Business

Letters and
Lesson 1Memos
Chapter 3- Technical Writing Assignments

Presented by: James Raphael Arnillo BSEd English 2A

 Learning Objectives
At the end of the lesson, the pre-service teacher (PST) should
be able to:
• Identify the different types of business letters and memos,
• Demonstrate awareness of the importance of effective
business communication in professional settings; and
• Adapt formatting and style based on different types of
business communication.
 Introduction
Business letters and memos remain crucial in today's digital age, despite the rise of
instant messaging. They offer a formal, documented record of communication,
establishing a clear paper trail for important information, agreements, or instructions.
They also project professionalism and gravitas, particularly for external
communications, building trust and confidence with clients or partners. While emails
offer convenience, letters and memos ensure clarity, permanence, and a polished
impression, making them essential tools for effective business communication.
 Sales Letters
Sales letters are convenient and effective way of securing
business. A single letter is often duplicated and sent out by the
thousands or the tens of thousands. These are letters written to
communicate to make sales. In other words, it is a form of
communication to present a product or service to a specific
group by grabbing their attention and creating the need to do
some action. It is like salesman in person.
 • To reach the target reader to buy the

Objective product.
• To give an idea on the presence of
the product in the market.
s of • To touch base potential customers.
• To expand the market.

Sales Letter
 Advantages of Sales Letter

Advantage • Cost efficient

• Time efficient
• Reaches the client or audience
s of where the salesman cannot
• Make clear all necessary details

Sales Letter • Convenient,

comprehensive
efficient, and
Elements of Sales
Headline:
This is the part where the writer should catch the
attention of the reader and gives the main reason for
sending such a letter.
Elements of Sales
Introduction:
This introductory paragraph gives the necessary
information and specific details of the product or
services to be availed.
Elements of Sales
Body:
This is the part where the writer expands more on
the worth of the product or services offered. He can
build his credibility by giving a list of satisfied
customers or positive feedback from costumers.
Elements of Sales
Call to Action:
This is the closing part of the letter where the writer
asks for the reader’s response. This part should end
with a note of gratitude.
Tips for Writing Sales
Letter
1. Introduce yourself properly including the product
you are selling. Use a headline and make sure your
details of the product are complete and clear.
2. Choose well the words to use to avoid confusion
and to be relatable to your targeted audience.
3. Make sure your first sentence of every paragraph
count; this should make an impression on the reader
and should compel him or her to decide positively on
your sales letter.
Tips for Writing Sales
Letter
4. Be keen on the use of font styles, font sizes,
bullets and numbering, etc; these should be formal as
well as the tone and presentation.
5. Use appropriate salutations and closing sentences.
Avoid the use of slang words.
6. Include your contact details, your complete name,
and signature in the closing of the letter.
7. Review and revise before sending the letter.
Types of Sales
Letter
1. Introductory: When a company introduces
a certain product, usually a new brand or a
variant from existing products, companies
write introductory letters to their sales
partners. This letter gives all the necessary
details about the new product or services
offered. The main function of this letter is to
make the reader attentive and interested so
that appropriate positive action may be done.
Types of Sales
Letter
2. Product Update: As the name suggests, this
type of letter s to give additional details of
the new products compared to the older ones.
In this letter, the writer may include
discounts that may be availed and other
limited offers being set by the company.
Types of Sales
Letter
3. Selling Incentive: This letter should build
excitement for the readers and should compel
them to buy the new products offered. It
presents the many reasons why the product
must be bought, the benefits they get should
they avail of what is being offered.
Types of Sales
Letter
4. Thank You: Companies send this type of
letter to show how they value customers and
clients, making them feel important in their
business.
Types of Sales
Letter
5. An invitation letter makes customers feel
significant as they are invited to any
company celebration. This is also an
opportunity for the company to advertise
further its other products and services.
Types of Sales
Letter
6. Lost Customer: Some customers may have
been inactive, so companies write this type of
letter to reach out and continue to make sales.
With this, good deals are done and
relationships are rebuilt.
Letter of Inquiry
Format
First Paragraph
It is important to start the letter by
establishing who you are as the writer,
where you are connected or your
address and position in an institution or
firm. This is to build that this letter is
not a prank.
Letter of Inquiry
Format
Second and Third Paragraphs
The second paragraph will slowly
introduce the reasons for writing the
letter and how the information needed
will help you. Be specific and clear on
the kind of information needed. Include
how the reader may send the
information and the time element if
necessary.
Letter of Inquiry
Format
Last Paragraph
Close the letter by offering some form
of incentive for responding; however,
sound professional when doing so.
Always end with a note of gratitude.
Memo
 What is
Memo?
A memo is an internal working letter written to share
information among a group working in the same organization
or department. It is a bit informal since the writer, usually, the
head of the office or the department may use jargon and
abbreviation understood by the members of the group.
Most memos give out directives or information. They always
have numbers or codes to create a paper trail for future
reference. In this age of technology, many companies have
made use of e-mail where memos are sent in soft copies.
Writing Memos
• Always remember who the readers are. Align the tone and as mush as possible sound
conversational.
• It is best to make a short memo with a single topic. Do not squeeze other topics into one
long memo. Having a single topic keeps focus.
• Provide a subject line to direct the readers’ attention to the agendum of the memo. Be
direct to the point. Include background details only when necessary.
• If there is a need to refer previous conversation or documents, always specify the date, or
memo number if provided and the gist of the exchange.
Writing Memos
• Some would put the word MEMORAMDUM. This is usually placed at the top of the
page.
• You may use the word SUBJECT instead or ‘RE.
• For easy identification as to who else received the copy, you place CC which means
carbon copies, then the names of those who were sent copies of the memo.
• You may also attach other documents by writing Enclosures or Attachments.
Thank You
Reference:
Mananay, Jennifer A., et. Al(2023)Technical Writing.
Lorimar Publishing Inc.