CHAPTER IV

Letters (Invitation, Solicitation, Inquiry, Request,

Introduction, References, Resignation)

Starting Accurately (Introduction)

Writing for a business audience is usually quite different than

writing in the humanities, social sciences, or other academic
disciplines. Business writing strives to crisp and succinct rather than
evocative and creative; it stresses specificity and accuracy (Covey,
2012).

One medium used in the industry is called business letters.

These are letters that serve as means of communication for various
commercial purposes. These also come in different styles and
purposes such as request, business deal, complaint, warning,
invitation, resignation, application, information etc.

Now, at the end of the lesson you should be able to do the following:
1. differentiate commonly used business letters as to purpose; and
2. write effective business letters

Stimulating Learning (Motivation)

Based on your common knowledge in writing, write in not more than three (3) sentences the
difference of the letter types below.
1. Application Letter and Resignation Letter
___________________________________________________________________________________
___________________________________________________________________________________
_____________________________________________________________________________.
2. Invitation Letter and Decline Letter
___________________________________________________________________________________
___________________________________________________________________________________
_____________________________________________________________________________.

1|OADM 7 Chapter 4: Letters

Inculcating Concepts (Lesson Proper)
Historically, business letters were sent via postal mail or courier, although the internet is rapidly
changing the way businesses communicate. There are many standard types of business letters, and
each of them has a specific purpose.

I. INVITATION LETTERS

Invitation Letters is a written message that requests a person, group of people, or a company
to be present at a certain event. This is sent either through e-mail or post. For some cases, hand-
written or printed invitations will work better than e-mail.

What’s the purpose of invitation letters?

The aim of business invitation letters is to briefly describe the essence of the future event and
tell the reader how it’s important for him or her to be present at the event (two weeks before the event
or earlier). It is a form of persuasive writing especially if you need to guarantee 100% positive
response to the invitation.

Invitation letters should be sent in advance so that the guests have the possibility to plan the
time in their schedule especially when you want to raise the chance of their attendance at the event.

Steps on How to Write Invitation Letter

Preparing an Invitation Letter
for an Event
Identify the important details about the event.

Before anything else, you should know all

1. Writing a subject line (for e-mails)
the information about the event. Briefly note the
main points that you need to highlight in the letter. It should clearly represent the essence of
Are there any special instructions for the visitor? Do your letter. For example, you need to invite a
you need a response to your letter? How many seasoned Human Resource Specialist
guests do you plan to have? Do you need to ask for overseas to tackle on Quality Management in
a certain dress code? the Corporate World in Manila, Philippines.
You could add this as a subject line:
Invitation for Quality Management in
Write a list of the potential visitors. the Corporate World in Manila,
Philippines.
Indicate who will attend in the event and
determine the number of the visitors. Make sure
that you accurately write their names in the letter.
2. Adding a letterhead

If you are writing a formal invitation, use

Define the tone of the letter. the company’s letterhead. It is not required,
but it will represent the authority of the
If you are writing to a friend, write the text
organization in a more professional light.
in an informal tone. If you are writing as a
representative of an organization or to the 3. Writing the salutation
embassy, you will need to keep a formal tone. Also,
Start your letter with a salutation. If you
take note of the format. You should also take into
don’t know the recipient’s name, you can
consideration the type of paper you are going to
write: Madam/Sir. If you know the person’s
use.

2|OADM 7 Chapter 4: Letters

name, write the first or last name for the formal style: Dear Mr. Edaño, In addition, if you have
numerous possible guests, be careful when you write the salutation. You might write in a wrong way
the sex or gender of the guest you would like to invite.

4. Writing the body of the letter

Start your body with an opening phrase. Below are the variants you can make use of:

We are glad to invite you ….

Our company will be honoured to have you as a guest …
It would be our pleasure if you would come …
I will be much honoured if you attend …
On behalf of the company, we would like to invite you …

In the first paragraph, state clearly the purpose of the event and on why the guest’s attendance
is appreciated or requested. But first, you need show your respect and happiness for inviting the
person to the event. Then you need to mention the important details of the event such as the place
and time. Be specific when you write down the details and these should be found at the very beginning
as it will be helpful for the reader to find necessary information without reading the letter once more.

Additionally, you can attach more details about the event. If the event will have a program, it is
advisable to list in the letter. You can also mention the special guests or activities that were prepared
for the event.

Provide additional instructions, as some events require special actions for every guest. For example:

*meeting with guest prior to the event

*get the copy of the program of an event
*dress code
*photo opt, etc.

The letter of invitation should include the following details:

*reason for the event

*address
*date and day of the week
*time to arrive and time to leave (optional)
*special activities and program (optional)
*request for reply (optional)
*a map (optional)

5. Writing the closing and signature

Show your gratitude for considering your invitation. Say that you are looking forward to seeing
them at the event. If you plan to make a call to get a response, mention the date. Also, if you are
asking the recipient to confirm their presence by email or filling in the form, indicate the deadline.

3|OADM 7 Chapter 4: Letters

 Write your contact information (email, phone number, etc.) after the text. If you are writing on
the company’s behalf, mention your title. If the person will have questions related to the event, they
will easily contact you. See how it may look in the following example:

Thank you for your consideration. We sincerely

hope that you will accept our invitation, and
we look forward to your presence.

Sincerely,

TANYA F. LIM, MM
Human Resources Manager
The Mini Suites Eton Tower Makati
128 Dela Rosa Street Legazpi Village
Makati, Kalakhang Maynila

Contact phone number: +639979xxx552

E-mail: hroffice@[Link]

6. Proofread the letter

Always look through the letter before sending it. Correct grammar, punctuation, and spelling
errors. Make sure that your text does not contain incomplete sentences, or jargons.

Reminders on How to Write a Formal Invitation Letter

1. Use an appropriate tone

2. Be polite and positive

3. Provide detailed information about the event.

4. Always check the letter before sending it.

5. Don’t forget to write the contact information.

6. Mention special instructions if needed.

7. Follow the required format.

8. Send the invitation letter beforehand.

On the next page, you can see what a well-written invitation letter looks like.

4|OADM 7 Chapter 4: Letters

 The Mini Suites Eton Tower Makati
Human Resource Office
128 Dela Rosa Street Legazpi Village
Makati, Kalakhang Maynila
Tel: 3-224-1245643 hroffice@[Link]

February 27, 2020

MR. KYLE D. EDAÑO

Chief Human Resource Director
Global Trade Corporation
116 Upper Bukit Timah Rd, Singapore

Dear Sir:

On behalf of The Mini Suites Eton Tower Makati and Director Julio Shizu, it is our
pleasure to invite you to attend the 38th Training and Assessment in Quality
Management at Amorsolo Guest Hall, The Mini Suites Eton Tower Makati on April 13-
18, 2020. It is our collective opportunity and honor to have you as our Resource
Person for the topics, “Quality Management in the Corporate World” and “Superior
Guest Service and Teamwork.”

Among the main guests are Luis Monario of Taiwan, Meryl Lawton of the Residence
Corporates, and Lauren Bendam of Dusit Thani Pattaya. Moreover, at least 75
guests all throughout the country are expected to attend the said event.

The opening program will start at 1:00 p.m. at Loperio Hall while the training will
commence at 3:20 p.m. Likewise, a copy of the program is attached for your
guidance.

In addition, please humble us with your presence during the Solidarity Meal at 11:30
a.m. with the main guests and the personnel of the The Mini Suites Eton Tower.

Additional information:
Your personal ticket for attending the event and location map are included.
You may bring at least two persons to accompany you.
Formal attire is requested.

Please reserve or contact us by telephone during office hours at 3-224-1245643 or

at hroffice@[Link]. We will follow up this invitation with a call in two
weeks before the event.

Thank you very much and we hope you will be able to join us.

Sincerely,

TANYA F. LIM, MM
Human Resources Manager
The Mini Suites Eton Tower Makati

5|OADM 7 Chapter 4: Letters

 II. SOLICITATION LETTERS

Soliciting business means seeking the business of

potential customers. The term usually refers to directly
asking potential customers. The term usually refers to
directly asking potential customers to purchase goods
or services, rather than using advertisements.

Businesses and individuals can make valuable

connections with goods or service providers who solicit their business. Business solicitation letters are
written to invite tenders, donations or quotations etc. The letter must have formal business tone and
must be straight forward without any confusions created. These letters are also called fundraising
letters. The letter aims to make the receiver aware of the requirements of donations or monetary
needs. It must also convey gratitude to the receiver.

Writing the Solicitation Letter

1. The letter must contain all the details of the services as well as the terms and condition of
the agreement.
2. The letter must include decent and formal vocabulary.
3. When the letter is addressed, it should be addressed to the company’s legal name.
4. Letters involving business (personal or corporate) should be concise, factual, and focused.
Try to never exceed one page.
5. Benefits: clearly state why the reader should do what you are asking them; tell them how it
will benefit them.

Below is a sample business solicitation letter for fundraising. If the letter is to a company
requesting their participation their participation in a charity event, it should be sent by certified mail so
the sender is sure it was received. If it is sent to many individuals on a mailing list, it need not be sent
by certified mail.

Bright Hope Foundation

Mandurriao, Iloilo
Tel: 9-245-7958880 [Link]

January 12, 2019

MR. ROBERT N. MALDIGO

Chairman
GoWork Solutions

Sir:

On behalf of the foundation, I am writing a letter of conveyance to you. Our

organization provides scholarship for youth who wish to pursue Office

6|OADM 7 Chapter 4: Letters

 Administration as their college program. To gather additional monetary collection to
support young aspirants, we organize yearly events for our scholars from different
schools to compete with one another and invite spectators to witness and purchase
products and services they offer.

In line with this, we would like to request for your support in the form of cash
donations which will be used in this event. Your generous donations can be presented
to the Scholarship Grant Coordinator and will be properly accounted for the same.

Our foundation produced almost 1,000 graduates in the region and most of them have
already settled in some of our linkage partners. Your business can become backbone
support to us; henceforth we put forth the request to help us.

You may contact us at +639784637294 or mail us at

rocesc@[Link] should you have more queries.

Thank you in anticipation of your affirmative response.

Sincerely yours,

CARMEN L. ROCES, MBA

Chairman, External Affairs

III. INQUIRY LETTERS

An inquiry letter is a formal way of requesting to get

information about anything to get information about anything from anyone
formally. When an inquiry letter is written to an organization or a person, he has
to give a reply for the letter by giving the correct information for the request of
inquiry. In simple words, inquiry letters aim to gather information formally.

Writing the Inquiry Letter

1. Identify your reader – The letter should be addressed to the person concerning the matter
you are inquiring about. If you are not certain who that might be, try making a few phone calls to
identify the contact person. Remember that people do business with people first, businesses become
second.

2. Establish your objective – Your inquiry should be specific and brief. If you are asking more
than one question, you might consider highlighting them in a bulleted list.

3. Determine your scope – Consider your reader and get to the point. Think about what your
reader will need to know in order before making a decision and sending you a response.

7|OADM 7 Chapter 4: Letters

 4. Organize your letter – Arrange the content in a logical manner. A simple outline will get you
organized. Begin by creating a list of relevant points and place them in the sequential order that will
best help your reader to comprehend your inquiry.

5. Draft your letter – Try writing your draft quickly and then read it out loud. Concentrate on
communicating your objective to your reader. Ignore the spellings, grammar, punctuation, sentence
structure etc. All of which will be reviewed in the final step.

6. Revise your letter – Look for obvious errors like spelling, grammar, sentence structures etc.
Make use of active voice instead of passive voice and examine your word choices.

Here is a sample inquiry letter that may help you.

December 15, 2018

MR. FERNALDO Z. JIMENEZ

Brach Manager / Training Officer
ZouLou
Malate, Manila

Sir:

Good day!

I am currently enrolled at University of St. Marie Eugenie as a fourth year Office Administration student
and is looking for prospective company to undergo my On-the-Job Training (OJT) with 900-hour training
requirement.

I have read information about your company on your official website that it has been accepting trainees
for the past few years. To this end, I would like to know if your respected company still accepts trainees
and if so, I also want to know the requirements that you needed.

I would be much grateful if you give me a chance to undergo training in your company. Please let me
know through my contact number 099467381490 or you may e-mail me at lrpaparon@[Link].

Thank you very much and God bless.

Respectfully yours,

LANCE RAVEN B. PAPARON

Training Applicant

8|OADM 7 Chapter 4: Letters

IV. REQUEST LETTERS

A business request letter is a message through which one individual asks another individual or a
group of people to do something. Often business request letter writing is a time-consuming task, but
once you know how to start the message, what to say, and how to structure everything, you become
much quicker.
In case you don’t know how to write a business request email/letter, try the ARAP model.
A – amiable statement;
R – a reason for writing; Reminders in Writing a Business Letter
A – action requested; and 1. Make only one request in your letter.
P – a polite and professional closing 2. Make your request letter clear and concise.
3. Use official language and business
vocabulary
4. Be specific and keep to the point
5. Save a copy for yourself.

Below is a sample request letter used in an educational institution.

November 4, 2019

DR. JAY SEAN C. CASTILLON

President
Atallano State University

Sir:

Warm greetings!

The University will be having its annual Intramural Meet 2019 on November 11-15, 2019. This is to
showcase the innate potential of the students in various activities for learning also occurs outside
the four corners of the classroom.

In line with this, I would like to request the services of the part-time instructors to assist in the
different events on the said activities. Moreover, considering that most of the college faculty
members are directors, old timers and technical officials, the assistance of the part-time
instructors is very vital in managing the students and attending errands particularly in the college.

In addition, their attendance will be strictly monitored on a daily basis. This is as well will be
subjected to the signing of their respective accomplishment reports. Their official time will be
adopted in this duration except during the day of the activities where they are to report earlier as
required by the dean.

Attached is the list of part-time instructors along with their respective designations.

I am fervently hoping that this request receive a favorable response.

Thank you very much and God bless us all.

Sincerely yours,

JANICE A. FERMONTE, PhD

Dean, College of Media Communication

9|OADM 7 Chapter 4: Letters

 V. INTRODUCTION LETTERS Here, you will include their name on the first
line, followed by a friendly start.
Introduction letter is a piece of
“Dear Sir:
correspondence introducing yourself to
someone asking to make their acquaintance
My warm felicitations to you!”
and if they’re willing, help you find a job
opportunity or meet other people in your
2. Include a sentence on why you’re writing –
desired industry. They’re a polite way of
Explain your purpose for writing them.
getting your name in front of important people
“I am writing as a follow-up from our
without infringing on their time.
meeting about defining better processes for
It’s not a resume and not a cover letter.
billing and reporting inquiries for our physical
It’s a brief, clear, and concise explanation of
therapy patients.”
who you are (i.e. a recent graduate, an
experienced associate manager) and why you
3. Present the full name of the person you’re
are writing. Introduction letters can be formal
introducing – Be sure to include their first and
or informal.
last name and any important titles that might
help the reader.
Features of Introduction Letters
“I would like to introduce you to Julius
1. It is an explanation of why you are writing.
Borja.”
2. A brief description of who you’re introducing
them to, relevant details like their job, and how
4. Explain the role and how it is relevant to the
you personally know them.
reader – Write a short summary explaining the
3. A few lines on what that person needs (i.e.
position and function of the person you’re
advice on entering the tech world with a
introducing, include their title, then a brief
finance background) and why you thought your
overview of what they do and how they have
colleague would be a useful resource.
been successful as it relates to the reader.
4. The job seeker’s contact information, ideally
both their telephone number and email
“Julius is the HR representative that
address.
supports all therapy departments for our
branch. He has been instrumental in
Writing the Introduction Letter
developing streamlined processes for other
1. Write a greeting – Write a short greeting that
teams that reduced payment time by 20%.”
opens the letter in a thoughtful way.

10 | O A D M 7 Chapter 4: Letters
 5. Provide information on how they might work together or be helpful for each other – Briefly
explain how and why you are making the introduction. For example, they might working closely in the
future or could find the other’s expertise helpful in their own work.
“I have spoken with Julius in depth about our project. EH explained that he has extra time this
quarter to help us brainstorm ideas to better our administrative processes. He is willing and ready to
meet with us at the beginning of next week.”

6. Include any necessary contact information – Do not forget to include additional contact
information that is necessary.
“Feel free to reach out to Julius via e-mail, julius@[Link], or on his work phone at 124-
2445783-242. He is expecting to hear from you.”

7. Close with any next steps or other necessary details – Conclude your introduction letter with
any actions that need to be taken by you, the reader or the person you are introducing.
“I will go ahead and set up our meeting to get started next week. Thanks for your teamwork on
this project.

8. Sign off with your name and title – End your letter with a professional sign off like “Thank
you.”
“All the best,

JORGE N. NATOY
Accounts Payable Coordinator”

*Sample Introduction Letter

May 18, 2000

MR. LUCAS N. MANALO

Director
Trade International Main
Vancouver, Canada

Dear Mr. Manalo:

I would like take this immense pleasure in introducing to you Mr. Greyson Scower the Chief Operating
Officer of Kitchen Experts, a leading company in Singapore in terms producing kitchen equipment that
have been popularly used across the country. They have thirty (30) branches and offices all over the
globe.

Mr. Scower, on behalf of the Kitchen Experts, is looking for linkage partners and enter into contract to
further enhance trade and expand business with partner companies and if possible, to work with your
esteemed company.

Please feel free to keep in touch with him about the processes and requirements. You may reach him via
e-mail through COOScower@[Link].

Sincerely,

DENVER M. QUIBALA, MBA

Managing Director, Trade International - Indonesia

11 | O A D M 7 Chapter 4: Letters
VI. REFERENCE LETTERS

These are letters written by employers who would request

some pertinent document for background information about
persons who are applying for job opportunities in their companies
or firms. It is a positive endorsement of a person’s skills and
attributed, written by someone familiar with their work,
character, and accomplishments. These are needed when
applying for jobs, internships, volunteer positions, colleges, and
graduate school programs. Reference letters are otherwise
known as letter of recommendation.

The contents of reference letters are:

*statement of the purpose of the letter;
*request for information about the applicant;
*words of appreciation for whatever favourable response that will be elicited
by the reference letter; and
*the assurance of confidentiality of whatever information that will be received from them.

Writing the Reference Letter

1. Explain your connection to the person whom you are recommending including how you
know them, how long you have known them, and why you are qualified to write a reference letter on
their behalf. Be sure to include the name of the company, job, school, school or opportunity for which
the person is applying. For example, “I have been Luke Matt’s supervisor at ABC Company for the
past five years. I am pleased to recommend him for the position of head accountant at XYZ company.

2. On the next paragraph, highlight the qualities and attributes of the person you are writing.
Provide more details in two or more paragraphs. Be specific and share examples of why this person
is a qualified candidate for the position. For example, if the person is applying for a job as a manager,
focus on the person’s leadership and communication skills.

3. In your closing paragraph, offer to provide more information and include your contact
information (phone and email) so that you are available to give verbal recommendation or answer
further questions if necessary.

Try to read the sample reference letter on the next page.

12 | O A D M 7 Chapter 4: Letters
 Business Circle
Delgado st., Bayambang, Pangasinan

August 14, 2019

MS. INGRID F. MARTINI

Human Resource Manager
Trinidad Hotels
Tondo, Manila

Dear Ma’am:

I am thrilled to recommend Larry Matacubo for the job position as Accommodation Manager in your
company. As a managing director at Voyage, I had the pleasure of working as Larry’s immediate
supervisor when he was employed here as a catering manager. Responsible, prompt and extremely
creative, Larry was among the best at Business Circle, and I can testify about his skills required in the
position.

I was continuously impressed by the knowledge he brought to the table and her dedication to staying on
top of the latest in the field. Larry combines his creative and analytical skills to get the job done. I can
rely difficult tasks on him alone without supervision. He also manifests a pleasing attitude that attracts
not just the attention of his colleagues but also the prospective customers.

Larry was a valuable employee that our company have worked with. With his skills and attitude, he
could extend his commendable expertise in your reputed company and help you in your pursuit of you
objectives.

With that said, I am highly confident in my recommendation and believe that Larry would be a great fit
for Trinidad Hotels. If you would like to speak further about my experience working with Larry, please
email me at managingdirector_stevengo@[Link] or call me at 09263849929.

Thank you for taking time to read this letter.

Sincerely yours,

STEVEN B. GO
Managing Director, Bright Circle

VII. RESIGNATION LETTERS

A two weeks’ notice is essentially the same thing as a resignation latter. This letter announces
your intent to resign from the company you are working with and says you will remain in your position
for another two weeks before leaving. Moreover, two weeks is the standard time from when you
announce you are leaving to your last day at your job.

Writing the Resignation Letter

A resignation letter should include the following:
*a statement of intent you will be leaving your job
*the name of your official staff position
*the date of your last day on the job
*gratitude to your employer for hiring you
*a highlight of your time there

13 | O A D M 7 Chapter 4: Letters
*an offer to train your replacement (optional)
*good wishes for the future of the company
*your contact details

November 6, 2018

MR. FRITZ LARROZA

Finance Manager
Startek Iloilo
G/F Two Global Center Building
Megaworld Blvd., Mandurriao, Iloilo City

Sir:

Please accept this letter as notice of my resignation from my position as an accounting staff. My last day
of employment will be on November 28, 2018.

I received an offer to serve as senior accountant of Finance Bureau and after careful consideration, I
realize that this opportunity is too exciting for me to decline.

It has been a pleasure working with you and your team over the last three years. One of the highlights of
my career was collaborating with you to automate the Startek Iloilo’s accounting, financial and balance
systems and setting up your accounting infrastructure. Your company is poised for continued growth and
I wish you much success with your upcoming acquisition of DBS Company.

I would like to help with the transition of my accounting duties so that systems continue to function
smoothly after my departure. I am available to help recruit and train my replacement, and I will make
certain that all reporting and records are updated before my last day of work.

I wish you and your staff all the best and I look forward to staying in touch with you. You can email me
anytime at celestymirando@[Link] or call me at 09356220149.

Respectfully yours,

CELESTY R. MIRANDO, CPA, MBA

Staff Accountant

Using/Applying Knowledge (Application)

Activity: The first column of the table contains the common business letters used in the
corporate world. Differentiate each letter type from the others by providing its salient features, or
purposes. Write down your answers on the second column. You can answer using bullets or in
paragraph style. (2pts for each type)

Types of Business Letters Salient Features/Purposes

Invitation Letter

Solicitation Letter

14 | O A D M 7 Chapter 4: Letters
 Inquiry Letter

Request Letter

Introduction Letter

Reference Letter

Resignation Letter

Evaluating Understanding (Assessment)

Letter Writing Activity: Select only two from the following options provided and write a sample
letter about it. You may encode or handwrite your answers on the blank sheets provided for you. This
is done by group. (20 pts. for each letter) Deadline: May 10, 2021

1. Assuming that you are conducting an event in your company and you are tasked to invite a
guest speaker from Thailand to give a speech. Write an invitation letter asking your speaker to
attend to your event.
2. Your group will be conducting an outreach program as your summer objective. Write a
solicitation letter to a linkage partner to donate funds for group’s program.
3. Assume that you are assigned by your supervisor to look for available conference halls in hotels
in Tarlac, that could cater a group of 150 persons. Write a sample inquiry letter about this.
4. Let’s assume that you are a staff and you are requesting permission from your supervisor to
allow you and your co-workers to render overtime on weekends due to the need of manpower
during the influx of guests in your restaurant.
5. Supposing that you have a corporate friend named Hannah Stark and she is need of an office
clerk in her office, write a sample letter introducing your previous co-worker named Dylan Spree
to Hannah Stark.
6. Assume that you are working as a staff in a certain private agency in Surigao and you are offered
a higher position in management in Coca-cola Corporation. Meanwhile, you made up your mind
and decided to accept the offer. Write a resignation letter that you want to leave your current
work.

15 | O A D M 7 Chapter 4: Letters