CDI 5- Technical Writing 1
MODULE 17: Civilian Letter (Part 2) Page 1 of 4
LESSON PROPER
Types of Civilian Letter
1. Information Letter
Because of the close association with the community members. the police executive receives
inquiries and answers it. Furthermore, in order to uphold the dignity of the police organization,
the concerned police officer assures maintenance of peace and order, as well as dispersion of
justice to all.
2. Invitation Letter
An invitation letter usually refers to that one securing a speaker to an important occasion. It
mentions the following:
a. date. time. and place of the speaking engagement
b. topic to be discussed
c. time limit
d. verification of acceptance
Figure 1— Sample Invitation letter
[Link] letters/sample-
3. Invitation Refusal
Between an invitation acceptance and an invitation refusal, the latter is more difficult to write.
The writer therefore. considers the following guides
a. appreciation for the invitation
b. reasons for refusal
c. possibility of accepting similar invitation in the future
4. Claim Letter
A claim letter is written as a result of complaint the way supplies were delivered, services
rendered or accounts paid. Anybody intending to write this kind of letter must think of courtesy
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despite of their ire. The correspondents must not write when angry as to do means to project
the temper. The rudeness will be reflected in the letter. However. when correspondent delays
the communication. Somehow, it finds time to sobriety before putting into words the ideas in
mind. Here are hints to guide the correspondent in writing a claim letter:
a. what is wrong,
b. what inconvenience was so far created,
c. what suggestions can be offered to remedy the situation
5. Adjustment Letter
An adjustment letter is written in an answer to a claim letter.
6. Request Letter
Because this is a letter that asks, a request letter is also termed as “asking letter." Specific
suggestions in writing a request letter:
a. To speed the handling of the request. the writer should address his/her letter to a particular
person, or to a particular department if the addressee is not known.
b. The writer must be clear in his/her own mind as to what he/she wants to know, omitting to
ask information that can be obtained from references. books, or other sources that are
readily available.
c. The writer must express his/her gratitude by saying "thank you" but not thank you in
advance" or "thanking you in advance" which is presumptuous.
d. As this is a special favor, a stamped self-addressed envelope should be enclosed
7. Transmittal Letter
A transmittal is a letter that sends. It identifies what is being sent and what it is being intended
for. It sends an important paper requesting for appointment or promotion, and formal reports. a
check, a bank draft, or a money order. If money is involved, it is usually a remittance letter. The
writer indicates the amount and form of payment, whether it be check or money order. Likewise,
the writer tells how the money is to be applied. When transmitting a report, the letter may invite
the reader's comments or suggestions and perform the following important functions: 1) it
provides permanent record of transfer; 2) it shows the date on which the report was submitted;
3) it states the name and position of the writer of the report; and 4) it shows why and whom the
report was authorized.
8. Credit Letter
Credit is generally defined as the power to obtain goods and services in the present time with a
promise to pay in the future. Credit helps the debtor in his/her financial difficulties and enables
him/her to obtain a goods and services which he/she cannot afford on a cash basis. The debtor
gets from the creditor the individual money lenders or loan sharks, retail stores, pawn shops,
banks, sales finance companies, credit unions, or insurance companies.
A person wishing to establish credit will usually go to a credit bureau for him/her to be
interviewed or he/she may call up instead. otherwise, he/she writes a credit application,
emphasizing the following points: 1) what is desired 2) guarantee; and 3) reference, it
necessary.
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9. Order Letter
An order letter is written when a person or a customer for that matter asks for goods from a
seller or supplier. It needs to be correct. complete, and definite so that the reader may feel it
exactly as the writer wishes. Incompleteness or errors may mean further correspondence,
shipping delays, and complicated billing, repacking, reshipping, and loss of business.
10. Inquiry Letter
A letter of inquiry wants to know about a product or a service. Its courteously worded. as
follows: 1) clear, brief, and specific questions, including names, dates, and places which will
help the reader in answering them: 2) reasons why the information is important to the reader,
and 3) omission of demanding replies, such as "at once." "as soon as possible," and the likes.
11. Recommendation Letter
Sometimes, an employee asks tor a recommendation letter. Morally obligated, an employer
responds to the request and considers the following: 1) the person being recommended; 2)
his/her history of employment, qualifications and skills; 3) an assessment of his/her personality;
and 4) final recommendation.
12. Reference Letter
Because there are also civilian personnel employed in the police and/or in the military
installations, there are also sensitive positions which are meticulously considered. An applicant
for a delicate position is scrutinized through the conduct or background investigation. His/Her
former employer, for instance, receive a reference for his/her prospective employer. This letter
specifies the period employment, the extent of the employee's competence or efficiency, and
assurance of doing the same favor it needed.
13. Application Letter
When a job seeker tries to sell nis/her services through his/her qualifications of skills to a
prospective employer, he writes an application letter. Students and professionals, even police
resignees and retirees need this kind of letter when looking for a job.
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Figure 2— Sample Application Letter
[Link]
2062548.
This letter may be written in answer to an advertisement in the paper or bulletin board. It may
be written through a hint of a friend or a relative on certain vacancies. Sometimes, it is done
through the writer's own initiative; he tries his/her luck by writing any corporation he/she thinks
need a worker like him/her. As a guide. here are the contents of an application letter: 1) Source
of information; 2) interest in a particular position; 3) personal qualifications; 4) urgent reasons
for needing the position; 5) assurance of respectable people as reference; and 6) availability for
a personal interview.
14. Condolence Letter
Usually, this letter depends on how well the sympathizer knows the bereaved but more often
than not, the tone is personal in approach, sincere in condoling. To condole is to comfort.
15. Appointment Letter
An appointment letter is sent to a person who has been appointed to serve a committee or who
has been selected to perform a specific task. It may be rejected or accepted.