Business letter final

business letter

1. BUSINESS LETTERS De Vera, Marl Jon Dula, Karizza Joy Jugo , Pauline Margareth Sariego , Lilirus Angel

2. What is a Business Letter? T ype 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. S ecure , promote and maintain business without complications. S erve to maintain the correct information of the organization in the perception of the receiver. E stablishes 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.

7. ELEMENTS OF A BUSINESS LETTER

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 A lso 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 S tandard margins of the letter are1-1.5 inches at the left hand margin and 1 inch at the right, top, and bottom.

17. MISCELLANEOUS ELEMENTS OF A BUSINESS LETTER  

18. 1. 2. 3. 4. 5. 6.

19. 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

20. STYLES OF BUSINESS LETTERS  

21. Full block

22. Modified Block

23. Semi Block

24. Intended Style

25. With Boxed Style (or Military Style) – used only in the inter-office communication. Hanging Intended

26. (or Military Style) – used only in the inter-office communication. Memorandum Style Hanging Intended

27. 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

28. Application Letter the very first business letter a newly graduate will write. a student has to write a letter with intention of being a part of his/her perspective company

29. Guidelines in writing the application letter: 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

30. 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.)

31. Order Letters this letters are written requests made by the customer asking the merchandiser to send him goods. Guidelines in writing an order: Be explicit and precise what to buy Give the complete and specific information of the goods: number of items, color, size weight, finish, and price Tell the mode of payment, whether cash, check, credit card, COD, charge amount, or postal money order Give the specific direction of shipment and time of delivery

32. Letter of Acknowledgement this letter written to recognize someone’s efforts towards your objective. Format of Acknowledgement Letter Writing This is a standard format ; one can use one’s own choice of layout depending on one’s need. Header: Your Name Your Address   Recipient's Name (specific official or person) Recipient's Address Date Body: Reference or Subjec t Dear Contact Person First Paragraph - Gesture of acknowledgment with other details of service, product, relevant issue etc. Second Paragraph - Relevant specific points, clarifying your objective, confirming receipt of the product or service, thanking the addressee for delivering the requested items or information, listing of each item received along with the date. How was your experience? Intimation for any further communication and so on. Closing: Subscription - Thanking you, yours sincerely etc.  Signature First Name Last Name ENCL (optional) stands for ‘Enclosure’ and can include any accompanying material

33. Sales Letter this letter is a written communication to sell commodities, services and ideas. Guidelines in writing a sales letter: It should attract the interest of the reader by using fresh, suitable, personal, and compelling language. (Attention) It should describe the product in detail like appearance, features, cost, etc. (Interest) It should explain clearly the benefits the reader would get if they buy the product. (Desire) It should lead the reader to act to at least see the product or call for the representative and discuss about it. (Action)

34. Header: _____Headline______ The first thing that a sales letter should focus and place is the headline. Headline is the first element that will attract attention of a prospective client. If attention is to be quickly drawn towards the product/service you have to make a strong, luring and compelling headline. This can be done through making the text of the headline bold. Additionally it can be underlined and italicised to make it stand out. The most important thing in a headline is its pull-factor. Use easy to understand but convincing headline. It can be up to three or four sentences long and should incite the reader to read the rest of the letter. You can use some famous phrases albeit they are in tune with your offer. Organisation Letterhead OR Your Name Your Designation Your 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) Body: Dear Recipient (Salutation) 1 st Paragraph - Introductory lines regarding the product or service 2 nd Paragraph – Relevance of product /service in daily life etc. 3 rd Paragraph – Assistive information towards the purchase process, call to action etc. Closing: Subscription - Thanking you, yours sincerely etc. Your Signature Your Typed First Name Last Name Your Contact Encl: ________________

35. 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.

36. 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.

37. 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.

38. 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

39. Head: Recommenders Letterhead OR Your Name Your 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 Name Recipient's Designation Recipient's Organisation Recipient's Address ( can be positioned to the left, right or centre )  Body: Dear Recipient (Salutation) / To Whom It May Concern 1 st Paragraph - Recommender’s relationship with the recommended etc.   2 nd Paragraph - Detailed and specific information on the recommended, reasons, qualities etc. 3 rd Paragraph - Appropriateness of the candidate with reference to resume or awards 4 th Paragraph - Conclusive statement offering to provide more information through contact information  Closing: Subscription - Thanking you, yours sincerely etc. Your Signature Your Typed First Name Last Name Your Designation (as required)

40. 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 .

41. 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: Be courteous in tone Write a clear and specific question Be detailed as to what information you want to obtain Express appreciation.

42. 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: Reply immediately It must also be courteous and appreciative. It must answer all the questions and inquiry Give whatever request is asked. If it is impossible to grant the request, be honest to say so and offer some alternative.

43. 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: The position or designation Terms and status Compensation Duties and Responsibilities

44. Letter of Invitation It must be cordial and gracious in tone. The following are the contents of an invitation letter: State the name of your club, organization or association. Terms and status Tell the occasion, time, date and exact venue where it will be held. Tell why he is chosen to be invited and why his presence is desirable. If the one invited to speak, tell him the subject of his message and the amount of time he is given to deliver it. Indicate if he could come or not.

45. Letter Acceptance to Invitation

46. Letter Declination to Invitation

47. Letter of Resignation Here are the following contents of the letter: The reason for resigning An expression of appreciation or regret, or both Date of effectivity

48. Letter of Commendation

49. Congratulations on Promotion

50. Thank You Letters

51. Letter of Welcome

52. Announcement Letter