situation/form

2.Picture-Frame-Layout

161.

162.Business Letter Styles

163.

164. Letter Styles:

a.Modified-block Style

b.Semi-blocked Style

c.Full-blocked Style

d.Hanging Indented

165.

166.

167.

168.

169.

170.

171.

172.

173.

174.

175.

176.

177.

178.179.

180.

181.

182.

183.

184.

185.

186.

187.

188.189.

190.

191.

192. The 6 Cs of Business Writing

193.

1.Completeness

Provide all necessary information.

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Answer all questions asked (or implied).

Add something extra (when appropriate).

194.

2.Concreteness

Use facts, figures, statistics, and details.

Give concrete examples.

Use precise, active verbs.

195.

196. Examples:197.

198. Instead of this 199. Write this

200. Please bring with you

necessary tools and materials for the

seminar-workshop.

201. Each participant is reminded to

bring a laptop a digital camera.

202.

203.

3.Consideration (and/or Courtesy)

Be polite

Always have your audience first in mind: ask yourself how the

message youre communicating can profit them

Focus on you instead of I or we

Emphasize positive, pleasant facts (when you can)

204.

205. Examples:

206.


209. Tuesday is the only day we can

promise quick response to purchase order

request we are swamped the rest of the

week

210. If you need a quick response,

please submit your purchase on Tuesday.

211. We offer MP3 players with 50,

75, or 100 gigabytes of storage capacity.

212. You can choose an MP3 with

50, 75. Or 100 gigabytes of storage

213. We apologize for

inconveniencing you during our

remodelling.

214. The renovation now under way

will help u serve you better.

215.

216.

4.Clarity

Avoid wordiness.Avoid vague language.

Use the active rather than the passive voice when you can.

Make sure your message cant be misinterpreted.

217.

5.Conciseness

Get straight to the point.


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Use short, effective (not choppy) sentences.

State only relevant information.

Avoid repetition.

218.

219. Examples:

220.


223. We will be sending to you the

cards with seal and signature as soon as

possible.

224. We will deliver the sealed and

signed cards immediately.

225.

226.

227.

6.Correctness

Have perfect grammar, spelling, and punctuationerrors will make

228. you look careless or even uneducated.

Make sure your facts and figures are accurate.

Make sure your documents are in the correct format.

229.230.

231.

232.

233.Approaches in Writing Business Letters

234.

235.

236.

A.The Direct Approach

237.

238. In these situations there is only one rule: Start with the good news. Goodnews will put the reader in a friendly, receptive frame of mind for anything

else you say. Follow the good news opening with the next most pleasant

point for the reader, then the third most pleasant, and so on. The last

paragraph of the letter should leave the reader in a friendly frame of mind.

239.

240. Examples of routine types of correspondence that use direct approach

are those:

1.Requesting appointments or reservations.

2.Requesting information about products and services.

3.Saying yes to inquiries and requests.4.Granting adjustments and credit.

5.Sending goodwill messages.

241.

242.

B.The Indirect Approach

243.


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244. You can help break the bad news as gently as by organizing your letter as

follows:

1.Buffer Paragraph Begin with something in the situation that you and the

reader can agree on. It may only be that the reader was right to come to you

with the problem. If there are no points of agreement, pay the reader a

compliment (but not flatter), or say something friendly. However, you must not

appear to be saying yes.2.Reasons and Refusal After the buffer paragraph, give the reasons for refusing

or for giving the bad news. Begin with your best reason for refusal, go on to the

next best, and so on. After giving the explanation, use a middle paragraph for

the actual refusal.

3.Finding By the end of the letter, you are past and rough parts. You can then

offer a counterproposal to what the reader asked or resell your point of view.

Even a bad news message should end on a hopeful note.

245. Examples of types of correspondence that use the indirect approach are

those:

1.Refusing appointments or reservations.

2.Saying no to requests for information about products and services.

3.Turning down invitations.

4.Saying no to inquiries and requests.

5.Refusing an order.

6.Refusing to make adjustments and credit.

7.Turning down a job applicant.

246.247.

C.The Persuasive Approach

248.

249. The main rule to remember in the persuasive approach is the call for action

is at the end of your message. A good sales letter will be structured something like

this:

1.Attention In the opening of paragraph, you should promise or imply some

benefit or reward for the reader. This capture the readers attention, sets the

tone of the letter, and prepares the reader for what follows.2.Interest Second, you will arouse the readers interest if you describe how the

product or service would benefit the reader. A description written with a you

attitude will help the reader imagine himself or herself using the product or

service.


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3.Desire Next, give physical details of the product or service, such as

dimensions and materials, and so on. These details will help clinch the sale by

whetting the readers desire for the product or service.

4.Action Finally, ask for readers response or for the order, if appropriate. The

request for the action should make the readers response as easy as possible.

This is as much of the formula for a sales letter as you will need.

250.251. LETTER OF REQUEST AND INQUIRY

252.

253. Letter of Request

255. Aletter of requestorrequest letterseeks help or assistance from a

person or institution. It must be direct, concise, and courteous. It must reflect your

confidence and positive attitude. It must be brief, straightforward; thus, you must avoid

irrelevant explanation.

256.257.

258.Sample letter of request

259.

260.

261.

262.

263.

264.

265.

266.

267.

268.

269.

270.

271.

272.

273.

274.

275.

276.

277.278.

279.

280.

281.Letter of Inquiry

Gentlemen:

As we are particularly enthusiastic to promote our office furniture in Boracay

Island, we are writing to ask if you are prepared to display the complete range

of office desks, cabinets and executive chairs as shown in the enclosed

catalogue for a period of six weeks this summer.

This will hope promote your innovative and culturally rich designs and will

further help in promoting local tourism.

We would be delighted to hear from you about this matter. In return for this

request, we are willing to grant you highly favorable terms.

We look forward to hearing from you.


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282.

283. Aletter of inquiryorinquiry letterseeks information about

people, services rendered, products manufactured, prices or quotations,

catalogue, a firms policies such as those relating to sales, credit and

collection, personnel, and the like. A good inquiry letter must state exactly

and completely the required information. It should be brief, direct to the

point and courteous.

284.

285.

286.Sample letter of inquiry

287.

288.

289.

290.

291.

292.

293.

294.

295.

296.

297.

298.

299.

300.

301.

302.

303.

304. We may follow the following content-format:

305.

306. Paragraph 1

Dear Dr. Villanueva:

I wish to ask information regarding admission to Aklan Catholic College.

At present, I am a senior high school of Holy Rosary Academy. I expect to

graduate this March. Upon graduation, I plan either to take Hospitality

Management or Commerce.

Aklan Catholic College is known for its excellent faculty and relevant

programs yet with affordable tuition fee rate. Because I want an excellent

college education, I intend to pursue either of the two courses I have

mentioned above. Could you therefore give me information about these two

programs? Please include the curricula, admission requirements and

schedule of fees.

I will be glad to hear from you.

Very truly yours,


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307. State your request and purpose of the information you may get from

them.

308. Paragraph 2

309. Explain the details of the specific information needed and its possible

uses. This is optional you may explain the advantage of the request to the

reader if granted. Also, you may explain, without resorting to flattery, why

you have addressed the inquiry to the reader.

310. Paragraph 3

311. State the specific course of action you may expect from the reader. Close

felicitously. Facilitate action by enclosing stamped, self-addressed envelope or by

giving your telephone number. Suggest that you are willing to return the favor if

opportunity arises.

312.

313.Self-check 2.2-1

314.315. Instructions: Identify what is being asked in the statement. Encircle your

answer.

316.

1.A part of a letter written in the indirect approach which prepares the reader for

the negative response

a.finding

b.reason

c.refusal

d.buffer paragraph

2.A part of a letter written in the indirect approach that suggest counterproposals

to the sender of the letter

a.refusal

b.buffer paragraph

c.finding

d.reason

3.What approach should be used when delivering bad news?

a.direct approach

b.indirect approach

c.persuasive approach

d.none of the above

4.A letter that refuses to grant a request for financial support should be written in

what approach?

a.persuasive approach

b.indirect letter

c.direct approach

d.none of the above

5.This part of a letter written in the persuasive approach explain how the reader

can benefit from the product or service

a.actionb.interest

c.desired.attention

6.Which among the following letter is not written in the persuasive approach?

a.a letter that reminds the settlement of credit

b.a letter that expresses gratitude to customers

c.a letter that invites someone to give a speech

d.a letter that sells food supplement that sharpens the memory


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7.If a letter adopts the you attitude and writes the letter in the perspective of the

reader, the letter has:

a.Concreteness

b.Clarity

c.Consideration

d.Completeness

8.If a letter is too long and wordy, it needs __________.

a.Clarity

b.Concisenessc.Completeness

d.Concreteness

9.Which of these is just an optional part of a letter?

a.Salutation

b.Subject line

c.Complementary close

d.Inside address

10.Which among the following is the standard style of writing the date?

a.3 February 2012

b.Feb. 3, 2012

c.3-2-12

d.February 3, 201211.A letterhead of a business letter contains the following Except one

a.address of the writer

b.name of the organization

c.designation of the receiver

d.contact information of the organization

12.A part of a business letter that contains the title or designation of the receiver of

the letter

a.heading

b.salutation

c.inside address

d.signature block

13.Where is the attention line written?

a.two spaces below the dateb.two spaces below the inside address

c.two spaces below the salutation

d.two spaces below the heading

14.It is a form of common courtesy used to open the content of the letter

a.heading

b.body of the letter

c.complementary close

d.salutation

15.A signature block is composed of the following but one

a.writers name

b.writers address

c.writers position

d.writers signature

16.It is written to show the people involved in preparing a written communication.a.enclosure notation

b.post script

c.reference initials

d.carbon copy

17.Any document that is attached to the letter is called

a.carbon copy

b.enclosure notation

c.enclosure

d.signature block


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18.What if the purpose of a carbon copy notation?

a.to show how many copies of the letter is reproduced

b.to indicate how many persons are the letter sent to

c.to show the original receiver who are the other receivers

d.to show all the receivers who are the other receivers of the letter

19.A post script is written toa.show gratitude to the receiver

b.highlight important points in the letter

c.show appreciation to the receiver

d.modify something that has been mentioned in the body

20.A part of business letter that briefly shows the purpose of the author

a.subject line

b.body

c.post script

d.enclosure

21.The main goal of a request letter is toa.ask permissions from related authorities

b.request for monetary support from the administration

c.file for a promissory

d.ask for assistance from an individual or groups

22.What is the main distinction of an inquiry letter to a request letter?

a.It asks for more specific assistance.

b.It demands a more immediate action.

c.It asks for information.

d.It is shorter than a letter of request.

23.Which of the following needs a request letter

a.demographic profile of population

b.schedule of fees

c.assistance of personnel

d.copies of catalogue

24.In writing an inquiry letter, stating the specific information sought is usually

written at the

a.first paragraph

b.second paragraph

c.middle paragraph

d.last paragraph

25.Which of the following is NOT a function of an inquiry letter?a.ask for financial assistance

b.ask for catalogues of new furniture

c.ask for information on demographic profile

d.ask for schedule of fees

26.

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