John Andrew L.

Moquia
BSE43

Essentials Parts of a Business Letter

1. Heading - is the writer's address. The typical organization has its own stationery, with
its name, address, phone number, fax number, and perhaps a logo — the letterhead
— printed at the top. It contains either the writer's personal address or the company's
address. Ifthe heading is personal, include also the street address, the city, the
province and the zipcode. Spell out words like street, avenue, first, road rather than
abbreviating them.

2. Date - is the month, day, and year when you write the letter. Two ways to write the
date:

Either September 26, 2011 or 26 September 2011 but not Sept. 26, 2011 or 9-9-11.
Place the date two spaces below the writer's address.

3. Inside Address - is the address of the person or people to whom you write. Place the
following information two lines below the dateline and in this order:

a. the reader's name (If you do not know the name of the person, begin the reader's
address with a job title or the name of the department.)
b. the reader's title (if your reader has a Courtesy title, such as Dr, Professor
Honorable, use it. If not, use Mr. or Mg. (unless you know the reader prefers Mrs,
or Miss).
c. the company name
d. cite company address (number, street. city, province, zip code)
Mr. Gerald D. Santos
Director of Operations
Filipino Migrant Entrepinoy
112:3 Laguna Techno park Business Center
Sta. Rosa City, Laguna 4026

4. Salutation - is the reader's last name preceded by Dear and followed by a colon.

Dear Dr. Santos:

Dear Als. Ongcol. (for unfamiliar marital status)
Dear Mrs. Puzon:
Dear Gaby Gonzales: (for non-gender specific first name)
Dear Jane: (if you are on a first name basis with this person)
When writing to another company and you do not know the reader's name you could
address the reader by his or her title or use the attention line.
Dear Vice President for Operations.
Or
Attention: Accounting Department
 but avoid:
Dear Sir/Madam: or To Whom It May Concern:
For multiple recipients, the following salutations are appropriate:
Dear Professor Ballena and Engineer Rivera: Dear Ms.Rayos, Ms. Enriquez, and
Ms. Medina:
Write the salutation flush with the left margin two spaces below the inside address. 1'o
avoid these pitfalls in salutations you might want to call the company to which you are
writing and ask them for the name of your intended reader and the correct spelling of
the name.

5. Body of the Letter – is the full message of the letter. Begin the body of the letter two
spaces below the salutation. Either indent the first line of each paragraph five spaces
or start it at the left margin. Double space between paragraphs.

a. The body or discussion includes your introductory paragraph, body paragraph(s),

and concluding paragraph.
b. Introduction. Clarify your intent and explain your reason for writing. Until you tell
your readers why you are writing, they don’t know. It’s your responsibility to clarify
your intent and explain your reason for writing. Also, tell immediately what you are
writing about. You can state your intent and subject matter in one to three
sentences.
c. Body. Tell exactly what you like to ask (in inquiry) or what you have enclosed
(important information in the enclosure) or explain why you are writing and what
you are writing about.
d. Conclusion. Tell your readers what you want to happen next, when you want this
happen, and why this information is important to you.

6. Complementary Close – it includes one of the traditional closing expressions:

Sincerely, Very truly yours. Truly yours. Capitalize only the first letter of the first word
in the complementary close, and follow all such expressions by a comma.

Place it two spaces below the concluding paragraph.

Sincerely, (most commonly used)
Very truly yours, (formal closing)

7. Signature Line - The writer puts the typewritten full name on the fourth line below the
complimentary close and places the handwritten signature in between. You may type
your, title one space beneath your typed name and the name of the department.

Sincerely,

Jess R. Manguerra,
Director, Engineering Placement Office
 Note: If a letter requires a second page, always carry at least two lines of the body
text over to that page. Use plain (non-letterhead) paper &quality equivalent to that of
the letterhead stationery for the second page. It should have a header with the
recipient's name, the page number and the date. Do not number the first page or any
letter.

Optional Parts of a Business Letter

1. Subject Line - is used to inform the reader what the letter is about. It may include or
omit the word subject. Type the subject line in all capital letters. This is positioned
between the salutation and the body of the letter properly centered of flushed.

2. Attention Line - may be used when you cannot name the reader or unable to address
the letter to a particular person or when you want to bring it to the particular attention
of a particular individual. The attention line is typed between the inside address and
salutation. It may be flushed left or centered. You may or you may not use colon.

Attention: Personnel Manager

Or
Attention Personnel Manager

3. Reference Line – is the writer’s initials – which always comes first – are capitalized
and the typist’s initial in lowercase. It appears a few spaces below the signature line,
along the left margin.
LTM/dmt
4. Enclosure is a reminder that there is an enclosure or attachment with the Letter (an
invoice, a report, checks, etc) It is usually typed under the stenographer's initials. The
writer indicates the number of enclosures.
Enc. (3)
Enclosure: July Status Report
Encl. 2nd Quarter Invoice
5. Copy Notation ("carbon copy") is entered after the enclosure or reference initials if
copies of the letter are to be sent to others aside from the realer. A carbon copy is
designated by a double lowercase c (cc).
cc: accounting office, sales office
Basic Letter Formats

Full Block Format

In a full block business letter, every component of the letter (heading, address, salutation,
body, salutation, signature, identification, enclosures) is aligned to the left. Also, first
sentences of paragraphs are not indented.

Xxxxxxxxxxxxxxxxxxx Company Letterhead

Xxxxxxxxxx Date Line

Xxxxxxxxxx
Xxxxxxxxxx Inside Address

Xxxxxxxxxx Salutation
Introduction
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Body
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Closing
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Xxxxxxxxxxx Complementary Close

Xxxxxxxxxxx Signature Line (handwritten signature over typed signature)

La/chd Complimentary Close

Encl. (2) Enclosure

cc: Raymond Ibasco Copy Notion

Modified Block Format
In a modified block business letter, the heading, complimentary close, the signature, and
identification is aligned to the right. Address, salutation, the body, and enclosures are
aligned to the left. First sentences of paragraphs are indented.

Xxxxxxxxxxxxxxxxxxxxxxx Company Letterhead

Date Line Xxxxxxxxxxxxxx

Xxxxxxxxxxxx
Xxxxxxxxxxxx Inside Address

Xxxxxxxxxxxx Salutation
Introduction
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Body
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Closing
Sxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Complementary Close Xxxxxxxxxxxxxxxx

Signature Line (handwritten signature over typed signature) Joven Fernandez

Rs/cv

Enclosure

Cc:
Modified Semi-Block
Similar to modified block letter style except for the body that has intended paragraphs.

Xxxxxxxxxxxxxxxxxxxxxxx Company Letterhead

Xxxxxxxxxxxxxx
Date Line

Xxxxxxxxxxxx
Xxxxxxxxxxxx Inside Address

Xxxxxxxxxxxx Salutation
Introduction
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Body
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Closing
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Complementary Close Xxxxxxxxxxxxxxxx

Signature Line (handwritten signature over typed signature) Joven Fernandez

Rs/cv

Enclosure

Cc:
Activity B
Create and design a letterhead complete with logo and all necessary details that would
effectively represent the business

z
NETBLI
Affordable Internet Café and Communication

Z
(+63) 987 1234 123 Services
Photocopying ID Photos Passport Apply
netbliz@gmail.com Printing Typing Job Games
Emailing Business Card Tarpaulin
4010 Yague Street Internet Surfing PC Virus Removal Lamination
Imus, Cavite

Activity C
Write an appropriate inside address and salutation for letters to be sent to:
1. Francisco D. Rivera, Ph.D, CEO, Perkins Industries, Inc. Barangay Ugong, Pasig
City
Inside Address: Francisco D. Rivera, Ph.D CEO
Perkins Industries, Inc.
Barangay Ugong
Pasig City

Salutation: Dear Mr. Rivera:

2. Dorothy T. Manlangit, a lawyer, Senior Associate in ACCRU Law Office, Makati

Avenue, Makati City
Inside Address: Dorothy T. Manlangit, Senior Associate
ACCRU Law Office
Makati Avenue
Makati City

Salutation: Dear Mr. Dorothy:

Activity D
(Individual or Pair Work)
Following the standard procedure in writing a business letter, write a full-block format of
letter inquiry. You may want to write to a college or university requesting information about
a degree program, or a manufacturer for information about a product or service. Whatever
the subject matter, be a specific in your request. Use as model the example of an inquiry
letter in this module.

March 18, 2019

Mrs. Rebecca Q. Montaril, Secretary

Center for Student Admissions
De La Salle University - Dasmarinas
DBB-F, 4115 West Ave
Dasmariñas, Cavite

Dear Mrs. Montaril:

I am John Andrew L. Moquia, a senior highschool student of Dasmarinas Integrated

Highschool pursuing Bachelor’s Degree in Information Technology. This coming month
is my graduation. I am writing this letter to request information about the course that I
will be enrolling in.

I would like to receive all the course information and applications for submission. I would
really appreciate if you could also share information about:

1. The College of Science and Computer Studies

2. Student Organizations
3. Availability of grants and scholarships

I would really happy if you could send the information by email at

andrewmoquia09@gmail.com and you can contact me at 09136412568.

Thank you for your good assistance.

Sincerely

John Andrew L. Moquia

Source:

Technical Writing Basics (Revised Edition) by Mercedes Tiongco-Manguerra\