Business Letter

Optional parts of a Business Letter

1. Republic of the Philippines POLYTECHNIC UNIVERSITY OF THE PHILIPPINES Sta. Mesa, Manila College of Tourism, Hospitality and Transportation Management Business Communication in Report Writing A lesson about Optional Parts of Business Letter Prepared by: CHZAINE JOEBENNY F. PASCUAL Bachelor of Science in Tourism Management, Section 2-2N Submitted to: Professor Xavier Aquino Velasco Business Communication in Report Writing, ENGL 2043 © March 2017

2. Optional Parts of Business Letter ADDRESSEE NOTATION letters that have restricted readership or those who which must be handled in a special way should include such addressee notations as PERSONAL, COMPLICATED or PLEASE FORWARD. appears in capital letters two (2) lines above the inside address.

3. Example of Addressee Notation Example: July 16, 2016 PERSONAL Dr. Mary Anne R. Robles Chief, Medical Services STC, Sta. Mesa, Manila

4. Optional Parts of Business Letter ATTENTION LINE This can be used to direct a letter to a department typed two (2) spaces below inside address may be typed against the left margin, indented as paragraph in the body of the letter or centered word ATTENTION may be underlined

5. Example of Attention Line Example: The Medical Dental Services SSC University of the Philippines Sta. Mesa, Manila Attention: Dr. Robles or Attention: Chief of Medical Services or Attention : Chief of Medical Services

6. Optional Parts of Business Letter SUBJECT LINE It is device to let the recipient know what the letter is all about typed below the salutation against the left margin, or indented as the paragraph in the body of the letter, or centered on the line

7. Example of Subject Line Example: Dear Dr. Robles Subject: Requisition of New Medical Equipment (b)Dear Dr. Robles Subject: Requisition of New Medical Equipment (c)Dear Dr. Robles Subject: Requisition of New Medical Equipment [centered]

8. REMEMBER IN WRITING SUBJECT LINE In writing subject line: For informative and positive messages, highlight the good news Example: Discount on Rental Cars Effective January 2010 New Tuition Fee Reinbursement

9. REMEMBER IN WRITING SUBJECT LINE In writing subject line: For neutral messages, summarize the messsages Example: Update on Arrangement for Video Conference with Korea Update on application of your membership on Acquire Asia Company

10. REMEMBER IN WRITING SUBJECT LINE In writing subject line: For negative news, Negative messages like refusals and rejection, disciplinary notices, negative performace appraisals, layoffs and firing and recalls or notices of defects, are supposed to be stated positively without being offensive . Example: Negative: You can not ejoy the discouts offered because you have not submitted your purchase booklet Postive: You will enjoy the discounts offered as soon as you send us your purhase booklet

11. Optional Parts of Business Letter REFERENCE INITIALS/ STENOGRAPHIC REFERENCE This refer to the sender of the letter and to the typist Sender’s initial are typed in capital letters Typist initials typed in lowercase by a colon (:) or slash (/)

12. Example of Reference Initials/ Stenographic Reference Example: Truly yours, Elizabeth R. Paz Elizabeth Paz, Manager Cubao Branch EP: fr or EP/ fr

13. Optional Parts of Business Letter ENCLOSURE NOTATION Appears at the bottom , two lines below the reference initials used to show that something else is included in the envelope with the letter

14. Example of Enclosure Notation Common forms are: Enclosure Enclosure (2) Enclosures: Resumé Photograph

15. Optional Parts of Business Letter COPY NOTATION It indicates who is receiving carbon copies or photocopies of the letter names preferably listed in order of rank or in alphabetical order

16. Example of Copy Notation Example: cc. Dr. Salvacion J. San Diego Pc. Prof. Remedios S. Romualdez c. Johnny S. Chua Copy to Prof. Peregrin M. Bautista Sometimes, it is desirable to keep the sending of copies a secret from the person who receives the original copy of the letter . In such case the notation cc (computer copy), bcc (blind carbon copy) or bpc (blind photocopy) appears with the name but only on the copy, not on the original where the copy notation would normally appear

17. PART I - Identification. Write the correct answer. 1. A device to let the recipient know what the letter is all about. ___________________________________ 2. This can be used to direct a letter to a department . ___________________________________ Optional Parts of Business Letter

18. Optional Parts of Business Letter 3. It is used to show that something else is included in the envelope with the letter. ___________________________________ 4. It is used to show that someone other than the addressee will receive a copy of the letter. ___________________________________ 5. This refer to the sender of the letter and to the typist. ___________________________________

19. PART II. MODIFIED TRUE or FALSE. Write TRUE if the statement is correct and if FALSE, write the word that makes the statement incorrect. ___________6. “cc” means category copy. ___________7. Enclosure Notation a ppears at the bottom, two lines below the reference initials ___________8. For negative news, Negative messages like refusals are supposed to be stated positively without being offensive. ___________9. Subject line are letters that have restricted readership or those who which must be handled in a special way. ___________10. Enclosure Notation is used to direct a letter to a department. Optional Parts of Business Letter

20. Here's the correct answer on your Quiz: 1. Subject Line 6. Computer Copy 2. Attention Line 7. TRUE 3. Enclosure Notation 8. TRUE 4. Copy Notation 9. Addressee Notation 5. Reference Initials/ 10. Attention Line Stenographic Reference Optional Parts of Business Letter

21. Source: Book Language at Work: A Guide for Effective Business Writing 2011 Edition Optional Parts of Business Letter pages: 53-57 by: Lourdes A. Dagdag Virginia A. Ranin Flordelis R. Roxas Emeteria Leonila B. Abayan Veronica N. Tarrayo Cristina C. Buturan