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What you are expected to learn

In this module you will be able to:

1. Know the essentials parts of Business letters, Writing procedures, Letters styles, Letter

placement and Types of business letters.

2. Learn the proper letter placement

3. Write well-constructed letters.

4.

LESSON 3 MECHANICS OF

TYPING LETTERS

What are you expected to learn?

In this module you are expected to:

1.

What this module is about?

Have you ever thought about the learning experiences you encounter each day?

How you learn from them is truly amazing! How you apply them is interesting! But

have you ever experienced writing letters to the one you love? Family, friends, special

someone Well, this is the concern of this module. You are going to learn how to write

properly a letter, as well as those of others. Get the most out of the lessons and

activities and don’t forget to apply them in everyday life.

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In the last few modules, you have

seen examples of good pieces of

writing. You have also learned

how to answer questions about what you have

read. Do you know that there are many types of

writing? In this module, you will write some simple

letters. You will also try your skills in conducting

your own business letters. Aside from all these,

you will review your grammar, as well as hone

your reading skills. I hope you enjoy working on

this module. Who knows? You might become

a successful writer someday!

How to learn from this module?

As you read this module and do the exercises, you will develop many

skills, which hopefully, make you a better learner. Find a place in your house where you

can use of a typewriter or visit the typing laboratory room of your school to learn more

about typing letters. You can also visit the library to find some reference books that will

guide you in typing letters.

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Before you proceed to the activities found in this module, do the pre-test below:

1. It provides the name of the firm and its address. Most often the telephone number

and cable address is included.

a. Letter c. Letterhead or the Heading

b. Envelope d. Date

2. It is usually a paper container for a letter.

a. Envelope c. Letterhead or the Heading

b. Letter d. Date

3. It is a written or printed communication.

a. Letter c. Letterhead or the Heading

b. Envelope d. Date

4. It is important that the typing of the address is accurate. Incorrect spelling of the

recipient’s name is embarrassment while incorrect address will delay the delivery

of the letter.

a. Date c. Inside Address

b. Envelope d. Letter

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5. This type of letter is written when you want to acknowledge some one for his help

or support when you were in trouble. The letter can be used to just say thanks for

something you have received from some one, which is of great help to you.

a. Letter c. Acknowledgement Letter

b. Apology Letter d. Order Letter

6. This type of letter is written for a failure in delivering the desired results. If the

person has taken up a task and he fails to meet the target then he apologizes and

asks for an opportunity to improve in this type of letter.

a. Letter c. Acknowledgement Letter

b. Apology Letter d. Order Letter

7. This letter is as the name suggests is used for ordering products. This letter can be

used as a legal document to show the transaction between the customer and

vendor.

a. Letter c. Acknowledgement Letter

b. Apology letter d. Order letter

8. This type of letter is written to recommend a person for a job position. The letter

states the positive aspects of the applicant's personality and how he/she would be

an asset for the organization. Letter of recommendation is even used for

promoting a person in the organization.

a. Letter c. Letter of Recommendation

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b. Apology letter d. Order letter

9. This letter is written to inquire about a product or service. If you have ordered a

product and yet not received it then you can write a letter to inquire when you will

be receiving it.

a. Letter c. Letter of Recommendation

b. Apology letter d. Inquiry letter

10. This letter is written to show one that an error has occurred and that needs to be

corrected as soon as possible. The letter can be used as a document that was used

for warning the reader.

a. Letter c. Complaint letter

b. Apology letter d. Inquiry letter

Did you get all answers correctly?

Good! You are now ready. Remember your main

task is to know the mechanics in typing business

letters.

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Essential parts of Business letters

1. Letterhead or the Heading – It provides the name of the firm and its address. Most

often the telephone number and cable address is included.

2. Date – Current date is always used in a letter.

3. Inside Address – It is important that the typing of the address is accurate. Incorrect

spelling of the recipient’s name is embarrassment while incorrect address will delay

the delivery of the letter.

4. Salutation – the salutation define the receiver of the letter.

5. Body – the most important part is the body because it contains the message.

6. Complimentary Close – this is the formal closing of the letter.

7. Signature and Title – these refers to the sender name and title.

8. Reference Initials – when letters are keyed by someone other than the writer.

9. Enclosures (if any) – this refers to the other documents included other than the letter.

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Example

National College for Business

C.M Recto Avenue, Manila

Letterhead

Date July 29, 2010

Miss Cheryl A. Campos

3 Road 19, Project 8

Quezon City – Name and Address

Dear Miss Campos: - Salutation

________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

___________________________________BODY_____________________________________

______________________________________________________________________________

____________________________________________________________.

________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

_______________________.

Complimentary closing – Respectfully yours,

Signature – LEO DEL ROSARIO

Title – Consultant

Initials – ldr

Enclosures: _______

________

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Letter with Writing Procedure

1. Set the machine for 1 ½ inch margin on both sides. On a Pica machine, place left margin stop

at 15 and 70 for the right. For Elite machine, use 18 and 85 for the left and right margins

respectively.

2. If the letterhead is to be provided, type it at the center, one inch from top of paper. The

letterhead, however, may be omitted as most firms have printed letterheads.

3. Type the date 15 spaces from top edge of paper, and 5 spaces , at least off the center of the

page. (Always use current date)

4. Drop 5 lines after the date to type the inside address. Leave 1 blank line (2 spaces) before the

salutation, body and closing parts. But leave 3 blank lines (4 spaces) before the typed

signature to give allowance for the handwritten one.

5. Drop 2 or more lines and type your initials at the left margin.

6. Proofread thoroughly. (It is easier to make corrections before the letter is removed from the

machine.)

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Letter Styles

Modified Block Format- Modified block layout is quite common in business letters.

It is traditional and quite popular.

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Semi Block Format- The indented/semi-block style of business letters is very similar

to the modified block.

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Full Block Style

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Legend:

1. Return Address: If your stationery has a letterhead, skip this. Otherwise, type your

name, address and optionally, phone number. These days, it's common to also include an

email address.

2. Date: Type the date of your letter two to six lines below the letterhead. Three are

standard. If there is no letterhead, type it where shown.

3. Reference Line: If the recipient specifically requests information, such as a job reference

or invoice number, type it on one or two lines, immediately below theDate (2). If you're

replying to a letter, refer to it here. For example,

Re: Job # 625-01

Re: Your letter dated 1/1/200x.

4. Special Mailing Notations: Type in all uppercase characters, if appropriate. Examples

include

SPECIAL DELIVERY

CERTIFIED MAIL

AIRMAIL

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5. On-Arrival Notations: Type in all uppercase characters, if appropriate. You might want

to include a notation on private correspondence, such as aresignation letter. Include the

same on the envelope. Examples are

PERSONAL

CONFIDENTIAL

6. Inside Address: Type the name and address of the person and/or company to whom

you're sending the letter, three to eight lines below the last component you typed. Four

lines are standard. If you type an Attention Line (7), skip the person's name here. Do the

same on the envelope.

7. Attention Line: Type the name of the person to whom you're sending the letter. If you

type the person's name in the Inside Address (6), skip this. Do the same on the envelope.

8. Salutation: Type the recipient's name here. Type Mr. or Ms. [Last Name] to show

respect, but don't guess spelling or gender. Some common salutations are

Ladies:

Gentlemen:

Dear Sir:

Dear Sir or Madam:

Dear [Full Name]:

To Whom it May Concern:

9. Subject Line: Type the gist of your letter in all uppercase characters, either flush left or

centered. Be concise on one line. If you type a Reference Line (3), consider if you really

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need this line. While it's not really necessary for most employment-related letters,

examples are below.

SUBJECT: RESIGNATION

LETTER OF REFERENCE

JOB INQUIRY

10. Body: Type two spaces between sentences. Keep it brief and to the point.

11. Complimentary Close: What you type here depends on the tone and degree of formality.

For example,

Respectfully yours (very formal)

Sincerely (typical, less formal)

Very truly yours (polite, neutral)

Cordially yours (friendly, informal)

12. Signature Block: Leave four blank lines after the Complimentary Close (11) to sign

your name. Sign your name exactly as you type it below your signature. Title is optional

depending on relevancy and degree of formality. Examples are

John Doe, Manager

P. Smith

Director, Technical Support

R. T. Jones - Sr. Field Engineer

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13. Identification Initials: If someone typed the letter for you, he or she would typically

include three of your initials in all uppercase characters, then two of his or hers in all

lowercase characters. If you typed your own letter, just skip it since your name is already

in the Signature Block (12). Common styles are below.

JAD/cm

JAD:cm

clm

14. Enclosure Notation: This line tells the reader to look in the envelope for more. Type the

singular for only one enclosure, plural for more. If you don't enclose anything, skip it.

Common styles are below.

Enclosure

Enclosures: 3

Enclosures (3)

15. cc: Stands for courtesy copies (formerly carbon copies). List the names of people to

whom you distribute copies, in alphabetical order. If addresses would be useful to the

recipient of the letter, include them. If you don't copy your letter to anyone, skip it.

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Task 1

Construct your own business letters using the following letter letters style.

Modified-block style

Semi-block style

Full block style

After this let your assign teacher check it!

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Letter Placement

CONVENTIONAL LETTER PLACEMENT GUIDE

Classification

No. of words

Margins Top Edge to date Date to Address

Short

(100 or less)

2 inches (20-65 pica)

(24-78 elite)

Pica – Elite

18-20

5

Medium

(101 to 200)

(201 to 300)

1 ½ inches (15-70 pica)

(18-24 elite)

16-18

14-16

5

4

Long

(301 or more)

1 inch (10-75 pica)

(12-90 elite)

12-14 4

Two page letter

(301 or more)

(10-75 pica)

(12-90 elite)

12-14 4

SIMPLIFIED LETTER PLACEMENT GUIDE

Classification

No. of words

Margins Top Edge to date Date to Address

Short

Medium

Long

1 ½ inch

On both sides

Or

15-70 (Pica)

18-85 (Elite)

15

15

15

5

5

5

Addressing Envelopes

Small or

no. 6 ¾

Envelope

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Large

No. 10

envelope

Folding and Inserting Letters in the Envelope

For a short envelope:

1. Fold from the bottom up to ½ inch of the way to top.

2. Fold the right hand edge to the left about 1/3 of the way.

3. Fold the left third to the right within ½ inch or the crease.

4. Insert the last crease edge of the letter into the envelope.

For a long envelope:

1. Fold from the bottom up to 1/3 inch of the way to top.

2. Fold again the bottom fold about ½ inches to the top.

3. Insert the last crease edge of the letter into the envelope.

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Task 2

Put your own constructed finish letter in an envelope. Fold it in the proper way.

After you put it pass and let your teacher check it.

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Types of Business Letters

Let's take look at the most common types of business letters:

1. Acknowledgement Letter: This type of letter is written when you want to acknowledge some

one for his help or support when you were in trouble. The letter can be used to just say thanks

for something you have received from some one, which is of great help to you.

2. Apology Letter: An apology letter is written for a failure in delivering the desired results. If

the person has taken up a task and he fails to meet the target then he apologizes and asks for

an opportunity to improve in this type of letter.

3. Appreciation Letter: An appreciation letter is written to appreciate some one's work in the

organization. This type of letter is written by a superior to his junior. An organization can

also write an appreciation letter to other organization, thanking the client for doing business

with them.

4. Complaint Letter: A complaint letter is written to show one that an error has occurred and

that needs to be corrected as soon as possible. The letter can be used as a document that was

used for warning the reader.

5. Inquiry Letter: The letter of inquiry is written to inquire about a product or service. If you

have ordered a product and yet not received it then you can write a letter to inquire when you

will be receiving it.

6. Order Letter: This letter is as the name suggests is used for ordering products. This letter can

be used as a legal document to show the transaction between the customer and vendor.

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7. Letter of Recommendation: This type of letter is written to recommend a person for a job

position. The letter states the positive aspects of the applicant's personality and how he/she

would be an asset for the organization. Letter of recommendation is even used for promoting

a person in the organization.

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Activity

BALLOON PASSING GAME

Materials:

15 pieces balloons with paper pieces inside it.

Music

Instructions:

The balloons would be passed to all students until the music stops and the balloon would stop on

respective students. The students who have the balloon will come up front and answer the board

using the papers they have.

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Self-check exercises:

Identification:

1. It is the most important part of the letter because it contains the message.

2. It contains the name of the recipient’s name and its address.

3. This is the formal closing of the letter.

4. This type of letter is written to recommend a person for a job position. The letter states the

positive aspects of the applicant's personality and how he/she would be an asset for the

organization. Letter of recommendation is even used for promoting a person in the

organization.

5. This line tells the reader to look in the envelope for more.

Enumeration:

6 – 8 Give the three styles of business letters

9– 11 Three kinds of letter length

12– 13 Two kinds of envelope sizes

14 – 18 Give at least 5 examples of business letters

19-20 Give at least two essential parts of a business letters

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Congratulations! You have just

finished a whole quarter. This quarter

taught you new things and prepares

you for higher learning. Now you are

ready for the next modules.

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Post-test

Identification:

1. It is usually a paper container for a letter.

2. It is important that the typing of the address is accurate. Incorrect spelling of the

recipient’s name is embarrassment while incorrect address will delay the delivery of the

letter.

3. It provides the name of the firm and its address. Most often the telephone number and

cable address is included.

4. It is a written or printed communication.

5. This type of letter is written for a failure in delivering the desired results. If the person

has taken up a task and he fails to meet the target then he apologizes and asks for an

opportunity to improve in this type of letter.

6. This type of letter is written when you want to acknowledge some one for his help or

support when you were in trouble. The letter can be used to just say thanks for something

you have received from some one, which is of great help to you.

7. This type of letter is written to recommend a person for a job position. The letter states

the positive aspects of the applicant's personality and how he/she would be an asset for

the organization. Letter of recommendation is even used for promoting a person in the

organization.

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8. This letter is as the name suggests is used for ordering products. This letter can be used as

a legal document to show the transaction between the customer and vendor.

9. This letter is written to inquire about a product or service. If you have ordered a product

and yet not received it then you can write a letter to inquire when you will be receiving it.

10. This letter is written to show one that an error has occurred and that needs to be corrected

as soon as possible. The letter can be used as a document that was used for warning the

reader.

Assessment of your answers:

Dear student, if you got scores between 9-10 correctly, excellent! It shows that

you understood and remembered what we have discussed. Congratulation! If you got

correct scores between 7-8, very good! You remembered most of the things we have

discussed. Check those questions you did not answer correctly and see why you forgot

their answers. If you correct answers were from 5-6, that was good. What you have

remembered were probably the ones close to your heart. I suggest that you read the text

again and try to answer the questions once more. Finally, if you have a score between

1-4, I suggest that you read the lessons again and see where you have forgotten some

details. And try to answer the test again and see if your score will improve.

GOODLUCK BYE dear student, I hope to see you again to next module.

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Answer key

Pretest/Protest:

1. C

2. A

3. A

4. C

5. C

6. B

7. D

8. C

9. D

10. C

Self-check:

1. Body

2. Letterhead

3. Complimentary close

4. Recommendation letter

5. Enclosure

6. Modified block style

7. Semi-block style

8. Full block style

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9. Short

10. Medium

11. Long

12. Large

13. Small

14-18

Acknowledgement Letter

Apology Letter

Appreciation Letter

Complaint Letter

Inquiry Letter

Order Letter

Letter of Recommendation

19-20

Letterhead or the Heading

Date

Inside Address

Salutation

Body

Complimentary Close

Signature and Title

Reference Initials

Enclosures (if any)

Posttest

1. Envelope

2. Inside address

3. Letterhead

4. Letter

5. Apology letter

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6. Acknowledgement letter

7. Recommendation letter

8. Order letter

9. Inquiry letter

10. Complaint letter

Created by: Jessica Mae M. Montano

Edited by: Pulgencia T. Ogot