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write the appropriate content of a letter depending upon the occasion; and
2.
3.
4.
5.
There are no right or wrong answers to this test. If you checked numbers 1 and 2,
thats very good! This means you already have experience in writing business letters.
You may still read this module for additional information.
However, if you checked numbers 3, 4 and 5, this means you still need to develop
your skill in writing business letters. This module will help you do just that.
You may go now to the next page to begin Lesson 1.
LESSON 1
If you studied the picture closely, you will note the free space around the picture.
On a written page, this is called margin.
Lets Learn
A letter must look like a framed picture that has margins. The layout or
arrangement of the various parts of the letter must look orderly in order to be
attractive. Below is a representation of the parts of a letter indicating margins,
indentions and positions of the different parts of a letter on the page. Note the labels.
Letterhead
_________________________
_______________________
Heading
_________________________
_______________________
or
Date line
_________________________
Inside address
_________________________
_________________________
______________
Attention (optional)
_________________________
Salutation
______________
Body of the letter
_________________________________________________
_____________________________________________________
_____________________________________________________
_________________________________________________
_____________________________________________________
_____________________________________________________
Complimentary close
___________________
Signature
___________________
(Composers printed name)
__________________
inside address
salutation
complimentary close
date
body of letter
reference initials
MILETTE CRUZ
Managing Director
MC/ric
Compare your answers with those in the Answer Key on page 30. Did you get a
perfect score? If you did, very good. If not, dont worry. Just continue reading the
module to learn more about the parts of a letter.
Lets Learn
Let us now take a closer look at the layout of the sample letter on page 5 and
explain what each part contains briefly.
For Women
Sir:
Madam:
My dear Sir:
My dear Madam:
Dear Sir:
Dear Madam:
Respectfully yours,
Yours respectfully,
Formal:
Less formal:
The appearance of the letter depends on its layout and the stationery used. The
following are the basic things you should know when writing letters:
Most companies use stationeries with letterheads. Some are simple while
others are elaborate. There are even letterheads with embossed or printed logos
or designs.
EXAMPLE
EXAMPLE
Folding the LetterFor a size no. 10 business reply envelope, the letter
should be folded into three. First, place the letter face up on a table. Next,
fold the bottom one-third of the letter toward the top. Then, fold the top
downward. Be sure that the top portion of the letter is bigger than the folded
two-thirds.
(1)
(2)
(3)
EXAMPLE
There may be instances when you write to government or school officials. Listed
below are sample forms of address you can use when writing to them:
The President of the Philippines
Address
Salutation
Sir/Madam:
Dear Mr./Mrs. President:
Mr./Mrs. President:
Complimentary
close
Respectfully yours,
Address
Salutation
Sir/Madam:
Dear Sir/Madam:
Complimentary
close
Respectfully yours,
Very truly yours,
Senator
Congressman/Congresswoman
Address
Salutation
Sir/Madam:
Dear Congressman/Congresswoman:
Complimentary
close
:
:
Respectfully yours,
Very truly yours,
10
Governor or Mayor
Address
Salutation
Sir/Madam:
Dear Gov. (Surname):/Dear Mayor (Surname):
Complimentary
close
Respectfully yours,
Very truly yours,
Dean (Name)
(College/University)
(Address)
Salutation
Complimentary
close
Respectfully yours,
Very truly yours,
Professor (Name)
(College/University)
(Address)
Salutation
Complimentary
close
11
Lets Review
A. Look at the business letter below closely. Identify its various parts.
September 7, 2000
Miss Rosalie H. Dominguez
7 Makiling Road
Cainta, Rizal
Dear Ms. Dominguez:
6
7
ADAM R. SANTOS
President
ARS/nip
Encl: Financial Report
1.
____________________
5.
____________________
2.
____________________
6.
____________________
3.
____________________
7.
____________________
4.
____________________
8.
____________________
12
Dean Gilda L. Uy
University of the Philippines
Diliman, Quezon City
________________________
2.
Gentlemen:
________________________
3.
________________________
4.
September 4, 2000
________________________
5.
Compare your answers with those in the Answer Key on page 31. Did you get a
perfect score?.
____________________
________
________
__________
__________
__________
__________
__________
__________
__________
__________
_______________________________
_______________________________
_______________________________
__________________________
_______________________________
_______________________________
__________________________
_______________________________
__________
__________
__________
__________
__________
Semi-block style
In this format, the first line of each paragraph
is indented.
13
____________________
__________
__________
__________
________
__________
__________
__________
__________
__________
__________
__________
_______________________________
_______________________________
_______________________________
__________________________
_______________________________
_______________________________
_______________________________
_______________________________
__________________________
__________
__________
__________
Simplified style
This is similar to the full block except the
salutation and complimentary close are
omitted. The writers name and title are
typed in all caps.
14
Lets Learn
Another type of business communication used is the memorandum. What is the
difference between a memorandum and a business letter? Business letters are
written by an individual to another who is in another company or place of work. A
memorandum, on the other hand, is a communication addressed to other employees
within an organization. For example, the manager would like to send a message to his/
her staff. He/She, therefore, sends a memorandum not a business letter.
The main parts of a memorandum are:
Memorandum
To
____________
______________
____________
______________
_____
_____
EXAMPLE
FROM
DATE
SUBJECT
:
:
----------------------------------------------------------The Board of Directors will hold a meeting on November 29, 2000 to discuss the
financial standing of the company.
May I request a copy of our 3rd quarter financial report before the end of the week.
For compliance.
ANTONIO CRUZ
15
Lets Review
Fill in the blanks in the following statements.
1. The _________ is the part of a business letter that contains the message.
2. The _________ is a letter style in which every line of the body of the letter
begins at the left margin.
3. The _________ indicates when the letter was written.
4. The _________ is a formal or informal greeting used to open business
letters.
5. The _________ is similar to the full block style except that the first line of
each paragraph is indented.
6. The _________ tells to whom the letter is addressed. It indicates the name
and address of the person written to or the receiver.
7. The _________ is a polite and courteous way of ending a letter.
8. The _________ is a letter style similar to the full block format except that
the salutation and complimentary close are omitted.
9. The _________ states the name of the company, its address and its telephone
number.
10. The _________ is a letter format or style in which the date line,
complimentary close and signature are typed at the right side of the page.
Compare your answers with those in the Answer Key on page 32. How well did
you do?
16
Lets Remember
The letterhead states the name of the company, its address and its telephone
number of the person writing the letter. This will also serve as the return
address if the letter is not delivered to the receiver or if the receiver decides
to send his/her reply.
A heading can substitute for a letterhead if the company or the writer has no
stationery with a letterhead.
The date line indicates the data when the letter was written.
The inside address tells to whom the letter is addressed. It includes the
name of the person written to (if used), his/her position, the company name
and the company address.
The body of the letter contains the message making it the most important
part of the letter. It aims to get something done.
After the complimentary close, the letter writer affixes his/her signature to
indicate that he/she is really the sender of the letter.
In the full block format, every line begins at the left margin.
In the modified block format, the date line, complimentary close and
signature are typed at the right side of the page.
In the simplified style, the salutation and complimentary close are omitted.
The writers name and title are typed in all caps.
17
LESSON 2
18
Lets Learn
In writing business letters, you should always be straightforward. On the left
column, you will find words you should avoid using in business letters. On the right
column are suggested phrases you can use instead.
1. I acknowledge receipt of
2. Advice
2. Say/Tell/Let us know
4. As per
4. As/According to
5. At an early date
6. Now/(Omit entirely)
7. Attached hereto
7. Attached/Here/Enclosed
8. Beg
8. Ask/Request/Hope
9. As/Because/Since
10. Enclosed/Here
11. In re
11. Regarding/Concerning/As to
12. For
14. Kindly
14. Please
16. Same
16. It/They/Them
17. State
17. Say/Tell
18. I/Me/My
19. Trust
19. Hope/Know/Believe
20. Subsequent to
20. After
2.
In the event that the writer fails to submit this report on time, the writer shall
be fined.
_________________________________________________________
3.
Compare your answers with those in the Answer Key on page 33. How well did
you do?
Lets Learn
You must remember though that the phrases given in the previous pages are not
the only things that can confuse a reader. Using very long words in your letter has the
same effect too. So, use short words. Be sure that the words you use can be easily
understood by your reader. In other words, keep your words simple.
Look at the table below. Notice that the words in the right column are easier to
understand.
Long Words
Short Words
Assistance
Help
Category
Class
Compensation/Remuneration
Pay
Contribute
Give
Correspondence
Letter
20
Domiciled
Live
Endeavor
Try
Facilitate
Help
Ideology
Faith/Belief
Inadvertency
Error
Inaugurate
Start
Incarcerate
Jail
Indisposed
Ill
Inundate
Flood
Majority
Most
Mentality
Mind
Monumental
Big
Objective
Aim
Prevaricate
Lie
Proceed
Go
Procure
Buy
Promulgate
Issue
Purchase
Buy
Request
Ask
Reside
Live
Subsequent
After
Summon
Call
Terminate/Culminate
End
Utilize
Use
Witness
See
21
2.
3.
4.
5.
Compare your answers with those in the Answer Key on page 33. How well did
you do?
Lets Learn
In writing letters, you should keep the following guidelines in mind:
Take time out to learn the correct spelling of words. You can do this by
reading a lot with a dictionary beside you. This way, you can also increase
your vocabulary. Those who are too lazy to use the dictionary tend to
become poor spellers.
Keeping a spelling notebook can also help you improve your skill in
spelling.
Know your subject well. You should be able to discuss it confidently and
naturally. After all, how can you write about something you are not familiar
with? So, be knowledgeable about your subject before you start writing about
it.
If for example, you were asked to write about yourself or about the
arms agreement, which topic would you choose? The easier topic would,
therefore, be writing about yourself simply because you know yourself well.
Use specific and personal nouns in your letter. Try to avoid being too
impersonal. Your readers might be turned off if you address them as the
party.
22
Lets Learn
23
After learning tips in writing letters, you will now learn about the
different kinds of letters. The most common kinds of letters are
acknowledgment, thank you, invitation, answer to complaints, solicitation,
response to an application and excuse letters. When do you write these letters? Read
on to find out.
EXAMPLE
ARMANDO REYES
Advertising Officer
EXAMPLE
Jose Reyes
24
EXAMPLE
EXAMPLE
RICHARD REYES
Manager
25
EXAMPLE
Dear Sir:
Our parish community plans to construct an adoration chapel for our
parishioners. Knowing your interest in supporting this noble cause, we
would like to solicit any amount you could give. Please consider it as your
gift to our community.
Thank you.
A solicitation letter should state the reason why he/she is soliciting money or
goods for a cause.
EXAMPLE
Excuse letters are normally written by parents or guardians when their child
or ward is absent from classes.
EXAMPLE
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2.
3.
Lets Remember
To write effective letters, follow the guidelines below:
1.
2.
3.
4.
5.
Well, this is the end of the module! Congratulations for finishing it. Did you like
it? Did you learn anything useful from it? A summary of its main points is given below
to help you remember them better.
27
Lets Sum Up
This module tells us that:
The letterhead states the name of the company, its address and its telephone
number of the person writing the letter. This will also serve as the return
address if the letter is not delivered to the receiver or if the receiver decides
to send his/her reply.
A heading can substitute for a letterhead if the company or the writer has no
stationery with a letterhead.
The date line indicates the data when the letter was written.
The inside address tells to whom the letter is addressed. It includes the
name of the person written to (if used), his/her position, the company name
and the company address.
The body of the letter contains the message making it the most important
part of the letter. It aims to get something done.
After the complimentary close, the letter writer affixes his/her signature to
indicate that he/she is really the sender of the letter.
In the full block format, every line begins at the left margin.
In the modified block format, the date line, complimentary close and
signature are typed at the right side of the page.
In the simplified style, the salutation and complimentary close are omitted.
The writers name and title are typed in all caps.
2.
Use short words. The words you use must be easily understood by your
reader.
3.
4.
Know your subject. Write only on what you know about. Do not attempt
to write on something you do not know at all.
5.
Have your Instructional Manager check your work. Make sure he/she gives you
some feedback before studying another module.
29
Answer Key
A. Lesson 1
Lets Study and Analyze (page 5)
Part of the Letter
Letter Content
1. Letterhead
2. Date
3. Inside address
4. Salutation
6. Complimentary close
7. Signature
(signature here)
MILETTE CRUZ
9. Reference initials
MC/ric
30
Letterhead
2.
Date
3.
Inside address
4.
Salutation
5.
6.
Complimentary close
7.
Signature
8.
B. 1.
Inside address
2.
Salutation
3.
Complimentary close
4.
Date
5.
Letterhead
body
2.
3.
date
4.
salutation
5.
semi-block format
6.
inside address
7.
complimentary close
8.
simplified style
9.
letterhead
10.
32
B. Lesson 2
Lets Try This (page 20)
1.
2.
3.
go
2.
buy
3.
lives in
4.
letter
5.
end
References
Clark, Lyn R., Kenneth Zimmer and Joseph Tinervia. Business English and
Communication. 8th ed. U.S.A.: McGraw-Hill, 1984.
Macaraeg, Bienvenido B. Sr. Write Better Letters the Modern Way. Manila:
National Book Store, Inc., 1987.
Mills, Gordon H. and John A. Walter. Technical Writing. 4th ed., Holt, Rinehart
and Winston, 1978.
Mojica, Celsa S., Fundamentals of Business Writing. Redman Printing, 1995.
33