Midterm Business Letter

Business Letter
Parts
Format
Types
What is a Business Letter?
• Business is an act of buying and selling. Any written report done
in this commercial act inside or outside the place of business
becomes a technical written work called a Business Report.
• The content of this business report refers mainly to a special area
of knowledge.
• It’s not only its content or subject matter that makes it a
technical written work but its format and language as well.
• Two Elements: FORM consists of the physical makeup of the letter
while SUBSTANCE involves the message of the letter.
Qualities of a Good Business Letter
1. Creates favorable impression
2. Appeals to the reader’s point of view
3. Correct in every detail
4. Courteous, friendly and sincere
5. Promotes goodwill
6. Coherent and well-paragraphed
7. Employs highly the business jargon
7 C’s of Business Letter
1. Clearness
2. Conciseness
3. Concreteness
4. Completeness
5. Correctness
6. Consideration
7. Courtesy
1. Clearness
The message must be expressed explicitly that there is no
doubt as to its meaning. The details of the message
should be accurate and straightforward.
2. Conciseness
The short compact message in which the writer avoids
superfluous words and phrases is welcome.
The business message must be limited to essentials.
A complete letter is brief but at the same time does not
leave out any details that are needed for the message to
be thoroughly understood.
3. Concreteness
This is achieved by using specific instead of general
terms.
The details must be sharp and definite.
Concrete terms which appeal to the senses and picture
vividly situation and events should be preferred
4. Completeness
Haphazard writing breeds incompleteness through the
omissions, which are necessary for the message to be
fully understood and for the action to be taken.
Lack of completeness often times requires the writing of
other needless letters by both the addressee and the
writer.
5. Correctness
The letter should be free from all errors in parts.
The writer should likewise avoid errors in grammar,
spelling and form.
The substance of his message should be accurate in
every detail.
6. Consideration
The letter should emphasize the “you” attitude and
should make the reader feel that the writer is as much as
interested in his customers as he is in himself.
7. Courtesy
This produces a pleasant feeling tone.
It enhances the writer’s goodwill and to a great degree
augments his profits.
It can be secured by avoiding blunt expressions.
Parts of a Business Letter
Basic Parts Optional Parts
1. Letterhead or Heading 1. Attention Line
2. Date Line 2. Subject Line
3. Inside Address 3. Enclosure Notation
4. Salutation 4. CC Notation
5. BCC Notation
5. Body of the Letter
6. Postscripts
6. Complimentary Close
7. Reference Initials
7. Signature Block
8. Mailing Direction Notation
Pambayang Kolehiyo ng Mauban
Basic: Dax Hardware
38 Abba
MANALOQuezon
Mauban, TRAVEL AGENCY
St., Luna, Rizal
2184 Anonas Street, Sta. Luisa, Manila
4330
LETTERHEAD
4562899/2883091
Tel. No. 741-83-36
_______________ Cell No. 09198242555
_______________
_______________
• This contains the ____________________
____________________
name of the firm, a ____________________
____________________
____________________
____________________
statement of its ____________________
____________________
business(if ____________________
________________
necessary), its ________________
address and other ________________

___________________________________________________________
___________________________________________________________
___________________________________________________________
less essential parts ___________________________________________________________
___________________________________________________________
___________________________________________________________
___________________________________________________________
such as telephone ___________________________________________________________
___________________________________________________________
number, fax ________________
________________
number, cell phone ________________
__________________
__________________
number and __________________
__________________
__________________
website. __________________
Local Government Unit of Mauban
Basic: HEADING Pambayang

Province
4330
Kolehiyo ng Mauban
of Quezon
College of Education
Mauban, Quezon
________________
________________
• This part tells the
address of the writer _____________________
_____________________
_____________________
which includes the _____________________
_____________________
street address, town, _____________________
province, country _____________________

and zip code which _____________________
___________________________________________________________
are typed on the ___________________________________________________________
___________________________________________________________
top lines. ___________________________________________________________
___________________________________________________________
___________________________________________________________
________________
________________
__________________
__________________
__________________
__________________
MANALO TRAVEL AGENCY
Basic: DATE LINE

Pambayang KolehiyoTel.ngNo.
Mauban
741-83-36
College of Education
Cell No. 09198242555
Mauban, Quezon
April11,
April 11,2019
2019
• This forms part of the
heading _____________________
____________________
_____________________
____________________
• If the letterhead is _____________________
____________________
used, the dateline is
typed two or three _____________________
________________
spaces below the ___________________________________________________________
___________________________________________________________
last line of the ___________________________________________________________
___________________________________________________________
letterhead. ___________________________________________________________
___________________________________________________________
________________
________________
__________________
__________________
__________________
__________________
Basic: INSIDE MANALO TRAVEL AGENCY
Polytechnic UniversityTel.
of the
No. Philippines
ADDRESS
741-83-36
Graduate School Cell No. 09198242555
Sta. Mesa, Manila
April 11, 2019
April 11, 2019
• This tells to whom the
letter is written whether Ms. Esmerita E. Abayan
Atty.
1922Niel E. Cuaresma
Crescent Street
it is a person, a firm or President
San Lorenzo Village
Mr. and Mrs. Company
organization. Makati
Sta. MesaCity, Metro Manila
Manila
• At least 3 lines and

_____________________
________________
typed two or three
spaces below the date ___________________________________________________________
___________________________________________________________
___________________________________________________________
___________________________________________________________
line. ___________________________________________________________
___________________________________________________________
________________
• If directed to one ________________
person, this should have __________________
__________________
__________________
title, full name, business __________________
title, business affiliation.
Basic: MANALO TRAVEL AGENCY
Polytechnic UniversityTel.
of the
No. Philippines
SALUTATION
741-83-36
Graduate School Cell No. 09198242555
Sta. Mesa, Manila
April 11, 2019
April 11, 2019
• Serves as a greeting for
the addressee Ms. Esmerita E. Abayan
Atty.
1922Niel E. Cuaresma
Crescent Street
President
San Lorenzo Village
• Should agree with the Mr. and Mrs. Company
Makati
Sta. MesaCity, Metro Manila
Manila
inside address in both
number and gender
DearAtty.
Dear Ms. Cuaresma:
Abayan:
• Typed two or three ___________________________________________________________

___________________________________________________________
spaces below inside ___________________________________________________________
___________________________________________________________
___________________________________________________________
___________________________________________________________
address.
________________
________________
• The first word and all the __________________
__________________
names are capitalized __________________
__________________
Basic: BODY of Polytechnic2184
Anonas
University of Street, Sta. Luisa, Manila
the Philippines
the LETTER
Graduate School Tel. No. 741-83-36
Sta. Mesa, Manila Cell No. 09198242555
April 11, 2019
April 11, 2019

• Contains the message
Ms. Esmerita E. Abayan
of the letter. 1922 Crescent Street
Atty.
SanNiel E. Cuaresma
Lorenzo Village
• Must be carefully President
Makati City, Metro Manila
planned. Sta. Mesa Manila
Dear Ms. Abayan:
• Must be concise, clear,
Dear Atty. Cuaresma:
and exact in all details. Thank you for your letter on April 2, 2019 inquiring about the
requirements for the enrolment in the Master Teaching.
A friendly invitation is extended to you and your friends to visit
• Typed two spaces and enjoy a sturdy wind swept cottage by the sea and
________________
Sakbayan Peak.
below the salutation
__________________
________________
__________________
__________________
__________________
Basic: MANALO TRAVEL AGENCY
COMPLIMENTARY Polytechnic2184 Anonas

University of Street, Sta. Luisa, Manila
the Philippines
Graduate School Tel. No. 741-83-36
Sta. Mesa, Manila Cell No. 09198242555
CLOSE April 11, 2019
April 11, 2019
• Typed two spaces
Ms. Esmerita E. Abayan
below the last line of the 1922 Crescent Street
body Atty.
SanNiel
President
E. Cuaresma
Lorenzo Village
• Only the first word is Sta. Mesa Manila
capitalized Dear Ms. Abayan:
• Refers to the words of Thank you for your letter on April 2, 2019 inquiring about the
courtesy which must be A friendly invitation is extended to you and your friends to visit
and enjoy yours,
a sturdy wind swept cottage by the sea and
pleasant and business Sincerely
Sakbayan Peak.
like __________________
Respectfully yours,
__________________
__________________
__________________
Basic: SIGNATURE 2184 Anonas Street, Sta. Luisa, Manila
Polytechnic University of the Philippines
Graduate School
Tel. No. 741-83-36
BLOCK Sta. Mesa, Manila

April 11, 2019
Cell No. 09198242555
April 11, 2019

• Writer’s full name is Ms. Esmerita E. Abayan
typed four to five 1922 Crescent Street
Atty. Niel E. Cuaresma
spaces below the San Lorenzo Village
President
complimentary close. Mr. and Mrs. Company
Sta. Mesa Manila
• The first two to three Dear Ms. Abayan:
spaces are for the Dear Atty. Cuaresma:
signature Thank you for your letter on April 2, 2019 inquiring about the
and enjoy a sturdy wind swept cottage by the sea and
• Following the full name Sakbayan Peak.
on the next line is the Sincerely yours,
Respectfully yours,
company’s name or the
designation of the writer NICOLE SANTOS
ALEX M. ARCAMO
Registrar
Manager
Optional:
Princess Enterprises
2184 Colon2184 Anonas Street, Sta. Luisa, Manila
Street
Tel. No. 741-83-36
ATTENTION LINE
Cebu City
April 11, 2019 Cell No. 09198242555
April
Mr. 11, 2019Bondoc
Romeo
President
• A letter may be addressed Atty.
Phil.Niel E. Cuaresma
Refinery Company
to a person either directed President
Quezon, City
to him or may be Mr. and Mrs. Company
Sta. Mesa Manila Mr. Patrick C. Roy
Attention:
addressed to the
company where he is Attention:
Dear Mr. Ronald D. Estoque
Mr. Bondoc:
connected
• The salutation greets the We are sorry to know that the 10 HP computers you
Apurchased
friendly invitation
from usiswere
extended to you and your friends to visit
defective.
addressee not the and enjoy a sturdy wind swept cottage by the sea and
mentioned name Sakbayan Peak.
Sincerely yours,
Respectfully yours,
• Typed two spaces below
the last line of the inside ALEX
ANNM. ARCAMO
SANTOS
address and two spaces Manager
Manager
above the salutation
Optional:
Street
Tel. No. 741-83-36
SUBJECT LINE
Cebu City
April 11, 2019 Cell No. 09198242555
April
Mr. 11, 2019Bondoc
Romeo
President
• Summarizes the Atty.
Refinery Company
contents of the letter President
Quezon, City
Sta. Mesa Manila Mr. Patrick C. Roy
• Typed two spaces Attention:
below the salutation Attention:

Dear Mr. Ronald D. Estoque
Mr. Bondoc:
Dear Atty.Purchased
Cuaresma:HP Computer Units
• The word subject may Subject:
be typed as SUBJECT or SUBJECT
We are– FRIENDLY
sorry to INVITATION
know that the 10 HP computers you
Subject purchased from us were defective.
Sakbayan
Sincerely Peak.
yours,
Respectfully yours,
ANN SANTOS
ALEX M. ARCAMO
Manager
Manager
Optional: 2184 Colon2184
Cebu City
Anonas Street, Sta. Luisa, Manila
Street
Tel. No. 741-83-36
REFERENCE INITIALS April 11, 2019 Cell No. 09198242555
April
Mr. 11, 2019Bondoc
Romeo
• These are the initials of the President
Atty.
Refinery Company
typist or encoder of the President
Quezon, City
letter Mr. and Mrs. Company
Sta. Mesa
Dear Mr. Manila
Bondoc:
• If a misunderstanding
Subject: Purchased HP Computer Units
occurs within a letter, the Dear Atty. Cuaresma:
reader may discover that We are sorry to know that the 10 HP computers you
Apurchased
friendly invitation
from usiswere
the person writing the letter defective.
was different from the Sakbayan Peak.
person who signed it Sincerely yours,
Respectfully yours,
• placed at the bottom of a ALEX
ANNM. ARCAMO
SANTOS
letter, two lines below the Manager
Manager
signature block and
aligned with the left margin
MBC/CMS
MBC:CMS
Optional:ENCLOSURE
2184 Colon Street
Tel. No. 741-83-36
Cebu City
NOTATION April 11, 2019

April 11, 2019

• Two line spaces after Mr. Romeo Bondoc
President
President
the reference initial Mr. and Mrs. Company
Phil. Refinery Company
Sta. Mesa Manila
notations Quezon, City
• Used when anything is Dear Mr. Bondoc:
sent along with the and enjoy a sturdy wind swept cottage by the sea and
We are sorry to know that the 10 HP computers you
letter Sakbayan Peak.
purchased from us were defective.
Respectfully yours,
Sincerely yours,
ALEX M. ARCAMO
Manager
ANN SANTOS
Manager
MBC/CMS
Enc: Brochure
MBC:CMS
Tourist Map
Enclosed: Official Receipt
Optional: CC
Street
Tel. No. 741-83-36
NOTATION
Cebu City
April 11, 2019 Cell No. 09198242555
April
Mr. 11, 2019Bondoc
Romeo
President
• Carbon Copy Notation Atty.
Refinery Company
President
Quezon, City
• It means that a copy or Mr. and Mrs. Company
Sta. MesaMr. Manila
copies of the letter have Dear Bondoc:
been forwarded to Subject: Purchased HP Computer Units

other persons
Apurchased
friendly invitation
from usiswere
defective.
• Two spaces below the and enjoy a sturdy wind swept cottage by the sea and
signature Sakbayan Peak.
Sincerely yours,
Respectfully yours,
ALEX
ANNM. ARCAMO
SANTOS
Manager
Manager
CC.
CC.Atty. Jose P. C.
Mr. Patrick Gamboa
Roy
Optional: BCC
Street
Tel. No. 741-83-36
NOTATION
Cebu City
April 11, 2019 Cell No. 09198242555
April
Mr. 11, 2019Bondoc
Romeo
• Blind Carbon Copy President
Atty.
Refinery Company
Notation President
Quezon, City
• This is used when the Sta. Mesa
Dear Mr. Manila
Bondoc:
writer desires to send a
Subject: Purchased HP Computer Units
copy of his letter to Dear Atty. Cuaresma:
another person but We are sorry to know that the 10 HP computers you
does not want the Apurchased
friendly invitation
from usiswere
defective.
addressee to know this Sakbayan Peak.
fact Sincerely yours,
Respectfully yours,
• This does not appear on
the original, only on the ALEX
ANNM. ARCAMO
SANTOS
Manager
photocopied/xerox Manager
copies
BCC.
BCC.Atty. Jose P. C.
Mr. Patrick Gamboa
Roy
Optional:
Street
Tel. No. 741-83-36
POSTSCRIPTS
Cebu City
April 11, 2019 Cell No. 09198242555
April 11, 2019

Mr. Romeo Bondoc
• The least important of all Atty. Niel E. Cuaresma
President
the parts President
Phil. Refinery Company
Mr. and Mrs.
Quezon, Company
City
Sta. Mesa Manila
• May be used to transmit
a personal message Dear
DearAtty. Cuaresma:
Mr. Bondoc:
(initials of the writer AWe
friendly
are invitation
sorry tois know
extended
thatto the
you and yourcomputers
10 HP friends to visit
you
should be type or pen- and enjoy a sturdy wind swept
purchased from us were defective. cottage by the sea and
written) Sakbayan Peak.
Sincerely yours,
Respectfully yours,
• Used to stress an
important point already ANN SANTOS
ALEX M. ARCAMO
discussed in the body Manager
Manager
(no need for the initials
CC. Atty. Jose P. Gamboa
of the writer) MBC:CMS
PS.
PS.Confirm
Call us once received
for other this invitation.
inquiries.
Optional: MAILING 2184 Colon
Cebu City
Street
Tel. No. 741-83-36
NOTATION April 11, 2019
April 11, 2019
Certified Mail
• Indicates whether the Certified Mail
Mr. Romeo Bondoc
letter is to be sent by President
special delivery, airmail, Phil. Refinery Company
President
Quezon,
Mr. and Mrs.CityCompany
messenger, on-hand, Sta. Mesa Manila
etc. Dear Mr. Bondoc:
• Placed three spaces purchased from us were defective.
midway between the A friendly invitation is extended to you and your friends to
visit and enjoy a sturdy wind swept cottage by the sea.
date line and the first Sincerely yours,
line of the inside address Respectfully yours,
ANN SANTOS
• Typed on the carbon ALEX M. ARCAMO
Manager
Manager
copies only
MBC:CMS
CC. Atty. Jose P. Gamboa
PS.Confirm
PS. Call us for other
once inquiries.this invitation.
received
Formats or Styles of a Business Letter
1. Full Block Style
2. Modified Block Style
3. Semi-Block Style
4. Indented or Traditional Style
5. Hanging Style
6. Memorandum Style
____________________
____________________
______________________
____________________
Heading
_______________
Letterhead
____________________
Full Block Style _______________
_______________ Dateline
Dateline
____________________
____________________
____________________
____________________ Inside Address
____________________ Inside Address
____________________
________________ :
________________ : Salutation
Salutation
___________________________________________________________
___________________________________________________________
___________________________________________________________
___________________________________________________________
Body
Body
___________________________________________________________
___________________________________________________________
________________
________________ Complimentary
Complimentary Close
Close
__________________
__________________
__________________ Signature Line
__________________ Signature Line
______________
Notations
______________ Notations
____________________
Modified Block
____________________
______________________
____________________
Heading Letterhead
____________________ _______________
Style Dateline
Dateline
_______________
_______________
____________________
____________________
____________________
____________________
____________________ Inside
Inside Address
Address
____________________
________________ : :
________________ Salutation
Salutation
___________________________________________________________
___________________________________________________________
___________________________________________________________
___________________________________________________________
Body
Body
___________________________________________________________
___________________________________________________________
Complimentary Close ________________

__________________
__________________
Signature
Signature Line
Line __________________
__________________
______________
Notations
______________ Notations
____________________
____________________
______________________
Heading
_______________
Letterhead
____________________
____________________
Semi-Block Style Dateline
Dateline
_______________
_______________
____________________
____________________
____________________
____________________
____________________ Inside
Inside Address
Address
____________________
________________ :
________________ : Salutation
Salutation
______________________________________________________
______________________________________________________
___________________________________________________________
Body
___________________________________________________________
Body
___________________________________________________________
___________________________________________________________

__________________
Signature Line __________________
Signature Line __________________
__________________
______________
______________ Notations
Notations
____________________
Indented or
__________________________
______________________
Letterhead
______________________
Heading ______________________
_______________
Traditional Style Dateline

Dateline
_______________
_______________
____________________
____________________
_________________
__________________
Inside Address
__________________ Inside Address
_________________
________________ : :
________________ Salutation
Salutation
______________________________________________________
______________________________________________________
___________________________________________________________
___________________________________________________________
Body
Body
___________________________________________________________
___________________________________________________________

__________________
__________________
Signature
Signature Line
Line __________________
__________________
______________
Notations
______________ Notations
____________________
__________________________
______________________
Letterhead
______________________
Heading ______________________
_______________
Hanging Style Dateline

Dateline
_______________
_______________
____________________
____________________
_________________
__________________
Inside Address
__________________ Inside Address
_________________
________________ : :
________________ Salutation
Salutation
___________________________________________________________
___________________________________________________________
_______________________________________________________
_______________________________________________________
Body
Body
_______________________________________________________
_______________________________________________________

__________________
__________________
Signature
Signature Line
Line __________________
__________________
______________
Notations
______________ Notations
Memorandum ____________________
______________________ Letterhead
Style
_______________
MEMORANDUM
DATE: _____________
TO: _______________
FROM: ____________
SUBJECT: _____________
___________________________________________________________
___________________________________________________________
Body
___________________________________________________________
___________________________________________________________
Penned Signature (Optional)

______________
Signature Line
Types of a Business Letter
1. Letter of Inquiry
2. Letter of Reply
3. Letter of Order
4. Sales Letter
5. Adjustment Letter
6. Letter of Application (Solicited and Unsolicited Letter)
7. Resume/ Curriculum Vitae
8. Letter of Recommendation
9. Resignation Letter
10. Congratulatory Letter
Letter of Inquiry
• Written for the
purpose of securing
information or any
other things from the
addressee
• Written to ask about
prices, to answer
advertisements,
offering samples,
etc.
Letter of Reply
• Written to answer a
letter received from
the addressee
• This can answer all
other types of letter
Letter of Order
• Written to buy
anything or of
securing the services
of a person or a firm
Sales Letter
• Written to influence,
persuade, induce a
person to act as the
seller wishes him to
act
Adjustment
Letter
• Your customer has
the claim and he
writes you. He may
be dissatisfied with
your merchandise,
your service or
general efficiency
• This is a letter from
the company
answering the
claims/complaints
of the customer
Letter of
Application
• Like sale letter, this is like selling something but this time it is the skill of
the writer, or he sells himself.
Types of Application letter:

1. Solicited Letter
2. Unsolicited Letter
Solicited Letter
• Answers
advertisement or
expresses requests
for application
• This is an application
for an available and
specified job
vacancy
Unsolicited
Letter
• Written at the
writer’s initiative
• The writer writes in
the hope that there
will be a place for
him in the company
Resume Sheet
• The summary of the
applicant’s
qualifications.
• Application letter
serves as the
endorser while the
resume sheet is the
major instrument
because it is the
sheet being looked
into by the employer
Letter of
Recommendation
• Written for the
purpose of vouching
for an applicant’s
good character and
his fitness for a
certain job
• The writer should give
specific answers to
definite questions
regarding the
applicant’s suitability
in the position
applied for.
Resignation
Letter
• Written when
someone wants to
leave a job position
• Regardless of your
reason for resigning,
your letter should be
friendly in tone
Congratulatory
Letter
• Written when you
want to greet
someone of his
progress,
development,
promotion, etc.
• This need not be
long, but its tone
should be friendly
and sincere

Midterm Business Letter

Transféré par

Informations du document

Description originale:

Copyright

Formats disponibles

Partager ce document

Partager ou intégrer le document

Options de partage

Avez-vous trouvé ce document utile ?

Ce contenu est-il inapproprié ?

Droits d'auteur :

Formats disponibles

Midterm Business Letter

Transféré par

Droits d'auteur :

Formats disponibles

Business Letter

2. Date Line 2. Subject Line

3. Inside Address 3. Enclosure Notation

address and other ________________

Basic: HEADING Pambayang

province, country _____________________

Basic: DATE LINE

• At least 3 lines and

• Typed two or three ___________________________________________________________

April 11, 2019

COMPLIMENTARY Polytechnic2184 Anonas

BLOCK Sta. Mesa, Manila

April 11, 2019

below the salutation Attention:

REFERENCE INITIALS April 11, 2019 Cell No. 09198242555

NOTATION April 11, 2019

Atty. Niel E. Cuaresma

been forwarded to Subject: Purchased HP Computer Units

April 11, 2019

Complimentary Close ________________

Complimentary Close ________________

Traditional Style Dateline

Complimentary Close ________________

Hanging Style Dateline

Complimentary Close ________________

Penned Signature (Optional)

Types of Application letter:

Vous aimerez peut-être aussi