Writing Effective Business Correspondenc

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Material I used in one of the seminar-workshops I conducted in a Philippine government agency

Material I used in one of the seminar-workshops I conducted in a Philippine government agency

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  • Custom animation effects: text rebound (Intermediate) To reproduce the text effects on this slide, do the following: On the Home tab, in the Slides group, click Layout , and then click Blank . On the Insert tab, in the Text group, click Text Box . Drag to draw a text box on the slide. In the text box, enter text and select it. On the Home tab, in the Font group, do the following: In the Font list, select Corbel . In the Font Size box, enter 50 . Click Bold . On the Home tab, in the Paragraph group, click Center . Select the text box on the slide. Under Drawing Tools , on the Format tab, in the WordArt Styles group, click More WordArt , and then under Applies to All Text in Shape click Fill - Accent 1, Plastic Bevel, Reflection (first row, fifth option from the left). To reproduce the animation effects on this slide, do the following: On the View tab, in the Zoom group, click Zoom , and then in the Zoom dialog box, select 66% . On the Animations tab, in the Animations group, click Custom Animation . On the slide, select the text box. In the Custom Animation task pane, do the following: Click Add Effect , point to Entrance , and then click More Effects . In the Add Entrance Effects dialog box, under Subtle , click Fade . Select the animation effect (fade effect for the text box). Under Modify: Fade , do the following: In the Start list, select With Previous . In the Speed list, select Fast . Click Add Effect , point to Motion Path , point to Draw Custom Path , and then click Freeform . Press and hold SHIFT, and then do the following to draw the freeform line on the slide: Click the first point in the center of the text box. Click the second point on the right edge of the text box. Double-click the third and final point 2” beyond the left edge of the slide. In the Custom Animation task pane, select the custom path effect. Under Modify: Custom Path , do the following: In the Start list, select With Previous . In the Speed list, select Medium . On the slide, right-click the motion path on the slide, and select Reverse Path Direction . To reproduce the background effects on this slide, do the following: Right-click the slide background area, and then click Format Background . In the Format Background dialog box, click Fill in the left pane, select Gradient fill in the Fill pane, and then do the following: In the Type list, select Radial . Click the button next to Direction , and then click From Center (first row, second option from the left). Under Gradient stops , click Add or Remove until two stops appear in the drop-down list. Also under Gradient stops , customize the gradient stops that you added as follows: Select Stop 1 from the list, and then do the following: In the Stop position box, enter 0% . Click the button next to Color , and then under Theme Colors click White, Background 1 (first row, first option from the left). Select Stop 2 from the list, and then do the following: In the Stop position box, enter 100% . Click the button next to Color , click More Colors , and then in the Colors dialog box, on the Custom tab, enter values for Red: 200 , Green: 209 , and Blue: 218 .
  • Custom animation effects: object spins on end (Advanced) To reproduce the background effects on this slide, do the following: On the Home tab, in the Slides group, click Layout , and then click Blank . Right-click the slide background area, and then click Format Background . In the Format Background dialog box, click Fill in the left pane, and then select Solid fill in the Fill pane. Click the button next to Color , and then under Theme Colors click White, Background 1 (first row, first option from the left). To reproduce the rectangle on this slide, do the following: On the Home tab, in the Drawing group, click Shapes , and then under Rectangles click Rounded Rectangle (second option from the left). On the slide, drag to draw a rounded rectangle. Select the rectangle. Drag the yellow diamond adjustment handle to the left to decrease the amount of rounding on the corners. With the rounded rectangle still selected, under Drawing Tools , on the Format tab, in the Size group, do the following: In the Shape Height box, enter 3.5” . In the Shape Width box, enter 0.25” . Under Drawing Tools , on the Format tab, in the bottom right corner of the Shape Styles group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click Fill in the left pane. In the Fill pane, select Solid fill , click the button next to Color , and then under Theme Colors click White, Background 1, Darker 15% (third row, first option from the left). Also in the Format Shape dialog box, click Line Color in the left pane. In the Line Color pane, select No line . Also in the Format Shape dialog box, click Shadow in the left pane. In the Shadow pane, click the button next to Presets , under Outer select Offset Bottom (first row, second option from the left), and then do the following: In the Transparency box, enter 0% . In the Size box, enter 100% . In the Blur box, enter 8.5 pt . In the Angle box, enter 90 ° . In the Distance box, enter 1 pt . Also in the Format Shape dialog box, click 3-D Format in the left pane. In the 3-D Format pane, do the following: Under Bevel , click the button next to Top , and then under Bevel click Circle (first row, first option from the left). Next to Top , in the Width box, enter 5 pt , and in the Height box, enter 5 pt . Under Surface , click the button next to Material , and then under Standard click Matte (first row, first option from the left). Click the button next to Lighting , and then under Neutral click Soft (first row, third option from the left). On the slide, select the rounded rectangle. On the Home tab, in the Clipboard group, click the arrow under Paste , and then click Duplicate . Select the duplicate rectangle. On the Home tab, in the Drawing group, do the following: Click the arrow next to Shape Fill , and then click No Fill . Click the arrow next to Shape Outline , and then click No Outline . Drag the second rectangle above the first rectangle until the lower edge overlays the top edge of the first rectangle. ( Note: When the spinning animation effect is created later for these rectangles, the spin will center where the edges of the rectangles meet.) Press and hold CTRL, and then select both rectangles. On the Home tab, in the Drawing group, click Arrange , and do the following: Point to Align , and then click Align Selected Objects . Point to Align , and then click Align Center . Click Group . On the slide, drag the group until it is centered horizontally on the left edge of the slide (straddling the edge). On the Home tab, in the Drawing group, click Arrange , point to Align , and then do the following: Click Align to Slide . Click Align Middle . To reproduce the dashed arc on this slide, do the following: On the Home tab, in the Drawing group, click Shapes , and then under Basic Shapes click Arc (third row, 12 th option from the left). On the slide, drag to draw an arc. Select the arc. Under Drawing Tools , on the Format tab, in the Size group, do the following: In the Shape Height box, enter 7.5” . In the Shape Width box, enter 7.5” . With the arc still selected, on the Home tab, in the Drawing group, click the arrow next to Shape Outline , and then do the following: Under Theme Colors , click White, Background 1, Darker 15% (third row, first option from the left). Point to Dashes , and then click Dash (fourth option from the top). On the slide, drag the yellow diamond adjustment handle on the right side of the arc to the bottom of the arc to create a half circle. Drag the arc until the yellow diamond adjustment handles are on the left edge of the slide. With the arc still selected, on the Home tab, in the Drawing group, click Arrange , point to Align , and then do the following: Click Align to Slide . Click Align Middle . To reproduce the half circle on this slide, do the following: On the slide, select the arc. On the Home tab, in the Clipboard group, click the arrow under Paste , and then click Duplicate . Select the duplicate arc. Under Drawing Tools , on the Format tab, in the Size group, do the following: In the Shape Height box, enter 3.33” . In the Shape Width box, enter 3.33” . With the second arc still selected, under Drawing Tools , on the Format tab, in the Shape Styles group, click the arrow next to Shape Fill , and then under Theme Colors click White, Background 1, Darker 5% (second row, first option from the left). Under Drawing Tools , on the Format tab, in the Shape Styles group, click the arrow next to Shape Outline , and then click No Outline . Under Drawing Tools , on the Format tab, in the Shape Styles group, click Shape Effects , point to Shadow , and then click Shadow Options . In the Format Shape dialog box, click Shadow in the left pane. In the Shadow pane, click the button next to Presets , under Inner click Inside Right (second row, third option from the left), and then do the following: In the Transparency box, enter 86% . In the Blur box, enter 24 pt . In the Angle box, enter 315 ° . In the Distance box, enter 4 pt . On the slide, drag the second arc until the yellow diamond adjustment handles are on the left edge of the slide. On the Home tab, in the Drawing group, click Arrange , and then do the following: Point to Align , and then click Align to Slide . Point to Align , and then click Align Middle . Click Send to Back . To reproduce the button shapes on this slide, do the following: On the Home tab, in the Drawing group, click Shapes , and then under Basic Shapes click Oval (first row, second option from the left). On the slide, drag to draw an oval. Select the oval. Under Drawing Tools , on the Format tab, in the Size group, do the following: In the Shape Height box, enter 0.34” . In the Shape Width box, enter 0.34” . Under Drawing Tools , on the Format tab, in the Shape Styles group, click More , and then click Light 1 Outline, Colored Fill – Dark 1 (third row, first option from the left). Under Drawing Tools , on the Format tab, in the bottom right corner of the Shape Styles group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click Fill in the left pane. In the Fill pane, select Solid Fill . Click the button next to Color , and then under Theme Colors click Olive Green, Accent 3, Lighter 80 ° (second row, seventh option from the left). Also in the Format Shape dialog box, click Line Color in the left pane. In the Line Color pane, select No line . Also in the Format Shape dialog box, click Shadow in the left pane. In the Shadow pane, click the button next to Presets , under Outer click Offset Bottom (first row, second option from the left), and then do the following: In the Transparency box, enter 0% . In the Size box, enter 100% . In the Blur box, enter 8.5 pt . In the Angle box, enter 90 ° . In the Distance box, enter 1 pt . Also in the Format Shape dialog box, click 3-D Format in the left pane, and then do the following in the 3-D Format pane: Under Bevel , click the button next to Top , and then under Bevel click Art Deco (third row, fourth option from the left). Next to Top , in the Width box, enter 5 pt , and in the Height box, enter 5 pt . Under Contour , click the button next to Color , and then under Theme Colors click White, Background 1 (first row, first option from the left). In the Size box, enter 3.5 pt . Under Surface , click the button next to Material , and then under Standard click Matte (first row, first option from the left). Click the button next to Lighting , and then under Neutral click Soft (first row, third option from the left). On the slide, select the oval. Under Drawing Tools , on the Format tab, in the bottom right corner of the Size group, click the Size and Position dialog box launcher. In the Size and Position dialog box, on the Position tab, do the following: In the Horizontal box, enter 2.98” . In the Vertical box, enter 1.5” . Select the oval. On the Home tab, in the Clipboard group, click the arrow under Paste , and then click Duplicate . Select the duplicate oval. Under Drawing Tools , on the Format tab, in the bottom right corner of the Size group, click the Size and Position dialog box launcher. In the Size and Position dialog box, on the Position tab, do the following: In the Horizontal box, enter 3.52” . In the Vertical box, enter 2.98” . Repeat step 9 two more times, for a total of four ovals. Under Drawing Tools , on the Format tab, in the bottom right corner of the Size group, click the Size and Position dialog box launcher. In the Size and Position dialog box, on the Position tab, do the following to position the third and fourth ovals: Select the third oval on the slide, and then enter 3.52” in the Horizontal box and 4.27” in the Vertical box. Select the fourth oval on the slide, and then enter 2.99” in the Horizontal box and 5.66” in the Vertical box. To reproduce the text on this slide, do the following: On the Insert tab, in the Text group, click Text Box , and then on the slide, drag to draw the text box. Enter text in the text box and select the text. On the Home tab, in the Font group, do the following: In the Font list, select Corbel . In the Font Size list, select 22 . Click the arrow next to Font Color , and then under Theme Colors click White, Background 1, Darker 50% (sixth row, first option from the left). On the Home tab, in the Paragraph group, click Align Text Left to align the text left in the text box. On the slide, drag the text box to the right of the first oval. Select the text box. On the Home tab, in the Clipboard group, click the arrow under Paste , and then click Duplicate . Click in the text box and edit the text. Drag the second text box to the right of the second oval. Repeat steps 5-7 to create the third and fourth text boxes, dragging them to the right of the third and fourth ovals. To reproduce the animation effects on this slide, do the following: On the Animations tab, in the Animations group, click Custom Animation . On the Home tab, in the Editing group, click Select , and then click Selection Pane . In the Selection and Visibility pane, select the rectangle group. In the Custom Animation task pane, do the following: Click Add Effect , point to Emphasis , and then click More Effects . In the Add Emphasis Effect dialog box, under Basic , click Spin . Select the animation effect (spin effect for the rectangle group). Under Modify: Spin , do the following: In the Start list, select With Previous . In the Amount list, in the Custom box, enter 123 ° , and then press ENTER. Also in the Amount list, click Counterclockwise . In the Speed list, select Fast . On the slide, select the first oval. In the Custom Animation task pane, do the following: Click Add Effect , point to Emphasis , and then click More Effects . In the Add Emphasis Effect dialog box, under Basic , click Change Fill Color . Select the second animation effect (change fill color effect for the first oval). Under Modify: Change Fill Color , do the following: In the Start list, select After Previous . In the Fill Color list, click More Colors . In the Colors dialog box, on the Custom tab, enter values for Red: 130 , Green: 153 , Blue: 117 . In the Speed list, select Very Fast . On the slide, select the first text box. In the Custom Animation task pane, do the following: Click Add Effect , point to Entrance , and then click More Effects . In the Add Entrance Effect dialog box, under Subtle , click Fade . Select the third animation effect (fade effect for the first text box). Under Modify: Fade , do the following: In the Start list, select With Previous . In the Speed list, select Very Fast . In the Selection and Visibility pane, select the rectangle group. In the Custom Animation task pane, do the following: Click Add Effect , point to Emphasis , and then click More Effects . In the Add Emphasis Effect dialog box, under Basic , click Spin . Select the fourth animation effect (spin effect for the rectangle group). Under Modify: Spin , do the following: In the Start list, select On Click . In the Amount list, in the Custom box, enter 22 ° , and then press ENTER. Also in the Amount list, click Clockwise . In the Speed list, select Very Fast . On the slide, select the second oval. In the Custom Animation task pane, do the following: Click Add Effect , point to Emphasis , and then click More Effects . In the Add Emphasis Effect dialog box, under Basic , click Change Fill Color . Select the fifth animation effect (change fill color effect for the second oval). Under Modify: Change Fill Color , do the following: In the Start list, select After Previous . In the Fill Color list, click More Colors . In the Colors dialog box, on the Custom tab, enter values for Red: 130 , Green: 153 , Blue: 117 . In the Speed list, select Very Fast . On the slide, select the second text box. In the Custom Animation task pane, do the following: Click Add Effect , point to Entrance and then click More Effects . In the Add Entrance Effect dialog box, under Subtle , click Fade . Select the sixth animation effect (fade effect for the second text box). Under Modify: Fade , do the following: In the Start list, select With Previous . In the Speed list, select Very Fast . On the slide, select the third oval. In the Custom Animation task pane, do the following: Click Add Effect , point to Emphasis , and then click More Effects . In the Add Emphasis Effect dialog box, under Basic , click Change Fill Color . Select the seventh animation effect (change fill color effect for the third oval). Under Modify: Change Fill Color , do the following: In the Start list, select After Previous . In the Fill Color list, click More Colors . In the Colors dialog box, on the Custom tab, enter values for Red: 130 , Green: 153 , Blue: 117 . In the Speed list, select Very Fast . On the slide, select the third text box. In the Custom Animation task pane, do the following: Click Add Effect , point to Entrance and then click More Effects . In the Add Entrance Effect dialog box, under Subtle , click Fade . Select the eighth animation effect (fade effect for the third text box). Under Modify: Fade , do the following: In the Start list, select With Previous . In the Speed list, select Very Fast . On the slide, select the fourth oval. In the Custom Animation task pane, do the following: Click Add Effect , point to Emphasis , and then click More Effects . In the Add Emphasis Effect dialog box, under Basic , click Change Fill Color . Select the ninth animation effect (change fill color effect for the fourth oval). Under Modify: Change Fill Color , do the following: In the Start list, select After Previous . In the Fill Color list, click More Colors . In the Colors dialog box, on the Custom tab, enter values for Red: 130 , Green: 153 , Blue: 117 . In the Speed list, select Very Fast . On the slide, select the fourth text box. In the Custom Animation task pane, do the following: Click Add Effect , point to Entrance , and then click More Effects . In the Add Entrance Effect dialog box, under Subtle , click Fade . Select the 10 th animation effect (fade effect for the fourth text box). Under Modify: Fade , do the following: In the Start list, select With Previous . In the Speed list, select Very Fast .
  • Custom animation effects: dotted line with text fade by letter (Basic) To reproduce the text effects on this slide, do the following: On the Home tab, in the Slides group, click Layout , and then click Blank . On the Insert tab, in the Text group, click Text Box , and then on the slide, drag to draw a text box that spans the entire width of the slide. On the Insert tab, in the Text group, click Symbol . In the Symbol dialog box, do the following: In the Font list, select (normal text) . In the Subset list, select General Punctuation . In the Character Code box, enter 2022 to select BULLET , and then click Insert . Click Insert 33 more times until there is a row of 34 bullets in the text box. In the text box, select the text, and then on the Home tab, in the Font group do the following: In the Font list, select Arial Black . In the Font Size list, select 44 . Click the arrow next to Font Color , and then under Theme Colors click White, Background 1 (first row, first option from the left). On the Home tab, in the Drawing group, click Arrange , point to Align , and then do the following: Click Align to Slide . Click Align Center . Click Align Middle . On the Insert tab, in the Text group, click Text Box . Drag to draw a text box on the slide. Enter and select the text. On the Home tab, in the Font group, do the following: In the Font list, select Corbel . In the Font Size box, enter 50 . Click the arrow next to Font Color , and then under Theme Colors click White, Background 1 (first row, first option from the left). Click Bold . With the text still selected, on the Home tab, in the Paragraph group, click Center . Select the second text box. On the Home tab, in the Drawing group, click Arrange , point to Align , and then do the following: Click Align to Slide . Click Align Center . Click Align Middle . To reproduce the background effects on this slide, do the following: Right-click the slide background area, and then click Format Background . In the Format Background dialog box, click Fill in the left pane, select Gradient fill in the Fill pane, and then do the following: In the Type list, select Radial . Click the button next to Direction , and then click From Center (third option from the left). Under Gradient stops , click Add or Remove until two stops appear in the drop-down list. Also under Gradient stops , customize the gradient stops that you added as follows: Select Stop 1 from the list, and then do the following: In the Stop position box, enter 0% . Click the button next to Color , and then under Theme Colors select Blue, Accent 1, Darker 25% (fifth row, fifth option from the left). Select Stop 2 from the list, and then do the following: In the Stop position box, enter 100% . Click the button next to Color , and then under Theme Colors select Black, Text 1 (first row, second option from the left). To reproduce the animation effects on this slide, do the following: On the Animations tab, in the Animations group, click Custom Animation . On the slide, select the first text box. In the Custom Animation task pane, do the following: Click Add Effect , point to Entrance , and then click More Effects . In the Add Entrance Effect dialog box, under Basic , click Fly In . Select the animation effect (fly-in effect for the first text box). Click the arrow to the right of the selected effect, and then click Effect Options . In the Fly In dialog box, do the following: On the Effect tab, do the following: In the Direction list, select From Left . In the Animate text list, select By Letter . In the % delay between letters box, enter 10 . On the Timing tab, do the following: In the Start list, select With Previous . In the Speed list, select 0.5 seconds (Very Fast) . On the slide, select the first text box. In the Custom Animation task pane, do the following: Click Add Effect , point to Exit , and then click More Effects . In the Add Exit Effect dialog box, under Subtle , click Fade . Select the second animation effect (fade effect for the first text box). Click the arrow to the right of the selected effect, and then click Effect Options . In the Fade dialog box, do the following: On the Effect tab, do the following: In the Animate text list, select By Letter . In the % delay between letters box, enter 10 . On the Timing tab, do the following: In the Start list, select With Previous . In the Delay box, enter 1.5 . In the Speed list, select 0.5 seconds (Very Fast) . On the slide, select the second text box. In the Custom Animation task pane, do the following. Click Add Effect , point to Entrance , and then click More Effects . In the Add Entrance Effect dialog box, under Subtle , click Fade . Select the third animation effect (fade effect for the second text box). Click the arrow to the right of the selected effect, and then click Effect Options . In the Fade dialog box, do the following: On the Effect tab, do the following: In the Animate text list, select By Letter . In the % delay between letters box, enter 6 . On the Timing tab, do the following: In the Start list, select With Previous . In the Delay box, enter 2 . In the Speed list, select 0.5 seconds (Very Fast) .
  • Shaded text boxes with arrows (Intermediate) To reproduce the top shape with text effects on this slide, do the following: On the Home tab, in the Slides group, click Layout , and then click Blank . On the Home tab, in the Drawing group, click Shapes , and then under Rectangles , click Rounded Rectangle (second option from the left). On the slide, drag to draw a rounded rectangle. Select the rectangle. Under Drawing Tools , on the Format tab, in the Size group, do the following: In the Shape Height box, enter .52” . In the Shape Width box, enter 3.75” . Drag the yellow diamond adjustment handle (at the top left of the rectangle) to the right to increase the amount of rounding at the corners of the rectangle. Select the rectangle. On the Home tab, in the bottom right corner of the Drawing group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click Fill in the left pane, select Gradient fill in the Fill pane, and then do the following: In the Type list, select Linear . Click the button next to Direction , and then click Linear Down (first row, second option from the left). Under Gradient stops , click Add or Remove until two stops appear in the drop-down list. Also under Gradient stops , customize the gradient stops that you added as follows: Select Stop 1 from the list, and then do the following: In the Stop position box, enter 0% . Click the button next to Color , and then under Theme Colors click White, Background 1 (first row, first option from the left). Select Stop 2 from the list, and then do the following: In the Stop position box, enter 100% . Click the button next to Color , and then under Theme Colors click White, Background 1, Darker 15% (third row, first option from the left). Also in the Format Shape dialog box, click Line Color in the left pane, select Gradient Line in the Line Color pane, and then do the following: In the Type list, select Linear . Click the button next to Direction , and then click Linear Up (second row, second option from the left). Under Gradient stops , click Add or Remove until two stops appear in the drop-down list. Also under Gradient stops , customize the gradient stops that you added as follows: Select Stop 1 from the list, and then do the following: In the Stop position box, enter 0% . Click the button next to Color , and then under Theme Colors click White, Background 1 (first row, first option from the left). Select Stop 2 from the list, and then do the following: In the Stop position box, enter 100% . Click the button next to Color , and then under Theme Colors click White, Background 1, Darker 25% (fourth row, first option from the left). Also in the Format Shape dialog box, click Line Style in the left pane, and then in the Line Style pane, in the Width box, enter 2 pt . On the Home tab, in the Drawing group, click Shape Effects , and then do the following: Point to Glow , and then under Glow Variations click any option in the first row to set a 5 pt glow. Point to Glow , point to More Glow Colors , and then under Theme Colors click White, Background 1, Darker 25% (fourth row, first option from the left). On the slide, right-click the rounded rectangle, click Edit Text , then enter text. Select the text. On the Home tab, in the Font group, select Franklin Gothic Medium Cond from the Font list, select 24 from the Font Size list, and then click the arrow next to Font Color and under Theme Colors click White, Background 1, Darker 35% (fifth row, first option from the left ) . On the Home tab, in the Paragraph group, click Align Text Left to align the text left in the text box. Under Drawing Tools , on the Format tab, in the bottom right corner of the WordArt Styles group, click the Format Text Effects dialog box launcher. In the Format Text Effects dialog box, click Text Box in the left pane. In the Text Box pane, under Internal margin , enter 0.6” in the Left box to increase the left margin in the rounded rectangle to accommodate the embossed circle. To reproduce the olive-green circle and arrow for the top shape on this slide, do the following: On the Home tab, in the Drawing group, click Shapes , and then under Basic Shapes click Oval (first row, second option from the left). Press and hold SHIFT to constrain the shape to a circle, and then on the slide, drag to draw a circle. Select the circle. Under Drawing Tools , on the Format tab, in the Size group, do the following: In the Shape Height box, enter .4” . In the Shape Width box, enter .4” . On the Home tab, in the bottom right corner of the Drawing group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click Fill in the left pane. In the Fill pane, select Solid Fill , and then click the button next to Color and under Theme Colors click Olive Green, Accent 3, Lighter 60% (third row, seventh option from the left). Also in the Format Shape dialog box, click Line Color in the left pane, and then select No line in the Line Color pane. Also in the Format Shape dialog box, click Shadow in the left pane, and then in the Shadow pane, do the following: Click the button next to Presets , and then under Inner click Inside Diagonal Top Left (first row, first option from the left). In the Transparency box, enter 80% . In the Distance box, enter 2 pt . Drag the circle onto the left side of the rounded rectangle. On the Home tab, in the Drawing group, click Shapes , and then under Block Arrows click Chevron (second row, eighth option from the left). On the slide, drag to draw the chevron on the circle. Select the chevron. Under Drawing Tools , on the Format tab, in the Size group, do the following: In the Shape Height box, enter .23” . In the Shape Width box, enter .23” . On the Home tab, in the Drawing group, click Shape Fill , and then click White, Background 1 (first row, first option from the left). On the Home tab, in the Drawing group, click Shape Outline, and then click No Outline . Press and hold SHIFT and select all three shapes. On the Home tab, in the Drawing group, click Arrange , point to Align , and then click Align Middle . To reproduce the other shapes and arrange them on this slide, do the following: Press and hold SHIFT and select all three shapes. On the Home tab, in the Drawing group, click Arrange , and then under Group Objects click Group . On the Home tab, in the Clipboard group, click the arrow under Paste, and then click Duplicate . Repeat the process until there is a total of four groups of shapes. Separate each group of shapes and loosely arrange them on the slide. Press and hold SHIFT and select all four groups of shapes. On the Home tab, in the Drawing group, click Arrange , and then do the following: Point to Align , and then click Align Selected Objects . Point to Align , and click Distribute Vertically . Point to Align , and then click Align Center . Under Group Objects click Group . With the group still selected on the slide, on the Home tab, in the Drawing group, click Arrange , point to Align , and then do the following: Click Align to Slide . Click Align Center . Click Align Middle . To change the color for the duplicate circles (second, third, and fourth from the top), do the following: Press and hold SHIFT and select all four groups of shapes. On the Home tab, in the Drawing group, click Arrange , and click Ungroup . Select the circle that you would like to change. Under Drawing Tools , on the Format tab, in the Shape Styles group, click the arrow next to Shape Fill , and then do the following: For the second circle from the top, under Theme Colors , click Blue, Accent 1, Lighter 60% (third row, fifth option from the left). For the third circle from the top, under Theme Colors , click Purple, Accent 4, Lighter 60% (third row, eighth option from the left). For the fourth circle from the top, under Theme Colors , click Red, Accent 2, Lighter 60% (third row, sixth option from the left). To reproduce the background on this slide, do the following: Right-click the slide background area, and then click Format Background . In the Format Background dialog box, click Fill in the left pane, select Gradient fill in the Fill pane, and then do the following: In the Type list, select Radial . Click the button next to Direction , and then click From Center (third option from the left). Under Gradient stops , click Add or Remove until two stops appear in the drop-down list. Also under Gradient stops , customize the gradient stops that you added as follows: Select Stop 1 from the list, and then do the following: In the Stop position box, enter 0% . Click the button next to Color , and then under Theme Colors click White, Background 1, Darker 15% (third row, first option from the left). Select Stop 2 from the list, and then do the following: In the Stop position box, enter 80% . Click the button next to Color , and then under Theme Colors click White, Background 1 (first row, first option from the left).
  • Custom animation effects: fly-in and shrink lines, stretch rectangles (Intermediate) To reproduce the first vertical line on this slide, do the following: On the Home tab, in the Slides group, click Layout , and then click Blank . On the Home tab, in the Drawing group, click Shapes , and then under Lines click Line . On the slide, press and hold SHIFT, and then drag to draw a straight, vertical line. Under Drawing Tools , on the Format tab, in the Size group, in the Shape Width box, enter 4.5” . On the Home tab, in the bottom right corner of the Drawing group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click Line Color in the left pane, select Gradient fill in the Line Color pane, and then do the following: In the Type list, select Linear . Click the button next to Direction , and then click Linear Right (first row, fourth option from the left). In the Angle box, enter 0 ° . Under Gradient stops , click Add or Remove until three stops appear in the drop-down list. Also under Gradient stops , customize the gradient stops that you added as follows: Select Stop 1 from the list, and then do the following: In the Stop position box, enter 0% . Click the button next to Color , select More Colors , and then in the Colors dialog box, on the Custom tab, enter values for Red: 148 , Green: 172 , and Blue: 208 . In the Transparency box, enter 100% . Select Stop 2 from the list, and then do the following: In the Stop position box, enter 50% . Click the button next to Color , select More Colors , and then in the Colors dialog box, on the Custom tab, enter values for Red: 148 , Green: 172 , and Blue: 208 . In the Transparency box, enter 0% . Select Stop 3 from the list, and then do the following: In the Stop position box, enter 99% . Click the button next to Color , select More Colors , and then in the Colors dialog box, on the Custom tab, enter values for Red: 148 , Green: 172 , and Blue: 208 . In the Transparency box, enter 100% . Also in the Format Shape dialog box, click Line Style in the left pane. In the Line Style pane, in the Width box, enter 6 pt . To reproduce the first rectangle on this slide, do the following: On the Home tab, in the Drawing group, click Shapes , and then under Rectangles click Rectangle (first option from the left). On the slide, drag to draw a rectangle. Select the rectangle. Under Drawing Tools , on the Format tab, in the Size group, do the following: In the Shape Height box, enter 2”. In the Shape Width box, enter 2” . Under Drawing Tools , on the Format tab, in the bottom right corner of the Shape Styles group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click Fill in the left pane, select Gradient fill in the Fill pane, and then do the following: In the Type list, select Linear . Click the button next to Direction , and then click Linear Up (second row, second option from the left). In the Angle box, enter 270 ° . Under Gradient stops , click Add or Remove until three stops appear in the drop-down list. Also under Gradient stops , customize the gradient stops that you added as follows: Select Stop 1 from the list, and then do the following: In the Stop position box, enter 0% . Click the button next to Color , click More Colors , and then in the Colors dialog box, on the Custom tab, enter values for Red: 44 , Green: 93 , and Blue: 152 . In the Transparency box, enter 0% . Select Stop 2 from the list, and then do the following: In the Stop position box, enter 80% . Click the button next to Color , click More Colors , and then in the Colors dialog box, on the Custom tab, enter values for Red: 60 , Green: 123 , Blue: 199 . In the Transparency box, enter 0% . Select Stop 3 from the list, and then do the following: In the Stop position box, enter 100% . Click the button next to Color , click More Colors , and then in the Colors dialog box, on the Custom tab, enter values for Red: 58 , Green: 124 , Blue: 203 . In the Transparency box, enter 0% . Also in the Format Shape dialog box, click Line Color in the left pane. In the Line Color pane, select No line . Also in the Format Shape dialog box, click 3-D Format in the left pane, and in the 3-D Format pane, do the following: Under Bevel , click the button next to Top , and then under Bevel click Circle (first row, first option from the left). Next to Top , in the Width box, enter 5 pt , and in the Height box, enter 2 pt . Under Surface , in the Angle box, enter 20 ° . On the slide, right-click the rectangle and then click Edit Text . Enter text in the text box and select the text. On the Home tab, in the Font group, do the following: In the Font list, select Calibri . In the Font Size list, select 32 . Click the button next to Font Color , and then under Theme Colors click White, Background 1 (first row, first option from the left). On the slide, press and hold CTRL, and then select the line and the rectangle. On the Home tab, in the Drawing group, click Arrange , point to Align , and then do the following: Click Align Selected Objects . Click Align Left . With the line and rectangle still selected, drag them to the left side of the slide. To reproduce the animation effects for the first vertical line and rectangle on this slide, do the following: On the Animations tab, in the Animations group, click Custom Animation . On the slide, select the line. In the Custom Animation task pane, do the following: Click Add Effect , point to Entrance , and then click More Effects . In the Add Entrance Effect dialog box, under Basic , click Fly In . Select the first animation effect (fly-in effect for the line), and then under Modify: Fly In , do the following: In the Start list, select With Previous . In the Direction list, select From Top . In the Speed list, select Fast . On the slide, select the line. In the Custom Animation task pane, do the following: Click Add Effect , point to Emphasis , and then click More Effects . In the Add Emphasis Effect dialog box, under Basic , click Grow/Shrink . Select the second animation effect (grow/shrink effect for the line). Click the arrow to the right of the effect, and then click Effect Options . In the Grow/Shrink dialog box, do the following: On the Effect tab, do the following: In the Size list, select Tiny . Also in the Size list, select Vertical . On the Timing tab, do the following: In the Start list, select With Previous . In the Delay box, enter 0.5 . In the Speed list, select 1 seconds (Fast) . On the slide, select the rectangle. In the Custom Animation task pane, do the following: Click Add Effect , point to Entrance , and then click More Effects . In the Add Entrance Effect dialog box, under Moderate , click Stretch . Select the third animation effect (stretch effect for the rectangle), and then under Modify: Stretch , do the following: In the Start list, select After Previous . In the Direction list, select From Left . In the Speed list, select Fast . To reproduce the other shapes with animation effects on this slide, do the following: On the slide, press and hold CTRL, and then select the rectangle and the line. On the Home tab, in the Clipboard group, click the arrow under Paste , and then click Duplicate . On the slide, drag the second line and rectangle to the center of the slide. With the second line and rectangle still selected, on the Home tab, in the Clipboard group, click the arrow under Paste , and then click Duplicate . On the slide, drag the third line and rectangle to the right side of the slide. On the slide, press CTRL+A to select all the objects. On the Home tab, in the Drawing group, click Arrange , point to Align , and then do the following: Click Align to Slide . Click Align Middle . Click the text in each of the duplicate rectangles, and then edit the text. On the slide, select the second (middle) line. On the Home tab, in the bottom right corner of the Drawing group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click Line Color in the left pane, select Gradient fill in the Line Color pane, and then do the following: In the Type list, select Linear . Click the button next to Direction , and then click Linear Right (first row, fourth option from the left). In the Angle box, enter 0 ° . Under Gradient stops , click Add or Remove until three stops appear in the drop-down list. Also under Gradient stops , customize the gradient stops that you added as follows: Select Stop 1 from the list, and then do the following: In the Stop position box, enter 0% . Click the button next to Color , select More Colors , and then in the Colors dialog box, on the Custom tab, enter values for Red: 154 , Green: 181 , Blue: 228 . In the Transparency box, enter 100% . Select Stop 2 from the list, and then do the following: In the Stop position box, enter 50% . Click the button next to Color , and then under Theme Colors click White, Background 1, Darker 25% (fourth row, first option from the left). In the Transparency box, enter 0% . Select Stop 3 from the list, and then do the following: In the Stop position box, enter 99% . Click the button next to Color , and then under Theme Colors click White, Background 1, Darker 25% (fourth row, first option from the left). In the Transparency box, enter 100% . On the slide, select the second (middle) rectangle. On the Home tab, in the bottom right corner of the Drawing group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click Fill in the left pane, select Gradient fill in the Fill pane, and then do the following: In the Type list, select Linear . Click the button next to Direction , and then click Linear Up (second row, second option from the left). In the Angle box, enter 270 ° . Under Gradient stops , click Add or Remove until three stops appear in the drop-down list. Also under Gradient stops , customize the gradient stops that you added as follows: Select Stop 1 from the list, and then do the following: In the Stop position box, enter 0% . Click the button next to Color , click More Colors , and then in the Colors dialog box, on the Custom tab, enter values for Red: 118 , Green: 149 , Blue: 53 . Select Stop 2 from the list, and then do the following: In the Stop position box, enter 80% . Click the button next to Color , click More Colors , and then in the Colors dialog box, on the Custom tab, enter values for Red: 115 , Green: 195 , Blue: 72 . Select Stop 3 from the list, and then do the following: In the Stop position box, enter 100% . Click the button next to Color , click More Colors , and then in the Colors dialog box, on the Custom tab, enter values for Red: 156 , Green: 199 , Blue: 70 . On the slide, select the third (right) line. On the Home tab, in the bottom right corner of the Drawing group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click Line Color in the left pane, select Gradient fill in the Line Color pane, and then do the following: In the Type list, select Linear . Click the button next to Direction , and then click Linear Right (first row, fourth option from the left). In the Angle box, enter 0 ° . Under Gradient stops , click Add or Remove until three stops appear in the drop-down list. Also under Gradient stops , customize the gradient stops that you added as follows: Select Stop 1 from the list, and then do the following: In the Stop position box, enter 0% . Click the button next to Color , and then under Theme Colors click Aqua, Accent 5, Lighter 40% (fourth row, ninth option from the left). In the Transparency box, enter 100% . Select Stop 2 from the list, and then do the following: In the Stop position box, enter 50% . Click the button next to Color , and then under Theme Colors click Aqua, Accent 5, Lighter 40% (fourth row, ninth option from the left). In the Transparency box, enter 0% . Select Stop 3 from the list, and then do the following: In the Stop position box, enter 99% . Click the button next to Color , and then under Theme Colors click Aqua, Accent 5, Lighter 40% (fourth row, ninth option from the left). In the Transparency box, enter 100% . On the slide, select the third (right) rectangle. On the Home tab, in the bottom right corner of the Drawing group, click the Format Shape dialog box launcher. In the Format Shape dialog box, click Fill in the left pane, select Gradient fill in the Fill pane, and then do the following: In the Type list, select Linear . Click the button next to Direction , and then click Linear Up (second row, second option from the left). In the Angle box, enter 270 ° . Under Gradient stops , click Add or Remove until three stops appear in the drop-down list. Also under Gradient stops , customize the gradient stops that you added as follows: Select Stop 1 from the list, and then do the following: In the Stop position box, enter 0% . Click the button next to Color , select More Colors , and then in the Colors dialog box, on the Custom tab, enter values for Red: 39 , Green: 135 , Blue: 160 . Select Stop 2 from the list, and then do the following: In the Stop position box, enter 80% . Click the button next to Color , select More Colors , and then in the Colors dialog box, on the Custom tab, enter values for Red: 54 , Green: 177 , Blue: 210 . Select Stop 3 from the list, and then do the following: In the Stop position box, enter 100% . Click the button next to Color , select More Colors , and then in the Colors dialog box, on the Custom tab, enter values for Red: 52 , Green: 179 , Blue: 214 . To reproduce the background effects on this slide, do the following: Right-click the slide background area, and then click Format Background . In the Format Background dialog box, click Fill in the left pane, select Gradient fill in the Fill pane, and then do the following: In the Type list, select Radial . Click the button next to Direction , and then click From Center (third option from the left). Under Gradient stops , click Add or Remove until three stops appear in the drop-down list. Also under Gradient stops , customize the gradient stops that you added as follows: Select Stop 1 from the list, and then do the following: In the Stop position box, enter 33% . Click the button next to Color , and then under Theme Colors click White, Background 1 (first row, first option from the left). Select Stop 2 from the list, and then do the following: In the Stop position box, enter 67% . Click the button next to Color , select More Colors , and then in the Colors dialog box, on the Custom tab, enter values for Red: 228 , Green: 233 , Blue: 236 . Select Stop 3 from the list, and then do the following: In the Stop position box, enter 100% . Click the button next to Color , select More Colors , and then in the Colors dialog box, on the Custom tab, enter values for Red: 178 , Green: 186 , Blue: 210 .
  • Custom animation effects: dotted line with text fade by letter (Basic) To reproduce the text effects on this slide, do the following: On the Home tab, in the Slides group, click Layout , and then click Blank . On the Insert tab, in the Text group, click Text Box , and then on the slide, drag to draw a text box that spans the entire width of the slide. On the Insert tab, in the Text group, click Symbol . In the Symbol dialog box, do the following: In the Font list, select (normal text) . In the Subset list, select General Punctuation . In the Character Code box, enter 2022 to select BULLET , and then click Insert . Click Insert 33 more times until there is a row of 34 bullets in the text box. In the text box, select the text, and then on the Home tab, in the Font group do the following: In the Font list, select Arial Black . In the Font Size list, select 44 . Click the arrow next to Font Color , and then under Theme Colors click White, Background 1 (first row, first option from the left). On the Home tab, in the Drawing group, click Arrange , point to Align , and then do the following: Click Align to Slide . Click Align Center . Click Align Middle . On the Insert tab, in the Text group, click Text Box . Drag to draw a text box on the slide. Enter and select the text. On the Home tab, in the Font group, do the following: In the Font list, select Corbel . In the Font Size box, enter 50 . Click the arrow next to Font Color , and then under Theme Colors click White, Background 1 (first row, first option from the left). Click Bold . With the text still selected, on the Home tab, in the Paragraph group, click Center . Select the second text box. On the Home tab, in the Drawing group, click Arrange , point to Align , and then do the following: Click Align to Slide . Click Align Center . Click Align Middle . To reproduce the background effects on this slide, do the following: Right-click the slide background area, and then click Format Background . In the Format Background dialog box, click Fill in the left pane, select Gradient fill in the Fill pane, and then do the following: In the Type list, select Radial . Click the button next to Direction , and then click From Center (third option from the left). Under Gradient stops , click Add or Remove until two stops appear in the drop-down list. Also under Gradient stops , customize the gradient stops that you added as follows: Select Stop 1 from the list, and then do the following: In the Stop position box, enter 0% . Click the button next to Color , and then under Theme Colors select Blue, Accent 1, Darker 25% (fifth row, fifth option from the left). Select Stop 2 from the list, and then do the following: In the Stop position box, enter 100% . Click the button next to Color , and then under Theme Colors select Black, Text 1 (first row, second option from the left). To reproduce the animation effects on this slide, do the following: On the Animations tab, in the Animations group, click Custom Animation . On the slide, select the first text box. In the Custom Animation task pane, do the following: Click Add Effect , point to Entrance , and then click More Effects . In the Add Entrance Effect dialog box, under Basic , click Fly In . Select the animation effect (fly-in effect for the first text box). Click the arrow to the right of the selected effect, and then click Effect Options . In the Fly In dialog box, do the following: On the Effect tab, do the following: In the Direction list, select From Left . In the Animate text list, select By Letter . In the % delay between letters box, enter 10 . On the Timing tab, do the following: In the Start list, select With Previous . In the Speed list, select 0.5 seconds (Very Fast) . On the slide, select the first text box. In the Custom Animation task pane, do the following: Click Add Effect , point to Exit , and then click More Effects . In the Add Exit Effect dialog box, under Subtle , click Fade . Select the second animation effect (fade effect for the first text box). Click the arrow to the right of the selected effect, and then click Effect Options . In the Fade dialog box, do the following: On the Effect tab, do the following: In the Animate text list, select By Letter . In the % delay between letters box, enter 10 . On the Timing tab, do the following: In the Start list, select With Previous . In the Delay box, enter 1.5 . In the Speed list, select 0.5 seconds (Very Fast) . On the slide, select the second text box. In the Custom Animation task pane, do the following. Click Add Effect , point to Entrance , and then click More Effects . In the Add Entrance Effect dialog box, under Subtle , click Fade . Select the third animation effect (fade effect for the second text box). Click the arrow to the right of the selected effect, and then click Effect Options . In the Fade dialog box, do the following: On the Effect tab, do the following: In the Animate text list, select By Letter . In the % delay between letters box, enter 6 . On the Timing tab, do the following: In the Start list, select With Previous . In the Delay box, enter 2 . In the Speed list, select 0.5 seconds (Very Fast) .
  • A personal letter is written to a friend or family member. A business letter is written to an organization or a company. Business letters should be brief and to the point. They have a proper format which we will discuss. A guideline is three paragraphs, including an introductory paragraph that explains who you are and why you are writing. A main paragraph that includes what you would like the person to whom you are writing to do A final paragraph thanking the addressee for listening
  • A personal letter is written to a friend or family member. A business letter is written to an organization or a company. Business letters should be brief and to the point. They have a proper format which we will discuss. A guideline is three paragraphs, including an introductory paragraph that explains who you are and why you are writing. A main paragraph that includes what you would like the person to whom you are writing to do A final paragraph thanking the addressee for listening
  • Personal Business Letters are the ones you would most often write. Formal Business Letters are written on Letterhead, such as NorthenHighlands letterhead. Some folks create their own letterhead. We will learn how to do that in a future lesson. IN the mean time we will concentrate on creating Personal Business Letters, which mean you will put your return address in the heading
  • All parts of the letter are required except for Enclosure and Typist Initials. These are only used under specific conditions Click on the hyperlink to show one sample
  • There are exact spacing rules for each part of the business letter. The date is always placed in the heading. Your return address (and other optional parts) is mandatory in a Personal Business Letter (not on LetterHead)
  • The inside address is required. Try to find the exact name and title of the person to whom you are writing. If you cannot, you might try something like Customer Relations Department Manager.
  • It is best if you know the person’s name and title to write Dear “that”. If you do not know the person’s name, use one of the last two choices.
  • The letter should be brief and to the point. Ideally, it is no longer than one page. There should not be any unnecessary information in it, but it should contain all important facts. It should succinctly describe your reason for writing the letter, and what you expect the result of your letter to be.
  • These are samples of acceptable closing statements. Always allow four spaces after your close, so you can sign the printed letter in ink
  • If you are writing in a specific capacity (e.g. Secretary of Freshman Class), use your title. If not, skip the title line. Put your Title (Miss, Ms, Mr) in the signature, so the person replying knows how to address you.
  • If there is anything else in the letter or package use Enclosure. If you type this for someone else, or your secretary typed it for you (e.g. Mr. Keenan’s secretary types letters for his signature) the Typists initials should be the last thing on the page
  • Block is easiest. There is no indenting. Set your paragraphs to Left Justified, and don’t tab anything. Modified Block – set paragraphs to left justified, and set tabs at .5 and 3.5 Tab to 3.5 for all lines in the Heading, Complimentary Close, and Signature Choose: Either tab all paragraphs to .5, or no paragraphs to .5 (BE CONSISTENT)

Transcript

  • 1. Seminar-Workshop onBusiness CorrespondenceOctober 27-28, 2011Mines and Geosciences Bureau,MGB Compound, North Avenue, Diliman, Quezon City
  • 2. Business correspondence is an instrument ofdecision making in the professional world.Business correspondence is a link betweenpeople.It helps to reinforce professional exchange ofideas, opinion, and information.
  • 3. Office communication includes face-to-face,telephonic, letters, emails, and faxes from-1. One agency to another2. One department/division to another3. Employees to the supervisor and vice versa
  • 4. Type of medium used would depend onthe situation, importance, and urgency.Written communication, however, hascertain distinct advantages.
  • 5. 1. It gives information, clarification, directive,explanation, etc.2. It creates a record of the message.3. It facilitates subsequent reference.4. The reader gets an opportunity to read at aconvenient time.5. It offers greater clarity to the messages.
  • 6. Fitting the message to thespecific reader or organizationCommunicating the purposeof the correspondence clearlyExhibiting professionalism inbusiness communicationsRepresenting your agencyin the most positive wayAdaptationto yourenvironmentand recipient
  • 7. •••••The Seven C’s of EffectiveCommunication•••••••••••••••••••••••••••••
  • 8. CONCISECOMPLETECONCRETECORRECTCOHERENTCLEARCOURTEOUSSEVEN C’s of Effective Communication
  • 9. BusinessLettersMemoranda E-mails
  • 10. •••••The Business Letter•••••••••••••••••••••••••••••
  • 11. What is a Business Letter?• Why write one?• To whom is one written?• What should be in one?• What is proper format?
  • 12. THE IMPORTANCE OF LETTERS• Letters represent your company’s public image and yourcompetence.• Letters are more personal than a report, yet more formalthan memos or e-mail.• Letters are more permanent than e-mail.• Letters constitute an official legal record of an agreement .• Letters provide a wide range of corporate information .• Letters sell.• Letters are efficient for targeted mass mailings.
  • 13. 14What are the types of business letters?• Personal Business– Not on Letterhead– Contains your typed return address• Formal Business– Typed on Letterhead– Letterhead• Already contains your agency’s return address• You don’t retype it
  • 14. PURPOSE• What do I want the reader to know?• What kind of business letter am I writing?– Letter of inquiry– Letter of application– Letter of complaint– Letter of regret– Thank you letter
  • 15. Why write Business Letters?· To persuade· To inform· To request· To express thanks· To remind· To recommend· To apologize· To congratulate· To reject a proposal or offer· To introduce a person or policy· To invite or welcome· To follow up· To formalize decisions
  • 16. Green Solutions PhilippinesSuite 25, 32ndFloor, RCBC Building,Ayala Avenue, Makati CityOctober 27, 2011Ramon Jesus P. Paje, SecretaryDENR4thFloor., DENR Bldg., Visayas Ave.Quezon City , PhilippinesHonorable Sir,Greetings in Peace!Ours is an organization who has the vision and mission of promoting a clean and green society in this country of ours. A group ofdynamic and visionary young environmentalists established our organization in hopes of making the Phils. a better place to live in.And part of our goal is to promote recycling in households as well as in companies as well.On October 29, 2011, Saturday, 9 local government units in the Metro will be visited to do a massive campaign for the “GreenConcept” which advocates recycling and the use of environment-friendly materials and equipments at home and in the corporateworld.Whereas, it is the opinion of our office to seek the partnership of the government in this endeavour. We would like to seek yourassistance in providing us with technical support in so far as the existing environment and recycling laws are concerned so as toalign them with our Green Concept advocacy. The information that you could give us would also help us to come up with newbreakthroughs that would further strengthen our pro-environment campaign which is, ultimately, for the good of mankind.Should you find our campaign of utmost interest, we would be appreciative of your invaluable help to our organization.Thank you for your consideration and God bless!Very Sincerely Yours,Clarence Gatbonton, M.D, Ph. D.President ,Green Solutions Philippines
  • 17. What are the required parts of abusiness letter?• Heading• Inside Address• Salutation• Body• Complimentary Closing• Signature• Optional:– Enclosure– Typists Initials
  • 18. Margins
  • 19. 20What’s in The Heading(your information)• Always includes the date– As the last entry• Personal Business Letter (no letterhead)– Your return address– May include phone number, fax number, e-mailaddress– Date• Formal Business Letter (on letterhead)– Date only
  • 20. HeadingDateSkip four lines.
  • 21. 22What is the Inside Address(addressee’s information)• Person’s Name, Title• Company/Agency Name/Department• Company/Agency Address(single spaced)
  • 22. RULES OF THUMB… AVOID ABBREVIATIONS EXCEPT FOR STATES AND TITLES.(Mr., Mrs., Ms., etc. – FL, NJ, OH) PLACE A SINGLE WORD TITLE AFTER THE NAME SEPARATED BYA COMMA.Mr. Ronald F. Naguit, Director PLACE A LONGER TITLE ON A SEPARATE LINE.Ms. Camilla D. SanchezExecutive Director of Safety
  • 23. InsideaddressDouble-spaced
  • 24. 25What is the Salutation?(a greeting)• Dear Mr. Peralta:• Dear Dr. Guzman:• Dear Ms. Nacion:• Dear Sir:• Dear Madam:• Gentlemen:
  • 25. 4. Salutation/GreetingDouble space.
  • 26. 27What is the Body?(The actual letter)• Brief and to the point!– Strictly Business• Guideline – 3 paragraphs– Brief Introduction– Content - What I want/ message– Conclusion and thank you
  • 27. Body: State yourpurpose for writingthis letter.
  • 28. You may or maynot have more thanone paragraph. Ifyou do, betweeneach paragraph, besure to doublespace.
  • 29. 30Complimentary Close• Sincerely,• Yours truly,• Respectfully yours,
  • 30. Closing:Sincerely yoursFour spaces after theclosingThen your name. Inbetween the closing andyour name, that is whereyou would sign yourname.
  • 31. 32Signature• Your full name– Mr. Alfred Guiang• Your title and division(if appropriate)– Information Officer– PIA-NCR
  • 32. 33Optional Parts• Enclosure– If something else is in the letter or package• P.S: additional information• Cc: copies sent to other concerned persons
  • 33. BusinessLetter inBlock Style
  • 34. 35What are acceptable formatsof a business letter?• Unblocked• Blocked– All parts are Left Justified to the margin• Modified Block– All parts Left Justified– Heading, Close, Signature attab position 3– Indentation – choose either• No paragraph indentation• All paragraphs first line indent .5
  • 35. Green Solutions PhilippinesSuite 25, 32ndFloor, RCBC Building,Ayala Avenue, Makati City723-4556 e-mail: gsp@gmail.comOctober 27, 2011Ramon Jesus P. Paje, SecretaryDepartment of Environment and Natural Resources4thFloor., DENR Bldg., Visayas AvenueQuezon City , PhilippinesDear Sir:Green Solutions Philippines, a non-profit pro-environment organization,is launching its “Green Concept” campaign in nine cities in Metro Manilaon October 29, 2011. We are going to the following cities: Caloocan,Marikina, Valenzuela, Malabon, Quezon, Navotas, Taguig, Makati, andMandaluyong to promote recycling in households and in the workplace.May we ask your office for copies of recent environmental laws that willhelp us in implementing our advocacy and in providing us withinformation for our upcoming projects.Thank you for your support in our organization’s advocacy.Truly yours,Dr. Clarence GatbontonPresidentGreen Solutions Philippines
  • 36. Workshop:1. Write a letter to Goldlandia, a mining company based inMountain Province, informing them that their operations will bestopped for failing to renew their mining permit. Operation wouldbe allowed as soon as they renew permit.2. Write a letter to the President of the Republic of the Philippinesinviting him in your Agency’s founding anniversary celebration.3.Write a letter asking for media coverage from the PhilippineInformation Agency. You have a launching of a certain programand you need the media to disseminate information about it tothe public.4. Write a letter of application for a job opening at anotherdivision of your Agency. You are applying for a higher position,thus, you need to “market” yourself through the letter.5. Write a letter to the UP Geology Society asking for theirparticipation and assistance in your Agency’s
  • 37. Workshop:6. Write a letter to the Personnel asking their office to reverse thesuspension order sent to you for your habitual tardiness. It wasjust your first offense.7. Write a letter to your immediate supervisor and your AgencyHead regarding your planned one-month vacation in France.8. Write a letter of response to a mining company explaining thesteps in the application of mining permits.9. Write a letter of complaint to a computer hardware companyregarding the laptop that you bought which had defects. You planto exchange the product to another brand.10. Write a letter of explanation telling why you weren’t able totime out from the office (using your time card) last October12, 2011. You simply forgot to log out.
  • 38. Seminar-Workshop onBusiness CorrespondenceOctober 27-28, 2011Mines and Geosciences Bureau,MGB Compound, North Avenue, Diliman, Quezon City