BUSINESS

CORRESPONDENCE
Importance Of Business Letters

 Help in maintaining proper relationship

 Inexpensive and convenient mode
 Create and maintain goodwill
 Serves as evidence
 Help in expansion of business
Essential Qualities Of A Good Business Letter

Inner Qualities
 refer to the quality of language as well as its
presentation. ( simplicity, clarity, accuracy,
completeness, relevance, courtesy and
neatness)

Outer Qualities
 refers to the appearance of the letter.
(quality of paper, color of the paper, size of
the paper, folding of letter and envelope)
 Parts of a Business Letter
The essential parts of a business letter are:

1. Heading  It is usually given at the top center

or top right side of the paper.

2. Date  day-month-year

3. Inside Address  It includes the name, title and

address of the person or firm
to whom the letter is sent.

4. Salutation  the greetings of the letter

 Parts of a Business Letter

5. Body of the letter  It is the most important part of

the letter. It is composed of
four paragraphs.

6. Formal Close or  It is the farewell of the letter.

Complimentary
Close

7. Signature  It authenticates the message

presented in the body of the
letter.
 JOHN B. LACSON FOUNDATION MARITIME UNIVERSITY- AREVALO, INC.
(formerly Iloilo Maritime Academy
Sto. Nino Sur, Arevalo, Iloilo City

August 20, 2018

Ms. Asuncion Garcelazo

Senior Maritime Industry Development Specialist
MARINA, Region VI
Iloilo City

Dear Ms. Garcelazo:

The John B. Lacson Foundation Maritime University (Arevalo) Inc. shall hold the final selection for the Unit
Model Cadet 2018 on September 11, 2018 at one thirty in the afternoon at the JBL Hall.

This yearly selection aims to choose the best cadets in terms of their academic performance, leadership,
facility of expression and talent, and who will then be the unit’s representative to the next competition level.

It is in this concern that we are requesting your presence to be one of the judges for the said screening. We
are confident that you will do full justice with the task on hand.

We would be very thankful if you can furnish us with your personal data sheet soonest as possible.

We sincerely hope for your acceptance.

Respectfully yours,

BERNARDITA S. SOMOSA, Ph D
Chair, Model Cadet Selection 2018
 American Style British Style
Heading Aligned to the left Top right/centered
Date January 9, 2019 (month-day- 9 January 2019(day-month-
year) year)
Salutation Dear Mr./Ms. Gray: Dear Mr./Ms. Gray,

Dear Sir or Madam: Dear Sir or Madam,

Gentlemen: Dear Sirs,

Complimentar Respectfully yours, Respectfully yours,
y Close
Sincerely, Sincerely,
Sincerely yours, Sincerely yours,
The Miscellaneous Parts Of A Business Letter

1.Reference Number  the number which the

receiver refers in all future
correspondence. (before or in
line with the salutation)
2. Subject Line  it tells what the
correspondence is about.
(below the salutation)
3. Attention Line  It is placed below the subject
line and above the salutation.
It indicates the name for
whom the letter is meant.
The Miscellaneous Parts Of A Business Letter

4. Enclosure  It indicates documents which

are enclosed and attached
with the letter.
5. Postscript  P S as it is commonly known
is written after the letter is
closed. It is usually done
when the writer forgets to put
in some information or
message in the main part. It
must be precise and to the
point.
The Miscellaneous Parts Of A Business Letter

6. ‘C C’ or  When copies of the letter are

courtesy/carbon meant to be sent to more than
one person it is mentioned
copy notation
under ‘CC’ or carbon copy
notation.

7. Reference Initial  These are useful for office

checking.
___________
Reference No. 2-AAACCP- REFERENCE LINE
___________
___________
___________
Attention: Ms. Lea Cruz – ATTENTION LINE
Crewing Manager
Subject: Completion of Monthly Report – SUBJECT LINE
___________ :
____________________________________________________
_______________________________________________.

__________,

__________
__________
 Format of Business Letters

The format (layout) is the visual organization of a business

letter.

1. Full block style /Purely block style

 all elements are aligned to the left margin

and there are no indented lines.
___________________

___________________
___________________
___________________

_______________:

______________________________________________________________________
______________________________________________________.

______________________________________________________________________
_______________________________________.

___________________________________________________________.

___________________,

___________________
___________________

(Full block style/Purely block style

2. Block- style
 the heading, date, complimentary close
and signature are flushed to the right
margin. All body parts begin at the left
margin.
 __________________
__________________
__________________

__________________
__________________
__________________

__________________

____________________________________________________________________________________________.
__________
___________________________________________________________.
___________________________________________
________________________.

_______________________________________________________________________________________________
________
__________________________________________________.

_________________________________________________________________.

__________________

__________________

(Block style)
3. Semi-block style

 similar to the block style except the

indention of the first line of the paragraph.
 ______________________ ,
______________________,
______________________ .

_____________________ ,
_____________________ ,
_____________________ .

_____________________:

___________________________________________________________________________.
________________
_______________________________. ___________________________________________________________.

___________________________________________________________.
________________________________
_________________. __________________________________________________________.

_____________________________________________________________________.

_______________________,

_______________________ .
(Semi-block style)
4. Indented style
 the second and the succeeding lines of
every part of the letter is indented
except the body of the letter.
 __________________________________
_______________________________
____________________________

_____________________________
_________________________
_____________________

____________________________:

_______________________________________________________________________.
________________________________
________________________________.

______________________________________________________________________.
________________________________
___________________________________________________.

_________________________________________________________.

_____________________________________ ,

__________________________________
(Indented style)
5. Hanging style
 the first line of the body of the letter is
flushed to the left margin and the
succeeding lines are indented.
 _____________________________________
_____________________________________
_____________________________________

___________________________________
___________________________________
___________________________________

___________________________________

___________________________________________________________________________________________________
__________________. _____________________________________________________.

_____________________________________________________________________. ______________________________
________________________________________________. _______________________________________
_____________________________.

_______________________________________________________.

_______________________________________

_______________________________________

(Hanging style)
 Punctuation Styles
1. Standard punctuation style
 the salutation has colon and the complimentary close
has comma

2. Open punctuation style

 no punctuation mark in salutation and complimentary

3. Closed punctuation style

 all parts of the letter are punctuated
___________________

___________________
___________________
___________________

_______________:

______________________________________________________________________
______________________________________________________.

______________________________________________________________________
_______________________________________.

___________________________________________________________.

___________________,

___________________
___________________

(Full block style/Purely block style)- Standard punctuation

 __________________
__________________
__________________

__________________
__________________
__________________

__________________

____________________________________________________________________________________________.
__________
___________________________________________________________.
___________________________________________
________________________.

_______________________________________________________________________________________________
________
__________________________________________________.

_________________________________________________________________.

__________________

__________________

(Block style) – Open punctuation

 ______________________ ,
______________________,
______________________ .

_____________________ ,
_____________________ ,
_____________________ .

_____________________:

___________________________________________________________________________.
________________
_______________________________. ___________________________________________________________.

___________________________________________________________.
________________________________
_________________. __________________________________________________________.

_____________________________________________________________________.

_______________________,

_______________________ .
(Semi-block style)- closed punctuation