TYPES OF CIVILIAN LETTERS

1. INFORMATION LETTER

Sample Content:
We have received your letter of July 22, 2008 inquiring whether or not local executives are authorized to issue
mission orders to their security officers/security aids.

Under PD 1866, which is the governing law on firearms, particularly Sections 5 and 9 of its implementing guidelines,
governors and mayors are not included among the government functionaries who are authorized to issue mission orders.

Thank you for letting us clarify this matter with you. Please do not hesitate to communicate further with us, should
there be other matters you wish to know.

With my warmest personal regards.

2. INVITATION LETTER – usually refers to that one securing a speaker for an important occasions. It mentions the
following: a. Date of the speaking engagement b. Topic to be discussed c. Time limit d. Verification of acceptance

Sample Content:
Our newly-enlisted personnel, all insured by your company, wish to know some important factors concerning insurance.
They want to be detailed on loan privileges and settlement of claims.

May we then invite you to talk for at least an hour on these topics, at the TCC Gymnasium, on the 7 th of September, at 2 in
the afternoon. As an insurance authority, you can surely answer questions that may be raised during the open forum by PNP
personnel who are requesting for cancellation of their insurance contracts, of those who may want to be insured or have their
cancelled insurance policy renewed.

Please let us know within this week if the date is agreeable to you. Otherwise, we shall make adjustments in your favor.

3. INVITATION REFUSAL – this is the more difficult to write than invitation letter. These are the guides to be considered:
a. Appreciation for the invitation b. Reason for Refusal c. Possibility of accepting a similar invitation in the future

Sample Content:
I was pleased to have received your invitation to speak before your men on September 8. The topic of “Personnel
Management” is falling on my field of concentration.

However, prior to your invitation, I had already calendared a similar speaking engagement on the same date.

If you can postpone yours for the following month, I shall be willing to be with you. Just give me enough time to
schedule my official activities.

4. CLAIM LETTER – written as a result of complaint of the way supplies were delivered, services rendered or accounts paid.
Anybody intending to write this kind of letter must think of courtesy despite his ire. He does not write when he is angry as to
do so means to project his anger. His rudeness is reflected in his letter.

Sample Content:
For almost a month now, the trainees have been requesting us to look after the food served them. They say that rice given
them is thoroughly cooked and the same menu is planned daily.

Because of this service, they are inactive in the training: some of them are physically weak; and few others, hospitalized.

We are aware of their P30 allowance for subsistence. Perhaps, this amount given you in advance can yet be budgeted to
promote variation in menu planning. Also, you may look into some problems of your workers. Considering them might help
your plans for a better service.

May we look forward to your cooperation.

5. ADJUSTMENT LETTER – written in answer to a claim letter.

Sample Content:
It has always been our policy to be of service to the public, but your letter has reminded us one thing: a disservice to you and
to us.

Your being ignored during office hours by one of our employees was worth resenting, especially so that the prestige you hold
warrants respect although, of course, we have had instructions on courtesy to all, regardless of social distinction. Everyone
should be attended to.

Rest assured, however, that this matter will be taken seriously because we do not wish this unfavorable behavior repeated.

6. REQUEST LETTER – an asking letter. Specific suggestions: a. To speed the handling of the request, the writer must
address to a particular person or department b. The writer must be clear in his own mind as to what he wants to know,
omitting to ask information that maybe obtained from the reference books or other sources that are readily available to him.
c. He must express his gratitude by saying “Thank you” but not “Thank you in advance” d. As this is special favor, a
stamped, self-addressed envelope should be enclosed.
Sample Content:
Please send us 50 copies of your book on :Military Leadership.” These will be distributed to our CAT cadets for their
guidance.

Enclosed is a check for P5,000.00 equivalent to your wholesale price.

Thank you very much.

7. TRANSMITTAL LETTER – a letter that sends, it identifies what is being sent and what is it being intended for. It sends
an important paper (requesting for appointments/promotions, formal report), a check, a bank draft, or a money order. a. It
provides permanent record of transfer b. It shows the date on which the report was submitted c. It states the name and
position of the writer of the report d. It shows when and by whom the report was authorized

Sample Content:
We are transmitting for appropriate action the attached letter of MR. VICENTE PASTRANA, dated August 6, 1998.
This is in relation to his request for a copy of the newly approved Qualification Standards Manual for Local Government.

Advice of the action taken thereon direct to party concerned is highly appreciated.

8. CREDIT LETTER – generally defined as the power to obtain goods and services in the present time with the promise to
pay them in the future. The following points to be emphasized: a. What is desired b. Guarantee c. References, if necessary

Sample Content:
This refers to the Letter of Credit by this Command in favor of Toyota Kasiha Ltd., Sasashimaco, Nakamurakui, Nagoya 450,
Japan. The letter involves the procurement of Toyota auto spare parts under FAS/LC No. 77766-SF.

Please cable PNB, San Francisco, USA, for an amendment wich will enable the loading of these items from Nagoya. Japan, to
Japanese ports. Such an arrangement will facilitate early shipment.

As ever, we appreciate your usual cooperation on this matter.

Answering a credit letter

We have received your letter asking us to set up a charge account in favor of your institution. This is a great idea because of
the sure profit we can derive out of your needs.

However, we suggest that the credit be limited to P50,000.00 monthly. Afterwards, we can consider to increase it in favor of
our individual progress. Such is our standing policy to all new accounts.

Within this week, our credit agent will see you personally. He will give some forms to be accomplished.

9. ORDER LETTER – written when a person or a customer for that matter ask for goods from a seller or a supplier. It needs
to be correct, complete, and definite so that the reader may feel it exactly as the writer wishes. The following points can
guide the writer. A. An unmistakably clear explanation of what is desired and how much is quoted (quality.....specified) b.
Method of shipment if the writer shoulders the cost of delivery (freight, air mail) c. Statement of remittance, such as the
enclosure of checks, etc.

10. INQUIRY LETTER – wants to know about the product or a service. It is worded as: a. Clear, brief and specific questions,
including names, dates and places which will help the reader in answering them b. Reason why the information is important
to the writer c. Omission of demanding replies such as “at once”, “as soon as possible”
 Sample Content:
I write to inquire from the commission regarding the possibility of granting Civil Service Eligibility to Barangay Health
Workers (BHW) and Barangay Service Point Officers (BSPO) as Barangay Nutrition Scholar (BNS). I want to know as to the
basis of granting such, for I thought all the while that BHWs, BSPOs, and BNS do the same functions in the barabgay level. If
it requires an efficient voluntary service, I may proudly say that BHWs, BSPOs possess such also.

It is in this regard, that we BHWs and BSPOs, especially in this Southern part of Mindanao, deeply ask for your
consideration to attend to our need. Do please cause the granting of Civil Service eligibility to BHWs abd BSPOs.

I am willing to hear from the Commission for an answer to this request – inquiry.

11. RECOMMENDATION LETTER – sometimes, an employee asks for a recommendation letter. Morally obligated, an
employer responds to the request and considers the following points: a. The person being recommended b. His history of
employment, qualifications or skills c. assessment of his personality d. Final recommendation

Sample Content:
I am most privileged to recommend one of my employees to work with you. He is Engr. Jun Mark Suico, very honest,
efficient, capable.

A graduate of MechanicaL Engineering, he formerly occupied a highly technical position and handled important documents in
our division. I strongly believe he can maintain competence wherever he is assigned. This is the reason why business firms
have vied to get him.

For his 10-year stay with us, we had never heard of him to be rude or fault finding.

Please use prudence in selecting the most qualified applicant to man your Engineering Department.

12. REFERENCE LETTER – the letter specifies the period of employment, the extent of the employee’s competence or
efficiency and assurance of doing the same favor, if needed in the future.

Sample Content:
Mr. Andrew Chiu is our most favored applicant for a programmer position. In his application, he includes your name
as one of those I can turn to for verification. He said he resigned from your good company a month ago.

We know that any information you can give us about him will enable us to assess his computerization skill. How long
did he work with you? How do you rate his competence? His efficiency?

Answer to these questions will help us.

We are, therefore, asking your cooperation and hoping that we can do you the same favor in the future.

13. APPLICATION LETTER – when a job-seeker tries to sell his service through his qualifications or skills to a prospective
employer. Systematic arrangement of ideas that contain in the paragraph: a. Interest in a particular position b. Personal
qualifications c. Urgent reason for needing the position d. Assurance for respectable people as references e. Availability for
personal interview

Sample Content:
In answer to your need of a secretary, please, count me as an applicant. A Mass Com graduate, accountant, talented – all
these needed qualifications are in me.

Enclosed is my qualifications Summary for your ready reference. This reveals my excellent academic record and my working
experience. Likewise, you will know the respectable individuals who can attest to my personal integrity.

Can I wait an interview notice? Thank you.

14. OPINION LETTER – a letter addressed to editors in local newspapers and magazines especially about published news
articles affecting a particular organization. The following is to be considered: a. Naming the article or issue b. Stating the
writer’s opinion c. Offering suggestions

Sample Content:
 As a teenager, I have a special interest in the Town Council’s Curfew Law for young people under the age 16.

While such a curfew law might keep young people off the streets at night, I don’t think the law would solve the basic
problems of juvenile crime.

Has the Town Council considered creating some kind of Youth Community Center as an alternative to the proposed
curfew law? If young people have a place to go where they can listen to music, play games, etc., they would be less likely to
be out roaming the streets at night. They would be less likely to get into trouble.

I hope that you and the Town Council will consider my suggestion seriously.

Thank you for attention.

15. CONDOLENCE LETTER – a letter to comfort the bereaved person

16. APPOINTMENT LETTER – sent to a person who has been appointed to serve a committee or selected to perform a
specific task, it maybe accepted or rejected.

Sample Content:

The academy appointed you chairman of the Sport Affairs Committee.

Please signify acceptance

Response Content:

I am most grateful to know that you have chosen me as chairman of the Sports Affairs Committee. Of course, it is a
pleasure for me to accept this great task.

NOTE: ALL THE SAMPLE CONTENTS ARE BODY OF THE LETTERS ONLY. IT IS PRESUPPOSE THAT THE WHOLE
PARTS OF THE LETTER ARE INCLUDED AS YOU WRITE EACH LETTER INDIVIDUALLY.