Business

Communi
cation
(Group 6-7)
Submitted By:

Jesseca O. Ramos
Shiela Mae Umali
Russel Rose L. Torrechiva
John Merick T. Lapinozo
John Henry Reganit
Fredrick Micole Litojua
Patrick Manzano
Jayvee Mahusay
DICT 2-1

Credit Letters
Refusal Letters
Letter Stimulating Credit Business- Torrechiva
Collection Stimulating Credit Business- Manzano
The Reminder- Mahusay
Appeal to Cooperation- Lapinozo
Appeal to Self-Interest- Umali
Appeal to Pride- Litonhua
Appeal to Fear- Reganit

Refusal letter
A refusal letter is meant to convey rejection of a job offer, an invitation for a seminar or
event, a business proposal, etc. As this letter contains something negative, people who
are responsible for writing such a letter usually find themselves in a fix. This is
because they have to find a way of writing through which, they can convey the
message without hurting the sentiments of the addressee. Hence, it is important to
choose appropriate words while drafting a rejection letter.
Refusal letters are a necessary requirement, in case you are rejecting a job offer. Also,
a company sending out a rejection letter to a candidate reflects courtesy toward the
individual. It shows that you, as a company, value the interest shown by the
candidate. It is necessary to inform your employer, too, as he has to finalize the
selected candidates, who would be joining the workplace. Providing a courteous and
acceptable reason is important for explaining your action to the employer.
Letter Writing Guidelines

Many people avoid writing a rejection letter because they do not want to hurt other's
feelings. However, it is important to write a rejection letter because the receiver must
be waiting for an answer, and not replying may cause problems for him. For instance,
you have been offered a position in a good company. Though you like the job, you have
decided not to join the company due to some personal reasons. In such circumstances,
you have to write a rejection letter immediately, so that the company can continue with
the recruitment process. Check out the following points.
A letter written typically in response to a job offer, or occasionally another similar
invitation. In regards to a job, a refusal letter is written when
a company offers a position to an individual who must refuse due to his or her
circumstances, such as already having accepted another offer, or simply a lack
of interest in this particular job. There is no particular format or specifications of a
refusal letter, but most times an individual will try to be as polite as possible in
their rejection. Typically, courtesy suggests writing the letter as promptly as possible
upon making ones decision, so the company can search for other
promising employees.

Sample#1

Refusal to Accept the Job Offer of a Sales Personnel

Date: May 14, 2010

Mr. Joseph M. Francis
Marketing Head,
ABC Corporation,
983, Matthew Road,
Massachusetts,
U.S.A.
Dear Mr. Francis:
I am delighted to know that I have been shortlisted as the final candidate for getting
into the sales team of your firm. I wish to extend my thanks to all the people in the
recruitment process, who have parted with their valuable time for considering me as
the right aspirant for the post. I always wanted to be a part of a growing sales team.
However, the job location and the responsibilities of being a single parent, are clashing
with one another.
After viewing my overall responsibilities, I have decided not to devote myself to your
generous offer. I thank you again for considering me as an appropriate candidate for
the position.
Sincerely,
(Your Signature)
(Your Name)
(Your Address)
(Contact Number)
Sample #2

Refusal to Accept the Job Offer of a Project Manager

Date: May 21, 2010

Mr. Neil McKenzie
Human Resources Manager,
Infrastructure and Implementation Division,
XYZ Company

Dear Mr. McKenzie:

I thank you for offering me the position of Project Manager of New York Project
Development Work (NYPDW). I am also thankful to you for spending your precious
time in discussing details of the position and giving your time in considering my offer.
XYZ company is a reputed and competitive firm with innumerable career opportunities
for its employees. There are various aspects of this organization that have always
attracted me to apply for the post of a project manager, and I am glad to have
succeeded in your tough screening exams and interview.
However, I feel that owing to various personal reasons, I have to decline your profitable
and generous offer. This would be better for both of us in our mutual interests. This
turns out to be a very tough decision for me, but I believe, at this point of my career, it
would be the most adequate decision.
Again, I thank you for your time and consideration. It was a pleasure meeting you and
knowing about your firm.
Sincerely,
(Your Signature)
(Name)
(Your Address)
(Contact Number)

Letter of Credit

A letter of credit is a document issued by an importer to his bank, which in turn is

sent to an exporters bank instructing them that a sum of money is to be transferred if
certain obligations are met by the exporter, known as the beneficiary. These
obligations are usually listed in a separate terms document.
Letters of credit are a common procedure in international trade, which safeguards
both parties against fraud and poor service. It is yet another form of financial backing
that can give both parties security when completing large financial transactions.
A letter of credit is a document from a bank guaranteeing that a seller will
receivepayment in full as long as certain delivery conditions have been met. In the

event that the buyer is unable to make payment on the purchase, the bank will cover
the outstanding amount.
They are often used in international transactions to ensure that payment will be
received where the buyer and seller may not know each other and are operating in
different countries. In this case the seller is exposed to a number of risks such
ascredit risk, and legal risk caused by the distance, differing laws and difficulty in
knowing each party personally. A letter of credit provides the seller with a guarantee
that they will get paid as long as certain delivery conditions have been met. For this
reason the use of letters of credit has become a very important aspect ofinternational
trade.
The bank that writes the letter of credit will act on behalf of the buyer and make sure
that all delivery conditions have been met before making the payment to the seller.
Most letters of credit are governed by rules promulgated by the International Chamber
of Commerce known as Uniform Customs and Practice for Documentary Credits.
Letters of credit are typically used by importing and exporting companies particularly
for large purchases and will often negate the need by the buyer to pay a deposit before
delivery is made.
They are also used in land development to ensure that approved public facilities
(streets, sidewalks, storm water ponds, etc.) will be built. The parties to a letter of
credit are the supplier, usually called the "beneficiary", "the issuing bank", of whom
the buyer is a client, and sometimes an advising bank, of whom the beneficiary is a
client. Almost all letters of credit are irrevocable, i.e., cannot be amended or
canceled without mutual consent of all parties. prior to their use, an importer either
had to have faith that their goods would arrive and be in the desired condition after
making payment, or the exporter had to have faith that the importer would pay them
when the goods arrived.

Sample Credit Letter #1

__________Better Widget Makers, Inc.__________

5555 Widget Avenue

Silver City, CO 80456
February 27, 2004
Ms. Ann Hope
President LA
Gadget Emporium
119 S. Vineyard Ave.
Ontario, CA 91761
Dear Ms. Hope:
Thank you for your credit application and your order. We appreciate your business and
the fact that you have chosen Better Widget Makers, Inc. as your primary source for
Widgets and Widget accessories. More and more people are recognizing our excellent
reputation for fine products and quality service.
We offer convenient credit terms to qualified applicants with the intention of
developing a satisfying long-term business relationship. As you know, completing a
credit check can take 2-3 weeks. Please bear with uswe are processing your credit
application as quickly as possible.
Our company policy requires that all first-time customer orders be shipped COD. This
restriction on your account is temporary and will be removed as soon as your new
credit line and Net 30 terms have been established.
Pending approval of your request, please accept the introductory 10% discount we
have already applied to your current order, and please take advantage of this discount
on every order placed with Better Widget Makers, Inc. throughout the month of March.
Sincerely,
Bernard Van DeNyes
Credit Department

Reminder letter

Reminder letter - What is a reminder letter?

Definiton: a document sent to a client to remind them to make payment on an overdue
invoice.
A reminder letter or statement is a document sent to tell your client or customer that
you have not received payment from them for your action (i.e. product shipment,
services rendered, etc.).
Tips for sending reminder letters
The first reminder letter is often sent within a few days of a clients payment becoming
overdue, and more letters can be sent if a client still does not settle their amount due.
When sending the first reminder letter to a customer whose invoice is overdue, its
important to state your request in a positive way that retains the recipient's goodwill.
Just let them know that they have forgotten to make payment and include any relevant
information, such as a copy of the initial invoice.
Its best to presume that your customer has made an honest mistake and send the
first letter as a gentle reminder.
If you do not receive a response or prompt payment from your customer after the first
few reminder letters you have sent, you may wish to send additional reminders with
strict legal language.
For a reminder letter, state the item you wish to remind the reader about and his/her
expected action at the start of the letter. Be gentle with your language. Do not sound
impatient. Some good phrases to use includes:

I wish to let you know ...

I understand you have a lot of work, but I want to remind you...

When you get a chance, please...

To ensure..., please...

Just checking to see if...

In the letter of reminder, provide as much information as possible. Repeat all the
necessary information time, date, place, deadlines, purpose and so forth. If the

reader has forgotten about what the reminder is about, he or she shouldn't have to go
elsewhere in the files to get more information to carry out the action.
If you are writing a reminder letter in memo form, mention in both the subject line and
body of the memo the word reminder. Otherwise, the reader may think you are
sending him/her new information containing some detail about which he or she was
unaware beforehand.
If the letter of reminder is sent due to some change in the original plan or
announcement, call special attention to that change. To add emphasis, place that
detail alone in a separate paragraph or underline it.
If necessary, request a confirmation.
Letter of Reminder Samples
by LeROY WILLIAMS
(TRINIDAD WI)
Can you give me a sample letter for reminder of renewal of maintenance contract?
--------------------------------Answer:
Dear LeRoy,
Below is a sample reminder letter:
----------

Dear Mr. Clinton:

Recognizing your very busy schedule, Im sending you this note as a reminder to renew
your Cleaning and Maintenance Contract with us. I hope you have been more than
satisfied with our service so far.
Enclosed is a copy of the original contract for your convenience.
Would you please have your assistant drop me a note or phone if you require further
information.

Im sincerely looking forward to receiving your renewal.

Regards,
Miss Lewinsky

Sample reminder letter

Date:
John Doe
Address
City, State, Zip Code
Dear Mr. Doe,
This letter is to remind you of your outstanding balance in the amount of $
____________. Please remit this balance within ten (10) days or contact our office at
________________ to advise us when we can expect to receive your payment or if you
would like to make other financial arrangements with us. As a courtesy to our
patients, we do accept MASTER CARD AND VISA. If you choose to pay your balance
with this option, simply complete the form at the bottom, sign and return this letter to
our office. If you have already mailed your payment, please accept our thanks and
apologies for any inconvenience this may have caused.
Sincerely,
Patient Account Coordinator

Appeal to Cooperation Letter

Cooperation letters are very important in any business. Writing Cooperation
letters are both a Science and an Art. There are obviously many different ways to
write Cooperation letters, but the ideal approach for your case depends on condition
and situation.

It is letter which by two companies to work together for mutual benefit, but without a
long-term binding contract.