SUBJECT TECHNICAL WRITING CODE ENG 312 QUARTER FINAL
discuss the different types of business letter; and COURSE/YEAR
LEARNING
OBJECTIVE/S
write different types of business letter
BSED-III
TOPIC Types of Business Letters
REFERENCE Technical Writing: A Resource Guide to Writing Across the Discipline
INSTRUCTOR ALIMAR I. PALLONG, LPT
CONTACT 09621179636
NUMBER
RATIONALE MODULE 1 (Week 1-2)
Types of Business Letters
Letter writing is the only device for combining solitude with good company.
- Lord Byron
There are different types of business letters that are commonly used in the corporate world. They differ
in purpose, style, and nature. Some business letters transmit good news while some transmit bad news.
Moreover, some letters of interest to the reader which do not affect the emotion and feeling of the
reader are called routine letters.
Writing Good vs Bad-News Business Letters
If the business letter directly affects and stirs the emotions and feelings of the reader, it is either a good
or bad news business letter. If you are writing a letter promoting someone from your employee in your
company, if you are commending a team in your corporation for beating the monthly sales, you are
probably writing a good-news letter. The good-news business letter is light in mood expressing pleasant
information. Unfortunately, there will be times wherein you will be required to write bad-news business
letters. If you are writing a letter rejecting a job applicant, if you are writing a thank-you letter for an
employee, or worst, writing a letter to fire an employee, you are probably writing a bad-news business
letter. No matter what type of letter you are writing, no matter how good or bad the letter is, always
make sure to be professional in writing the business letter. Mind over matter is the rule of the game.
There are common types of business letters such as the following:
1. Application Letter
- is sometimes called cover letter, is composed persuasively whenever you are applying for your target
job. This letter is usually accompanied by your resume for additional information of you experiences and
skills.
In writing your application letter, you may follow this format:
First Paragraph: Determine the reason/s why you are applying for the job. Mention if the job is solicited
or unsolicited.
Second Paragraph: Explain why you deserve the job without being too boastful. You may support it by
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citing your qualifications.
Last Paragraph: Even if you think you are hired or not, thank the hiring personnel.
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2. Letter of Inquiry
- is a letter that asks for a particular information or assistance. This type of business letter is direct and
the questions are constructed to get the information straightforwardly.
In writing a letter. of inquiry consider, the following guidelines:
First Paragraph: Begin with the most important question or a summarizing statement.
Second Paragraph: This part may contain the explanation or list of questions.
Third Paragraph: The ending should tell the reader what you want to be done and when.
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3. Letter of Reply or Response
-is written in response to a letter of inquiry which directly answers all the inquiries regarding the
company's products or services. As part of business as usual, most companies promptly reply to all the
inquiries addressed to them.
In writing the letter of response, the following steps may help you:
A. Acknowledge the inquiry by mentioning important details from the letter of inquiry you received.
B. Build goodwill and pave the way for future contacts by using a cordial or friendly tone.
C. Answer the questions fully and send prompt replies.
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4. Letter of Request
- is commonly used everywhere. We daily use it in academe, in industry, even in corporate world. The
main purpose of this letter is to request for something you need.
In writing a letter of request, you may follow these steps:
First Paragraph: (orientation) This is the introduction part where you begin with the details of the event
or any activity. The date, time, and venue should be also indicated.
Second Paragraph: (Information) In this part, you need to mention the requested materials or
equipment or even venue. You need to be very specific in this part.
Last Paragraph: (Action) Thank the person in charge to promote good will.
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SELF-BASED ACTIVITY WORKSHEET
ENG 316 (TECHNOLOGY IN LANGUAGE TEACHING)
Name: Score:
Course/Year: Date:
ASSESSMENT (MODULE 1) WEEK 1-4
ACTIVITY I-ESSAY
DIRECTONS: Explain the following briefly. (10 points each)
1. In your previous modules, you have learned about the different types of business letter. As a
professional, why do you think it’s significant to use business letter?
2. In your opinion, why do you think business letter is a product of Technical Writing?
Rubrics 8-10 5-7 1-4
Constructed an answer Constructed an answer Constructed an answer
relevant to the question partly relevant to the almost relevant to the
with no grammatical and question with less question but with
syntactical error. grammatical and syntactical grammatical and syntactical
error. error.
Prepared by:
ALIMAR I. PALLONG, LPT
Instructor
SUBJECT TECHNICAL WRITING CODE ENG 312 QUARTER FINAL
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LEARNING Analyze how to write a memorandum; and COURSE/YEAR
OBJECTIVE/S write a memorandum
BSED-III
TOPIC Writing Memoranda
REFERENCE Technical Writing: A Resource Guide to Writing Across the Discipline
INSTRUCTOR ALIMAR I. PALLONG, LPT
CONTACT 09621179636
NUMBER
RATIONALE MODULE 2 (Week 3-4)
Writing Memoranda
A memorandum is written not to inform the reader but to protect the writer.
- Dean Acheson
Memo is one of the most frequently used words in the corporate world. However, some employees are
still confused on what a memo is. Due to lack of knowledge and background about the definition and
contents of the word "memo," sometimes, it denotes something negative especially if you will learn that
it came from your superiors.
Memo as defined by Collins Dictionary is a short official note that is sent by one person to another
within the same company or organization to remind the recipient. It is a clipped or shortened term for
memorandum. It is one type of business correspondence together with business letters, contracts,
certifications, and endorsements which is written for the purpose of effective management.
Writing effective memorandum is an essential skill especially for business managers and administrators.
If a memorandum is well-written, then, it may express its message successfully. On the contrary, if
memorandum is drafted poorly, it might fail to deliver its purpose and might give negative impressions
about the writer.
How long should a memo be? According to Locker (2006), some organizations force writers to be
concise by requiring or encouraging one-page memos. In simple situations, a page may be more than
you need. In other situations, careful revising and editing may enable you to cut your memo to a page.
When you can't get everything on one page even with careful revision, put the key points on one well-
designed page and attach appendices for readers who need more information.
Minas et al. (2010) shared two essential facts about inter-office memorandum. First, a good memo
passes departments, between individuals in different departments, between management and the staff,
and others. Second, most firms provide printed forms and restrict inter-office correspondence to one
subject only in order to encourage conciseness and clarity and to facilitate filing and reference.
A memorandum, just like any business correspondence must consist of the following basic elements:
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1. Heading - most of the time, companies create their own heading
2. Dateline - the actual date when the memorandum is issued
3. Number - refers to the frequency of the issued memos
4. Receiver - the person whom the memorandum is to be sent.
5. Sender - the person who issued the memo
6. Subject - the topic or title of the memo
7. Enclosure - an optional part which includes the attachments
In writing memorandum, we should take note that there is a subtle difference between using
Memorandum For and Memorandum To. The first is usually written by a subordinate addressed to his
superior while the latter generally comes from the superior addressed to his subordinates. Lastly, we
should always remember that letters normally go to people outside your organization; memos go to
other people in your organization.
A Sample Memorandum
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The memo usually answers the following questions:
1. Who wrote the memorandum?
2. When was it written?
3. What is the memorandum all about?
4. When is the event?
5. What is the directives to the receiver?
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SELF-BASED ACTIVITY WORKSHEET
ENG 316 (TECHNOLOGY IN LANGUAGE TEACHING)
Name: Score:
Course/Year: Date:
ASSESSMENT (MODULE 2) WEEK 1-4
ACTIVITY II-WRITING A MEMO
DIRECTONS: In a short bond paper, construct a Memorandum using any topics or previous activities
in your school. (50 points)
Note: use accurate name of sender and receiver in your school. Actual activities or announcement in
the school is highly recommended to use as subject in your memo. Place your memo in a short
brown folder before submitting.
Prepared by:
ALIMAR I. PALLONG, LPT
Instructor
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