MODULE IN TECHNICAL WRITING 1

Module 6

INTEROFFICE MEMORANDUM
SALES LETTERS
LETTERS OF ORDERING GOODS

Objectives:
At the end of the lesson, the students should be able to:
1. Define interoffice memorandum, sales letter and letter of ordering goods.
2. Explain the principles involved in the writing interoffice memorandum, sales
letter and letter of ordering goods.
3. Write an interoffice memorandum, sales letter and letter of ordering goods.

Interoffice Memorandum
Memo (short for memorandum) is a business-oriented style that is best suited
for interoffice or intercolleague correspondence. More informal in tone and
organization than a letter, memos are generally used to provide or ask for
information, announce a new policy, update on personnel transfers, or for any other
internal issues.

Elements of an Effective Memo

An effective memo:
● grabs the reader's attention
● provides information, makes a recommendation, or asks for action
● supports your position or explains benefits to reader
● mentions next steps and deadlines

When composing a memo, always take the four-step approach to writing:

1. Plan what you want to say.
2. Write a draft.
3. Revise the draft.
4. Edit.

Types of Memos
There are four types of memos you might have to write, each with its own
organizational format: information, problem-solving, persuasion, and internal
memo proposal.

1. Information Memo
- used to deliver or request information or assistance
- first paragraph provides main idea
- second paragraph expands on the details
- third paragraph outlines the action required
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Image source:
https://writing.colostate.edu/guides/documents/business_writing/business_memos/informational/samp
leinformationalmemo.pdf

2. Problem-solving Memo
- suggests a specific action to improve a situation
- first paragraph states the problem
- second paragraph analyzes the problem
- third paragraph makes a recommendation
- when making a recommendation, include not only the positive details but also
the drawbacks and diffuse them yourself
 MODULE IN TECHNICAL WRITING 3

Image source: https://www.slideshare.net/ullery1989/problem-solution-memo

3. Persuasion Memo
- used to encourage the reader to undertake an action he or she doesn't
have to take
- first paragraph begins with an agreeable point
- second paragraph introduces the idea
- third paragraph states benefits to the reader
- fourth paragraph outlines the action required
- fifth paragraph ends with a call to action

Image source: https://lilysommerstephens.wordpress.com/persuasive-memorandum/

4. Internal Memo Proposal

- used to convey suggestions to senior management
- first paragraph states reason for writing
- second paragraph outlines present situation and states writer's proposal
- third paragraph describes advantage(s)
- fourth paragraph mentions and diffuses disadvantage(s)
- fifth paragraph ends with a call to action
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Image source: https://www.prismnet.com/~hcexres/textbook/props.html

Parts of a Memo

More informal in appearance and tone than a letter, a memo is set up in a

special format. Headings, lists, tables or graphs are often used to make the
information more readable.
All memos consist of two sections: the heading and the body.

The heading indicates who is writing to whom, when, and why. The
heading should include the following parts:

Image source: http://web.mit.edu/course/21/21.guide/memo.htm

1. To
● Lists the names of everyone who will receive the memo
● includes the first and last name and titles or departments of the
recipients for formal memos, memos to superiors, or if everyone
on the list does not know each other
● if all recipients know each other's names and positions, use just
the first initial and last name of each recipient can be listed
alphabetically or by rank if it is not possible to fit all the names in
the To: area
● use the phrase "See distribution list" at the end of the memo add
the word "Distribution" and then list the names of the people who
will receive a copy of the memo arrange the names by rank,
department or alphabetically.

2. From
● lists the name of the writer(s) in the same way as the name(s) of
the recipient(s)
● there is no complimentary close or signature line, but authors
initial their names on the From: line

3. Date
● lists the month, date, and year the memo was written
● do not use abbreviations
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● avoid using numbers for months and days

4. Re: or Subject
● indicates the main subject of the letter
● should be as specific and concise as possible

5. Cc or c
● lists those readers who should have a copy of the memo for
their information or reference but are not expected to carry out
the same action as the recipients listed in the To: line
● "cc" can also be placed at the end of the memo below the
distribution list (if used)

The body of the memo conveys the message and generally consists of
4 parts:

Image source: https://www.examples.com/business/interoffice-memorandum.html

1. Introduction
- states the general problem or main idea
2. Statement of facts
- states the facts or discusses the problem or issue
3. Argument
- explains importance or relevance of facts
4. Conclusion
- summarizes the main idea, suggests or requests action
- memos do not have a complimentary close or signature line
 MODULE IN TECHNICAL WRITING 6

- memos end with a call to action

Other Sample:

Image Source: Handbook of Technical Writing by Alred, G., et. al. (2009)

Sales Letters

A sales letter is marketing tool that businesses use to promote their products,
highlight specials or remind customers about expiration dates on warranties or
special services. Sales letters can be highly effective in achieving a company's
objective. They are often used along with brochures in direct mail campaigns or on
the Internet as one of the introductory pages. There are several types of sales letters
that are used in business writing.

Objectives and Advantages of Sales Letter

Objectives of Sales Letter

● A sales letter aims at reaching the reader to purchase the product.
● Introduction and marketing of new products and services.
● To reach potential customers.
● Expansion of the market.

Advantages of Sales Letter

● A sales letter is less expensive.
● Reach a client where a salesman cannot.
● Reach a number of clients all at the same time.
● Ease of understanding and availability of full details.
● More convenient, efficient, and comprehensive.
 MODULE IN TECHNICAL WRITING 7

Elements and Format of Sales Letter

Elements of Sales Letter

Headline: Here the writer wants to grab the reader’s attention toward the main
purpose of the letter.
Typically, the best way to create an effective is to:
 Make a big, bold promise (Drop 45 Pounds in Just 21 Days!).
 State a fact (Why Most Health Foods are a Waste of Money?).
 Paint a picture in their mind (Look and Feel Decades Younger by Eating Out
of… the Trash?).
 Ask a question (Are These Three Chemicals Causing Your Fatigue?).
Introduction: It is the introductory paragraph. Introduction in the sales letter
provides the details of the product or the service. It also provides the reader with the
cost, quality, saving and other related information.
Product (or Service) Introduction. This is where you finally introduce your product or
service to your reader. And, continue your argument as to why it’s the best choice for
solving his problem.
So, talk about your product’s biggest benefits—and what he’ll get from them. You
can list its features—like the sections of an eBook—but be sure to include many
benefits with each feature.
State and explain your product’s unique selling proposition (USP). What makes it
stand out from others on the market. While you should repeatedly talk about the
benefits of trying your solution, try to be as specific as possible to gain a deeper
emotional connection with your reader.
Plus, you want your reader to always feel like he was sitting face-to-face—in a real
conversation—talking with a friend. It makes you more believable. Now may be a
good time to revisit my previous post on writing in a more conversational tone.
Body: Here the writer builds his credibility. The writers provide with the worth of the
product, its difference from other similar products, a list of satisfied customers, terms
of contract etc. It contains:
The Lead. This section usually follows right after the headline. Typically, it starts
with, “Dear Reader,” “Dear Health Enthusiast,” “Dear Greg,”…you get the point.
The lead is basically the beginning of the body of your sales letter template. How
long should it be? A good rule of thumb is to make your lead about 20% of your body
copy. However, you should spend a good third of your entire research and writing
time on developing your lead. Because this is your chance to really connect with
your ideal prospect…and motivate them to read further into your promotion.
The Sales Argument. This component of the sales letter is where you should re-
state the reader’s problem, and indicate that you have the solution. Then, spend
whatever amount of time is necessary to sufficiently prove to your reader that what
you say is true.
 MODULE IN TECHNICAL WRITING 8

So first, restate your big promise or re-make a claim. Then, introduce the solution
and prove it does what you say. Back it up with studies, customer testimonials,
author/formulator credentials, or other social proof.
Sometimes, you may choose to present several solutions. For example, if you are
selling a nutritional supplement, you might want to introduce two, three, four, or more
ingredients from the list as solutions, talk about their benefits, and list scientific proof
to back it up.
Then, list other arguments for your solutions, or against trying other solutions. For
example, in the wellness industry, it’s often beneficial to make claims against trying
conventional therapies like drugs and surgery. Plus, it’s easy to uncover the science
that proves this.
Call to Action: In this section, the writer asks for the reader’s response and can
express the gratitude. It also includes various details like warranty, discount etc.

Besides, if you’ve stated your sales argument well enough…made a clear,

compelling offer…and backed it up with a powerful bonus gift and guarantee, the
reader will be ready to do what you tell him. So…tell him!

But remember, CTA’s must:

Be easy to spot, and strategically located throughout your promotion. Three or four is
a good number to shoot for.

Provide a high-converting “button” with persuasive, action-oriented copy. Consider

split-testing for button copy, location, color, or shape to increase conversions.

Inform the reader exactly what will happen when they “click” the button. Include
product quantity, cost, premiums, S&H terms, and savings.

Format of Sales Letter

 MODULE IN TECHNICAL WRITING 9

Types of Sales Letters

1. Introductory Sales Letter

An introductory sales letter is usually sent to introduce a consumer or
business customer to your company and products. In addition to apprising
people of your existence, the introductory sales letter explains how readers
would benefit from purchasing your products over other brands. Companies
sometimes offer a trial period in an introductory sales letter. The introductory
sales letter should be limited to one page. It must grab people's attention,
build their interest and prompt their desire to visit the store to buy your
products.
Example:

(Company name, address, date and your reference)

Dear Mr Smith
Project Heading

(use a title that will mean something to the reader, for example: 'unique new product for child
education market', or exciting new business proposition for sales training sector', or
'innovative new product for the automotive security sector')

Further to out telephone conversation on (date) here is an outline of our proposal.

I am (brief credibility statement - for example: 'I am an expert in the field of

[discipline/technology/market, etc], qualified to [qualifications], with [experience]' or 'I own
and run the [name] product development company, which specialises in [market/technology]
and is (accreditations/quality standards/previous achievements]')

We have developed a highly innovative product/solution for the (describe market) sector.
Our research indicates that our formula/invention/technology is unique and will offer
significant advantage over all available similar and competing products/services. We can
prove/show/demonstrate design, development, production, and distribution viability, a likely
unit cost of £/$(cost)/gross margin in excess of X%, and realisable sales volumes of
Y,000/million units over N years. We estimate that the investment required for design and
development necessary for launch would be in the region of £/$(cost).

Our idea will deliver the following customer benefits: (list 3-5 points - do not give away
invention or idea secrets - focus on what it does that other products cannot, not how it does
it) for example -

● can be used under water

● meets safety standards for pre-school market
● battery life of five years

We believe that this new product could fit well within the (prospect organisation name)
portfolio, given your market strengths, values and customer base, and so we would like to
present our ideas to you and your appropriate team.

If you'd like to proceed to the next stage we would expect to sign a mutual non-disclosure
agreement, and await your advice on this.

I'll call you soon to see if you wish to progress matters. Or please contact me.
 MODULE IN TECHNICAL WRITING 10

Yours sincerely, etc.

(Signature and name)

P.S. You can see more details about us/our company at our website
www.your_own_website_name.com.

Image Source: https://www.businessballs.com/sales-and-marketing/introductory-sales-letters/

2. Product Update Sales Letter

Product update sales letters apprise your old and existing customers of
new products or changes to existing ones. Many companies use comparative
details to describe the advantages of the new products over older ones.
Additionally, a special promotion may be included in the product update sales
letter that gives the customer a limited period to purchase newer products at a
discount.

Example:
To:
Mr. Max Patrik
RMN Beauty Clinic

Dear Max,

We at RJ production are glad to inform you about our new updated product. RJ Productions are
one of the renowned names in the beauty care products. We have a great collection of beauty
care products.

There are some products that have been updated and have become more effective. The
beauty care lotion that we provided has now introduced a new feature, and that is to protect
skin from harmful ultraviolet rays. These products are also available now for all skin types. We
assure you that your customer will be satisfied with the results of our products.

Sincerely,

John Elson
Marketing Manager,
RJ Productions.

Image source: https://www.letters.org/sales-letter/product-update-sales-letter.html#Sample_Letter

3. Selling Incentive Sales Letter

A selling incentive sales letter promotes existing products among
current customers. You will need to build a considerable degree of excitement
when writing a selling incentive sales letter, perhaps offering a discount,
rebate or contest prize for a limited time.

To:
Mr Samuels Smith
Purchase Manager
 MODULE IN TECHNICAL WRITING 11

Fairdeal Stationery
98 Floors, 5th Tower
County Island, London, UK

Date: 12 may 2012

Subject: Selling Incentive Sales Letter

Dear Mr Smith,

It has been a great opportunity to work with your company which has carved its name in the
world of Stationery in UK. We are delighted to see and use the best quality stationery and
products from your company which is very popular in the market.

On behalf of our company Esteem Paper Mills, I put forward a kind of paper which is
manufactured out of the sugarcane waste & Molasses and costs very less than
conventional wood paper. The quality and finesse of this paper will certainly startle you and
we are offering 50% discount as selling incentive offer on this new product with new
companies.

For detailed information call 4545 654 2938 or email at [email protected]

Yours Sincerely,

Mr. Statham Danny

Marketing Manager
Esteem Paper Mills
Image source: https://www.sampleletters.org/selling-incentives-sales-letter.html

4. Thank You Sales Letter

Every so often, it is important to thank your customers for their
business. The thank you sales letter should almost always mention how much
you value your customers for their patronage. Keep the thank you letter short,
and briefly mention that your products are always available when the
customer needs them.

From:
Karry Douglas
In-Tech Corporations Ltd
Sept 09, 2013

To:
Mary Peterson
1111 Martians street
USA

Dear Ms Mary,
We are pleased to know about your purchasing experience with us. We appreciate you for
being such a great buyer.

We are glad to get a positive response from you about the purchase. However, if there is
any problem feel free to contact us for the solution.

You are one of our valued customers, and we do care about you. We are always ready for
after sale services. You can contact us in the case of any query or problem about the
 MODULE IN TECHNICAL WRITING 12

product purchased. We have a qualified team of professionals who will take care of your
queries.

As you are one of our special customers, we are providing you with a voucher worth 150$
for your next purchase within a month. We hope you will continue your purchase with us in
future also.

Thank you.

Best wishes,

Karry Douglas
(In-Tech Corporations Ltd)
Image source: https://www.letters.org/sales-letter/sample-thank-you-sales-
letter.html#Sample_Thank_you_Sales_Letter_Template

5. Holiday Celebration Sales Letter

The holiday celebration sales letter gives you a chance to offer your
product as a potential gift for your customers' family, friends or work
associates. A holiday sales letter could begin with, "We'd like to wish you a
happy holiday season here at ABC Jewelry. We just received a limited supply
of tie clamps and bracelets with diamond studs that make wonderful gifts for
that special someone. Visit our store now while the supply lasts."

From:
Mr. Shirish Kumar,
Sales & Marketing Manager,
Singh’s Gift Shop,
Pant Nagar,
Delhi-587738.
Date: 17th February 2017.

To:
Ms. Bhaskar Rao,
Lakshmi Villa,
Pant Nagar.
Delhi-587738.

Subject: Holiday Sales Letter.

Dear Mr. Rao,

Wish you great winter and merry Christmas. During the Christmas eve, we are offering a
huge discount of 40% to our loyal customers. All you have to do is to purchase a coupon
from us and provide the code written on it to us. We are also giving out free coupons worth
200 Rupees with every purchase you made. This is the best offer we are willing to grant.

This is one of those rare chances which you need to grab without fail and it is a limited
period offer!

Contact us at the toll-free order line 1-800-462-2599 and ask what you want. Thanks again
for being our customer. Once again, best wishes to you and your family for the upcoming
year!

Yours sincerely,
 MODULE IN TECHNICAL WRITING 13

Shirish Kumar
Sales & Marketing Manager

6. Invitation Sales Letter

If your company is celebrating an anniversary, write an invitation sales
letter to your customers. This letter should be designed to make your
customers feel important and as if they are part of your family. Briefly mention
your products in the letter, and invite customers to enjoy the celebration. You
may want to decorate your business establishment or offer free refreshments
for the occasion.

From:
Taxes Company,
37 Streets 76 GHY 9 IJY
USA

To:
MNT Product Ltd.
67 Row TH 1 9IJ
USA

Sept 15, 2013

Dear Sir,

This is to invite you to the grand sale of our products. In this sale, our latest products are on
display and at huge discounts. You are one of our valuable customers, and we are sending
this invitation to you to be a part of our sale.

A discount of 10% is on for every purchase above $150.

Please do bring this invitation card with you when you arrive at our venue to evade
inconvenience. The timings for our sale are from 9 AM to 5 PM from September 20 to
September 25.

We are looking forward to seeing you at our sale.

Thanking you.

Yours truly,

Simpson Jill
(Sales Manager)

Image source: https://www.letters.org/sales-letter/invitation-letter-for-sale.html#Sample_Letter

7. Lost Customer Sales Letter

The lost customer sales letter is designed for customers who have not
purchased products or have canceled their service. You should state that you
miss these customers and apprise them of any new products or specials.

ABCD Investments Lmt.

 MODULE IN TECHNICAL WRITING 14

RFT 45 Street,
London.

Dear George,

This letter is concerning continuing our business dealings once again. Due to some dealing
failures, we had terminated our business relationship. You were one of our most valuable
customers in the past, and we would be glad to start new innings with you. There were some
failures due to some miscommunications, but we assure you that this will not happen again.

We had many successful business dealings, and this letter is to make up our broken business
relationship. We are one of the renowned firms in this industry and are known for the quality
standards of our services.

We hereby apologize for the miscommunications in the past and are inviting you to do
business with us again. We are looking forward to a positive reply from you.

Warm regards,

Mike Samuel,
ART Ltd.

Tips for Writing Sales Letter

● Introduce the ideas in a way that compels the reader to take a positive
action.
● Introduce yourself and the product well.
● Be clear in what you are offering.
● Choose your words as per the targeted audience.
● Always use a headline.
● Make the first sentence of each paragraph count.
● Use of font styles, font sizes, bullets, and numbering etc.
● Use relevant statement showing the credibility of the product.
● Suitable closing sentences.
● Correct use of salutation.
● Proper and complete details of the product and availability.
● Always ask for attention, build interest, desire, and call of action.
● Have a simple and convincing tone.
● Avoid creating confusion and uncertainty.
● Avoid being clever and funny.
● Include your name, signature, and other contact details.
● Do not use fancy words or slangs.
● Always revise and edit the letter.

Letter of Ordering Goods

A letter of ordering goods is a letter that is written by a buyer or individual
customer to a supplier or business, requesting to purchase products. Usually the
 MODULE IN TECHNICAL WRITING 15

buyer would have seen items in a catalogue or an advertisement and would like to
get them shipped by courier or through the mail.
In a letter of ordering goods, it is essential to include your personal
information, your shipping information, your payment information, and the actual
product(s) you would like to order. It is important to include a way for the business to
contact you at the end of the letter (usually a phone number or email address) in
case there is an issue with the order.

 Starting to Write
1. Keep the letter straightforward, with an opening sentence requesting to do
business, followed by the details of your order.
2. Include your personal information and contact details, shipping address, and
note the method you would like to make payment.
3. If you are contacting a supplier for you business it is common to ask further
questions about the products and whether there are any discounts for bulk
orders or long term commitments.

Elements or Components of a Letter of Ordering Goods:

An order letter needs the following things to be in check:

 Contact information about yourself, the person/company that will supply to

you and the date.
 A subject line that helps the recipient to understand your purpose at once.
This section should feature in the top middle section of your letter. This
portion should be descriptive enough such that the recipient will know what
you’re ordering by reading the subject line. For example, it can read” Order for
10 Counter Books”.
 A salutation. Use the appropriate greeting for the seller. If you know their
name includes their second mane in this section; for example, Dear Mr.
Thompson. If you don’t know their name, you can address them as “Dear
Recipient or Dear Seller/supplier.
 Information about your company; but this is totally optional. However, this
can ensure a long-term relationship. You can also say a few words about your
future plans related to the sale. If it’s your first time, you’re contacting the
seller; you can share brief information about your company and your future
aspirations. These details may be useful, especially if you want to develop a
lasting business relationship with the seller. In short, you’re introducing your
business to the supplier.
 Order details, and by details I mean everything. The model number, color,
size, number, etc. Be attentive since they'll send whatever you will write. If
possible, use bullet points or tables. If you are buying different items of
different types, describe them in separate paragraphs. In this section, you’ll
highlight all the details about what you are ordering. Make sure the
information in this section is clear and accurate. Indicate the type of products
you’re ordering, the model, size, color, quantities, etc. If you’re ordering
 MODULE IN TECHNICAL WRITING 16

different items, you can use a table or paragraphs to make sure the
information is clear.
 Mention your payment mode or if you've paid already, mention that next.
After highlighting the items you require, it’s essential to provide information on
how you’ll pay for the goods or services. If you’ve already paid, you should
also include this information in the letter. For example, you can pay via check,
credit card, money transfer, etc.
 Indicate your preferred delivery method and date. Indicate how you’d like
the merchandise to be shipped to your preferred destination. It’s also
essential to indicate your preferred deadline for delivery. If you use a specific
courier for your shipments, indicate this information in the order letter.
 Include any special instructions as a part of the terms and conditions
agreed between the parties.
 Tell them that you'll enjoy future cooperation with them and encourage
them to contact if needed. As you close the order letter, share your contact
details. This is crucial since the seller might want to contact you to get
clarification about the order. Share your phone numbers and email address.
 Close with “Sincerely”, your signature and name. An order letter is a
formal business document; thus, you should close the letter formally. Official
closings you can use for the letter include: Sincerely, Respectfully, Regards,
Kind Regards, Yours Sincerely, Best regards, etc. After the closings, include
your full names, signature, designation, and comma name.

The quality of the delivered goods will depend on your instructions. Not just that,
it is literally a legal document between yourself and the seller. So beware of what
goes in your order letter and pay a good deal of attention while drafting one.

Order Letter Format

Date:
From: (insert your name & address here)
To: (insert the name & address of the recipient)

Subject: Order Placement

Dear Mr. / Mrs. [Name of recipient]

According to our earlier communication on [date], I request you to supply us
with [indicate the items you’re ordering, including the names, sizes,
quantities, and other relevant descriptive information].

I have already paid for the goods via [mode of payment] as we had agreed.
Additionally, I would like the products to be delivered via [courier] on or
before [date].

As a company, we look forward to a stable business relationship.

Thank you.

Sincerely,

[Your name] [Designation] [Company name]

 MODULE IN TECHNICAL WRITING 17

Other Samples:

Letter of Ordering Goods Sample

Turner Lampshades
1685 Riverside Drive
Blairsville, GA 30512

Dear Turner Lampshades,

My name is Barbara. I would like to order 13 oriental lampshades from your
catalogue. Their item number is #4564323534. They are listed at $10 each.

I have included a certified check for $130. That should cover the cost of the
lampshades.

The address I would like these lampshades shipped to is:

Barbara D. Martin
3940 Lucky Duck Drive
Monroeville, PA 15146

Please use FedEx Express as your shipping method. They seem to be the most
reliable delivery courier for my area.
If you have any questions or if any issues arise with my order, please do not
hesitate to contact me at 345-453-5322.
Thank You,
Barbara

Image from: HowToWriteaLetter.net

June 16, 2013

Ms. Fely S. Herrera
Purchasing Manager
CesFe Marketing Corporation

Dear Ms. Herrera:

I am writing to formally place an order for 550 pcs. of assorted sling bag as
advertised to Daily Fashion Magazine issued this month. The catalog number is
8364-83748-JC. Also, include your latest catalog with the order.

According to your advertisement, The 550 pcs. of assorted sling bag is only
Php15,000.00 with free shipping delivery charge. A check in this amount is
enclosed and send the confirmation of receipt of this check at my email address at
[email protected]. Please ship my order to our receiving center at:
JCMER Building
St. John Subd.
Pilar City

If there are any additional fees, please let me know and I will work out the payment
details with you.

Thank you very much and more power!

 MODULE IN TECHNICAL WRITING 18

Sincerely,

Jcmer Navarro
Image from: https://lettersample.net/category/order-letter/

The Dos and Don’ts of writing a purchase letter:

When ordering goods consider the following:
DOs
■ Get the details. When purchasing goods, whether online or otherwise,
it’s vital to ensure you have sufficient information about what you’re
buying. You should not hesitate to get further information from the
seller. Make sure you are contented with the product before making
your purchase.
■ Use the right words. As you write the letter, you should embrace a
polite tone. This is not only important for order letters but all business
communication. In business, it’s vital to establish solid relationships
with your partners.
■ Know when to expect the merchandise. When ordering products,
especially online, it’s essential to know how long it will take to have the
goods delivered. For example, if you have ordered some gifts for a
wedding or a birthday, you must get assurance that you’ll get the
products on time.
■ Offer sufficient and accurate details. When writing a purchase order,
you must ensure the details in the letter are correct. A simple mistake
can be costly, for example, adding an extra number on the products
you’re ordering. You should also make sure the letter is simple to read
and comprehend.
■ Adopt a good structure. In your letter, ensure the information is
formatted correctly; this will increase readability and eliminate errors.
You may choose to use different paragraphs or tables to ensure the
information is clear, accurate, and specific.

Don’ts
■ Order your products in time. Order your goods immediately; you’re
ready for the purchased. This will ensure the goods are delivered on
time. For example, if you’re ordering a gift for a special day, say
mother’s day, ensure the seller has adequate time to process the
order, and deliver the products. There’s no need to send a belated gift
to a loved one when you could do that in time.
■ Avoid jargons. When writing your order letter, avoid using complex
words or slang. Ensure the reader can understand the information in
the letter, without difficulties.
■ Avoid irrelevant details. An order letter should be simple, clear, and
to the point. The details in the letter should be related to the business.
Your goal should be to deliver the information in the simplest possible.
■ Be reasonable in your demands. In the order letter, you should avoid
issuing unreasonable demands. You must understand suppliers deal
 MODULE IN TECHNICAL WRITING 19

with many orders at each moment, and the process follows a defined
protocol. For example, you should not ask the seller to supplier the
goods in a day if they usually take seven days. In this respect, it’s
essential to acquaint yourself with the terms and conditions of the
purchase.

SELF-ASSESSMENT QUIZ (SAQ)

Name: ___________________________________________ Date: __________________

Year/Section: ____________________________________ Score: _________________

A. Directions: From the word pool below, choose the answer that will fit the
descriptions derived from the discussion.

Heading Re Persuasion Memo Thanksgiving Memo

Internal Memo Proposal Cc or c Information memo

1. It is used to deliver or request information or assistance.

2. It is used to encourage the reader to undertake an action he or she doesn't
have to take.
3. Lists those readers who should have a copy of the memo for their information
or reference but are not expected to carry out the same action as the
recipients listed in the To: line.
4. Indicates who is writing to whom, when, and why.
5. It used to convey suggestions to senior management.

B. Directions: Write T if the statement is True and if False, write the correct
word that will make the statement factual.
6. Memos are more formal in tone and organization than a letter.
7. If all recipients know each others names and positions, use just the first initial
and middle name of each recipient can be listed alphabetically or by rank if it
is not possible to fit all the names in the To: area.
8. There is no complimentary close or signature line, but authors initial their
names on the From: line.
9. "cc" can also be placed at the start of the memo below the distribution list (if
used).
10. When you add the word "Distribution" and list the names of the people who
will receive a copy of the memo, you have to arrange the names by rank,
department or alphabetically.

C. Directions: Determine what kind of sales letter is being described in every

item. Put your answers on the spaces provided.

1. A kind of sales letter which apprises your old and existing customers of new
products or changes to existing ones. _______________________________
2. It is designed for customers who have not purchased products or have
canceled their service. ___________________________________________
 MODULE IN TECHNICAL WRITING 20

3. This letter should be designed to make your customers feel important and as
if they are part of your family. ______________________________________
4. It promotes existing products among current customers.
________________________________________
5. It explains how readers would benefit from purchasing your products over
other brands. Companies oftentimes offer a trial period on these.
________________________________________

D. Directions: Identify what element of the sales letter is being stated in every
item. Place your answers on the spaces provided.

1. ______________provides the details of the product or the service, the cost,

quality, saving and other related information.
2. ______________, the writer asks for the reader’s response and can express
the gratitude; various details like warranty, discount etc.
3. _______________re-state the reader’s problem and indicate that you have
the solution.
4. _______________ is worth of the product, its difference from other similar
products, a list of satisfied customers, terms of contract etc.
5. _______________usually follows right after the headline; starts with “Dear
Reader”, “Dear Health Enthusiast”, and the like.

E. Directions: The following are the essential components of a letter of

ordering goods. Determine what component is being stated in every item.

1. “Dear Recipient or Dear Seller/supplier”

2. “Order for 11 Art of Worship Tees”
3. “I will pay via money transfer, specifically through Cebuana Lhuiller.”
4. “11 Nothing impossible V2, maroon, extra small”
5. “Please use LalaMove as your shipping method. They seem to be the most
reliable delivery courier for my area.”

F. Directions: Write the word True if it is a fact and False if it is not.

___________ 6. It is fine to use jargon in a letter of ordering goods.

___________ 7. If you’re ordering a gift for a special day, ensure the seller has
adequate time to process the order, and deliver the products.
___________ 8. You should not hesitate to get further information from the seller.
___________ 9. To provide openness in the order letter, you are allowed to issue
unreasonable demands to the seller.
___________ 10. Since the seller deals with many orders,you must hesitate to get
further information from them as a respect for their time.

ACTIVITY 6
A. Directions:
 MODULE IN TECHNICAL WRITING 21

You are employed in the accounting department for a large company.

Your department paper shredder has been causing problems because it gets
used so much.

Write a memo to the purchasing manager explaining the problem and

requesting the purchase of a new, larger capacity paper shredder. Provide a
rationale for the expense.
Be guided with the Rubrics:

Rubrics in Creating an Interoffice MemorandumFrederick Douglass Memo

Proficient Basic Below Basic Below Standards Did Not Do

20 pts
15 pts 10 pts 5 pts 0 pts

Audience and Consistently Uses Uses Uses informal Did Not Do

Purpose uses business- business-like businesslike language that does
like language to language to language but not address the
address the address the does not clearly intended audience
intended intended address the appropriately;fails to
audience; audience;intro intended communicate the
purpose-fully duces and audience;introdu letter's purpose
introduces and communicates ces and
communicates the memo's attempts to
the memo's purpose communicate
purpose. the memo's
purpose

Organization Follows a Follows a Follows a mostly Uses a format that Did Not Do
conventional conventional conventional does not fit the
format for the format for the format for the specified type of
specified type specified type specified type of business
of of memo; logically writing;inconsistentl
memo;clearly memo;logically presents most y or randomly
and logically presents information presents information
presents information
information.
Each idea is
clearly
connected to
the next.

Elaboration Provides an Provides an Provides too few Provides too few Did Not Do
appropriate appropriate details, includes details;fails to
amount of amount of inadequate include reasons or
detail.The detail;includes reasons or examples to back
memo is some reasons examples to up statements or
concise, but or examples to back up requests, only
includes all back up statements or includes one
necessary requests. requests, and excerpt and little to
information for Includes some has less than no information about
all three information three excerpts the criteria.
excerpts and about the and information
the criteria. criteria and the about the criteria
three excerpts is sparse.
 MODULE IN TECHNICAL WRITING 22

Use of Language Shows overall Shows some Shows little Shows no clarity or Did Not Do
clarity and clarity and clarity or fluency;demonstrate
fluency; fluency;presen fluency;presents s poor use of
concisely ts information information language;many
presents briefly; few briefly to the mechanical errors
information; mechanical point of
few, if any, errors vagueness;
mechanical some
errors. mechanical
errors

B. Directions: Suppose you wanted to introduce an innovative product for a

business sector. Write an information sales letter addressed to Unilever
Philippines, BGC Chairman, Mr. Benjie Yap. Apply the tips in writing a sales
letter and be guided with the following Rubrics:

RubricsE-Sales Letter

Excellent Satisfactory Needs

20 pts 15 pts Improvement
10 pts

Content Provides the reader with excellent Provides most of the Provides little
information about the product / or information required. required
service. Uses the AIDA sales model The content may not flow information.
effectively. well or be too wordy. Uses Uses AIDA model
some aspects of the AIDA with limited
model. competency.

Structure/Organiza Is well thought out and appealing to Has logical organization, is Has insufficient
tion the eye. Formatted neatly with good well formatted, yet its visual structure and is
placement of text boxes, and interest could be improved. confusing for the
images. reader.

Grammar Contains little to no structural or Contains few structural and Contains some
spelling errors spelling errors structural and
spelling errors

B. Directions: You are the librarian of an esteemed university in your

municipality. You have been asked to place an order for academic books in the
library. Write a letter to the Sales Manager, Neil Roa at Phoenix Bldg, 927,
Quezon Ave, Quezon City, 1121 Metro Manila.

Take note of the following rubrics:

Rubric:

Excellent Satisfactory Needs Improvement Unsatisfactory

20 pts 15 pts 10 pts 5 pts
 MODULE IN TECHNICAL WRITING 23

Format Format is correct, One part of the Two parts of the format Several parts of the
including your format is incorrect-- are incorrect-- including format are incorrect--
address, date, including your your address, date, including your address,
inside address, address, date, inside inside address, date, inside address,
salutation, body, address, salutation, salutation, body, salutation, body,
closing, and body, closing, and closing, and signature. closing, and signature.
signature. signature.

Saluta- A proper salutation Missing one Missing two Missing three or more
tion is used in the correct component from the components from the components from the
place. Proper use of following: Proper following: Proper following: Proper
title, proper salutation, proper use salutation, proper use salutation, proper use
capitalization of the of title, proper of title, proper of title, proper
name, and the capitalization of the capitalization of the capitalization of the
proper use of the name, or the proper name, or the proper name, or the proper
colon are all use of the colon. use of the colon. use of the colon.
included.

Body Body includes at Missing one Missing two Missing three or more
(Content) least two complete component from the components from the components from the
paragraphs. A clear following: Body following: Body following: Body does
idea is stated in includes at least two includes at least one not include any
each paragraph and complete paragraphs complete paragraph. paragraphs; unclear or
conveyed to the A clear idea is stated An attempt at a clear incomplete thoughts in
reader. and conveyed to the idea is stated and letter.
reader. conveyed to the
reader.

Closing Proper closing and Proper closing and Either closing or An attempt was made,
and signature are signature are signature is correct. but neither the closing
Signa- included with proper included, but no nor signature are
ture punctuation. punctuation is used. correct.

Spel- Spelling, Spelling, punctuation Several errors with Many errors in spelling,
ling, punctuation and and grammar are spelling, punctuation, punctuation, and
Punc- grammar are mostly correct (1 and grammar (2 grammar. (Errors >2).
tuation& completely correct. error). errors).
Gram-
mar
 MODULE IN TECHNICAL WRITING 24

References

Alred, G., et. al. (2009). Handbook of Technical Writing. Retrieved from
http://site.iugaza.edu.ps/mahir/files/2017/01/Handbook-of-Technical-Writing-
9th-Edition.pdf

Repollet, L., et. al. (2019). How to Write an Effective Memo. Retrieved from
https://www.kean.edu/~cpdonova/HowtoWriteaMemo2.pdf

Bures, J. (2014). The Perfect Sales letter. Retrieved from

http://ascendmarketingsolutions.com/the-perfect-sales-letter-part-2/
Ratrey, R., et. al. (2020). Sales Correspondence. Retrieved from
https://www.toppr.com/guides/business-communication-and-ethics/business-
correspondence/sales-correspondence/

Suttle, R. (2017). Types of letters in Business Writing. Retrieved from

://bizfluent.com/list-6500992-types-sales-letters-business-writing.html
Mila, et. al., (2020). How to Write an Order Letter. Retrieved from
https://www.learngrammar.net/a/how-to-write-an-order-
letter#:~:text=An%20order%20letter%20needs%20to,occurs%20a%20late%2
0delivery%2C%20etc.

Turner, L., et. al. (2020). Order Letter Sample and Format. Retrieved from
https://www.docformats.com/order-letter/