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Today, let's delve into the Letter of Inquiry. Does anyone know what this letter is used for?
Is it for asking for information about something?
Exactly! A Letter of Inquiry seeks specific information, such as details about a product or course. Can anyone name an example when they might need to write one?
If I want to know about the admission process for a college, I could write a letter like that.
Right! And remember, this letter should be clear and concise. You often include a few key elements: the purpose of your inquiry and any questions you have. Let's summarize the key elements of a format for this letter.
I think the format is important too, like the sender's and receiver's addresses.
Yes! The format includes the sender's address, date, receiver's address, subject, a formal salutation, and a clear body. Letβs remember the acronym 'SDSCF' to recall these components: Sender's address, Date, Subject, Content, and Formal closing.
Thatβs a helpful way to remember!
Great! Always focus on clarity when making inquiries. In summary, a Letter of Inquiry is crucial when seeking information, structured with specific components to maintain professionalism.
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Next, letβs talk about a Letter of Complaint. Who can tell me what this letter involves?
It's about expressing dissatisfaction, right?
Correct! A Letter of Complaint outlines specific problems with a product or service. What are some elements you'd include in such a letter?
You should explain what issue you're facing and what you expect as a resolution.
Exactly! And itβs important to remain professional, even when expressing anger. Use clear, respectful language. You might start with what's wrong, then explain how it's affected you, and finally request a resolution. Letβs create a mnemonic for what to include in this letterβ'WAE'. What do you think it could stand for?
'WAE': What happened, how it affected me, and expected action!
Excellent! Always follow up with a polite closing. Summarizing, a Letter of Complaint should communicate the issue clearly while maintaining professionalism throughout.
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Now, let's look at the Letter of Order. Who knows when you might use this type of letter?
When you want to buy something?
Right! A Letter of Order is used to request goods or services. What details are essential to include?
You need to mention the product, quantity, and sometimes specify the price.
Exactly! You also want to include payment methods and delivery instructions. Let's remember the acronym 'PRQ' for Product, Quantity, and Requirements to ensure we cover the essentials in this letter.
That will help keep it organized!
Yes! Additionally, keep the tone polite and formal. In summary, a Letter of Order requests items clearly and concisely while following a formal structure.
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Letβs discuss the Letter of Resignation. What is the purpose of this letter?
It's to formally quit your job!
Exactly! It communicates your intention to leave your position. What elements do we need to ensure are included?
The notice period and a thank you note would be good to include.
Correct! It's important to maintain a positive tone, even when resigning. Letβs create a saying to remember this: βExit with gratitudeβ. What does that imply?
That you should thank your employer for the experience!
Exactly! When you write a resignation letter, include the reason if itβs appropriate but keep it brief. To sum up, a Letter of Resignation is formal, expresses gratitude, and comprises essential elements clearly structured.
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Now, let's explore the Letter to the Editor. What do we use this type of letter for?
To share opinions on public issues!
Correct! This letter allows you to address societal issues or suggest solutions. What important aspects must be included in this letter?
Reference to the publication and a clear statement of the issue.
Yes! You might start with 'Through the columns of your esteemed newspaper' which sets the tone. Let's recall the acronym 'POISE' for what to include: Purpose, Opinion, Importance, Suggestions, and Engagement.
That helps me remember what to cover!
Yes! Alright, let's summarize: a Letter to the Editor should convey your opinions respectfully while addressing significant public issues.
Read a summary of the section's main ideas. Choose from Basic, Medium, or Detailed.
The section outlines five specific types of formal letters commonly encountered, such as letters of inquiry, complaint, order, resignation, and to the editor. Each letter type has distinct purposes and formatting requirements essential for successful communication in formal contexts.
This section elaborates on the various types of formal letters that serve specific purposes in different contexts.
Each letter type requires meticulous attention to format, including sender's address, date, receiverβs address, subject, and a formal salutation followed by a well-organized body and a courteous closing. This adherence not only enhances clarity but also maintains professionalism across various formal communications.
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To seek information about a product, service, course, etc.
A Letter of Inquiry is a formal letter written to request information about something specific. This could be a product, service, or course you are interested in. When crafting this letter, itβs important to state clearly what you want to know and to whom you are addressing the inquiry. For a professional tone, always use proper salutations and closings.
Imagine you want to buy a new laptop, and you have some questions about different models. Writing a letter to the store asking about specifications and prices is like being a detective gathering clues. You need the right questions to get the best information.
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To express dissatisfaction with a product, service, or issue.
A Letter of Complaint is written when you experience a problem with a product or service and wish to express your dissatisfaction formally. In your letter, you should describe the issue clearly and concisely, outline what you expect as a resolution, and maintain a respectful tone despite your grievances.
Think of a time when you had a bad meal at a restaurant. Instead of just leaving upset, you want to let the manager know to improve the experience for others. Writing a complaint letter is like having a conversation, where you aim to address issues thoughtfully rather than just venting frustration.
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To place an order for goods.
A Letter of Order is a formal communication used to request goods or services from a supplier. This letter should include details such as what items you are ordering, their quantities, prices, and any special instructions necessary for fulfilling the order. Being specific helps avoid misunderstandings.
Imagine you are throwing a birthday party and need to order cakes, balloons, and decorations. Writing a letter to the party supply store with all your requests is like creating a shopping list, ensuring nothing important gets missed.
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To formally resign from a position.
A Letter of Resignation is written when someone decides to leave a job or position. This letter should state your intention to resign clearly, the last working day, and may express gratitude for the experiences gained during your tenure. Maintaining professionalism is key, as this letter will be part of your employment record.
Consider a student deciding to leave a club after a year. When they write a resignation letter, itβs like respectfully saying goodbye to classmates while sharing what they learned, ensuring they leave on good terms.
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To express views or suggest solutions on issues of public interest.
A Letter to the Editor is written to address public issues, sharing opinions or suggestions either on current events or community matters. It typically begins with a reference to the publication, making it clear that your letter is directed at the readership. Highlight your viewpoint succinctly to engage others in the discourse.
Imagine being part of a group concerned about local park conditions. Writing to the local newspaper is similar to raising a flag at a meeting, hoping that by sharing your thoughts, you inspire community action for better parks.
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To express interest, mention source of advertisement, briefly state qualifications/experience.
A Job Application Letter serves to express your interest in a position that has been advertised. It should mention where you found out about the job and include a brief overview of your qualifications and relevant experience. This letter aims to convince the employer to consider you for an interview.
Picture a student applying for a summer internship. Crafting a job application letter is like writing a sparkling introduction to a resume, showcasing all the skills and reasons that make them the perfect fit for the job, like putting their best foot forward.
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Key Concepts
Formal Letters: Structured forms of communication for official purposes.
Letters of Inquiry: Aimed at seeking specific information.
Letters of Complaint: Convey dissatisfaction professionally.
Letters of Order: Detail specific requests for goods or services.
Letters of Resignation: Formal notifications of leaving a job.
Letters to the Editor: Address public issues with suggestions.
See how the concepts apply in real-world scenarios to understand their practical implications.
Writing a Letter of Inquiry to a university about their courses.
Creating a Letter of Complaint to a company for defective merchandise.
Drafting a Letter of Order for a new office supply order.
Submitting a Letter of Resignation to your employer with a 30-day notice.
Composing a Letter to the Editor about environmental issues needing attention.
Use mnemonics, acronyms, or visual cues to help remember key information more easily.
When in doubt and there's a need, a Letter of Inquiry will proceed!
Imagine you bought a new gadget, but it broke right away. You write a Letter of Complaint to the company in hopes theyβll fix your issue and restore your faith in their product.
Use 'WAE' for your complaint letter: What happened, how it affected you, Expected action.
Review key concepts with flashcards.
Review the Definitions for terms.
Term: Formal Letter
Definition:
A letter written for official or professional purposes, adhering to a specific format and tone.
Term: Letter of Inquiry
Definition:
A formal request for information related to products, services, or issues.
Term: Letter of Complaint
Definition:
A formal letter expressing dissatisfaction about a product or service.
Term: Letter of Order
Definition:
A request for goods or services specifying the details needed for order fulfillment.
Term: Letter of Resignation
Definition:
A formal declaration of intent to leave a position in an organization.
Term: Letter to the Editor
Definition:
A letter written to a publication expressing views or suggesting solutions on public issues.