LESSON 3 MECHANICS OF TYPING LETTERS

What this module is about? What are you expected to learn? Have you ever thought about the learning experiences you encounter each day? In this module you are expected to: How you learn from them is truly amazing! How you apply them is interesting! But 1. have you ever experienced writing letters to the one you love? Family, friends, special someone Well, this is the concern of this module. You are going to learn how to write properly a letter, as well as those of others. Get the most out of the lessons and activities and don’t forget to apply them in everyday life.

What you are expected to learn In this module you will be able to: 1. Know the essentials parts of Business letters, Writing procedures, Letters styles, Letter placement and Types of business letters. 2. Learn the proper letter placement 3. Write well-constructed letters. 4.

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How to learn from this module?

As you read this module and do the exercises, you will develop many skills, which hopefully, make you a better learner. Find a place in your house where you can use of a typewriter or visit the typing laboratory room of your school to learn more about typing letters. You can also visit the library to find some reference books that will guide you in typing letters.

In the last few modules, you have seen examples of good pieces of writing. You have also learned how to answer questions about what you have read. Do you know that there are many types of writing? In this module, you will write some simple letters. You will also try your skills in conducting your own business letters. Aside from all these, you will review your grammar, as well as hone your reading skills. I hope you enjoy working on this module. Who knows? You might become a successful writer someday!

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Before you proceed to the activities found in this module, do the pre-test below:

1. It provides the name of the firm and its address. Most often the telephone number and cable address is included. a. Letter b. Envelope c. Letterhead or the Heading d. Date

2. It is usually a paper container for a letter. a. Envelope b. Letter c. Letterhead or the Heading d. Date

3. It is a written or printed communication. a. Letter b. Envelope c. Letterhead or the Heading d. Date

4. It is important that the typing of the address is accurate. Incorrect spelling of the recipient’s name is embarrassment while incorrect address will delay the delivery of the letter. a. Date b. Envelope c. Inside Address d. Letter

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5. This type of letter is written when you want to acknowledge some one for his help or support when you were in trouble. The letter can be used to just say thanks for something you have received from some one, which is of great help to you. a. Letter b. Apology Letter c. Acknowledgement Letter d. Order Letter

6. This type of letter is written for a failure in delivering the desired results. If the person has taken up a task and he fails to meet the target then he apologizes and asks for an opportunity to improve in this type of letter. a. Letter b. Apology Letter c. Acknowledgement Letter d. Order Letter

7. This letter is as the name suggests is used for ordering products. This letter can be used as a legal document to show the transaction between the customer and vendor. a. Letter b. Apology letter c. Acknowledgement Letter d. Order letter

8. This type of letter is written to recommend a person for a job position. The letter states the positive aspects of the applicant's personality and how he/she would be an asset for the organization. Letter of recommendation is even used for promoting a person in the organization. a. Letter c. Letter of Recommendation

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b. Apology letter

d. Order letter

9. This letter is written to inquire about a product or service. If you have ordered a product and yet not received it then you can write a letter to inquire when you will be receiving it. a. Letter b. Apology letter c. Letter of Recommendation d. Inquiry letter

10. This letter is written to show one that an error has occurred and that needs to be corrected as soon as possible. The letter can be used as a document that was used for warning the reader. a. Letter b. Apology letter c. Complaint letter d. Inquiry letter

Did you get all answers correctly? Good! You are now ready. Remember your main task is to know the mechanics in typing business letters.

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Essential parts of Business letters
1. Letterhead or the Heading – It provides the name of the firm and its address. Most often the telephone number and cable address is included. 2. Date – Current date is always used in a letter. 3. Inside Address – It is important that the typing of the address is accurate. Incorrect spelling of the recipient’s name is embarrassment while incorrect address will delay the delivery of the letter. 4. Salutation – the salutation define the receiver of the letter. 5. Body – the most important part is the body because it contains the message. 6. Complimentary Close – this is the formal closing of the letter. 7. Signature and Title – these refers to the sender name and title. 8. Reference Initials – when letters are keyed by someone other than the writer. 9. Enclosures (if any) – this refers to the other documents included other than the letter.

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Example
National College for Business C.M Recto Avenue, Manila Letterhead Date July 29, 2010 Miss Cheryl A. Campos 3 Road 19, Project 8 Quezon City – Name and Address Dear Miss Campos: - Salutation ________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ___________________________________BODY_____________________________________ ______________________________________________________________________________ ____________________________________________________________. ________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ _______________________. Complimentary closing – Respectfully yours, Signature – LEO DEL ROSARIO Title – Consultant Initials – ldr Enclosures: _______ ________

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Letter with Writing Procedure

1. Set the machine for 1 ½ inch margin on both sides. On a Pica machine, place left margin stop at 15 and 70 for the right. For Elite machine, use 18 and 85 for the left and right margins respectively. 2. If the letterhead is to be provided, type it at the center, one inch from top of paper. The letterhead, however, may be omitted as most firms have printed letterheads. 3. Type the date 15 spaces from top edge of paper, and 5 spaces , at least off the center of the page. (Always use current date) 4. Drop 5 lines after the date to type the inside address. Leave 1 blank line (2 spaces) before the salutation, body and closing parts. But leave 3 blank lines (4 spaces) before the typed signature to give allowance for the handwritten one. 5. Drop 2 or more lines and type your initials at the left margin. 6. Proofread thoroughly. (It is easier to make corrections before the letter is removed from the machine.)

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Letter Styles
Modified Block Format- Modified block layout is quite common in business letters.
It is traditional and quite popular.

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Semi Block Format- The indented/semi-block style of business letters is very similar
to the modified block.

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Full Block Style

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Legend:

1. Return Address: If your stationery has a letterhead, skip this. Otherwise, type your name, address and optionally, phone number. These days, it's common to also include an email address.

2. Date: Type the date of your letter two to six lines below the letterhead. Three are standard. If there is no letterhead, type it where shown.

3. Reference Line: If the recipient specifically requests information, such as a job reference or invoice number, type it on one or two lines, immediately below theDate (2). If you're replying to a letter, refer to it here. For example,

Re: Job # 625-01 Re: Your letter dated 1/1/200x.

4. Special Mailing Notations: Type in all uppercase characters, if appropriate. Examples include

SPECIAL DELIVERY CERTIFIED MAIL AIRMAIL

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5. On-Arrival Notations: Type in all uppercase characters, if appropriate. You might want to include a notation on private correspondence, such as aresignation letter. Include the same on the envelope. Examples are PERSONAL CONFIDENTIAL 6. Inside Address: Type the name and address of the person and/or company to whom you're sending the letter, three to eight lines below the last component you typed. Four lines are standard. If you type an Attention Line (7), skip the person's name here. Do the same on the envelope. 7. Attention Line: Type the name of the person to whom you're sending the letter. If you type the person's name in the Inside Address (6), skip this. Do the same on the envelope.

8. Salutation: Type the recipient's name here. Type Mr. or Ms. [Last Name] to show respect, but don't guess spelling or gender. Some common salutations are

Ladies: Gentlemen: Dear Sir: Dear Sir or Madam: Dear [Full Name]: To Whom it May Concern:

9. Subject Line: Type the gist of your letter in all uppercase characters, either flush left or centered. Be concise on one line. If you type a Reference Line (3), consider if you really

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need this line. While it's not really necessary for most employment-related letters, examples are below.

SUBJECT: RESIGNATION LETTER OF REFERENCE JOB INQUIRY

10. Body: Type two spaces between sentences. Keep it brief and to the point.

11. Complimentary Close: What you type here depends on the tone and degree of formality. For example,

Respectfully yours (very formal) Sincerely (typical, less formal) Very truly yours (polite, neutral) Cordially yours (friendly, informal)

12. Signature Block: Leave four blank lines after the Complimentary Close (11) to sign your name. Sign your name exactly as you type it below your signature. Title is optional depending on relevancy and degree of formality. Examples are

John Doe, Manager P. Smith Director, Technical Support R. T. Jones - Sr. Field Engineer

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13. Identification Initials: If someone typed the letter for you, he or she would typically include three of your initials in all uppercase characters, then two of his or hers in all lowercase characters. If you typed your own letter, just skip it since your name is already in the Signature Block (12). Common styles are below.

JAD/cm JAD:cm clm 14. Enclosure Notation: This line tells the reader to look in the envelope for more. Type the singular for only one enclosure, plural for more. If you don't enclose anything, skip it. Common styles are below. Enclosure Enclosures: 3 Enclosures (3)

15. cc: Stands for courtesy copies (formerly carbon copies). List the names of people to whom you distribute copies, in alphabetical order. If addresses would be useful to the recipient of the letter, include them. If you don't copy your letter to anyone, skip it.

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Task 1

Construct your own business letters using the following letter letters style. Modified-block style Semi-block style Full block style After this let your assign teacher check it!

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Letter Placement

CONVENTIONAL LETTER PLACEMENT GUIDE Classification No. of words Short (100 or less) Medium (101 to 200) (201 to 300) Long (301 or more) Two page letter (301 or more) Margins 2 inches (20-65 pica) (24-78 elite) 1 ½ inches (15-70 pica) (18-24 elite) 1 inch (10-75 pica) (12-90 elite) (10-75 pica) (12-90 elite) Top Edge to date Pica – Elite 18-20 16-18 14-16 12-14 12-14 Date to Address 5 5 4 4 4

SIMPLIFIED LETTER PLACEMENT GUIDE Classification No. of words Short Medium Long Margins 1 ½ inch On both sides Or 15-70 (Pica) 18-85 (Elite) Top Edge to date 15 15 15 Date to Address 5 5 5

Addressing Envelopes Small or no. 6 ¾ Envelope

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Large No. 10 envelope

Folding and Inserting Letters in the Envelope For a short envelope: 1. Fold from the bottom up to ½ inch of the way to top. 2. Fold the right hand edge to the left about 1/3 of the way. 3. Fold the left third to the right within ½ inch or the crease. 4. Insert the last crease edge of the letter into the envelope. For a long envelope: 1. Fold from the bottom up to 1/3 inch of the way to top. 2. Fold again the bottom fold about ½ inches to the top. 3. Insert the last crease edge of the letter into the envelope.

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Task 2

Put your own constructed finish letter in an envelope. Fold it in the proper way. After you put it pass and let your teacher check it.

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Types of Business Letters

Let's take look at the most common types of business letters:

1. Acknowledgement Letter: This type of letter is written when you want to acknowledge some one for his help or support when you were in trouble. The letter can be used to just say thanks for something you have received from some one, which is of great help to you. 2. Apology Letter: An apology letter is written for a failure in delivering the desired results. If the person has taken up a task and he fails to meet the target then he apologizes and asks for an opportunity to improve in this type of letter. 3. Appreciation Letter: An appreciation letter is written to appreciate some one's work in the organization. This type of letter is written by a superior to his junior. An organization can also write an appreciation letter to other organization, thanking the client for doing business with them. 4. Complaint Letter: A complaint letter is written to show one that an error has occurred and that needs to be corrected as soon as possible. The letter can be used as a document that was used for warning the reader. 5. Inquiry Letter: The letter of inquiry is written to inquire about a product or service. If you have ordered a product and yet not received it then you can write a letter to inquire when you will be receiving it. 6. Order Letter: This letter is as the name suggests is used for ordering products. This letter can be used as a legal document to show the transaction between the customer and vendor. 20

7. Letter of Recommendation: This type of letter is written to recommend a person for a job position. The letter states the positive aspects of the applicant's personality and how he/she would be an asset for the organization. Letter of recommendation is even used for promoting a person in the organization.

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Activity

BALLOON PASSING GAME

Materials:

15 pieces balloons with paper pieces inside it.

Music

Instructions:

The balloons would be passed to all students until the music stops and the balloon would stop on respective students. The students who have the balloon will come up front and answer the board using the papers they have.

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Self-check exercises:

Identification:

1. It is the most important part of the letter because it contains the message. 2. It contains the name of the recipient’s name and its address. 3. This is the formal closing of the letter. 4. This type of letter is written to recommend a person for a job position. The letter states the positive aspects of the applicant's personality and how he/she would be an asset for the organization. Letter of recommendation is even used for promoting a person in the organization. 5. This line tells the reader to look in the envelope for more.

Enumeration: 6 – 8 Give the three styles of business letters

9– 11 Three kinds of letter length

12– 13 Two kinds of envelope sizes 14 – 18 Give at least 5 examples of business letters

19-20 Give at least two essential parts of a business letters

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Congratulations! You have just finished a whole quarter. This quarter taught you new things and prepares you for higher learning. Now you are ready for the next modules.

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Post-test
Identification:

1. It is usually a paper container for a letter. 2. It is important that the typing of the address is accurate. Incorrect spelling of the recipient’s name is embarrassment while incorrect address will delay the delivery of the letter. 3. It provides the name of the firm and its address. Most often the telephone number and cable address is included. 4. It is a written or printed communication. 5. This type of letter is written for a failure in delivering the desired results. If the person has taken up a task and he fails to meet the target then he apologizes and asks for an opportunity to improve in this type of letter. 6. This type of letter is written when you want to acknowledge some one for his help or support when you were in trouble. The letter can be used to just say thanks for something you have received from some one, which is of great help to you. 7. This type of letter is written to recommend a person for a job position. The letter states the positive aspects of the applicant's personality and how he/she would be an asset for the organization. Letter of recommendation is even used for promoting a person in the organization.

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8. This letter is as the name suggests is used for ordering products. This letter can be used as a legal document to show the transaction between the customer and vendor. 9. This letter is written to inquire about a product or service. If you have ordered a product and yet not received it then you can write a letter to inquire when you will be receiving it. 10. This letter is written to show one that an error has occurred and that needs to be corrected as soon as possible. The letter can be used as a document that was used for warning the reader.

Assessment of your answers: Dear student, if you got scores between 9-10 correctly, excellent! It shows that you understood and remembered what we have discussed. Congratulation! If you got correct scores between 7-8, very good! You remembered most of the things we have discussed. Check those questions you did not answer correctly and see why you forgot their answers. If you correct answers were from 5-6, that was good. What you have remembered were probably the ones close to your heart. I suggest that you read the text again and try to answer the questions once more. Finally, if you have a score between 1-4, I suggest that you read the lessons again and see where you have forgotten some details. And try to answer the test again and see if your score will improve. GOODLUCK BYE dear student, I hope to see you again to next module.

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Answer key

Pretest/Protest: 1. C 2. A 3. A 4. C 5. C 6. B 7. D 8. C 9. D 10. C Self-check: 1. Body 2. Letterhead 3. Complimentary close 4. Recommendation letter 5. Enclosure 6. Modified block style 7. Semi-block style 8. Full block style

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9. Short 10. Medium 11. Long 12. Large 13. Small 14-18 Acknowledgement Letter Apology Letter Appreciation Letter Complaint Letter Inquiry Letter Order Letter Letter of Recommendation

19-20 Letterhead or the Heading Date Inside Address Salutation Body Complimentary Close Signature and Title Reference Initials Enclosures (if any)

Posttest 1. Envelope 2. Inside address 3. Letterhead 4. Letter 5. Apology letter

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6. Acknowledgement letter 7. Recommendation letter 8. Order letter 9. Inquiry letter 10. Complaint letter

Created by: Jessica Mae M. Montano

Edited by: Pulgencia T. Ogot 29

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