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Formats For Common Business Correspondences

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basic letter formats and parts of a letter

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Formats For Common Business Correspondences

  1. 1. Formats for Common Business Correspondences Block Modified Block Simplified Block
  2. 2. Standard Letter Parts <ul><li>Heading – shows the company name, address, phone or fax number, and logo. (letterhead) </li></ul><ul><li>The letter starts with the date, use the month-day-year format unless the company requires another format. </li></ul><ul><li>If the letter is prepared on plain paper, the writer’s address must be included to enable the receiver to respond. </li></ul><ul><li>Writer’s name is omitted since it will appear on the signature block. </li></ul>
  3. 3. <ul><li>Letter Address – includes: </li></ul><ul><ul><li>personal or professional title (e.g. Mr. Or Ms.) </li></ul></ul><ul><ul><li>the name of the receiver </li></ul></ul><ul><ul><li>his/her professional position (if relevant) </li></ul></ul><ul><ul><li>Company name </li></ul></ul><ul><ul><li>Complete address </li></ul></ul><ul><li>It begins a quadruple space after the dateline ( three blank spaces in between ). </li></ul>Standard Letter Parts
  4. 4. <ul><li>Salutation – The greeting that opens a letter and is placed a double space below the letter address. </li></ul><ul><li>The salutation is omitted in the simplified block format. </li></ul><ul><li>To show courtesy for the receiver, include a personal or professional title (ex. Dear Ms. Henson ) </li></ul><ul><li>If the letter were addressed not to one person, but to a group or company: “ Ladies and Gentlemen ,” would be appropriate. But to limit or avoid the use of this informal salutation, you may use the simplified block format and do away with the salutation. </li></ul>Standard Letter Parts
  5. 5. <ul><li>Body </li></ul><ul><ul><li>contains the message of your letter. </li></ul></ul><ul><ul><li>Begins a double space below the salutation. </li></ul></ul><ul><ul><li>Paragraphs are single spaced with a double space between paragraphs. </li></ul></ul>Standard Letter Parts
  6. 6. <ul><li>Complimentary Close - a phrase used to close a letter in the same way that you say goodbye at the end of a conversation. </li></ul><ul><li>Should reflect the formality of your relationship with the receiver. </li></ul><ul><li>Most common: “ Yours truly ,” “ Sincerely yours ,” “ Sincerely ” “ Cordially ” and “ Cordially yours ” </li></ul><ul><li>“ Sincerely ” is considered neutral and is thus appropriate in a majority of business situation. </li></ul><ul><li>Capitalize only the first word of the complimentary close. </li></ul>Standard Letter Parts
  7. 7. <ul><li>Signature block – consists of the writer’s name a quadruple space below the complimentary close. </li></ul><ul><li>The writer’s signature is placed legibly in the space provided. (women may use a title to indicate her preference ; Ms., Miss or Mrs .). </li></ul><ul><li>A business or professional title may be placed on the same line with the writer’s name or directly below it. </li></ul>Standard Letter Parts
  8. 8. <ul><li>Reference initials - consist of the keyboard operator’s initials keyed in lower case a double space below the signature block. </li></ul><ul><li>The reference initials and the signature block identify the persons involved in the preparation of such document just in case later on someone would want to verify or authenticate. </li></ul>Standard Letter Parts
  9. 9. Block <ul><li>Cost-efficient way of producing business documents. </li></ul><ul><li>Easy-to-learn, less effort required. </li></ul><ul><li>All lines (including paragraphs) begin at the left margin; therefore, no time is lost setting tabs and positioning letter parts. </li></ul>
  10. 10. May 23, 2005 Mr. Julio G. De Leon Executive Director, AON Philippines Suite 4, Strata 2000 Ortigas Ave., Manila Dear Mr. De Leon: In anticipation of the upcoming study of existing health card policies, to be conducted by AON Philippines, you might find it useful to know the case of De La Salle-Canlubang regarding its present health care provider. De La Salle-Canlubang is relatively “isolated” in this area of Laguna, and therefore the accreditation of clinics and hospitals in the vicinity, such as Fortmed, Wellcare Clinic (Waltermart, Balibago), Southern Luzon Hospital & Medical Center (SLHMC), Asian Hospital & Medical Center, would be extremely beneficial to our employees. With our present health care provider, most of our employees cannot utilize the service since most of the accredited and reputable medical centers in their list are inaccessible. We hope that this matter would be considered by the agency in the administration of the health card policy review. Thank you. Sincerely, Arnulfo P. Azcarraga Executive Vice President /jdv De La Salle-Canlubang Leandro V. Locsin Campus, LTI, Biñan, Laguna
  11. 11. Modified block <ul><li>The traditional letter format. </li></ul><ul><li>The dateline, complimentary close, and signature block begin at the horizontal center of the page. </li></ul><ul><li>Paragraphs may be indented five spaces if the writer prefers or the company policies require it; however, the indention creations unnecessary keystrokes that increase the cost of the letter. </li></ul><ul><li>All other lines begin at the left margin. </li></ul>
  12. 12. May 23, 2005 Mr. Julio G. De Leon Executive Director, AON Philippines Suite 4, Strata 2000 Ortigas Ave., Manila Dear Mr. De Leon: In anticipation of the upcoming study of existing health card policies, to be conducted by AON Philippines, it might be useful for you to know the case of De La Salle-Canlubang regarding its present health care provider. De La Salle-Canlubang is relatively “isolated” in this area of Laguna, and therefore the accreditation of clinics and hospitals in the vicinity, such as Fortmed, Wellcare Clinic (Waltermart, Balibago), Southern Luzon Hospital & Medical Center (SLHMC), Asian Hospital & Medical Center, would be extremely beneficial to our employees. With our present health care provider, most of our employees cannot utilize the service since most of the accredited and reputable medical centers in their list are inaccessible. We hope that this matter would be considered by the agency in the administration of the health card policy review. Thank you. Sincerely, Arnulfo P. Azcarraga Executive Vice President /jdv De La Salle-Canlubang Leandro V. Locsin Campus, LTI, Biñan, Laguna
  13. 13. Simplified block <ul><li>Efficient letter format. </li></ul><ul><li>Like block format, all lines begin at the left margin; </li></ul><ul><li>However, the salutation and complimentary close are omitted, and a subject line is required. </li></ul><ul><li>Place the subject line a double space below the letter address and a double space above the body. </li></ul>
  14. 14. Date: May 23, 2005 To: Mr. Julio G. De Leon—Director, Human Resource Department From: Arnulfo P. Azcarraga, EVP Subject: Reconsideration of Health Care Provider In anticipation of the upcoming study of existing health card policies, to be conducted by AON Philippines, it might be useful for you to know the case of De La Salle-Canlubang regarding its present health care provider. De La Salle-Canlubang is relatively “isolated” in this area of Laguna, and therefore the accreditation of clinics and hospitals in the vicinity, such as Fortmed, Wellcare Clinic (Waltermart, Balibago), Southern Luzon Hospital & Medical Center (SLHMC), Asian Hospital & Medical Center, would be extremely beneficial to our employees. With our present health care provider, most of our employees cannot utilize the service since most of the accredited and reputable medical centers in their list are inaccessible. We hope that this matter would be considered by the agency in the administration of the health card policy review. Thank you. /jdv De La Salle-Canlubang Leandro V. Locsin Campus, LTI, Biñan, Laguna

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