This document provides guidance on writing an effective application letter. It outlines the typical parts of a letter, including the heading, date line, inside address, salutation, body, complimentary close, signature line, and notations. It then discusses the different formats a letter can take and emphasizes the importance of including the 8Cs of letter writing - clarity, conciseness, consideration, courtesy, concreteness, cheerfulness, correctness, and character - to make the letter effective.

1. Writing an Effective
Application Letter
Its Parts, Forms and Content

2. PARTS
-Heading
- Date Line
- Inside Address
- Salutation
- Body
- Complimentary
Close
- Signature Line
- Notations

3. Heading or Letterhead
• Information about the Writer
• Address, contact number, e-mail address
• Example:
Blk. 15, Lot 11, Zone 7,
Target Range, Patag
9000 Cagayan de Oro City
jpaclar26@gmail.com

4. Dateline
• Date when the letter is written or when the
letter should be received by the addressee
• Can be in Normal or Military Style
• Example:
July 07, 2014
Or
07 July 2014

5. Inside Address
• Information about the addressee
• Title, name, position and address
• Example:
Ms. K Marie D. Zambas
Acting Principal
Kong Hua School
Kauswagan
9000 Cagayan de Oro City

6. Inside Address
• Mr. – for a man with unknown title. Ex. Mr. Jet
Hokin Paclar
• Ms./ Miss- for a woman who is unmarried or
with undetermined civil status or title. Ex. Ms.
Maria Yu
• Mrs.- for a married woman. Ex. Mrs. Rosa Lim
• Dr. (Initial)/PhD (Final)- for man or woman with
doctor’s degree. Ex. Dr. Rodulfo dela Cruz or
Rodulfo dela Cruz, PhD
• Honorable/Hon.- for high government officials.
Ex. Hon. Oscar Moreno

7. Salutation
• Two lines below the inside address, uses a colon
(formal) or comma (informal)
• Salutes the reader
• Example:
• Sir/Madam:- for top ranking officials, group
addressee or for unknown addressee.
• My dear Sir:/My dear Madam:- highly formal
• Dear Sir:/Dear Madam:/ Dear Dr.:- formal
• Mr. Paclar,/Ms. Zambas,/Dr. Cruz,- personal
• Dear Jet,/ Jet,/ Hi, Jet/ Hello Bibi,- informal
Dear Ms. Du:

8. Body
• Longest part
• Contains your message
• Should posses the 8C’s in an effective letter
• Example later

9. Complimentary Close
• Consist of two or three words expressions
that observes a degree of formality
• Example:
• Very respectfully yours,- most formal
• Respectfully yours,/Very truly yours,- more
formal
• Truly your,/Sincerely yours,- formal
• Friendly yours,/Always,/ Sincerely,/Lovingly
yours,- informal
Respectfully yours,

10. Signature Line
• Two to four spaces after the Complimentary
Close
Respectfully yours,
Jet Hokin Paclar

11. Notations
• May be one or two or all of the following:
- Letter Sender and typist or transcriber
Elena Ramos (sender) and Ofelia Ruiz (typist)
ER/OR, ER-OR, ER:OR
- Enclosure/s- attachments
ER/OR
Enc.
1. Résumé
2. 4 2x2 pictures
- Postscript or P.S.

12. FORMS
-Full Block
-Modified Block
- Semi Block

13. Full Block Format
• Align Left
• No indention

14. Modified Full Block Format
• Letterhead, Dateline,
Complimentary Close,
Signature and
Notations are on
Right side
• No Indentions

15. Semi Block Format
• Letterhead, Dateline,
Complimentary Close,
Signature and
Notations are Align
Right
• With Indentions

16. CONTENTS
8C’s of Letter Writing
- Clarity
- Conciseness
- Consideration
- Courtesy
- Concreteness
- Cheerfulness
- Correctness
- Character

17. Clarity
• Clarity- ideas are clear and logical
What do you
want to say?

18. Conciseness
• Conciseness- direct to the point, “the shorter
the better.”
When will you
present your
point?

19. Consideration
• Consideration- uses the “you” approach
What’s in it
for the
reader?

20. Courtesy
• Courtesy- respects the reader
How will you
please your
reader?

21. Concreteness
• Concreteness- uses vivid words
How
accurate are
your words?

22. Cheerfulness
• Cheerfulness- optimistic in tone
How hopeful
are you?

23. Character
• Character- provides a window to the writers
soul
Who are you
in your
letter?

24. The 8C’s of Letter Writing
• Clarity- ideas are clear and logical
• Conciseness- direct to the point
• Consideration- uses the “you” perspective
• Courtesy- respects the reader
• Concreteness- uses vivid words
• Cheerfulness- optimistic in tone
• Correctness- free from any mistake
• Character- provides a window to the writers soul

25. S
a
m
p
l
e