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Essential Parts of a Letter

The Heading
These includes the address, line by line with the last line being the date Skip the line after the heading The heading is indented in the middle of the middle of the page. If using preaddressed stationary , just add the date.

The Greeting
The greeting always ends with comma. The greeting may be formal, beginning with the word DEAR and using the persons given name or relationship, or It may be informal if appropriate.

Formal: Dear Uncle Jim, Dear Mrs. Wilkins, Informal: Hi Joe, Greetings, (Occasionally very personal greetings may end to exclamation point for emphasis)

The Body
Also known as the main text. These includes the message you want to write. Normally in a friendly letter, the beginning of paragraphs is indented. If not indented, be sure to skip a space between paragraphs. Skip the line after the greeting and before the close.

The complimentary close


This short expression is always a few words on a single line. It begins with a capital letter and ends with comma.

It should be indented to the same column as the heading. Skip one to three spaces ( two is usual) for the signature line.

The signature line


Type or print your name. The handwritten signature goes above this line and below the close. The signature line and the handwritten signature are indented as the same column as the close. The signature should be written in blue or black ink. If the letter is formal, you can omit the signature line as long as you sign the letter.

Correct Business Stationery

Stationery The chosen paper for the stationery must be suitable in several respects. Not only must it look attractive as paper, but it must also feels good between the fingers; it must take printing well for the best appearance on the letterhead, and it must take typing and erasing well. The reaction of the recipient must be considered when making the selection. In a machine shop or heavy tracking business, a delicate letterhead and a stationery might cause an unconsciously antagonistic response.

Color
The use of colored paper should be considered also, but avoided when in doubt. Some of the most attractive letter papers color judiciously. Multicolored letterheads should be considered very carefully before used. It is possible for a very bright letterhead to detract from the appearance and effectiveness of the typewritten letter. The weight of the paper used is purely a matter of taste. For airmail stationery, the weight of the paper is very much worth considering because of the cost of foreign airmail.

Illustration
Mead, Cosby and Curtis October 1, 2001

In the view of facts presented above wont you be kind enough to confer with your Board of Directors as to the further action in this case. We shall expect to hear from you before August 15, the legal expiration date. Please keep in mind that there is a matter worth possible $80,000 which is implied in the convertible feature of the bonds. we trust you will make the decision in our favor and inform us to that effect as soon as possible. Your Sincerely (Ms.) Charlene E. Hudghes Vice President

Paper Size
Stationery comes in standard sizes. The standard size for business stationery in United States is 8 X 11 . Half size stationer (5 x 8 ) is also common for the short letters (under 50 words) and generally used with a slightly smaller letterhead. It may be used lengthwise, broadside, as desired.

Letterhead
the letterhead on your stationery is a combination business suit and calling card. It governs the appearance of the letter and may give information vital on the business, such as its name,. Address, telephone number, cable address, name of the officers, and the addresses of the branches.

Illustration
Certified Mail Mr. Edward J. Small Burgess Tool Company Kenosha, WI 53140 Dear Mr. Small: We are willing to purchase the cutting tools you mentioned in your telegram received this morning. The unit price of $ 1.87.00 is satisfactory to us and we are sending this note as confirmation. Please remind those concerned that this order is based on a competition date of March 1, 2001, or the entire order becomes null and void. Yours Truly, Kevin J. Perr President

Folding the Letter The method of folding a letter depends upon the size of the stationery and the style of the envelope use. However, the letter should be folded in such a manner that it will be attractive in appearance, can be readily prepared for mailing, and maybe conveniently unfolded by the recipient.
When a letter is to be sent window envelope, the lower third of the sheet should be folded up and over the message, and the top third folded back, so that the inside address will be exposed.

Addressing the Envelope

The envelope should always carry the senders return address. This information is ordinarily placed in the upper left corner, when the social stationery is used as to case of sales letter to women, it may placed on the envelope flap. The addressees name should be written a little below the center of the envelope and the address should be blocked and indented accordance with the inside address although it is general practice to single space the address the post office recommends double spacing because of the resultant clearness. Instructions to postal employees such as AIRMAIL. SPECIAL DEIVERY, or REGISTERED should be written in capital letter above the address in the upper right hand portion of the envelope. Phrases like Attention of Mr. M. C. Santos Personal Please Forward Hold of Arrival etc., are typed in words General Delivery are used they serve the purpose of the usual street address or post office box number and should therefore occupy the position of the item for which they are substituted .

ADDRESS: This is the name and address of the person (recipient) you are sending the letter to. Recipients full name Street Address City, State and Zipcode Return Address: This is the information about the sender of the letter. Your full name Your Street Address Your City, State and Zip Code STAMP: In the top right corner of the envelope you place a postage stamp. This pays for the delivery of the letter. Before the letter is delivered, the stamp will be cancelled by the post office. This is an example of cancellation mark, however there are may other types. Stamps are cancelled so that they cannot be used again.

Request Letter

As you write your letter, remember the importance of your request. They may be great deal riding on the outcome of this correspondence. For this reason, consider the following points in considering a letter. 1. THINK OF YOUR AUDIENCE, when you begin your writing, remember to focus on your recipient of the letter, and dont be self centered. Include if possible, the potential benefits the reader will receive by complying with your request. Also mention the special contributions the reader can make. In particular, can be or help, why you choose him or her, and so forth. Moreover, express your willingness to reciprocate the kindness or favor, if appropriate, as act of goodwill.

2. INTRODUCE YOURSELF,
This is especially important if you have not spoken with the person in some time. Remind the reader of the time and length of your association, and some of the things you accomplish or your memorable attributes. If writing to a former employee or co-worker, include contributions you made to company you worked for. If you are addressing your letter to a former professor or administrator at a college or university, remind him or her of the projects you worked together or outstanding work that you did in a paper or other assignment. Depending on the situation, you may wish to remind the person of you fields of study , year in school, career goals and so fort to help refresh his or her memory.

3 . BE STRAIGHT FORWARD, After introducing yourself and reminding the reader of your past connection, state the purpose of your letter. Focus on your message , and don't include irrelevant information. However, do include as much detail as necessary to convey your request. 4. BE CLEAR, Clearly make your request to the person involved. State plainly and directly your reason for making the request. 5. BE SPECIFIC, Let your reader know exactly what is it that you are requesting. Understand that you leave out important information, your responses might be delayed or the person might not be able to meet your request on time.

6. BE THOROUGH, When making your request, be sure to include all pertinent information. Try to read the persons mind and anticipate any facts and documentation that he or she might need. 7. BE BRIEF, Under most circumstances, your request letter should be kept fairly short. Simply remind the reader of your connection, state the purpose of your letter and include the details of your request. It is generally more difficult to write a short letter than a long one. 8. BE COURTEOUS, keep in mind that, generally, you are in fringing n anothers time talent of other resources when you make your request. Put the reader at ease,

and help her or him feel that responding will not be burdensome. 9. MAKE THE REQUEST AS EASY TO COMPLY WITH AS POSSIBLE make it easy to the person to respond tell him or her exact what can be done to accommodate your request, and do everything with in your power so that the request can be granted. 10. BE CONFIDENT, Be confident and persuasive in conveying your message. Be assertive but not overhearing. 11. DONT APOLOGIZE, When writing a letter avoid the temptation to apologize for your request. Strive to make the person feel complimented that you would as a favor of her/him.

12. DONT BE MANIPULATIVE. Realize that the reader does not have to grant your request, and understand that you cannot force him/her to comply. 13. INCLUDE YOUR CONTACT INFORMATION, Before closing you letter , include your address, phone number, and email address, invite the person to contact you if she or he any questions and comments. 14. EXPRESS YOUR GRATITUDE, Before closing your letter, thank the person for taking the time to consider your request. Then after sending your request letter, follow up with thoughtful, sincere thank you letter, sending a thank you letter is a simple way of expressing your appreciation and may encourage the person to assist you in the future with other request.

15. KEEP A COPY OF YOUR LETTER

In many cases, it is good idea to keep a copy of your request letter in the event that the recipient loses it, or in case, as was mentioned above, the person is perhaps unable , or unwilling to comply with your request. With an electronic copy of your letter, you can easily send it to multiple people, you will have a record of the correspondence for the future if necessary, and you can easily modify and reprint the letter to send it to someone else if desired.

Reservation Letters

DEFINITION: Reservation Letters are one of the most common letters that everyone needs to draft at least once at some point of time of their life. Confidence marks the basis of their letters. It should be written in professional manner to put across your knowledge to intended recipient. Mostly, reservation letter is written for making a reservation or making a complaint about the reservation to name a few. No matter what the purpose of writing a reservation letter make sure you mention necessary details about the reservation such as if you are booking for a hotel, mention the day, date, time of arrival and departure, number of days you wish you stay and the like. Even if you are making a reservation for a hotel through a private organizer or an accommodation agent you should write a letter of reservation

To confirm your booking and keep it as a record. While making any kind of reservation, be it hotel, travel or other, make sure you provide them with correct and complete details. FEATURES: Besides making reservations, a reservation letter can be written for the following situations as well: Confirm a reservation related to organizers or accommodations agent letter: This letter usually written to confirm the readers reservation. You should repeat the details of the agreement in the reservation letter so that your reader can respond to any misunderstanding that may arise. Draft the letter briefly in a positive and business-like manner. Generally, hotel reservations are made through telephones, it is a good idea to request for a written confirmation to avoid any further complications.

Letters of Application

Are written to induce someone to invest a certain amount of money salary in the time and services of one who seeks a profitable market for them. The applicant is the seller, the prospective employer the investor or buyer, and the letter of application the promoter, whose important task is to bring those two persons together for mutual benefit. The application letter is an efficiency device. It enables him to choose from among a large number of possible applicants the one or more that he wants. The application letters is a means of presenting his qualifications effectively to employers who would not otherwise learn from them. Solicited Letters- those are written in response to advertisements. The solicited letter of application is competitive. Consequently, the letter that is most carefully and thoughtfully makes the most favorable impression. Those written at the suggestion of someone who knows of the existence vacancy; those written on the chance that there is or will be an opening which the applicant is qualified to fill.

Example; WANTED BOOKKEEPER: Thoroughly competent man to take entire charge of books of wholesale establishment and to assist in the handling of credits. Make application in writing, stating your qualifications and experience to Box 34, Manila Times. Box 34 Times Manila Gentlemen: Your advertisement in the Feb.33 issue of the manila times indicates that you require the services of a man, who is not only fast, accurate and absolutely reliable in his bookkeeping work, but of one who has had also broad experience, and who enjoys responsibility. Please consider this letter an application for the position. I am a graduate of institute of accounts. Far eastern University, and specialized in accounting. I have had three years experience as assistant bookkeeper in the general office of the MERALCO, manila. At present, I am employed as traveling auditor by the national products company to examine the books of its various branch houses in the northern provinces. I am a Filipino, twenty-seven years old, married and in good health. I feel confident of my ability to meet your requirements, especially since I have had the experience that should enable me to render you satisfactory services. If you will please telephone my home, 2-33-65, and leave message there for me, I shall be glad to come for a personal interview at you convenience. Yours very truly,

Long letters of Inquiry

Letters asking favors


Its a longer and more complicated letters asking for information. Open with a brief statement of the reason for the inquiry, followed by the request for information, and close with an expression of appreciation. Favors should be asked of a businessman only if the writer is reasonably sure that the recipient of his letter is in the position to grant them without much time effort. The first task is to convince the reader that the information is to be used for a worthwhile. No information except that which is absolutely necessary for granting the favor needs to be given in letters asking favors. The writer should do everything he and to make his letter easy to understand and easy to answer. Two or three letters may be incorporated into the letter.

Example of letters asking favor:


Dear Mr. Revilla: The merchant of this town has decided formed a Cooperative Marketing Association similar to those encouraged by your department. Wont you please give us information on the ff. points? How does your department regulate the distribution of your farm products to the different provincial marketing associations? By what means does your department encourage greater production of farm products? What particular methods has your departmental found most effective for the improvements of standards of grades? We shall be very much obliged to you for as much as information as you can give us. Cordially yours,

Paragraph Contents
General subject of the letter-reason for the inquiry or for asking favor. The request itself and its possible benefit to the reader if granted. A brief statement of appreciation.

WHAT IS A SALES LETTER?

A sales letter is a document designed to generate sales. It persuades the reader to place an order; to request additional information; or to lend support to the product or service or cause being offered. It influences the reader to take a specific action by making an offer- not an announcement to him. To sell, the sales letter must be specific, go to the right audience, appeal to the readers needs, and it must be informative.
The job of sales letter is to sell, not to tell. The letter alone does not always do the entire selling (persuading) job. Other pieces of support literature that amplify the selling points, illustrate the products or service, or provide technical information, may be needed. Supplement the letter with a brochure or product sheet if necessary, and if you do, mention it in the body of the letter.

THE PRODUCT OF SERVICE, THE MARKET and THE READER:


What does the product or service do for the one who needs it? What can the reader gain from buying it? What is unique selling point of the product or service? To answer these questions begin by distinguishing the benefits from the features: Persuade your reader to buy based on the grounds of what the product or service does for him or her (benefit), not what the product or service is (feature)! A benefit is what the product or service does, and what the buyer gains from the feature. A benefit is the specific outcome of the feature. A feature is something the product or service already has. Benefits are what motivate people to buy. A car, for example, has four tires (feature). If those are HP 90s, and are proven to reduce accidents by hugging wet roads, then we have the benefit of those tires. Stress that the reader is less likely to have an accident, if he buys the tires. Or, for example, consider the Michelin Tire ad on TV: it promises to protect children, if you have them on your car.

ELEMENTS OF A SALES LETTER, SIMILAR TO MOST ADS:


Keep these basic components in mind: The image, if used, is near the headline. It helps to catch the readers eye. The headline is usually 3-30 words long. It grabs the readers attention, and tells him what the ad (sales letter) is about. It makes a promise regarding what the item you are selling will do for him. The sub-headline or lead paragraph is optional. Sometimes its used to expand the headline. (More on the sub-heading later.) The body: it expands the theme, fills in details, offers proof, and shows how you plan to fulfill the promise you made in the headline. The closing, or call to action, urges the reader to take the next step you want him to take.

ON THE IMAGE:
If you have a logo or design for your business do not use it in sales letter unless it is truly relevant to what you are offering. You are not selling your business name, or logo, you are selling benefits that the buyer will realize if he buys your product or service. Use a specific image that is germane to your headline, lead, and theme, or do not use one at all. Stay with words.

ON FORMATTING THE SALES LETTER:


Use your business or a personal heading or nameplate, minus the logo. The next component is the headline. Type the headline in a few short lines where the inside name and address would go. Or, you could consider centering the headline or putting it in a text box to grab attention. You may want to add color or shading to the box for more attractiveness. You can follow the headline with an inside name and address block of the reader, and a greeting. Another way to do this is to use a form letter without an inside name and address block using a general greeting that represents the readers interests. Dear Tire Purchaser, would be valid if you were selling HP 90s. (One inch margins all the way around are fine.) The important things are the sequence, not nameplates and inside address block. Again it goes like this:
Your business or personal nameplate, Image and headline, Inside address block, if you use one, Greeting, Lead paragraph Body, Closing.

JOB OF THE HEADLINE:


Ideally, the job of the headline is to:
Get the readers attention, Target the audience, List a benefit, Make a promise.

This draws the reader into the rest of the copy. Headlines of 10 words or more tend to generate more orders or leads. Headlines that promise a benefit also tend to sell more. (The example of a recent AOL ad, given below, passed these criteria.) Lead with one of the unique selling points. Always shoot your big gun first: use your main selling point in the headline. Remember you only get 7-10 seconds to hook the reader. If the biggest benefit of what you are selling is cost, then list that first. This morning, when I signed on to AOL, they hit me with an add It read: Long distance, for AOL member, only $.09 per minute. No monthly fees. The next screen, a collateral piece, expanded the headline and gave information on how to the offer works. Remember: The headline has a benefit and makes a promise. The promise should be unique to what you are selling, and one that your competitors are currently not talking about. Use power words in the headline. Try: You. Free. Proven. Imagine. How To. Fast. Cheap. Enjoy. Now. Learn. Introducing, and so forth. In the body of the sales letter you will begin to offer proof.

7 SUGGESTIONS ON HOW TO START:


Tell a story that the reader can identify with, in conversational tone Make an announcement of a new product or service, a one of a kind event, or important news, showcasing your unique selling point Address the reader as your equal: Dear fellow tire purchaser You could go with something provocative, perhaps a quote You could open by identifying the readers problem, one that you product will solve Ask a question Let the reader in on some secret or little known information

SUB-HEADLINE OR LEAD PARAGRAPH:


This part of the sales letter is optional. It can be used to expand the promise made in the headline or used to deliver a 2nd major benefit of the product or service. A sub-headline can also be used as the second part, to answer a question posed in the headline. For example, Part 1 could say: Want to double your part-time income during the next 90-day period? Part 2 could say: Well, heres how to

BODY OF THE LETTER:


Here, using the same tone and staying with the spirit of the headline, you begin to give details of your unique selling point. You continue talking about the benefits and offer proof of the claim you made early on. You share the details of the benefits. You prove your case or claim. Remember, by the end of the body, the goal is to create an emotional response that will cause the reader to do what you are now going to tell him to do.

CLOSING OR CALL TO ACTION:


If you ask the reader to order, support, or to contact you for the specified reason you must make it easy for him to reply. Support the sales letter with post card or prepaid envelope, and an order form. If not appreciate, supply a toll free telephone number, an Email link, and on your URL. Always close with a thank you and use a signature at the end of the letter. Save on of the best points for last: Always use a Post Script. For example: If you order before March 1, we will include a free Or Money back guaranteed Or Discount is good until

A FINAL SUGGESTION:
Remember: Getting the reader to show you his money is the challengeperiod. The best way to tell if you are close to accomplishing this challenge is to use test readers. When composing a successful sales letter there is no substitute for test readers. When you give your letter to a test readers ask him what is missing, how you could improve the offer, and if they would buy.

ILLUSTRATION (Company name, address, date and your reference) Dear Mr. Smith New Sales Activator Sales Training System The Sales Activator is the best new sales training and selling development system for decades (source: busineesballs.com). It is now used by leading companies such as Shell, Barclays, Zurich Life, and DHL, because it offers significant advantages over conventional sales training.
For a cost equating to just a few hundred pounds per sales team per year, your sales people and managers can each participate in at least 70 hours leading-edge sales training and development per year- and whats more they will enjoy doing it. The remarkable Sales Activator system uses a participative team-game quiz format to develop: Leading-edge sales skills Effective selling processes Peer-to-peer sales coaching Motivational sales management skills, and Shared best practice and team building If youd like to assess the effectiveness of Sales Activator for your sales organization, you can arrange a noobligation, free one hour Sales Activator experience with an approved facilitator for one of your sales teams at your next team meeting. Ill call you soon, or please feel free to contact me to arrange it. Yours sincerely, etc. (Signature and name)

BUSINESS LETTERS

Letters of Condolence and Sympathy


Letters of condolence and sympathy should be written immediately after the occasion for it has developed. A long involved letter is a violation of good taste. Decision as to the length of any note of sympathy should be based upon:
The degree of friendship between the writer and the reader. The situation that inspires the letter. The writers knowledge of the taste and temperament of his reader.

ILLUSTRATIONS Dear Mary: Though there is a little consolation in a note from a friend in ones hour of sorrow, I want to tell you how deeply I sympathize with you in the great lose you have suffered.
I have thought of you many times since I heard the sad news of your mothers death, I wish so much there were some way in which I could help you. But I do want you to know that you are much in my thoughts and that you have my deepest sympathy. Sincerely yours,

Illustrations Dear Mr. Morales:


I have just heard of the heavy loss you suffered in the earthquake that brought so much destruction to your city. At a time like this, words of encouragement bring very little cheer: but I do want you to know how sincerely sorry I am learning of your plight.

While there isnt much we can do to help, we shall certainly be glad to ship you anything you may need in the rebuilding of your business. Of course, well gladly extend any kind of credit terms you desire. May we have the privilege of doing that much little as it is? Sincerely yours,

LETTERS OF RESIGNATION
Frequently a person finds it necessary to resign from his present position in order to accept a better position, or because ill health prevents him from continuing in his present capacity. Whatever the reason, many business firms request that such resignation be written rather than verbal.
Paragraph content: The reason for resigning. An expression of appreciation, of regret, or both. Date of affectivity.

ILLUSTRATIONS Dear Mr. Donato: Very regretfully do I tender my resignation as a member of the progressive laborers union.

In the spirit of interest in the association and what it is trying to accomplish, I applied for membership two years ago but, owning to so many demands on my time day and evening, I have found it is possible to attend only one meeting during these two years.
It seems to me I am contributing nothing the work of the organization and ought, therefore to resign. Will you please my resignation, effective February 29, 2004? Cordially yours, Mr. Bello

ACCEPTANCE OF RESIGNATION
ILLUSRATIONS: Dear Mr. Bello: You have acted as I should have done in your place. I accept your resignation with deep regret, which I know will be shared by all the members of the progressive Laborers Union. The loyal support you have given thru two strenuous years to the Union will always be remembered by those who have known you.

Yours sincerely,
Mr. Donato

LETTERS OF INVITATION
Letters of invitation are cordial and gracious in tone. The degree of formality or of informality depends upon the relationship between the writer and the reader, and by the nature of the occasion with which the message is concerned. STRUCK FOR LETTER OF INVATION Opening Paragraph Should state the name of the club or association and the time and location of the meeting or gathering. Second Paragraph Should mention those attainments or qualifications of the speaker that make his presence so desirable. Suggest the object upon which the speaker is to speak, the hour at which he is to speak, and the amount of time he is to have on the program. Closing Paragraph Should request the speaker to let the writer know whether the speaker will be able to accept, so that the arrangements for the meeting may be completed. In accepting or declining the invitation, the speaker should reply promptly. He should indicate his willingness or regret to accept.

ILLUSTRATIONS My dear Mr. Manglapus:


The Progress Committee of the Junior Chamber Commerce of the Far Eastern University is very desirous of having you speak before the members and the student body at their annual convocation in the auditorium of the Administration on February 2, at 5:00 P.M. In consideration of your wealth of business experience, together with your years of devoted service to people, may extend, on behalf of the Committee, an invitation for you to be our guest speaker. Town Fiestas: Their Economic Relationship with the Progress of the Philippines is an interesting topic to every student of business, and I know that you will make a real hit with it. If you prefer to phrase the topic yourself, please do not hesitate to do so.

If your plans will permit your acceptance, the Committee will begin spreading the good news, and we shall have a peak attendance on deck to hear you. Very sincerely yours,

Date

SAMPLE OF LETTER OF INVITATION

Name/Title Business/Organization Name Address City, State ZIP Dear (name): (Name of company) has scheduled a (gathering/open house) in honor of (event or occasion) on (date) at (time). (Name of company) long has been a leader in the field of (name of industry), and we recognize the contributions those outside our corporate structure have made to our success. You are one such individual, and the board of directors of (name of company) would be pleased if you would join them on this important occasion. Please respond by (date), letting us know if you can attend. We look forward to your participation, and welcome any guest may bring. Sincerely,

Signature
Name Title

LETTERS OF APPRECIATIONS
No letters affords so much pleasure to the writer or the receiver as a letter of gratitude and appreciation. There are many types, but all of them are based upon such pleasant circumstances that writing the letter should be an enjoyable and relatively simple task. Sometimes the situation definitely calls for an expression of thanks in conformity with business etiquette. In other instances the note of appreciation is not actually necessary- it may not even be expected by the recipient. But the unexpected letter is the one most happily received and longest remembered. Letters of appreciation, therefore, should be written from the heart. They should be sincere- genuine. Brevity adds strength and conviction to the message. Like the letters of Congratulations and Sympathy, the letter of appreciation is easiest to write and is most enthusiastically received when it is written promptly.

Illustration Dear Professor Fernando: Thank you, very much all for all you have taught me of Business English. I feel that I have gained much that will be invaluable in the years to come. Above all, I deeply appreciate your patient endeavor to help me put into practice what you have so clearly explained. Without such practice, the course would not have been so profitable. Among the treasures which I shall take back to Thailand will be the remembrance of your interesting yet informative lectures.
Gratefully yours,

Sample Letter of Appreciation


Date Name/Title Business/Organization Name Address City, State ZIP Dear (name) In too many situations, it is only the squeaky wheels that get the grease. But I am pleased to see that recognition also comes to the well-oiled, most smoothly operating machines. Congratulations on your recent Directors Award! The news about your honor was barely out before people began commenting that it was about time your high performance was noticed. We couldnt be happier for you. The honor speaks well of your commitment to our industry. In addition to echoing the accolade, we would be tender our thanks for the personal contributions you have made, as well as those for which you are being publicly recognized. Automotive parts and service is a competitive game. Your contributions have made everyones job easier. Sincerely, Signature Name Title

LETTERS OF CONGRATULATIONS AND GOOD WISHES


Letters of congratulations and good wishes are appropriately written to friends, business associates, and employees who have enjoyed progress and good fortune. Brevity is a cardinal virtue of these letters. Direct concise language adds vigor to the message. Naturalness of expression is essential to give ones words the ring sincerity. Enthusiasm adds zest and animation to the message. The letter of congratulation should be written with relish or not written at all. Like the letter of condolence, it should be written immediately after the occasion fir it has developed.

ILLUSTRATIONS Dear Mr. Sayson: I have just read in todays paper of your election as Mayor of Sta. Maria, and I congratulate both of you and the town you represent. I am sure that you will bring to your job the same ability and understanding that has made you an exemplary teacher.
Sincerely yours,

SAMPLE LETTER OF COGRATULATIONS


Date Name/Title Business/Organization Name Address City, State ZIP Dear (name): Good news doesnt stay a secret long. We would like to extend our heartiest congratulations for (name of honor or event). It is reassuring to know that those who work so hard achieve the recognition they deserve. We are very pleased for you. Congratulations again on your (brief identification of honor). We cannot think of a more deserving person.

Sincerely, Signature Name Title

LETTERS OF INTRODUCTION
The letter of introduction is a personal communication ordinarily written by one person to another person for the purpose of bringing about the acquaintanceship of two persons not known to each other. It is the gesture of courtesy properly extended to a personal friend or to a business or professional associate. It may be prepared for direct mailing to the addressee, or written for delivery in person by the one introduced. In the later case, the envelope should be left unsealed as a courtesy to the bearer. The tone of the letter should be determined by the degree of acquaintance between its writer and the other person concerned, and also by the purpose for which the introduction is made. When the writer is introducing one of his personal friends to another upon a basis both social and business, the tone of the message should be quite informal. When he is introducing one of his business associates to another for purely business reasons, the tone should be conservative. Brevity combined with definiteness, simplicity prompted by sincerity-these are the essential qualities of efficient letters of introduction. PARAGRAPH CONTAINS:

Give information enabling the reader to identify the person seeking introduction. State the circumstances of, and the reason for, the introduction. Show appreciation of any interest that may be manifested by the reader in the person introduced.

FACE OF CARD Mariano F. Abaya Introducing Mr. Pedro Cruz To Mr. Antonio REVERSE OF CARD Dear Mr. Bautista: Mr. Cruz is interested in buying coconuts for his copra factory. Wont you sell him your products or those of other planters? sincerely,
February 7, 19Yours M. F. Abaya

SAMPLE LETTER OF INTRODUCTION Date Name/Title Business/Organization Name Address City, State ZIP Dear (name): These days, many professionals have the training, but few have the drive to apply that training in a way that will make a difference in helping an organization move forward. It is my pleasure to introduce just such a person, (name). (Describe the individuals background and training as it applies to the professional task at hand. Then explain how the background is enhanced by the individuals unique characteristics and ability to help the recipient organization improve its operations/productivity.) It has been our pleasure to have known and worked with (name) for (length of time). (His/her) efforts on our behalf have always been exceptional, and the results of those efforts successful. We except you will have the same experience. If we can provide further information, please do not hesitate to call. Best regard, Signature Name Title