READING AND WRITING SKILLS

STEM 11 | Janna Mariz Layno

Lesson 9: Other Forms of Office Correspondents

A. Letter of Inquiry and response to an inquiry

B. Letter of Complaint and Adjustment
C. Resignation Letter
D. Collection Letter
E. Letter of Recommendation
G. Letter of Commendation

Letter of Inquiry and response to an inquiry

1. Letter of Inquiry
→ the writer states the type of information that he needs why he needs the information and
why he has selected the reader as the source of information.
→ expresses his appreciation and may offer to reciprocate the kindness he expects to receive
from the reader.

2. Response to an Inquiry
→ an experienced business person knows that request or inquiry for information is an
opportunity for building a better relationship.
→ when a response to an inquiry is promptly and properly written it is good for business.
→ it builds goodwill and may carry the need for future business.

Letter of Complaint and Adjustment

1. Letter of Complaint or Claim Letter

→ their complaints should not be called complaint letter because complaint connotes would
lead to misunderstanding with the customers.
→ letters about such complaints are called claim letters.
→ claim letter must take a positive stand, describing what is wrong and suggesting what can
be done to correct the situation.
→ When the merchandise has proved unsatisfactory, or an error has been made, the
customers should state the fact briefly and honestly, giving all necessary details.

2. Adjustment Letter Letter

→ written in response to a complaint or claim letter is called adjustment letter.
→ A letter of adjustment is written to give a solution or a remedy to the customer's complaints
on the product delivered, services rendered, and errors in policy or procedure.
→ The goals here are to correct the error, regain customer's confidence, and promote future
business.
 Resignation Letter

Letter of resignation / Resignation letter

→ written when an employee decides to leave a company.
→ The letter states the reasons for resigning and the effectivity of the resignation.
→ The writer also usually includes kind words of appreciation for the company and expresses
gratitude for the kindness he/she received.

Collection Letter

Collection letter
→ sent out when credit customers fail to pay their account on time.
→ These letters are the least welcome among letters, so they require a good tone.
→ A company's collection system uses a variety of follow up forms and methods, such as
printed notices, form letter, personal letter and telegrams, telephone calls and personal
visits.

a) Printed notice - a monthly statement rubber stamped with PAST DUE

b) Form letter - a duplicated letter with blanks spaces filled up with the date, inside address,
solution and specific information such as amount overdue.
c) Personal letter - not usually an original letter; rather it is often adapted from sample letters that
the company has used over some years with some revisions that present circumstances call
for.

Letter of Recommendation

Letter of Recommendation
→ written by a person who has been asked by a job applicant to serve as a personal
reference. The letter should give an honest appraisal of the applicant.
→ The recommendation means an act of showing, making and favoring a person, an idea or
a course of an action to another person or a group of persons.

This letter can function in the following manner:

1. Recommendation of another professional who can help the client.

2. Recommendation for the discontinuance of the use of particular equipment.
3. Recommendation to add more weight to an application.

Letter of Commendation

Letter of commendation
→ an interoffice correspondence.
→ written to comment a person for an exceptional tasks or act done.
→ It is one way of uplifting the quality or characteristics of a particular person to inspire more
accomplishing tasks designated to him/her.