BUSINESS LETTERS

BUSINESS LETTERS

• Elicits the expected response from the readers.

• This can be achieved thru a concise, tactful, and accurate
writing style.
• It has several purposes: for sales efforts, for complaints,
for information dissemination, for relationship building,
for problem- solving and many others.
ANALYZE THE PARTS OF A BUSINESS LETTER

LETTER HEAD

This identifies the writer, her/his address, and contact

numbers.
ANALYZE THE PARTS OF A BUSINESS LETTER

Enclosure Notation

The attachments to the letter.

ANALYZE THE PARTS OF A BUSINESS LETTER

Copy Notation

Indicates the name of the secondary recipients of the . It

is indicated by cc: which means carbon copy or courtesy
copies
ANALYZE THE PARTS OF A BUSINESS LETTER

Salutation

Refers to the writer’s greeting to the reader.

ANALYZE THE PARTS OF A BUSINESS LETTER

Date/Dateline

Placed between the letterhead and the inside address.

ANALYZE THE PARTS OF A BUSINESS LETTER

Complimentary Close

Refers to the expression used to end the letter.

ANALYZE THE PARTS OF A BUSINESS LETTER

Signature block

Includes the signature and the types name of the sender..

ANALYZE THE PARTS OF A BUSINESS LETTER

Inside Address

Identifies the reader’s name, position and company, and

address; it is placed immediately below the date.
ANALYZE THE PARTS OF A BUSINESS LETTER

Body

the message of the letter.

ANALYZE THE PARTS OF A BUSINESS LETTER

Identification Initials

indicates the typists’ initials if the sender is not the one

who personally typed the document.
ANALYZE THE PARTS OF A BUSINESS LETTER

Attention Line

is used when the writer wishes to address the whole

company but wants to bring it to the attention of a
particular person in the company.
GUIDELINES IN WRITING A LETTER

• Use correct format, punctuation, spelling and grammar.

• Use language appropriate to the readers.
• Arrange your ideas logically.
• Use an active voice as much as possible.
• Talk directly to the reader.
GUIDELINES IN WRITING A LETTER

• Specify the name of the receiver of the letter. If it could

not be done, use a generic title.
• Leave three to five blank lines for a signature before
typing your name.
• Use complete date not numerals.
MEMORANDUM
 MEMORANDUM
- Comes from the Latin word memorare which means
to remember.
- This is meant to inform and persuade people within
an organization.
- Follows an inverted pyramid structure which means
the most important information comes first.
 ADVANTAGES OF MEMORANDUM
- It reaches a large number of readers at the same
time.
- It serves as a written record that can be accessed
any time.
- It allows a detailed and accurate delivery of the
message.
PARTS OF A MEMORANDUM
• Letter head • Body
• Dateline • Identification Initials
• To line • Enclosure Notation
• Attention line • Copy Notation
• From Line
• Subject Line
PARTS OF A MEMORANDUM

• To line – indicates the name and title of the receiver

• From line – indicates the name of the sender. The sender
should affix his initials on the right side of his/her name
for verification purposes.
• Subject line- announces the main content or topic of the
memo. Subject is more preferred than the old term Re:
PARTS OF A MEMORANDUM

• To line – indicates the name and title of the receiver

• From line – indicates the name of the sender. The sender
should affix his initials on the right side of his/her name
for verification purposes.
• Subject line- announces the main content or topic of the
memo. Subject is more preferred than the old term Re:
PARTS OF A MEMORANDUM
• Body –the message of the memo.
• Paragraphs are single spaced internally but double spaced to
separate paragraphs. If memo is short, the body can be double
spaced and triple spaced to separate paragraphs.
• Paragraphs are not indented.
• If it exceeds one page the following page begins with the
recipient’s name, date and page number ( Mr. Roxas, July 14,
2016, page 2
GUIDELINES IN WRITING A MEMORANDUM
• Use the correct format and standard use of language.
• Use positive tone and concise wording.
• Flush left the to, from, date and subject lines
• Conclude the memo by saying thank you or directive
action like for your compliance, for your immediate
action.
FIVE TYPES OF MEMORANDUM
• Instruction – provides information to accurately perform
directions.
• Request – ask readers to provide certain information or take
actions.
• Announcement – provides info about an event, person or thing
• Transmittal - serves as a cover note for a more formal or lengthy
document.
• Authorization – gives permission
ELECTRONIC MAILS
WHAT IS IT?

More commonly known as e-mail

Has been a vital part of our everyday
communication since its inception.
Used to send messages to everyone, from friends
and family to colleagues and superiors.
Has revolutionized interpersonal communication.
 ADVANTAGES OF COMMUNICATING THRU
E-MAIL?
Reaches the target fast
Confirmation of acceptance is easy.
Cheaper and easy to use
Original messages can be easily attached via
thread.
Environment- friendly, requires no paper.
 DISADVANTAGES OF COMMUNICATING THRU
E-MAIL?

May carry a virus

Not all official documents could be sent thru it due
to its nature
Sometimes used as a tool for scamming
Prone to technical glitches and is dependent on net
connection.
 GUIDELINES IN WRITING AN E-MAIL?

Reflect if this is the best mode of correspondence

compared to face to face meeting, phone conversation
or memo.
Connect the subject line to readers’ interest and needs.
Do not change the subject line when you reply to an e-
mail.
Make the subject line short and simple but also specific.
 GUIDELINES IN WRITING AN E-MAIL?
The to line should only contain the names of the
primary readers. Secondary reader must be placed
in the cc line.
 Be accurate in typing the recipients.
 Keep messages brief and straightforward.
Never publish e-mail without permission to
the creator.
 GUIDELINES IN WRITING AN E-MAIL?

State your business at the first sentence of the text.

 store both your sent and received messages in
folders using descriptive names.
Use a standard memo format. Don’t capitalize all
letters of the text.
If the message is important, use word processor
and upload this file to your e-mail ad,.
 GUIDELINES IN WRITING AN E-MAIL?

Maintain professionalism when writing one. Avoid

use of emoticons and informal net jargon like BRB
and LOL.
Make the filename clear and understandable.
Be sure that the attachment is accurate and can be
easily accessed by the receiver.
APPLICATION LETTER FOR
EMPLOYMENT
WHAT IS A JOB APPLICATION LETTER?

- A type of personal business correspondence which states

your intention to work in a particular organization.
- This is enclosed with a resume.
- Also known as a cover letter, this can be a response to a
job advertisement.
PARTS OF A COVER LETTER
INTRODUCTION
1. Introduce yourself and state your purpose in writing to
the receiver.
2. Indicate your source of information in learning about the
job vacancy. Was it thru a newspaper, magazine, internet
or personal contact?
3. Add interesting statement about yourself
4. Show your enthusiasm to work in the company.
PARTS OF A COVER LETTER

BODY
1. Present your work experience, academic qualifications,
and some personal qualities with specific evidence.
2. Organize paragraphs accordingly.
3. Explain the benefits to the employers if they hire you.
Explain how these facts will contribute to the company.
4. Refer the reader to a specific part of the resume that
suggests your strongest credentials for the position.
PARTS OF A COVER LETTER
CONCLUSION
1. Indicate your interest for an interview at a time most
convenient to the employer.
2. Indicate how the interviewer can contact you.
3. Express an expectation of a positive response from the
employer.
4. Thank the employer.
FORMAT AND MECHANICS
1. Use letter-size bond paper; limit the letter to one to two
pages.
2. Always sign the letter.
3. Use a letterhead which includes your full name, address,
phone number, and email address.
4. Use a business letter format
5. Use 1 to 1.5 inch margin on all sides
FORMAT AND MECHANICS

6. Use a font size of at least 10 points and maximum of 12.

RESUMÉ
DEFINE RESUMÉ

- A tool that summarizes your skills, educational

background, experiences, and other qualifications.
- Also called as curriculum vitae, but this is more
detailed.
COMPONENTS OF RESUMÉ
1. Contact information
- Includes name, address, contact number, e-mail address
(this should be professional)
- Do not include marital status, height, weight, religion,
name of parents and color of eyes and hair. These do not
have much relevance to your credentials.
- Increase font size of your name and write it in bold face
COMPONENTS OF RESUMÉ
2. Summary of Qualifications

- Use this when you have at least five yeasr of professional

experience.
- Should consist of one to four strong sentences that will
highlight your experiences and accomplishments.
- Written in 3rd person and in active voice
- With 15 years of teaching experience in the tertiary level and
with strong rapport with professional organizations and
practitioners.
COMPONENTS OF RESUMÉ

3. Objective Statement
- Optional part which includes job title, function, industry
and what you can offer to the company.
- This is appropriate for recent graduates.
- Seeking an associate editor position in a top publishing
company such as C & E Publishing where my expertise in
textbook editing will be employed.
COMPONENTS OF RESUMÉ

4. Employment History
- Never put anything that is not a hundred percent true.
- Begin with the most recent experience.
- Each job mentioned should include the name and address
of the employer, the inclusive dates and brief description.
- Do not state your past and present salary. Reserve it for
the final interview.
COMPONENTS OF RESUMÉ
5. Education
- Start with the most recent educational attainment.
- Include the name and address of the school, years attended or
year of graduation, degree and specialization.
- Omit high school educational background after a year
graduating from college.
- Include your GPA if it is least 3.0 of 4.0
- List academic honors, scholarships, and extracurricular
activities.
COMPONENTS OF RESUMÉ
6. Skills
- Show your skills thru past events.
- Be clear with your strengths and communicate them well.
- Include transferrable skills such as
- Managerial
- Professional
- Personal qualities
- Entrepreneurial qualities
COMPONENTS OF RESUMÉ
7. Training
- Include relevant trainings attended
- Include the title of the training, organizer, date and venue.
- Include with the most recent one
8. Honors and Awards
- List relevant achievements
- Include the title of the award or honor, inclusive date, sponsor
or award-giving organization
COMPONENTS OF RESUMÉ

9. References or Signature
- Do not exceed to three references.
- Include their name, position, company and contact details
- You do not need to sign your resume.