Business letters complete

Different Kinds of letters and its parts

1. Business Letters Apryn Jenneve Venturina, MAEd , LPT

2. Nature of Business Letters A letter is a written message sent to an individual or a group of people (Greene & Ripley, 1998). 2 Kinds Business Letter- used to transact official business; tone and style should be formal and business-like Social Letter- friendly letter intended to convey personal messages to people close to the writer.

3. Aims of Business Letters All business letters are classified as sales letters because no matter what the purpose is, you still sell something to the reader. Selling here as implied by the word doesn’t only involve monetary considerations but also other factors such as service or an idea, explanations, friendship, goodwill, apologies, acceptance, refusal, suggestions, comments, complaint, invitation, proposal, and others. T hey serve as company’s permanent records.

4. FORMAT Format is the mechanical arrangement of words on the page (Dumont & Lannon , 1985). i ndentation m argins spacing t ypeface h eadings p age numbering d ivision of letter sections It contributes to the readability and general appearance of the letter which attract the readers to pay attention to it and influence their perception of the message.

5. FORMATS Full Block Style- The most popular and easiest style to make. All parts of the entire letter are left justified. Modified Block Style- The body of the letter is left justified; however, the date and complimentary close begin near the center going to the right margin. This gives a balanced look to the letter. Semi-block Style- This is much like the modified block except that each paragraph are indented instead of left justified.

6. FORMATS 4. Simplified Letter Style- popularized by the National Office Management Association (NOMA). Omits the salutation and complimentary close; however, it has a subject line written in capital letters. All lines are flushed to the left margin. But if there is a listing in the body, it is indented 5 spaces from the left margin except when the items are numbered or lettered. In the Philippines, this is seldom used but is encouraged.

7. UNIVERSITY OF CAGAYAN VALLEY Tuguegarao City, Cagayan November 12, 2010 Dr. Rogelio P. Matalang College Professor and Radio Commentator Cagayan State University, Carig Campus Tuguegarao City Dear Sir:   The Norluzonian , the official campus publication of the University of Cagayan Valley will hold a Journalism Seminar on “Responsible Journalism for Responsible Journalists” on December 1, 2010 at the Maria House, Tuguegarao City.   The seminar aims to inculcate into minds the Norluzonian staff the importance of responsible journalism and to keep them abreast of the latest in the Journalism world. There will be four invited speakers who were chosen unanimously by the staff, and as expected, you are one of them. We will be glad to hear from you the do’s and don’ts of the field. Your talk shall start at 9 am and shall end at 10 am. We shall be honored by your presence. Thank you.   Very truly yours , JOEL JOSEPH L. EGIPTO TN Consultant FULL BLOCK STYLE

8. UNIVERSITY OF CAGAYAN VALLEY Tuguegarao City, Cagayan November 12, 2010 Dr. Rogelio P. Matalang College Professor and Radio Commentator Cagayan State University, Carig Campus Tuguegarao City Dear Sir:   The Norluzonian , the official campus publication of the University of Cagayan Valley will hold a Journalism Seminar on “Responsible Journalism for Responsible Journalists” on December 1, 2010 at the Maria House, Tuguegarao City.   The seminar aims to inculcate into minds the Norluzonian staff the importance of responsible journalism and to keep them abreast of the latest in the Journalism world. There will be four invited speakers who were chosen unanimously by the staff, and as expected, you are one of them. We will be glad to hear from you the do’s and don’ts of the field. Your talk shall start at 9 am and shall end at 10 am. We shall be honored by your presence. Thank you.   Very truly yours , JOEL JOSEPH L. EGIPTO TN Consultant MODIFIED BLOCK STYLE

9. UNIVERSITY OF CAGAYAN VALLEY Tuguegarao City, Cagayan November 12, 2010 Dr. Rogelio P. Matalang College Professor and Radio Commentator Cagayan State University, Carig Campus Tuguegarao City Dear Sir:   The Norluzonian , the official campus publication of the University of Cagayan Valley will hold a Journalism Seminar on “Responsible Journalism for Responsible Journalists” on December 1, 2010 at the Maria House, Tuguegarao City.   The seminar aims to inculcate into minds the Norluzonian staff the importance of responsible journalism and to keep them abreast of the latest in the Journalism world. There will be four invited speakers who were chosen unanimously by the staff, and as expected, you are one of them.We will be glad to hear from you the do’s and don’ts of the field. Your talk shall start at 9 am and shall end at 10 am. We shall be honored by your presence. Thank you.   Very truly yours , JOEL JOSEPH L. EGIPTO TN Consultant SEMI-BLOCK STYLE

10. UNIVERSITY OF CAGAYAN VALLEY Tuguegarao City, Cagayan November 12, 2010 Dr. Rogelio P. Matalang College Professor and Radio Commentator Cagayan State University, Carig Campus Tuguegarao City Subject: Journalism Seminar   The Norluzonian , the official campus publication of the University of Cagayan Valley will hold a Journalism Seminar on “Responsible Journalism for Responsible Journalists” on December 1, 2010 at the Maria House, Tuguegarao City.   The seminar aims to inculcate into minds the Norluzonian staff the importance of responsible journalism and to keep them abreast of the latest in the Journalism world. There will be four invited speakers who were chosen unanimously by the staff, and as expected, you are one of them. We will be glad to hear from you the do’s and don’ts of the field. Your talk shall start at 9 am and shall end at 10 am. We shall be honored by your presence. Thank you.   JOEL JOSEPH L. EGIPTO TN Consultant NOMA Simplified Letter Style

11. Writing Materials to Be Used Our letter reflects our professionalism; hence we have to see to it that our paper conforms to the standards set by the society. Business letters are always written on a “8 ½ x 11” stationery or bond paper. The paper must be white, clean, unruled, uncrumpled, unfolded and of sufficient weight and thickness. Its surface must not be glossy to avoid running or blurring ink. It should also be free from fingerprints and other marks. As a rule, the writing material should not show cheapness or extravagance.

12. FONT STYLE For encoded letters, the widely accepted font is Times New Roman, size 12. Other fonts such as Arial and sizes such as 13 or 14 may be used depending on the kind of reader/s you have and the length of the body. The ink must be sufficient to have a good a result. The letter should be free from erasures or marks of correction fluid or correction tape.

13. ENVELOPES Standard size envelope to match the short bond paper approximately 4”x9 ½” 2 regular parts: the outside and the return address Both contain the name, title, position, agency and the address of the addressee and the sender The outside address which is identical with the inside address is in the middle of the envelope, beginning approximately half-way down. The return address is in the upper left hand corner. The special mailing instruction is placed below the stamps.

14. ENVELOPES JOEL JOSEPH L. EGIPTO TN Consultant UNIVERSITY OF CAGAYAN VALLEY Tuguegarao City, Cagayan, 15896 DR. ROGELIO P. MATALANG COLLEGE PROFESSOR AND RADIO COMMENTATOR CAGAYAN STATE UNIVERSITY, CARIG CAMPUS TUGUEGARAO CITY, 15896 STAMP

15. FOLDING A STANDARD LETTER A business letter is folded twice into horizontal thirds and placed into an envelope. This makes the letter easy to unfold after opening the envelope. If an envelope window is used, the address of the letter should be face out of it by having the second fold in the same location but opposite direction. The letter will then be folded into a Z shape.

16. Margin and Spacing The left margin is 1.5 inches while the right margin is 1 inch. This is to give the space for the fastener or the binding on the left side. The top margin is 1 inch; however, it can be adjusted to achieve balance. Bottom margin is 1 inch. Double spacing is observed between parts of the letter. If the body of the letter is short, it can be double-spaced too.

17. Letterhead   1. Heading__________ __________________ __________________ ­_____________________ 2. Inside Address______ _____________________ 3. Salutation __ ______________ ____________________ __________ ______________ ________ ________________________________________________________________________________________________________ 4 . Body of the Letter ________________________________ ______________________ ______________ ________ __________ ______________ 5 . Complimentary Close   6. Signature Line Main Parts of a Business Letter

18. MAIN PARTS OF THE BUSINESS LETTER 1 . The Heading. This contains the return address (usually two or three lines) with the date on the last line. Sometimes it may be necessary to include a line after the address and before the date for a phone number, fax number, E-mail address, or something similar. Often a line is skipped between the address and date. 2 Kinds of Heading Conventional Heading Modern Heading

19. Conventional Heading u sed when letter senders are not connected with any agency c ontains the residential address of the writer m akes use of 2, 3, or 4 lines For semi-block it is positioned to the upper right corner of the letter but for full block, it is on the upper left side of the letter.

20. Conventional Heading FIRST LINE Considering the 3-line heading, the first line contains the number of the house and the name of the street. The name of the street as well as the word “street” should start with a capital letter and, if possible, complete the spelling of the word if the space warrants. 162 Aguinaldo Street If the number of the street is one , then it should be written as a word. However for other numbers , they are written in numerals. One Rizal Street 116 Arellano Street

21. Conventional Heading S uite, apartment or room number appears after the street address on the same line separated by a comma. 47 Aguinaldo Street, Apt. 4 If there is a post office (P. O.) box number, it is placed before the street address. P.O. Box 235, 116 Rizal Street - Numbered streets 10 and below are spelled out. Above 10, they are typed as figures. Seventh Avenue 33 rd Street

22. Conventional Heading A hyphen is inserted between building and street numbers when both are written in figures. Space is observed on both sides of the hyphen. 135 – 33 rd Street Cardinals numbers are used when compass directions precede a numbered street while ordinal numbers are used when the compass direction follow the street. 45 North 65 Street 45 – 65 th Street NW

23. Conventional Heading SECOND LINE of the HEADING The second line contains the name of the city and the province, or town. Again they have to start with capital letters and they should be spelled out. A comma is used to separate the divisions. Boac , Marinduque Tuguegarao , Cagayan Espaňa , Manila Tandang Sora , Quezon City

24. Conventional Heading THIRD LINE of the Heading This contains the date the letter was finished. The name of the month should NOT be abbreviated while the day should NOT be ended with ordinal endings. The year should be written in full. 2 ways to write the date: December 18, 2009 (American English Style) 18 December 2009 (British English Style)

25. Conventional Heading When you wish to include your fax number, phone number, e-mail address or cellular phone number in the heading, you can place this on the line before the dateline. 166E Balzain West, Brgy . 12 Tuguegarao City, Cagayan [email protected] September 21, 2002 6 Geronimo Cmpd ., Philand Tandang Sora , Quezon City r [email protected] November 10, 2014

26. Conventional Heading In some cases, when there are no specific number of the house and name of the street because of geographical sixe, only two lines can be utilized. Maddalero , Buguey , Cagayan March 11, 2013 There are times when four lines are used especially in cases when the names of the street and the barangay are long. 145 Caronan Campus Caritan Norte Tuguegarao , City, Cagayan November 18, 2014 6 Geronimo Compound Philand , Brgy . Pasong Tamo Tandang Sora , Quezon City November 10, 2014

27. Conventional Heading It is best to remember that no part of a line should be written in another line. Words that should be in one line should not be separated. Hence it is wrong to write: Tuguegarao City, Cagayan August 1, 2009

28. MODERN HEADING Composed of the letter head and the dateline, this kind of heading is used when letters have bearing with agencies concerned. Letterheads contain the name of the company, the address, telephone number/s, fax number, company logo, company motto, names of officials, materials and services offered, advertising message and others depending upon the preference of the company. Companies usually have their own styles. In positions, some are placed on the side of the margin, bottom margin while most are found on the top. Letterheads attract attention through their mark of formality and prestige.

29. MODERN HEADING COLEGIO DE SAN LORENZO Congressional Avenue, Q. C. College of Arts and Sciences 163 (2) 9269999 www.cdsl.edu.ph

30. 2. INSIDE ADRESS This part contains relevant information regarding the addressee. This includes the following: The title and name- Dr. Stephen F. Caldez Position- Dean, School of Criminology College of Arts and Sciences Agency- Tuguegarao Colleges Foundation Address of Agency- Tuguegarao City, Cagayan Three to four lines are usually used in the inside address. This should always be left justified. It serve as an aid in case the envelope is damaged and the outside address becomes unreadable.

31. 2. INSIDE ADRESS When a line is too long, its continuation may be moved to the next line with three to five indentions from the left. Example: Dr. Joel Joseph L. Egipto Dean, College of Liberal Arts and Public Administration Cagayan Colleges Tuguegarao Tuguegarao City, Cagayan

32. 2. INSIDE ADRESS The name of the position such as president, general manager, registrar, and others may either be written beside the name or on the next line. Mr. J Sephel Eliphaz B. Egipto , President Mr. J Sephel Eliphaz B. Egipto President The name of the agency should be spelled out in the same manner as the owners or the employers sell it. Positions should not be abbreviated Name of the addressee should not all be in capital letters. Name of the recipient should follow how he/she addresses or signs his or her name.

33. 2. INSIDE ADRESS: Courtesy Titles Mr. Used to refer to either married, widower, or unmarried man with no other titles such as Dr. or Professor. Always abbreviated, this starts with a capital letter and ends with a period. Mr. Eduardo Balubal Mrs. Used for widows and married ladies. Always abbreviated, this starts with a capital letter and ends with a period. Mrs. Carla Dizon

34. 2. INSIDE ADRESS: Courtesy Titles If you want to include the maiden name of the addressee, put a hyphen between the maiden name and married names. Mrs. Haidee Perez-Centeno Mrs. Mila Sto . Domingo- Sarceno Miss Used to designate unmarried ladies and popular personalities. This has no abbreviation. It starts with a capital letter and does not end with a period. Miss Angel Locsin

35. 2. INSIDE ADRESS: Courtesy Titles Professor u sed to refer to instructors who have already reached the rank of professor and above s tarts with a capital letter and ends with a period if it is abbreviated if not abbreviated, no period ends the word If only the surname is given, the word “Professor” should be written in full. Prof. Estanislao T. Caldez Professor Caldez

36. 2. INSIDE ADRESS: Courtesy Titles Honorable u sed to r efer to politicians who hold or held the key positions in the government It can be abbreviated, but it is preferable that it is spelled out and preceded by the article “The”. s tarts with a capital letter Hon. Randy Ting The Honorable Randy Ting

37. 2. INSIDE ADRESS: Courtesy Titles Dr. can be used to refer to persons who finished doctorate degrees in any branch of studies This includes Doctor of Philosophy, Doctor of Medicine, Doctor in Public Administration, and others. When placed before the name, the title is used in general terms. If one wants to be specific, the particular degree can be placed after the name; however, it is preferable that the traditional courtesy title should be placed before the name. Dr. Benedicta H. Cumagun Mrs. Benedicta H. Cumagun , Ph.D.

38. 2. INSIDE ADRESS: Courtesy Titles Reverend used to refer to a minister, a priest or a rector. c an also be abbreviated but it is preferable that it is spelled out and preceded by the article “The”. Rev. Diosdado Talamayan The Reverend Diosdado Talamayan

39. 2. INSIDE ADRESS: Courtesy Titles If the letter is addressed to a married couple, the following styles can be used: Mr. and Mrs. Anthony Gamos Mr. Jaime and Mrs. Haidee Centeno Dr. and Mrs. Joel Egipto Dr. Benedicta and Mr. Bernardino Cumagun Drs. Benedicta and Bernardino Cumagun

40. 2. INSIDE ADRESS: Other Points to Remember It is advisable on the part of the lady-sender to indicate her marital status in brackets before her typewritten or printed signature to enable the addressee to know the proper title to be used in the inside address of the response-letter. (Mrs.) HAIDEE P. CENTENO Two titles referring to only one should be avoided. Dr. Benedicta H. Cumagun , Ph.D.

41. 2. INSIDE ADRESS: Other Points to Remember When the abbreviations “Jr.” and “Sr.” follow the name, the use of comma is optional. Alejo Cue, Jr. Alejo Cue Jr. The writer should make sure that names are properly spelled out and other data especially the position of the addressee.

42. 2. INSIDE ADRESS: Other Points to Remember When attention line is used, the inside address bears no specific name of person Example: Colegio de San Lorenzo Congressional Ave., Q. C. Attn.: Mr. Danilo Reyes College Registrar Dear Sir:

43. 2. INSIDE ADRESS: Other Points to Remember If the addressee holds concurrent positions in an organization, the title of higher nature should be taken. For instance, Dr. Milagros C. Reyes is the Vice President for Academic Affairs and at the same time Dean of the Graduate School of the same college, the inside address should be: Dr. Milagros C. Reyes Vice President for Academic Affairs St. Agnes College Tandang Sora , Quezon City

44. 2. INSIDE ADRESS: Other Points to Remember If there are more than one addressee, the names are written in alphabetical order, according to position or rank, or according to seniority. Mrs. Chona Agustin Miss Grace Ayonayon Mr. Estanislao Caldez Instructors College of Liberal Arts and Public Administration Cyril Colleges of the North Tuguegarao City, Cagayan

45. 2. INSIDE ADRESS: Other Points to Remember In cases when the address of the addressee is unknown and the writer wishes to request to request a third party to receive the letter, then the abbreviation of “care of” (c/o) can be used on the second line. This used in the outside address only. Mrs. Haidee P. Centeno c/o Miss Grace Ayonan 116 Rizal Street Tuguegarao City, Cagayan

46. 3. Salutation t raditionally known to be the greeting of the letter s imilar to saying hi, hello or good morning s tarts with a capital letter and ends with a colon Most Formal Salutations Sir Madam Formal Salutations My dear Sir My dear Madam

47. 3. Salutation Less Formal Salutations Dear Sir Dear Madam My dear Mr. Morallos My dear Ms. Taluban Dear Dr. Tamacay Friendly or Intimate Salutations My dear Elaine Dear Kirk

48. 3. Salutation The choice of salutation depends upon the relationship of the letter-sender to the addressee , their age gap and professional gap . If they are close, the intimate salutation can be punctuated by a comma. The salutation “Sir” should be reserved for official and military letters. It can also be used to address somebody who is holding much higher position than the writer.

49. 3. Salutation When using Messieurs (Messrs.), Misses or Mesdames (Mmes.) in the salutation, first names must not be included. Ex. Messrs. Cauilan , Edillo and Villanueva If the letter is addressed to an agency having almost the same number of males and females, “Ladies and Gentlemen” can be used. If most of the members are males, use “Gentlemen” If most of the members are females, use “ Mesdames ” or “Ladies”

50. 3. Salutation If the addressee’s gender or organization or the addressee himself is not known, use a non-sexist salutation, such as “ To Whom it May Concern ”, “ Dear Manager ”, “ Dear Director,” “ Dear Personnel Director ”. Since this is really extremely impersonal, this should be avoided in writing. “To Our Customers,” “Dear Customers,” “To Our Valued Customers,” “To the Members,” are only good for form letters and letters of announcements to a group of people.

51. The following contains the proper inside address and salutation for important people: INSIDE ADDRESS SALUTATION ARCHBISHOP The most Revered Archbishop of ______ The most Reverend Tony Santos Archbishop of _______ Dear Archbishop Santos Your Excellency CARDINAL His Eminence Tony Cardinal Santos His Eminence Cardinal Santos (If also an archbishop) His Eminence Tony Cardinal Santos Archbishop of __________ His Eminence Cardinal Santos Archbishop of ________ Your Eminence Dear Cardinal Santos

52. MOTHER SUPERIOR (of a sisterhood) The Reverend Mother Superior Convent of _________ Mother Grace Mariano, Superior Convent of _________ Reverend Mother Dear Reverend Mother My dear Reverend Mother Grace Mariano POPE His Holiness the Pope His Holiness Pope Francis Your Holiness Most Holy Father CATHOLIC PRIEST The Reverend Father Santos The Reverend Tony Santos Dear Father Santos MEMBER of SISTERHOOD Sister Grace Mariano, S. C. Dear Sister Dear Sister Grace Mariano

53. DEAN Dean Benedicta H. Cumagun , Ph.D. Dr. Benedicta H. Cumagun Dean Dear Dr. Cumagun Dear Dean Cumagun INSTRUCTOR Mr. Kirk Morallos Instructor Dear Mr. Morallos PRESIDENT President Victor V. Perez Dear President Perez PROFESSOR Professor Joey Gutierrez Prof. Joey Gutierrez Dear Professor Gutierrez FOREIGN AMBASSADOR His Excellency Tony Santos Ambassador of _________ Excellency Dear Mr. Ambassador

54. PRESIDENT of a REPUBLIC His Excellency Tony Santos President of _______ Excellency Dear Mr. President COMMISSIONER The Honorable Tony Santos Commissioner Dear Mr. Commissioner Dear Mr. Santos SENATOR The Honorable Tony Santos Senator-Elect Dear Senator Santos Dear Mr. Santos GOVERNOR The Honorable Tony Santos Governor of _______ Sir Dear Mr. Santos LEGISLATOR The Honorable Tony Santos House of Representatives Sir Dear Mr. Santos

55. BRIGADIER GENERAL Brigadier General Tony Santos, AFP BG Tony Santos, AFP Brig. Gen. Tony Santos, AFP Dear General Santos Dear Gen. Santos CAPTAIN Captain Tony Santos, AFP CPT Tony Santos, AFP Capt. Tony Santos, AFP Dear Captain Santos COLONEL Colonel Tony Santos, AFP COL Tony Santos, AFP Col. Tony Santos, AFP Dear Colonel Santos ATTORNEY Mr. Tony Santos, Attorney-at-Law Dear Mr. Santos CPA Mr. Tony Santos, CPA Dear Mr. Santos

56. PHYSICIAN/DENTIST Dr. Tony Santos Mr. Tony Santos, D.D.S. Dear Dr. Santos ENGINEER Mr. Tony Santos, P.E. Dear Mr. Santos

57. 4. BODY This is the most important part of the letter for it contains the message or the main text of the sender to the addressee. This should be made clear, concise, concrete, and complete. Double spacing or single spacing can be used for lines within the paragraphs. Sentences should be complete. Participial endings should not be used. Hoping for your consideration. Anticipating for your approval. Expecting for your favorite response.

58. 4. BODY Long quotations in the body should be set-off from the message by indenting them 5-10 spaces from bothe left and right margins with internal single-spacing and top and bottom double spacing. They can also be italicized. Enumerated items are indented; double-spacing can be observed, but if it’s a long list, use single-spacing. Tables and other graphic and visual aids should be centered on the page.

59. 4. BODY Expressing Numbers Only numbers one to ten are written in words. Example: May I inform you that you have already incurred seven absences. This is to inform you that you have already incurred 15 absences. But when they begin sentences they are written in words. (x) 20 students are present. ( / ) Twenty students are present. ( / ) Present are 20 students.

60. 4. BODY Expressing Numbers Number with technical units whether below or above 10, are always in figures. Example: I want to order 15 kilos of chicken meat. Please give to the bearer 2 kilos of carabao meat. Sums of money are written in numbers, but if less than one peso, the word “cents” ends them. The price of P259.99 is minimal. Give her a change of 50 cents.

61. 4. BODY Clock time is written in numbers when they follow a.m. or p.m. When it comes to whole numbers, the colon and zeros should not be written anymore. The program will start at 7:30 p.m. / 7 p.m. The activity will start at 7 o’clock / seven o’clock. Telephone numbers are always in numbers. Area codes should be placed in a parenthesis You can contact me at tel. no. [phone]

62. 4. BODY Numbers in similar items in a category should be expressed similarly in number or words, but if they are unrelated, you can change the form. The table shows that there are 4 teachers, 10 farmers and 7 nurses. I was able to apply in 20 agencies within a span of three weeks.

63. 4. BODY For numbers modifying a noun- use numbers or letters Please buy me 250 seven-inch galvanized iron. For ages- usually expressed in words and are written beside the name or is expressed in exact years and months. At the age of thirty-one, Dr. Susana Reyes began … Dr. Susana Reyes, 32 is the present Personnel Officer.

64. 4. BODY For simple fractions use words. One-half of the population agreed. For complex fractions use number The report was written within 2 and ½ hours. For percentages: The data shows 55% increase in enrollment. The passing rate is 22 percent lower than the last year. For decimal points, put a zero for numbers less than 1. The study was tested at 0.05 level of significance.

65. 4. BODY Humor in letters should be used sparingly for it may offend the reader especially if it is not appropriate for the reader and the topic.

66. 5. COMPLIMENTARY CLOSE Other books refer to this as complimentary closing, complimentary ending or plain closure. similar to saying goodbye Since its partner is the salutation, it should jibe with it in terms of tone, either formal or, less formal or friendly. e nds with a comma and begins with a capital letter Sir My dear Sir Gentlemen Yours truly, Madam My dear Madam Ladies

67. 5. COMPLIMENTARY CLOSE Dear Sir Dear Mr. Anghad Yours very truly, My dear Mr. Kirk Very truly yours D ear Madam Gentlemen Dear Dr. Morallos My dear Mrs. Morallos Ladies Dear M r. Orel Sincerely yours, Dear Mark Yours sincerely, Dear Ms. Ayonayon Very sincerely yours, Cordially yours, Faithfully yours

68. 5. COMPLIMENTARY CLOSE Respectfully yours, Yours respectfully, a re used only to address politicians occupying key positions in the government and when letter is highly formal

69. 6. SIGNATURE Refers to handwritten as well as the typewritten signature of the sender. In most cases, it occupies two lines; however, if it includes the position, the agency and the number of the sender because these were not specified in the heading, the lines become three to four. SHEENA SANTOS Human Resource Development Officer Millennium Computer Technology Corporation c an be all caps or combination

70. 6. SIGNATURE If the letter needs an immediate attention and the real signatory is out leaving a letter unsigned, the person next in rank can affix his/her signature on top of the printed name after placing “for” before the name. For: JOEL JOSEPH L. EGIPTO “By direction” in the first line is implying that the superior is authorizing the person to sign on his/her behalf. By Direction: JOEL JOSEPH L. EGIPTO

71. 6. SIGNATURE When the company name is part of the signature, as in contractual letters or letters of agreement, type the company name in capital letters two lines below the complimentary close, if the name of the agency is not in the letterhead. This is to show that the company is responsible for the content of the letter. Very truly yours, VCD LENDING INSTITUTION MARIO ESTRADA You can also use “For the President” below the complimentary close. Never use in any circumstances stamped signature because it is a marked discourtesy.

72. REFERENCE Egipto , J. J. (2011). Writing Business Letters. Manila, Philippines: Rex Book Store.