BUSINESS LETTERS

De Vera, Marl JonDula, Karizza Joy

Jugo, Pauline MargarethSariego, Lilirus Angel

What is a Business Letter?

Type of letter that is used in the professional setting

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

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.

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.

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.

ELEMENTS OF A BUSINESS LETTER

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 StreetSampaloc, Manila CitySeptember 20, 2015

Republic of the PhilippinesPAMANTASAN NG LUNGSOD NG MAYNILA

Intramuros, Manila

College of Science

March 22, 2015

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. DulaPresidentIJDA, Manila

May 10, 2013

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,

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.

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 yoursSincerely yoursRespectfully yoursVery truly yoursVery sincerely yoursVery respectfully yoursCordially yours

Yours trulyYours sincerelyYours respectfullyYours very trulyYours very sincerelyYours very respectfullyYours faithfully

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.

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.

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.

• 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.

MISCELLANEOUS ELEMENTS OF

A BUSINESS LETTER 

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.

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.

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.

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.

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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

STYLES OF BUSINESS LETTERS

 

Full block

Modified Block

Semi Block

Intended Style

With Boxed Style

(or Military Style) – used only in the inter-office communication.

Hanging Intended

(or Military Style) – used only in the inter-office communication.

Memorandum Style

Hanging Intended

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

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

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

Guidelines in writing the application letter:5. Give your reason for applying or transferring

a job6. 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.)

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 buy2. 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

Letter of Acknowledgement this letter written to recognize someone’s

efforts towards your objective.

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)

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.

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.

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.

Guidelines in writing a letter of recommendation:

1.Brief statement of the purpose of the letter2.Summary of applicant’s history of

employment, qualifications, etc3.Personal judgment on the applicant’s

qualifications for the job or position4.Final recommendation of the writer

Head:Recommenders LetterheadORYour NameYour Address (can be positioned to the left, right or centre)Date (can be positioned to the left, right or centre, before/after or at the start)Recipient's NameRecipient's DesignationRecipient's OrganisationRecipient's Address (can be positioned to the left, right or centre) Body:Dear Recipient (Salutation) / To Whom It May Concern1st Paragraph - Recommender’s relationship with the recommended etc. 2nd Paragraph - Detailed and specific information on the recommended, reasons, qualities etc.3rd Paragraph - Appropriateness of the candidate with reference to resume or awards4th Paragraph - Conclusive statement offering to provide more information through contact information Closing:Subscription - Thanking you, yours sincerely etc.Your SignatureYour Typed First Name Last NameYour Designation (as required)

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.

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 tone2. Write a clear and specific question3. Be detailed as to what information you

want to obtain4. Express appreciation.

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

inquiry4. Give whatever request is asked. If it is

impossible to grant the request, be honest to say so and offer some alternative.

Letter of Appointmentit 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 designation2. Terms and status3. Compensation4. Duties and Responsibilities

Letter of InvitationIt 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 status2. 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.

Letter Acceptance to Invitation

Letter Declination to Invitation

Letter of Resignation

Here are the following contents of the letter:

1. The reason for resigning2. An expression of appreciation or regret, or

both3. Date of effectivity

Letter of Commendation

Congratulations on Promotion

Thank You Letters

Letter of Welcome

Announcement Letter