SIBUGAY TECHNICAL INSTITUTE INCORPORATED

BACHELOR OF SCIENCE IN CRIMINOLOGY

FINAL OUTPUT
IN
PURPOSIVE COMMUNICATION

COMPILATION OF BUSINESS LETTERS

SUBMITTED BY:

Kenneth Lloyd M. Buletic

Jose Miguel P. Castor
Frincess A. Cerna
Glen T. Calumba

SUBMITTED TO:
ZESZA C. VALENZUELA, LPT
INSTRUCTOR
1. PARTS OF A BUSINESS LETTER

o Heading/Return address
- Should be readable, informative and attractive, but not too attention
occupying.
A. Mandatory Elements
 Organization's name.
 Address (including zip code and area code).
 Telephone number.
 Email address.
 Website if any.
B. Optional Elements
 Organization’s logo.
 The executive's name and title.
 A list of officials or other governing bodies.

Example:
Kenneth Lloyd M. Buletic
Lambuyogan, Alicia
Zamboanga Sibugay, 7040
[email protected]
09519807190

o Date Line
- Written below the sender’s address, separated from it by space.
Example:
September 24, 2018

o Confidential or Personal Notation

- The same notation should be put on the envelope.
- Written between the date line and inside address.
Example:
Private and Confidential

o Inside Address
- Always on the left and single spaced.
- The recipient's name (if stated)is followed by the company's name, the
department or division, the street address, city postal code and country.
- If there is a line that is too long, encode half of it on the next line with two or
three space indention.
Example:
Massebah Enterprises
Sanito, Ipil
Zamboanga Sibugay, 7001

o Attention Line
 - This is used when you do not know the name of the person you are writing to.
- This line can also be printed before the address of the company.
Example:
Attn: The General Manager

o Subject Line
- Provides a further reference.
- Saves introducing the subject in the first paragraph .
- Immediately draws attention to the topic of the letter.
- Allows the writer to refer to it throughout the letter.
- Quickly identifies of the letter.
- Should not be more than one line/one or two words.
Example:
Subject New: Policy on Office Uniform
o Salutation
- Should be written below the address and with a space of one or two lines
before the body of the letter.
- It is followed by a comma() or a colon) which is optional.
Example:
Dear Sir, (etc)

o Body of the Letter

- Contains the necessary information you want to communicate.
 Clear, informative and accurate as possible.
 The length depends on:
 The subject of the letter.
 The style and the language used
 The right length includes the right amount of information.
 All the necessary points should be made in logical sequence.
 Style.
❑ Avoid slang, jargon, buzz words and elitist language.
❑ Avoid the passive voice. Use the active voice and active verbs.
❑ Be brief. Give a short but clear explanations, instructions, reasons.
Be specific. State the facts.
❑ Be pleasant, positive, lively and encouraging.
❑ Use the word “you” in the opening sentence, but avoid using too
many “you” –s in your letter.
❑ “I”-s should be used when you are speaking about yourself.
❑ “We”-s should be used when speaking on behalf of
your company or a group of associates.
FIRST PARAGRAPH
- The first paragraph of the formal letters should be an introduction to the
purpose of the letter. It’s common to first thank someone or to introduce
yourself.
Example:
Dear Mr. Cuenca
 Thank you very much for writing us. It is always a pleasure to be of
service to our customers.

SECOND PARAGRAPH AND FOLLOWING PARAGRAPH

- Should provide the main information of the letter, and build on the main
purpose in the introductory first paragraph.
Example:
Please be informed that you must proceed to our Meralco Business Center
and submit your proof of ownership (Land Title, Transfer Certificate Title
or Lease Contract), or proof of identity (Driver’s License, SSS ID, And
other primary identification cards) and the latest bill to the aforementioned
office during weekdays, Monday to Friday between 8:00 AM to 5:00 PM.
If an authorized representative will process the application, he or she must
present an authorization letter from the owner of the property and valid
identification cards with picture (both from the owner and the
representative).
FINAL PARAFGRAPH
- Should shortly summarize the intent of the letter and end with some call to
action.
Example:
Please feel free to email us again or contact us through our Call Center
hotline 16211 or 631-1111 for assistance.

o Complementary Close
- Formal Sign Off
Example:
• Your faithfully,
• Faithfully yours,
• Yours sincerely,
• Sincerely yours,
- Less Formal
Example:
• Best wishes,
• Best regards,

o Signature Block
- The signature block consists of your typed name, your handwritten
signature and your position in the organization.
- The handwritten signature should be between the complimentary close and
the typed name and title.

o Enclosures
- Small enclosures (checks, folded flyers, business cards) are placed inside
the folds of the letter.
- To safeguard against overlooking them include an enclosure line in your
letter.
- When your enclosure are bulkier, use an appropriately sized manila
envelope.
- Enclosure may include leaflets, prospectuses, CVs.
- They are mentioned at the bottom of the letter after Enc. Or Encl.
 - If there are number of documents, these are listed.
Example:
❑Enc.: TOR Photocopy
❑Encl.: Lease Contract (5 Copies)

o Copies Line
- C.c is written when aside from the identified recipient, other people must
be given the same copy of the letter.
- Put c.c. and list other people receiving the copies of the letter with their
full name and designation.
- b,c.c. (blind carbon copies) is used if you do not want the identified
recipient to know that the other people have received copies. It should be
written on the carbon copies themselves and not on the original copy of
the letter.

o Postscript
- A brief message appended to the end of a letter (following the signature)or
other text usually introduced by the letters P.S.
- In certain types of business letters (in particular, sales promotion letters),
postscripts are commonly used to make a final persuasive pitch or offer an
additional incentive to a potential customer.
Example:
❑ P.S. 20% disount awaits early registrants.

However, there are only seven basic parts of a Business Letter:

1. Heading/Return Address
2. Date
3. Inside Address
4. Salutation
5. Body
6. Complimentary Close
7. Signature Block
2. SAMPLE BUSINESS LETTERS

1. Application letter

- a document that is prepared along with resume or curriculum vitae when

applying for a job

- expresses the job seeker’s intent to apply for a specific position in a

business firm and eventually become part of its workforce

- The central focus is to describe the job seeker’s skills, market his or her
capabilities and encapsulate his or her experiences .

- Must effectively persuade the reader to provide the applicant a chance to

go through screening process such as interview and testing.
Kenneth Lloyd M. Buletic
Lambuyogan, Alicia, Zamboanga Sibugay, 7040
[email protected]

June 7, 2032

The manager / Human Resource Director

Massebah Enterprises
Sanito, Ipil, Zamboanga Sibugay, 7001

Dear Manager,

I am writing to express my interest in joining Massebah Enterprises and Construction Supply. I

have been following the success of your company and I am impressed by the quality of your
products and services. I believe that my skills would make me a valuable addition to your team

I have gained experience through part-time jobs. These experience have helped me develop
excellent communication skills, attention to detail, and the ability to work well in a team. I am
quick learner and I thrive in fast-paced environments.

I am particularly interested in the opportunity to work at Massebah Enterprises and Construction

Supply because of the company’s commitment to innovation and continuous improvement. I
believe that my skills and problem-solving abilities would be contributing to your ongoing
success.

I would welcome the opportunity to discuss how my skills and qualifications, align with the
requirements of the position. I am available for an interview at your convenience.

Sincerely,

Kenneth Lloyd M. Buletic

Applicant
2. Recommendation letter

- Describe the relationship of the sender with the job applicant – a previous
employer or academic adviser.

- Includes information about the recommended job seeker’s knowledge and

capabilities about a position or role.

- A letter written on behalf of an applicant by someone who can vouch for

that person’s educational or professional performance.

- A letter of recommendation is a formal document that addresses your

suitability and qualifications for a particular position. You can use these
documents when pursuing a new job, applying to attend a university or
earn a scholarship or seeking a leadership position for a group or
organization.
Aida S. Marzan
Lambuyogan, Alicia, Zamboanga Sibugay, 7040
[email protected]

June 9, 2023

Scholarship Committee
Undergraduate Scholarship 2023 DOST

Subject: Recommendation for Kenneth Lloyd M. Buletic

Dear Scholarship Committee,

I am writing this letter to highly recommend Kenneth Lloyd M. Buletic for the Undergraduate
Scholarship 2023 program. I have had the pleasure of knowing Kenneth for the past 2 years
during his time at STII. Throughout this period, I have had numerous opportunities to witness his
exceptional academic abilities and outstanding character.

Kenneth is an extraordinary individual who consistently demonstrates a deep commitment to his

education and a genuine passion for learning. He possesses an exceptional intellect, exceptional
analytical skills, and a natural curiosity that drives him to explore complex concepts beyond the
scope of the curriculum.

Considering his outstanding academic achievements, exceptional character, and remarkable

leadership qualities, I have no doubt that Kenneth will excel in any academic pursuit he chooses.
It is without reservation that I wholeheartedly endorse his application for the Undergraduate
Scholarship 2023 program. I am confident that he will make the most of this opportunity to
further his education and achieve remarkable success.

If you require any further information or have any questions regarding Kenneth’s application,
please do not hesitate to contact me. Thank you for considering Kenneth’s application for the
scholarship program.

Yours sincerely,

Aida S. Marzan
Head teacher of INHS
3. Resignation letter

- Written to inform the recipient, usually the immediate supervisor or

manager, about leaving a job.

- Provides details on the circumstances that day lead to a decision of giving

up the job.

- Your letter of resignation is a notice for your company to let them know
that you are leaving and includes your date of leaving as well. This
provides your company enough time to plan and prepare for your
departure, and find a replacement or substitute for your position.

- While the primary purpose of a resignation letter is to inform your

employer that you are leaving, you can also use this as an opportunity to
cement any good work relationships and leave on a positive note.
4. Inquiry Letter

- Written to solicit valuable answers to questions about a product or service;

- Be concise by stating exactly the information that you need to know.

- Always leave your contact information for easy and quick response to
your query.

- In general, the purpose of the letter of inquiry is to generate interest and a

desire to hear more in a full proposal. At the same time, the LOI should
provide enough detail about the problem and your project to allow readers
to understand your general approach, methods, data, and analysis plans.

- A letter of enquiry is a letter written to enquire about something that you

want to know. When writing a letter of enquiry, make sure to mention a
list of all the details you would want to gather about the product you
would like to purchase or the service you would like to avail.
5. Follow-Up Letter

- Use a polite tone – remind the receiver gently and do not accuse him of
forgetting about your job application or a request.

- Usually written for initial communication,i.e not hearing from a company

after sending a job AApplication letter or request.

- A follow-up letter is a letter sent after initial contact with a person,

company, or organization. The purpose is to address any request or
complaint or to thank the recipient for previous correspondence.

- To build upon a relationship with a new contact after an initial meeting,

career fair, or networking event.
Glenn T. Calumva
San Antonio, Municipality of Titay,
Zamboanga Sibugay, 7003
[email protected]
09519387013

June 10, 2023

Mr. Alberto Suarez

Manager
LocalHost Cafe
Poblacion, Imelda
Zamboanga Sibugay

Dear Mr. Alberto Suarez,

I hope this letter finds you well. I am writing to follow up on our recent conversation regarding
of collaborating and investing on MC's Burger & Cafe . I genuinely appreciated the opportunity
to discuss MC's Burger & Cafe structured, consolidated financial statements where shows good
financial ratios and profitability ratios and also I wanted to express my continued interest in
collaborating with LocalHost Cafe.

During our conversation, I was particularly impressed by your skills in strategic management and
power of leadership . It reinforced my belief that partnering with LocalHost Cafe would be
mutually beneficial. I firmly believe that our shared goals and values align perfectly, and I am
confident that our collaboration could yield significant results.

I would be grateful for an update on the current status of our discussion and any next steps or
actions required from my end. Please let me know if there are any additional materials or
information that you may need from me to move forward with the process.

Thank you once again for your time and consideration. I eagerly look forward to the opportunity
to work together. Please feel free to contact me for further information or if there are any updates
you would like to share.

Wishing you a successful week ahead.

Sincerely,
GLENN TAGHAP CALUMBA
6. Sales Letter

- Starts off with appealing words to catch the reader’s Attention

- Strong call to action is used to make the readers act Upon something.

- Details the advantages of doing something to the Recipient, e.g buying a

product or service

- Includes information such as phone number or email Add to make it easy

for the reader to respond

- The purpose of a sales letter is to persuade a specific reader to purchase a

service or product. This is a persuasive letter, and must both enhance the
author’s credibility while also advertising the product or service.
7. Order Letter

- Sent by individual customers or businesses to Other individuals or

businesses to place order for Products or services

- Must specifically state the name of the product or Service, description,

quantity and unit and total Price

- An order letter is a formal document that approves the purchase and sale
of a product and provides product specifications. It may also comprise
order characteristics, product specifications, quantity, colour, product,
mode of payment, and shipment/delivery date(s), among other things.

- The main purpose of writing an order letter is to inform the buyer/seller

about the details of the items bought/sold. It also serves as documentation
for further reference and record keeping. An order letter format is similar
to the format of a formal letter.
8. Complaint Letter

- Written and sent to express dissatisfaction or disappointment about a

product or review.

- Professional tone is used-words should be direct and tactful.

- A complaint letter is important because it: Puts your complaint on record

with the company. Helps preserve any legal rights you may have in the
situation. Ensures that the company knows your side of the story.

- Complaint letters are written to the concerned authorities when you are not
satisfied with some service, or you have a problem that needs to be
addressed. See to it that you write the letter in a polite manner. The format
of a complaint letter follows the format of a formal letter.
Glenn Calumba
Purok Uranus, San Antonio
Titay, Zamboanga Sibugay, 7003

June 10, 2023

Ellise Villarin
Sailor Clothes Shop
Poblacion, Imelda, Zamboanga Sibugay

Dear Ms. Ellise Villarin,

I hope this letter finds you well. I am writing to bring to your attention an issue I recently
encountered with sweatshirt that I purchased from Sailor Clothes Shop. I have been a loyal
customer of your company for almost four years, and I am disappointed by the level of service I
received.

I believe that it is essential for companies to take responsibility for their products and services,
especially when customers encounter issues. I kindly request that you look into this matter
promptly and take appropriate steps to rectify the situation. I would appreciate a replacement for
the defective product or a refund of the purchase amount.

I have attached copies of the relevant documents, including the purchase receipt and any
supporting photographs, for your reference. I kindly request that you acknowledge the receipt of
this letter and provide me with a detailed plan of action to resolve the issue.

I value the relationship I have had with your company over the years and hope that we can find a
satisfactory resolution to this matter. I believe in the potential for improvement and trust that you
will take appropriate measures to address my concerns.

Thank you for your attention to this matter. I look forward to hearing from you soon.

Sincerely,
GLENN TAGHAP CALUMBA
9. Adjustment Letter

- Written and sent by the company as a reply to a client’s claim or

complaint.

- Begin with good news; stick to the facts and make customer feel safe and
see that you understand their predicament.

- An adjustment letter or a claim adjustment letter is a written response from

a representative of a business or agency to a customer’s claim letter. It
explains how a problem with a product or service may (or may not) be
resolved.

- Adjustment letters are created to satisfy someone who has lodged a

complaint against your company, and they are generated for various types
of audiences: an unsatisfied client, unhappy employee, or a discontented
supplier.
10. Acknowledgment Letter

- Written to inform the receive that the previous communication has been
received.

- Serves as a receipt without explaining whether or not action upon the

previous letter has taken place.

- An acknowledgement letter is a letter that confirms the receipt of

documents or goods. It is an important document that has to be kept for
future reference. The purpose of an acknowledgement letter is to ensure
that the sender knows that their documents or goods have been received.
11. Cover Letter

- Sent along with a parcel or other merchandize.

- Concise and clear; describe the contents of the package, why its sent and
what should be done with it.

- What is the purpose of a cover letter? Your cover letter complements your
resume by making it easy for the employer to see how your experience
and interest connect to the position. Your goal is to convince the employer
to interview you.

- A letter sent with, and explaining the contents of, another document or a
parcel of goods.
Frincess A. Cerna
San Isidro, Tungawan
Zamboanga Sibugay, 7018

June 7, 2023

Manager,
Novo, Ipil branch
Poblacion, Ipil
Zamboanga Sibugay, 7001

Dear Manager,

Natural beauty cosmetics is pleased to announce our rewest addition to our Beauty Lotion
Collection. We van assure you that we never lowered our quality levels and it is the currently one
of the best on the market in Ipil.

This product has gained a foothold into the international market and received positive reviews.
We have unveiled our goods at a very fair price so that every customer can take advantages of
their benefits. Our new merchandise receives many positive reviews from buyers and many of
our suppliers are very pleased with it.

We would appreciate it if you try out and take our product. We our looking forward for it.

Sincerely,

Frincess A. Cerna
Endorser
Frincess A. Cerna
San Isidro, Tungawan
Zamboanga Sibugay, 7018

June 7, 2023

Top Star
Poblacion, Ipil
Zamboanga Sibugay, 7001

Dear Manager,

I’d like to order your sport shoes. The no. 708 in your catalogue. Please include catalogue with
my order.

I want to ship COD complete, if you cannot send the complete order within 10 days, please
inform me immediately so I can refuse it.

Thank you!,

Sincerely,

Frincess A. Cerna
Customer
Honda Company
Ipil,Zamboanga Sibugay
7001

June 14,2023

Cliford Cabillo
Tilubog,Municipality of Naga,
Zamboanga Sibugay,7004

Dear: Cliford

This is in reference to your complaint dated 11th June 2023. We are very sorry that a broken
motorcycle had been delivered to your address. We take these things very sincerely and can
sympathize with you for the inconvenience caused to you due to us.

In the meantime, we would like to replace your motorcycle with a brand new motorcycle of the
same brand with no shipping costs to you. Our delivery boy will come and collect the defective
product and deliver the brand new motorcycle. Also, we would like to gift you a 10,000 gift card
which can be used in any store, for the inconvenience caused to you due to us. We hope that you
will continue shopping with us.

Thank you

Sincerely,

MANAGER
Vincent Cardeño
Email:[email protected]
90194737271

June 13, 2023

Ms. Zee Valezuela

Chief Editor
Sanito, Ipil Zamboanga Sibugay

To Ms. Zee:

Kindly accept this letter as my formal resignation as a staff member of Pastoso Court Industries.
My last day is expected to be on July 01, 2023.

I am incredibly grateful for the opportunities that I have been given in this post. I value the
insights that I have learn, and I expect them to help me in my future endeavors.

Let me know how I can help in making the transition of responsibilities as seamless as possible
for everyone involved. Thank you.

Best Wishes,

Vincent Cardeño
Vincent Cardeño
African Daisy Street
Lower Ipil Heights Ipil Z.S

June 13th,2023

Zee Valenzuela
STII, Lower taway
Zamboanga Sibugay

Subject: Inquiry regarding to the purchase of the real estate

Respected Ms.Zee

This letter is in the regards to an inquiry about your new project building in real estate.

My girlfriend and I are planning to invest in your real estate business. We’re thinking to buy a
three bed roon apartment that has huge balcony and terrace for investment of our future.
Additionally, please let me know about any other option for business purposes

I would be grateful if you let me know the details or forward your company brochure. If it is
required, we can meet you personally or contact us on our personal cell no. 9247501640.

Thanking you,

Mr. Vincent Cardeño

Jose Miguel P. Castor
Taway, Ipil, Zamboanga Sibugay

June 14, 2023

Company owner
Zolind Company
Veterans Village, Ipil, Zamboanga Sibugay

Dear Zolind Company,

Please see attached my resume for the position of Manager. My most recent achievement has
been successfully managing the business of our own family and it goes well in my handle. This
was driven my expertise on managing a business.

I achieved an award on our own business that I got a high rating on managing a business. I
earned a total of 100k on that business.

We can arrange a meeting so that we can talk about my experience and my own strength at
managing a Company.

Sincerely,

José Miguel P. Castor