TASK SHEET 2.

2-1
Title:

Writing Letter of Inquiry and Letter of Request

Performance Objective:
Given the necessary tools and materials you need to write a
request letter and an inquiry letter in accordance to rules, standards,
formats, and the 6 Cs.
Supplies/Materials
:
Written instructions/specifications

Coupon bond

Tools/Equipment

Desktop computer

Printer

Steps/Procedure:
1. You will be provided with the necessary materials and equipment.
2. Write a letter of request based on the following communication
situation.
Communication Situation: Using the modified block style, write a
letter to Mr. Luis D. Solidum, Manager of an antique shop at 456
Guiller Bldg., Roxas Ave., Kalibo, Aklan. Assume that you are the
Tourism Coordinator of our province. On a certain date you will
be having an exhibit of our heritage at the Kalibo Airport Lounge.
Invited guests come from different regions and countries. Write
Mr. Solidum a letter asking his help in providing displays of his
antique collection. Use font style times New Roman, 12 pts.
3. Write a letter of inquiry based on the following communication
situation.
Communication Situation: Using the full block style, write an
inquiry letter to Mr. Jowel P. Salibio, Executive Sales Officer of
Boracay Regency Hotel. Assume that you are the coordinator of a
seminar-workshop of the League of Vice-Mayors of Aklan. Ask the
package

deal

for

20

pax

including

meals,

hotel

room

accommodation, function hall for the seminar-workshop that will

cover a 3-day-2night stay. Letter style: Full-block. Use font style
times New Roman, 12 pts.
4. Print the letters, sign, then submit.
Assessment Method:
Output rubric

Criteria

Structure

3
Accomplished

4 Exemplary

1 Beginning

Accurately uses Mostly uses

Some noticeable Several
correct
correct
errors in use
noticeable
business
business
of correct
errors in use
letter format
letter format
business letter
of correct
(heading,
(heading,
format
business letter
greeting,
greeting,
(heading,
format
introduction,
introduction,
greeting,
(heading,
body, closure,
body, closure,
introduction,
greeting,
signature,
signature,
body, closure,
introduction,
enclosure,
enclosure,
signature,
body, closure,
and copy)
and copy)
enclosure, and
signature,
copy)
enclosure, and
copy)

Organization is
Appropriate
to the writers
purpose.
Paragraph

order follows
Organizatio
the suggested
model.
n
of

Message
is
message
complete and
correct.

Content

2 Developing

Letter clearly
states the
purpose

Organization Organization is No organization

is appropriate
not
pattern is
to the writers
appropriate to
apparent.
purpose.
the writers
Paragraph order
Paragraph
purpose.
does not follow
order is close Paragraph order
suggested
to the
is close to the
format.
suggested
suggested
Message has
model.
model.
enough
One piece of Two pieces of
missing or
information
information
incorrect
is missing or
are missing or
information to
incorrect.
incorrect.
be ineffective
in meeting the
writers goal.
Letter clearly
states the
purpose

Purpose of
letter is
unclear

Purpose of letter
is unclear
Main idea is not

Tone

Word choice
is
appropriate
for audience.
Writer uses

action verbs.
Use of

passive voice
ONLY as
needed.

Some
explanations
or facts used
to support
the main
idea
Somewhat
hard to
follow
Tone is
generally
appropriate
for intended
audience

Word choice
is mostly
appropriate
for audience.
Writer uses
action verbs.
Use of
passive voice
ONLY as
needed.

More
supported by
explanations or
explanations
facts
or facts need
to be used to Letter rambles;
support the
hard to follow
main idea
or understand
Hard to follow Tone is
Tone is too
inappropriate
for intended
formal or too
audience
informal for
intended
audience

Word choice is Word choice is

inappropriate
unprofessional.
for audience.
Writer
sometimes
uses action
verbs.
Too much use
of passive
voice.

Typed, using Letter typed

Letter typed
correct
with few
with frequent
spacing,
problems in
problems in
font, and
spacing, font,
spacing, font,
format
or format
or format

Accurate use One or two

More than two
Incorrect use
of
mistakes with
mistakes in
throughout the
punctuation
punctuation
punctuation or
letter of
and
or grammar
grammar
punctuation or
grammar
One or two
More than two
grammar
No spelling
spelling errors
spelling errors Frequent spelling
errors
errors distract
from letter

Appearance

Language
Usage

Appropriate
explanations
or facts used
to support
the main
idea
Easy to
follow
Tone is
appropriate
for intended
audience

Letter not typed;

wrong format
used and hard
to read

Information Sheet 2.2-2

Writing Sales, Order, Acknowledgment, and Claim Letters

Learning objective:
After studying this information sheet, the trainee will be able to effectively write
sales, order, acknowledgment, and claim letters.

ORDER LETTER
An order letter contains specific information in buying a product, service,
merchandise, etc. It must be specific and complete. When writing an order letter,
you must include needed information about the merchandise, among which are
the following:
1. A complete description of the merchandise you want to order:
a. trade name

e. color

b. quantity

f. catalog number

c. size

g. quality

d. style

or

style

h. price

number
i.
2. Necessary information about the delivery of the goods
a. complete name and address of buyer or consignee
b. date of shipment
c. mode of shipment
d.
3. Mode of payment
a. check or draft

d. C.O.D.

b. charge

e. On account

c. money order
f.

Gentlemen:

4. Credit reference, if open account is requested

Please send me the following items:
QUANTITY
2 pcs.
3 sets
3 botts
5 reams

DESCRIPTION
Gold-plated Ballpens-BIC
Corona paste-colored pencils
Quick ink, blue, large, waterproof
Oslo paper, white, 8 x11

UNITPRICE

TOTAL

P 150
400
100
90

300
1,200
300
450
-------------

P 2,250
I shall appreciate your delivering these items before September 25 in my name and
to the address stated in this letterhead. I have enclosed here a photocopy of the BPI
deposit slip of the transaction I made to your account to pay this order.

5. ACKNOWLEDGMENT LETTER
6.
7.

An acknowledgment letter confirms the order letter received. It is a

way of saying welcome or thank you to the customers for the
opportunity to do business with them.

8.
9.

Below is a sample of an acknowledgment letter.

10.
11.

Gentlemen:
12.
It is a pleasure to receive your order of 2 pcs. Gold-plated Ballpens-BIC, 3 sets Corona
paste-colored
pencils, 3 bottles of Quick ink, blue, large, waterproof, and 5 reams Oslo paper,
13.
white, 8 x11in size. The order is being packed for delivery on September 25 as you
14.
requested.
Since you are a new customer, we would like to assure you that we shall always try our
15.
best to provide you with top quality school products and efficient service.
16.
We hope that you will find everything in good order and we look forward to serving you
17. soon.
again
Truly yours,
18.

19.
Seth D. Sorosa
Manager
20.
21.
22.
23.
24.
If the order
cannot be filled, a letter of explanation should be sent to the
customer.
25.
26.
27.
SALES
LETTERS
28.
Sales letters are well-planned letters aimed at promoting a
product or service, or at inviting inquiries, and generating sales
ultimately. The writer must study the psychology of business
thoroughly. The letter must be an advertisement as well as have a
persuasive effect.
They must be appealing since existence,
survival, and growth of business depends on them.
29.
The sales communicator should consider the items below
in writing the letter.
30.
1. What he
wants to sell

31.
A
product or a service
32.
2. What his
aim is
33.
To
inform
To tease
34.
To
educate
To generate queries
35.
To
sell
To reinforce an idea
36.
To
change peoples minds
37.
3. What his
target market is
38.
Me
n(what age), women (what generation), income bracket, ABCD
Market,
39.
the
ir needs, their wants in addition to the demographic profile.
40.
4.
What
strategy or appeal to employ
41.
42.
Take a look
at the sample sales letters below:
43.
Sample
Sales Letter 1
44.
Dear
Mr. Gomez:
45.
Have you taken a look around your office lately? Is your furniture drab and shabby looking?
46.your office give your firm the appearance of success and prosperityor does it make your client
Does
think
this man must not be doing very well?
47.
Now is a very good time for you to visit our Office Furniture Department. Every item is reduced
2048.
percent during the month of September. Our decorator is a specialist in office layout and
furnishings. He can help you select appropriate matching furniture, rugs, and draperies and his
49.
advice is free for asking. You will be under no obligation to make your purchases from us, but you
cant
beat our low prices and large selection anywhere else in Furniture City.
50.
Call 268-4254 and ask for Mr. Cruz. He will be happy to make an appointment to visit your office
51.
and
help you with your redecorating problems.
You cant afford to miss this once-a-year sale of office furniture and furnishings. So, to take
52.
advantage of export free advice and substantial savings, call or come in to see us today.
53.
Sincerely yours,
54.
Zacharias T. Perlas
55.
Manager
56.
57.

58.
59. Sample Sales Letter 2
60.
MANAGEMENT ASSOCIATION OF THE PHILIPPINES
MAP Building,
61.Buendia
Makati City
62.
December63.
16, 2011
64. & Co.
Joaquin Cunanan
Price Waterhouse,
65. CPAS
Multinational Building
66.Makati City
Ayala Avenue,
67.
Attention:
Mr. Fortunato B. Cruz
68. Partner, In-charge of Personnel
69.
Dear Sirs:
DO YOU KNOW
70. THAT
There is no hit-or miss formula for leadership?
71.
That is costs so little to become a leader?
That it 72.
takes effort to become one, though, and
that by learning the techniques offered by the Dale Carnegie Course 267, you can become one?
73.
While natural
74.leadership qualities are important, there are but as few inborn leaders among men today. For this reason,
most leadership capabilities are acquired through intensive training. This is where Dale Carnegie Course 267 comes in
75.
What to gain
76.by enrolling in the Dale Carnegie Course? You can acquire the skill or the ability to become a leader where
you can learn what there is to know about human relations, public speaking, preparation for leadership and personality
77.
development.
78.
How can it be done? By learning the techniques of becoming one and by its application in the real world on your day-to79. in your fellowmen.
day interaction
We will have one or two guest in every session who are figures in the national scene, who excel in various fields of human
80.
endeavor and who speak their own experiences.
Take a sneak
81.preview on Saturday, January 5, 2012, at the MAP Building in Buendia observe how this seminar conducted.
Come the next nine consecutive Saturdays thereafter, the seminars continue and then will reach its completion. Make an
82.with us before January 5 if you need further particulars. This may be your initial step towards effective
Appointment
leadership.83.
Yours very84.
truly,
85.
Geronimo Dela Merced
86.
Seminar Consultant
87.
Enclosure
88. Sales letters are used to set up or confirm appointments,
GM:gtt
P.S. The enclosed brochure includes the list of instructions who will handle the seminar and
announce sales promotions, congratulate sales people on their the
names of the guest speakers.
successes and introduce new sales people to their clients. The
letter is a sales tool in itself which is more creative in content and
composition than other kinds of letters.
89.
90. The steps below will help you prepare a sales letter.
91.
92. Step 1: State your purpose in the first part. It may be a request
for an

93.
appointment or to introduce a new sales person.
94. Step 2: Give details or background information. This part
should be persuasive.
95.
This can be a part where reasons for request is given.
96. Step 3: Give a statement of desired action. This part gives the
summary
97.
reminding the customer the nature of the letter.
98.
99. Here are parts of a good sales letter:
100.
101. 1. Attention. This should elicit interest, questions, and reaction
using physical or verbal means. Pay attention to color, design,
picture, visuals,
letterheads, tinted stationary, colored print,
font, script, italics, underscoring, unusual punctuation.
102.
103. 2. Interest or Desire. This should hold attention of the reader.
This includes a description of the product for visualization.
104.
105. 3. Conviction. This part tells the customer to buy the product
by saying he cannot pass it up and telling him that it is not too
costly.
106.
107. 4.
Action.
Give specific direction for ordering and offer
inducements.
108.
109. COMPLAINT OR CLAIM LETTER
110.
A complaint or claim letter aims to ask for a resolution if a
mistake or error happens in a business transaction. The aggrieved
party writes a letter of complaint to which the recipient answers or
does something to correct the error or mistake.
111. Take a look at the sample complaint or claim letters below.
112.
113.
114.
115.
116.
117.
118.
119.
120.

121.
122. Sample Complaint Letter 1
123.
124.
Manila Appliance Center
532 Rizal Avenue
125.
C.M. Recto, Manila
126.
Dear127.
Sirs:
128.
Yesterday, I bought a flat iron from your store for Four Hundred Ninety-Five
Pesos
(P495.00)
under Invoice No. 3231
129.
130.
When I reached home and began to iron clothes, the iron failed to generate
heat131.
even when turned to the maximum. I also noticed a small cloud of smoke
emanating from the iron which smelled something burning inside.
132.
Along with the letter, I brought the iron for your inspections and repair.
133.
However, if it is beyond repair, I would appreciate your replacing the iron with a
more134.
reliable one.
Yours very truly,
135.
136.
Rhea fe C. Igne
Manager
137.
138.
139.
140.
141.
142.
143.
144. Sample Complaint Letter 2
145.
Abenson, Inc.
c/o
Waltermart
Dasmarias, Inc.
146.
Dasmarias, Cavite
147. 15, 2015
December
148.
Dear Mesdames:
149.
On January 12, 2012, I purchased a Goldstar non-frost refrigerator, GR-362M
10.6150.
No. 21C3A00A, under Invoice No. A004154 of the same date.
Since a week ago, we noticed a noisy vibration coming out of the refrigerator,
and 151.
the bulb inside refuses to light up.
Kindly require your repairmen to inspect the refrigerator and to perform the
152.
necessary adjustment this coming Saturday since, being a working, it is only on
153. that I am at home.
Saturdays
Yours
very truly,
154.
155.
JOSEPHINE
G.
GABAEN
156.
157.

158.
159.
160.
161.
162.
163. The steps below will help you prepare claim or complaint
letter.
164.
165.
Step 1: State the date when you purchased a product or availed of a
service and the invoice number for reference.
166.
Step 2: Give details about the result, condition, or error of the
product/service. Elaborate on how you found out the error or mistake.
167.
Step 3: State clearly and courteously what the dealer or service
provider can do to resolve the problem.
168.
169.
170.
Practical tips in writing a claim or complaint letter
171.
1. Do not write a claim or complaint letter when in anger.
2. Practice restraint.
3. Be specific.
4. Be clear about the action you wish to be done.
172.
173. Self-check 2.2-2
174.
175. Instructions: Identify what is being asked in the statement.
Encircle your answer.
176.
1. A letter which main objective is to purchase goods or avail services
a. request letter
b. sales letter
c. order letter
d. acknowledgment letter
2. A letter that confirms an order from a customer
a. order letter
b. request letter
c. inquiry letter
d. acknowledgement letter
3. What should the first paragraph of an order letter contain?
a. the mode of delivery

4.

5.

6.

7.

8.

9.

b. the mode of payment

c. description of the merchandise ordered
d. the direction on how the product will be shipped
What shall an acknowledgment letter do when it cannot provide the
order?
a. It shall convey apology to the client.
b. It shall offer alternative solution.
c. It shall make the client feel that the order will still be filled.
d. An acknowledgment letter shall not be sent.
Which among the following is NOT a purpose of a sales letter?
a. to introduce new sales people to clients
b. to remind clients of their past dues
c. to promote a product or services
d. to make and confirm business appointments
How does a sales letter establish desire of the reader?
a. elaborating on the prices of the products
b. instruction on how to purchase the product
c. describing the product for visualization
d. posting several questions relevant to the product
What should the ending paragraph of a sales letter do?
a. catch attention
b. establish desire
c. call for action
d. attracts readers
How can a sales letter whet the interest or desire of the reader?
a. by providing contact address of the seller or service provider
b. by mentioning some benefits that the reader can get from the
product or service
c. by giving physical description of the product or service
d. by showing tactfulness and courtesy
What does the first paragraph of a claim letter contain?
a. a narration when the error with the product or service is learned
b. statement of how the service provider can solve the problem
c. details about the product or service
d. a statement that asks for apology from the service provider
e.
f.
10. How can a sales letter whet the interest or desire of the
reader?
a. by providing contact address of the seller or service provider
b. by mentioning some benefits that the reader can get from the
product or service

c. by giving physical description of the product or service

d. by showing tactfulness and courtesy
10.
What does the first paragraph of a claim letter contain?
e. a narration when the error with the product or service is learned
f. statement of how the service provider can solve the problem
g. details about the product or service
h. a statement that asks for apology from the service provider

g.