2. What is a Business Letter?
Type of letter that is used in the
professional setting
3. Importance in the Corporate
World
• Connect companies with their clients, employees and
associates.
• Have a clear and precise communication in the
company.
• Secure, promote and maintain business without
complications.
• Serve to maintain the correct information of the
organization in the perception of the receiver.
• Establishes and maintains contacts over a wide area that
enlarges the scope and extent of a business
4. Importance in Professionalism
• The way people communicate in a professional
setting says a great deal about the person even before
the first personal interaction.
• A well-formatted letter conveys an immediate sense
of professionalism to the reader
• A poorly formatted letter, on the other hand, sends an
immediate message to the recipient that the sender
does not have the knowledge or view the
communication as informal therefore the content
might not get the attention it deserves.
5. Content
• Usually quite different than writing in the
humanities, social sciences, or other academic
disciplines.
• Business writing strives to be crisp and succinct
rather than evocative or creative.
• It stresses specificity and accuracy.
6. Content
• Business writing varies from the conversational style
often found in email messages to the more formal,
legalistic style found in contracts. A style between these
two extremes is appropriate for the majority of memos,
emails, and letters.
• Writing that is too formal can alienate readers, and an
attempt to be overly casual may come across as
insincere or unprofessional.
• Audience recognition is important.
8. HEADING
• The heading is the return address and the address of the sender.
CONVENTIONAL MODERN
• The home address of the sender with
the date on the last line.
• It is usually written on the right hand
side at the upper portion of the letter
• If modified block and semi-block style
and at the left hand side if pure block
style with 1 inch margin at the top.
• The address of the company written
at the center top of the stationary
with 1 inch margin.
• It also contains the name and logo of
the company, address, telephone
number and other communication
lines.
619 Manrique Street
Sampaloc, Manila City
September 20, 2015
Republic of the Philippines
PAMANTASAN NG LUNGSOD NG MAYNILA
Intramuros, Manila
College of Science
March 22, 2015
9. Inside Address
• This is the address of the receiver that is almost the same with
what the sender writes in the envelope.
• It contains the name of the person, title and position,
department or office, name of the company, and address.
• If the name of the person is not known, the position will do.
• This is written on the left margin following 3 to 4 spaces after
the date.
Ms. Karizza Joy C. Dula
President
IJDA, Manila
May 10, 2013
10. Greeting
• Also called the salutation.
• Always formal.
• It normally begins with the word "Dear" and always includes
the person's last name.
• If the name and gender are not known, Sir/Madam is written.
• It follows the line of the inside address with 2-3 spaces in
between.
Dear Sir/Madam,
11. Body
• Content of the letter.
• Depending on the letter style chosen, paragraphs may
be indented. Regardless of format, skip a line
between paragraphs.
• There must be 2-3 spaces separating the salutation
and the first line of the paragraph and 2 spaces
between paragraphs.
• If the content is too short, it may be typed with
double space.
12. Complimentary Close
• This short, polite closing ends with a comma
• It is either at the left margin or its left edge is in the center,
depending on the Business Letter Style used.
• It begins at the same column the heading does before the
inside address.
Truly yours
Sincerely yours
Respectfully yours
Very truly yours
Very sincerely yours
Very respectfully yours
Cordially yours
Yours truly
Yours sincerely
Yours respectfully
Yours very truly
Yours very sincerely
Yours very respectfully
Yours faithfully
13. Signature
• Four spaces after the complimentary close is
the full name of the writer and under it, in
single space, is the position.
• The four spaces are designed for the initials or
signature of the writer for the letter’s
authentication.
14. Other elements that serve a specific purpose:
Reference Line Attention Line
• This is used if the letter is a
subsequent to a previous letter.
• It is also used for filing purposes since
it includes a sequential number.
• It is usually found on the upper portion
of the letter.
• If the letter is intended to be read by
the members of the company and
there is a person in charge, the
attention line is addressed to the said
person.
• This is placed double space after the
inside address.
Subject Line Identification Notation
• It contains the topic of the letter.
• It is found after the attention line, if
there is any, or after, or after the inside
address if there is no attention line.
• It consists of the initial of the sender in
all caps and the initial of the typist is
small letters separated by colon or slat
line.
• It can be found below the signature
either on the left or right depending
on the form of the letter.
15. Enclosure Notation Carbon Copy Notation
• It refers on the item or items included
inside the envelope besides the letter.
• Usually found below the identification
notation with the abbreviation “Enc”
or “Encl”
• If copies of the letter are distributed,
the phrase “copies to” or the
abbreviation “cc” is typed at the left
margin, below the identification and
enclosure notation.
Noted By Signature Recommending Approval Signature
• Usually used in the inter-office
communication.
• If the writer has a superior in charge of
the department, the said superior
must be notified and affix his signature
below the letter.
• Signed by the superior below the letter
if the letter’s content is a request.
16. • Usually use the 8 ½ inches x 11 inches or the
A4 size bond paper.
• Paper must be white except for companies
with colored stationery for identity
• Standard margins of the letter are1-1.5 inches
at the left hand margin and 1 inch at the right,
top, and bottom.
18. Reference Line
• used if the letter is subsequent to a
previous letter and for filing purposes.
Attention Line
• used if the letter is intended to be read by
the members of the company or department
and there is a person in charge of it.
19. Subject Line
• contains the topic of the letter.
Identification Notation
• consists of the initials of the sender in all
caps and initials of the typist in small letters.
20. Enclosure notation
• items included inside the envelope besides the letter.
Carbon Copy Notation
• If copies of the letter are distributed, the phrase
“Copies to” or the abbreviation “cc” is typed at the
left margin, below the identification notation or
enclosure notation.
21. Noted by signature
• used in the inter-office communication.
Recommending approval signature
• recommending approval is signed by the superior
below the letter if the letter’s content is a request.
23. Business letters usually:
Use 8.5 inches x 11 inches or A4 size
bond paper
Use 1-1.5 inches at left and 1 inch at the
top, right and bottom standard margins
29. With Boxed Style
(or Military Style) – used
only in the inter-office
communication.
Hanging Intended
30. (or Military Style) – used
only in the inter-office
communication.
Memorandum Style
Hanging Intended
31. Types of
Business Letters
A business letter is a personal communication
that serves as a record for filing and future
reference.
A letter is a more formal communication than
one by phone or by words especially when it
deals with important and delicate matter
32. Application Letter
the very first business letter a newly
graduate will write.
Two kinds of application letter:
• Solicited Application Letter
• a response to the announcement of the hiring through newspapers,
billboards, or even by words of the employees.
• Unsolicited Application Letter
• sent by chance of hiring
a student has to write a letter with intention of
being a part of his/her perspective company
33. Guidelines in writing the
application letter:
1. For solicited, mention the source: the name of the
newspaper and date/the name of the person if by words.
For unsolicited, just say you are sending the letter by
taking a chance of possible needs
2. Say your intention in applying for a particular position.
3. Enumerate your educational qualification.
4. Enumerate your experiences
34. Guidelines in writing the
application letter:
5. Give your reason for applying or transferring a job
6. Give your personal and physical information, especially if
the job calls for it.
7. Ask for interview.
8. Give your contact number.
9. Attach your resume and supporting documents (transcript
of records, etc.)
35. Order Letters
this letters are written requests made by the customer
asking the merchandiser to send him goods.
Guidelines in writing an order:
1. Be explicit and precise what to buy
2. Give the complete and specific information of the goods:
number of items, color, size weight, finish, and price
3. Tell the mode of payment, whether cash, check, credit card,
COD, charge amount, or postal money order
4. Give the specific direction of shipment and time of delivery
38. Sales Letter
this letter is a written communication to sell commodities,
services and ideas.
Guidelines in writing a sales letter:
1. It should attract the interest of the reader by using fresh,
suitable, personal, and compelling language. (Attention)
2. It should describe the product in detail like appearance,
features, cost, etc. (Interest)
3. It should explain clearly the benefits the reader would get
if they buy the product. (Desire)
4. It should lead the reader to act to at least see the product
or call for the representative and discuss about it. (Action)
39.
40. Letter of Transmittal
a letter which is written to provide brief, introductory and
extra information about the accompanying document,
package or any other item which requires the need of such.
a letter of transmittal, sometimes called “cover letter”,
accompanies a larger item, usually a document or report.
41. Guidelines in writing a letter of
transmittal:
1. Open the letter with the occasion of the report or an explanation of
why the report or document is being submitted.
2. It should state the title of the report or document being transmitted.
3. Explain the purpose and scope of the report
4. Acknowledge the people who assisted in the completion of the
report or document.
5. Show hope for the satisfaction of the recipient on the submitted
report.
42.
43. Letter of Recommendation
a courtesy letter recommending somebody for a job or
position.
its purpose is to give a prospective employer or an
appointing officer pertinent information about the applicant
qualifications, character, and general conduct.
a recommendation letter is supposed to be written by an
authoritative person who is well known to the requester of
recommendation.
44. Guidelines in writing a letter of
recommendation:
1. Brief statement of the purpose of the letter
2. Summary of applicant’s history of employment,
qualifications, etc
3. Personal judgment on the applicant’s qualifications for the
job or position
4. Final recommendation of the writer
45.
46. Letter of Claim and
Adjustment it is called a letter of claim if the customer complains
about the goods which did not match the order or which are
defective; and the reply of the merchandiser to this letter is
called letter of adjustment.
47. Letter of Inquiry
this type of letter is made for the purpose of obtaining
something from the recipient like price lists, catalogs,
samples, and other information.
Guidelines in writing the letter of inquiry:
1. Be courteous in tone
2. Write a clear and specific question
3. Be detailed as to what information you want to obtain
4. Express appreciation.
48. Reply to Inquiry
this letter must be written immediately to show the writer
of the inquiry importance and courtesy.
Guidelines in writing a reply to inquiry:
1. Reply immediately
2. It must also be courteous and appreciative.
3. It must answer all the questions and inquiry
4. Give whatever request is asked. If it is impossible to grant
the request, be honest to say so and offer some
alternative.
49. Letter of Appointment
it is written to appoint the recipient to a certain position or
designation
The following are the contents of a letter of appointment:
1. The position or designation
2. Terms and status
3. Compensation
4. Duties and Responsibilities
50.
51. Letter of Invitation
It must be cordial and gracious in tone.
The following are the contents of an invitation letter:
1. State the name of your club, organization or association. Terms
and status
2. Tell the occasion, time, date and exact venue where it will be held.
3. Tell why he is chosen to be invited and why his presence is
desirable.
4. If the one invited to speak, tell him the subject of his message and
the amount of time he is given to deliver it.
5. Indicate if he could come or not.
55. Letter of Resignation
Here are the following contents of the letter:
1. The reason for resigning
2. An expression of appreciation or regret, or both
3. Date of effectivity
