FORMATTING BUSINESS CORRESPONDENCE

Objectives: At the end of the unit, the students are expected to:
1. cite the differences among the various types of business correspondence
2. describe a well-typewritten business correspondence
3. format business correspondence and memoranda as reuired
!. format addresses on short and long mailing envelopes using the "nvelope #i$ard
%. apply proper folding and inserting of business letters into mailing envelopes
&. reali$e the aesthetic value of a well-formatted business document
'. submit a printed business correspondence, properly folded and inserted in an
addressed mailing envelope.
The Business Letter
(he business etter is a formal means of communication to persons outside of an
organi$ation. (his communication is effectively done by writers through both the message
content and the attractive appearance of the document )*an +uss, et al, 2,,,-.
.our widely accepted letter styles are bloc/ed, semi-bloc/ed, full-bloc/ed, and hanging
indented. #hich style to use, however, may depend on the company0s or the executive0s
preference. (herefore, it is important for an office wor/er or office administrator to /now the
details on how these different letter styles are formatted.
LETTER PLACEMENT TABLE
!"r#s in the b"#$ "% the etter Letter Len&th S'(ces bet)een c"sin& t" si&n(ture Si#e M(r&ins
1nder 12% words 2hort !-% spaces 1.'% 3
12& to 22% words Average ! spaces 1.%4
22& words or more 5ong 3-! spaces 1.2%4 ,r 14
PARTS OF A BUSINESS LETTER
Business Letter P(rts Pers"n(
Business
Letter
Pure Business
Letter
Letterhe(# 6 printed name (in all caps) and address of
the company; centered; .5” from top edge
*e(#in& + includes the sender’s return address and the
date when the letter is written; typed using single spacing.
D(te Line 6 month, day, and year when the letter is
written; should be written in full.
Insi#e A##ress 6 complete name and address of the
party to whom the letter is being sent.
Attention Line – a miscellaneous part of the letter that
directs the correspondence to the attention of a
particular person or department in case the letter is
addressed to a group of people.
S(ut(ti"n 6 opening greeting of a letter such as Dear
ir!"adam; usually punctuated with a colon;
sometimes uses open punctuation
Subject Line – a miscellaneous part of a letter that
briefly identifies the main topic of the letter;
sometimes formatted starting with Re: of the word
Subject:.
B"#$ "% the etter 6 the main message of the letter,
usually single#spaced, with $ blan% line between
paragraphs.
C",'i,ent(r$ C"sin& 6 closing farewell of the letter
such as &'ours truly” usually punctuated with a
comma.
Company’s Identification – the name of the company
that appears below the complimentary closing if a
company letterhead is not used.
!riter-s I#enti%ic(ti"n 6 the typewritten name and
handwritten signature of the writer.
Desi&n(ti"n + (he position of the sender in the company he
is wor%ing. e. g. )resident, ecretary, etc.
Reference Initials – initial of the writer and!or the
typist!encoder; this is omitted if the writer is the typist
himself.
Enclosure Notation – symbol that reminds the recei*er
that something accompanies the letter; also reminds
the sender to include the same into the mailing
en*elope.
Copy Notation – symbol indicating that a copy of the
letter is being sent to someone else other than the
addressee.
Postscript Notation – an additional message typed in
paragraph form usually at the *ery end of the letter.
Note+ (his symbol indicates the parts that can be used in both the personal and the
pure business letters.
B(sic P(rts "% Pers"n( Business Letter
F"r,(ttin& Pers"n( Business Letter. (o produce a personal business letter, careful planning
is needed. (hus, it is good to ta/e into consideration the following procedure:
1. "stimate the number of words in the body of the letter and set the appropriate margins using
the '(&e set u' command.
2. 7egin typing the heading 1.%4 from the top edge.
!. 8ress "nter /ey five times and type the inside address.
%. 8ress "nter /ey twice then type the salutation.
&. 8ress "nter /ey twice then type the paragraphs single-spaced but double-spaced between
them.
'. After the last paragraph, press "nter /ey twice then type the complimentary closing. 9nly
the first letter is capitali$ed.
:. 8ress "nter /ey three to five times )depending on the length of the letter- then type the name
of the sender.
;. <o to the 8rint 8review by pressing Alt .=* command to chec/ if the material is properly
formatted on the page. >lic/ the print preview icon to ma/e the necessary ad?ustments.
8ress Alt > to close the print preview window.
1,. 2ave as new document in your folder. 8rint the document.
11. @emember: Aligning the heading, the complimentary closing, and the sender0s identification
contributes to a well-formatted letter.
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+eading
Anside Address
2alutation
7ody of the 5etter
>omplimentary >losing
2ender0s Adentification
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.5” tab from the
center to the right
COMMON BUSINESS LETTER ST/LES0FORMATS
)8ersonal 7usiness 5etter-
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.ote+ /hat differences can you see among the different letter styles0
(PR!"C#IN AC#I$I#IES%
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.ull 7loc/ed 2tyle
2emi-bloc/ed 2tyle
7loc/ed 2tyle
+anging Andented 2tyle
PERSONAL BUSINESS LETTER 12 + E3ercise 24
1nstruction+ 2ormat the following letter. 3se semi#bloc%ed style, pro*ide the missing parts.
4onsider that the body consist of only $-, words. a*e as new document in your folder. )rint
using )roduction 5cti*ity heet 65. 3se 5rial $7, regular. 8ustify the body. (9) means typing
te:ts in another paragraph.
;eading ! 4urrent Date BB Cr. >edric A. 5lorente B Director of Admissions B CA>@9DA(A
2E2("C2 AFD CAFA<"C"F(, AF>. B 11; @ada 2t., 5egaspi *illage B Ca/ati >ity BB Dear Cr.
5lorente: BB )9- (han/ you for the information about computers and careers you shared with the
FDD> 7usiness >lub. Cost of us were unaware of the careers available for individuals who
have good /eyboarding s/ills and an interest in computers. )9- 2everal of us are interested in
learning more about the course offerings at CicroData 2ystems and Canagement, Anc. #ill you
please send me your course catalogG #ill you also send me one of your career counselorsG
)9- A am glad you were able to spea/ to the members of our 7usiness >lub. As you /now, the
club was organi$ed to give young people an opportunity to investigate careers that are available
to them in business. BB 2incerely yours, BB 'our .ame

PERSONAL BUSINESS LETTER 15 + E3ercise 26
1nstruction+ 2ormat the following letter. 3se <loc%ed style, pro*ide the missing parts. 4onsider
that the body consists of only $$= words. 3se 5rial $7, regular. 8ustify the paragraph. a*e as
a new document in your folder. )rint this letter on a standard si>e bond paper.
ender’s ?eturn 5ddress ! 4urrent Date !! Cr. 8hillip dela *ega B Account "xecutive B 17AH
>orporation BDavao 7ranch 9ffice B Door I; "<@ 8la$a 7ldg. 7olton 2t., Davao >ity BB Dear Cr.
dela *ega: BB )9- 5ast month, A purchased a 8"F(A1C ! computer system from your company. A
am very satisfied with my systemJ however, as A discover more uses for my 8"F(A1C !, A find
that A need additional components. )9- Do you stoc/ a 2,-megabyte hard dis/ drive and a
screen for color graphicsG A hard dis/ drive would improve my storage capacity, while color
graphics would enhance the uality of my wor/. )9- 8lease send me a price list of all the
components you have available for the 8"F(A1C ! computer system. BB 2incerely, BB (your
name)
ptional Acti&ity: /rite your own application letter. ?efer to boo%s that discuss the
way application letters are written. )rint as instructed.
ADDRESSING MAILING EN7ELOPES
A document to be mailed needs to be placed in an envelope so that its confidentiality will
be protected. (he "nvelope preserves the cleanliness of this document, too. (hus, to
speed up and facilitate the mail0s delivery, the envelope needs to contain the complete,
accurate, well-formatted mailing and return addresses. (he following "nvelope #i$ard
procedure may be helpful:
Ste's:
1. 9n the T""s ,enu )8ress At T- to open Enve"'es (n# L(bes. Then press E to
choose the Enve"'es t(b.
.ote+ to acti*ate a /indow and to open a (ab, press Alt ' t(e underline letter of
t(e specific )indo* or #ab. 5 /indow is acti*e if it surrounded by a dotted line.
5. A dialogue box will appear. An the Deiver$ A##ress )8ress At R- box, type or edit
the mailing address.
8. An the Return A##ress box, type the return address unless there is already a default
return address. A return address may be omitted by selecting the O,it )8ress At M-
>hec/ box.
9. (o select an Enve"'e Si:e; P('er Fee#in&; (n# "ther O'ti"ns; select O'ti"ns<
=Press At O>. 8ress At S to change the envelop si$e. 8ress O?.
4. An the Enve"'es (n# L(bes dialog box, do one of the following:
(. (o change the font for the addresses press tab then press At F for the delivery
address and At O for the return address. 8ress O?.
b. (o print on the envelope, insert an envelope into the printer as shown in the
Fee# box, and then press P for print.
c. (o attach the envelope to the current document for later editing or printing,
choose A## t" D"cu,ent. (o print the envelope attach to the document
press Ctr P. >hoose specific options. >lic/ O?.
#. (o modify an existing envelope that is already attached to the current
document, choose Ch(n&e D"cu,ent.
FOLDING LETTERS + E3ercises 2@(; 2@b; 2@c; 2A(; 2Ab; 2Ac; 2B2(; 2Bb; 2Bc
L(r&e si:e enve"'e; N". 2CD; is B E b$ 9 20A inches.
2teps in folding and inserting letters into large envelopes
o #ith letter face up, fold slightly less than 1B3 of sheet up toward top.
o .old down top of sheet to within K inch of bottom fold.
o Ansert letter into envelop with last crease toward bottom of envelope.
St(n#(r# si:e enve"'e; N". 6 FD; is 6 E b$ 8 40A inches.
2teps in folding and inserting letters into standard envelopes
o #ith letter face up, bring the bottom edge up to 3B: inch from the top edge.
o .old the right-hand third toward the left.
o .old the left-hand a little more than a third toward the rightJ ma/ing sure that the fold
touches the right edge of the paper.
o (hen insert the last crease into the envelope.
S(,'e F"r,(t "% ( Pure Business Letter sh")in& the B(sic (n#
Misce(ne"us P(rts in Se,i B"cGe# St$e
N"te: (he parts in boldface are the basic parts. (he italici>ed ones are the miscellaneous
parts.
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Letterhe(#
D(te Line
Insi#e A##ress
5ttention @ine
S(ut(ti"n
ubAect @ine
B"#$ "% the Letter
?eference 1nitials
Bnclosure .otation
4opy .otation
)ostscript
C",'i,ent(r$ C"sin&
4ompany 1dentification
!riter-s I#enti%ic(ti"n
Desi&n(ti"n
Cther miscellaneous parts
F"r,(ttin& Pure Business Letter )ith Misce(ne"us P(rts. (he miscellaneous parts of the
pure business letter ma/e formatting a bit complicated. (hus, it is good to ta/e note of
the following procedure:
1. "stimate the number of words in body of letter and set appropriate margins using the
P(&e Set U' command )At F H U-.
2. (ype the letterhead .%4 from the top edge of the typing paper.
3. 8ress the Enter ?e$ five times then type the current date
!. 8ress the Enter ?e$ five times and type the inside address.
%. 8ress Enter Ge$ twice then type the attention line.
&. 8ress Enter Ge$ twice then type the salutation.
'. 8ress Enter Ge$ twice then type the sub?ect line.
:. 8ress Enter Ge$ twice then type the paragraphs single-spaced but double-spaced
between them.
;. After the last paragraph, press the Enter Ge$ twice and then type the complimentary
closing. 9nly the first letter is capitali$ed.
1,. 8ress the Enter Ge$ twice then type the company name
11. 8ress the Enter ?e$ three to five times )depending on the length of the letter-, then type
the name of the sender and hisBher designation single spaced under hisBher name.
12. 8ress the Enter ?e$ twice and type any partBs to be added. "ach part is type single
spaced but double spaced between them.
13. <o to the Print Previe) command to chec/ if the material is properly formatted on the
page. Ca/e the necessary ad?ustments.
1!. 2ave as new document in your folder and print.

COMMON LETTER ST/LES
()ure <usiness @etter)
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.ull 7loc/ed 2tyle
2emi-bloc/ed 2tyle
7loc/ed 2tyle
+anging Andented 2tyle
PURE BUSINESS LETTER 12 + E3ercise 5C
2ormat the following letter. 3se emi <loc%ed style. )ro*ide the missing parts. 4onsider that
the body consists of only $$7 words. 3se 5rial $7, regular, and Austify the body. a*e as a new
document in your folder. )rint this letter on a standard si>e bond paper.
Letter +ead: ARPIAR INTERNATIONAL BAN? B Ayala Avenue corner 8aseo de @oxas B
Ca/ati >ity B 4urrent Date BBBBB Cs. "va Loy Ca?alco B 23 8io del 8ilar 2treet B (ondo, Canila BB
Dear Cs. Ca?alco: BB )M- (his is to remind you that effective Lanuary 1, 2,1%, only personal
chec/s with the new 34 x '4 si$e will be accepted for processing. (his is due to the revisions
specified by the 8hilippine >learing +ouse >orporation )8>+>-. )M- #e advise you to consume
your old chec/boo/s before the cut-off date, and order your new chec/boo/s as early as
possible. )M- Af you have additional inuiries, please feel free to call our Car/eting Assistant at
A@8AA@ Anternational 7an/ branch nearest to you. BB (ruly yours, BBBB 'our .ame B *ice-8resident
for Car/eting
PURE BUSINESS LETTER 15 + E3ercise 52
2ormat the following letter. 3se <loc%ed style, pro*ide the missing parts. 4onsider that the
body consists of only 7=$ words. 3se 5rial $7, regular, and Austify the body. a*e as a new
document in your folder. )rint using )roduction 5cti*ity heet 6D.
5etter +ead: COMMUNICATION EIPERTS 0 ;;; CcArthur Drive B Ct. Corris, CA !:%,!-!!:1 B
):1,- %%-2,,, BBBB >urrent Date BBBBB Ms. J(n ?(rthr$n !heeer, B 8resident B 8rofessional
Document Designs, Anc. B ;3!% 7lac/?ac/ 7lvd.B Ningswood, (H ''3!%-;3!% BB Dear Cs.
#heeler: BB )M- (he format of this letter is called Codified 7loc/. Codified 7loc/ .ormat differs
from 7loc/ .ormat in such a way that the date, complimentary close, and writer0s name and title
are /eyed starting from the center point of the paper. )M- 8aragraphs may be bloc/ed, as this
letter illustrates, or they may be indented K4 from the left margin. #e suggest using bloc/
paragraphs so that an additional tab setting is not needed. +owever, some people prefer
indenting paragraphs. )M- Although Codified 7loc/ .ormat is very popular, we recommend that
you use it only for those customers who reuest this letter style. 9therwise, we urge you to use
7loc/ .ormat, which is more efficient, as your standard style. )M- Another letter style used by
some businesses today because of its efficiency is the 2implified 7loc/ .ormat. 8lease refer to
the model illustrated in the enclosed 4ommunication B:perts 2ormat Euide. Also, please study
carefully the section on protocol in using an appropriate salutation and complimentary closing. BB
2incerely, BB COMMUNICATION EIPERTS BBBB Cs. A. Natrina >arter B >onsultant B your initials BB
"nclosure
PURE BUSINESS LETTER 18 + E3ercise 55
2ormat the following letter. 3se the bloc%ed style, pro*ide the missing parts. .ote that the body
consists of only $7$ words. 3se 5rial $7, regular. 8ustify the paragraphs. a*e as new
document in your folder. )rint using )roduction 5cti*ity heet 6F.
@etterhead: SPEED/ AIR CARGO SER7ICES B Fational +ighway B >rossing Ca/ar B ;%,,
<eneral 2antos >ity BBBB 4urrent Date BBBB Cr. Danilo #ang/a, 2ales Canager BB 7roadway 9ffice
2upplies 2hop B I!% #est 2ide 2treet B <eneral 2antos >ity BB Dear Cr. #ang/a: BB )M-
Eesterday A visited the 7roadway 9ffice 2upplies 2hop and selected two des/ lamps for the
office of Cr. 2amson <alvan, our shipping editor. +e has needed these lamps for wee/s. (hey
should help him increase his efficiency. (he lamps were on sale, and A was able to get both for
only 8h8:%, only. )M- 8lease ship the lamps to the above address as soon as possible. )M- (he
bill for 8h8:%, is attached. BBBB 'our .ame BB 2ecretary
The Inter"%%ice Me,"r(n#u,
Inter"%%ice Me,"r(n#( or Me," are messages sent between individuals or offices
within an organi$ation. #hen these interoffice messages are sent electronically, they are called
e-mails. Cemos include a heading, a body, and one or more notations. (he heading composes
of the title and the guidewords which are to, from, date, and sub?ect )sometimes indicated by
3re4-.
#hen a memo is sent top more than one person, their names are listed after the guide
word TO:. 9rgani$ations may choose to list these names in alphabetical order or in separate
lines. +owever, it is acceptable to /ey names across the line of writing. #hen sending the
memo to many people, the phrase 3refer to a distribution list4 at the end of the memo is used
)*anhuss, et. Al., 2,,,-.
The P(rts "% (n Inter"%%ice Me,"r(n#u,
1. Tite. (his refers to the name of the document, usually AF("@9..A>" C"C9@AFD1,
typed in bold caps and centered.
2. Gui#e !"r#s. (hese are the words that will remind the writer about the details of the
memorandum. (hey are usually indicated by words such as (9, .@9C, 217L">(, and
the DA(".
3. B"#$ "% the Me,"r(n#u,. Lust li/e the business letter, the body of the memorandum
consists of the messages that the writer wishes to convey.
!. Sen#er-s Initi(s. (hese initials identify who the writer of the memorandum is. 9nly the
initials are needed since the full name or the designation of the sender is already written
in the .@9C guide word.
Me,"r(n#u, F"r,(t + M"#e 2
Me,"r(n#u, F"r,(t + M"#e 5
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(itle
<uidewords
7ody of the Cemorandum
2ender0s Anitials
Me," F"r,(t
1. 1se 1.2%4 side margins and 1.%4 top marginJ use 12 point.
2. (ype the title in bold caps.
3. (ype the guide words or from headings in bold and caps.
!. (he recipient0s and a sender0s ?ob titles are optional. 8ersonal titles are generally not
used. (ab once or twice to align the data that follow the headings.
%. 1se double spacing for the headingJ single spacing within paragraphsJ and double
spacing between paragraphs.
&. Anclude reference initials, enclosure notations, or attachments when appropriate.
The Me,"r(n#u, !i:(r#. (o create a memorandum using the Cemorandum #i$ard, the
procedure that follows may be used. At is good to ta/e note of the information provided in the
Cemorandum #i$ard.
1. 9n the .ile menu, clic/ Few.
2. >lic/ the Cemos tab.
3. Double-clic/ Cemo #i$ard.
!. Af you do not see this wi$ard in the Few dialog box, you may need to install it. (o install,
you need to follow the steps provided by Cicrosoft #ord.
%. .ollow the steps in the wi$ard.
Fote: (he Cemo #i$ard helps you send the memo by e-mail or fax. (o send items by 3-mail or
fax, one0s computer must support these services.
Me,"r(n#u, 2 + E3ercise 58
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(itle
<uidewords
7ody of the Cemorandum
2ender0s Anitials
1nstruction+ 2ormat the following memorandum using "odel 67. 3se 5rial $7, regular as
appropriate. a*e as a new document in your folder. Cbser*e paragraphing. )rint using
standard si>e stationery.
((itle) INTEROFFICE MEMORANDUM 000 TO: 5 4lassmate’s .ame !! FROM: 'our .ame !!
DATE: 4urrent Date !! SUBJECT: "numerated Atems BB (¶) (his memo describes both the
hanging indented and the bloc/ed format for numbered items in documents. (he handing
indented format provides maximum emphasis, but the bloc/ed format is more efficient. (he
purpose of the document should guide the writer in choosing the appropriate format. 1nless
specified otherwise, use hanging indented format. (¶) +an,in, Indented -ormat (¶) 1. (he
numbered items are single-spaced with a double space between items. BB (¶) 2. Andent second
and succeeding lines four spaces )or to the position of the first tab, depending on the software
used.- (¶) .loc/ed Enumeration (¶) 00 1. (he numbered items are single-spaced with a double
space between items. (¶) BB 2. (he second and succeeding lines of numbered items are bloc/ed
immediately under the number. (¶) #hen enumerations appear within a report, they should be
indented and bloc/ed five spaces from the left margin. (he bloc/ed format is recommended,
since the items receive emphasis by being indented and single-spaced. BB ender’s initials BB
your initials
MEMORANDUM 5 + E3ercise 59
1nstruction+ format the following memorandum using "odel 6$. a*e as new document in your
folder. Cbser*e paragraphing. )rint using a standard si>e stationary.
((itle) INTEROFFICE MEMORANDUM 000 TO: All District 9ffices, 2ervice 9ffices, <eneral
Agents, 1nderwriters !! FROM: 8io de la @ama !! DATE: 4urrent Date !! SUBJECT: @eporting
of >ollectionsBB (¶) #e have observed that a considerable number of collections credited
temporarily to our 2uspense Account is due to inaccuracies sin the issuance of 9fficial @eceipts
at your end. (¶) (o enable us here at the +ome 9ffice to process your collections with the least
delay and to ta/e up your payments as accurately and efficiently as possible, we en?oin you to
observe strictly the following: BB (¶) 1. "xercise more care in writing down the policy number to
avoid mista/es. >ommon mista/e is due to transposition wherein the numbers are
interchanged. (his is especially true with the last two digits. (¶) BB 2. <ive the correct address
and full name of the policyholder, including the middle initial, if available. (¶) BB 3. Andicate the
correct due date of the policy and actual date of payment. (¶) BB !. @efer to the premium noticeJ
do not rely on your memory or that of the policy owner. (¶) BB %. 2end to the +ome 9ffice all
documents necessary for premium ta/e-up, such as pin/ copies of Anterim 8olicies, Agent0s
8rovisional @eceipt, etc. (¶) 8lease be guided accordingly. BB ender’s initials!!your initials