THE BUSINESS LETTER

 There are two important things to remember when you write a business letter:
(a) Appearance
(b) Content

 How your letter looks and how you write your letter creates an impression of you on the
reader. Thus, it will affect the way your reader will respond to it.

A. APPEARANCE

 We have often heard that “first impression is lasting.” And because it is the letter that
gets to the hands of the reader first, the impression that is developed is based on this.

B. CONTENT

 This refers to the language you use when writing your letter and the idea you intend to
convey.
 While it is important to give attention to appearance, it is just as important to develop
your message clearly and correctly.

THE VITAL PARTS OF THE BUSINESS LETTER

1. Letterhead (not found in the Application Letter)

2. Dateline
3. Inside Address
4. Salutation
5. Body or the Message
6. Complimentary Ending
7. Signature Block
 COMMON MISTAKES IN BUSINESS LETTER

1. DATE LINE
Correct Incorrect

October 30, 2020 Oct. 30, 2020

10-30-2020
October 30th, 2020

2. INSIDE ADDRESS

(The name is specified in the job (No name is specified in the job
advertisement.) advertisement.)

Mr. Bill Matthew A. Cruz The HR Manager

Chief Executive Officer Lego Enterprises Inc.
Lego Enterprises Inc. 19 Ramos Street,
19 Ramos Street, Cebu City
Cebu City

Correct: Incorrect:

Dr. Jose E. Roza Dr. Jose E. Roza, Ph.D.

or
Jose E. Roza, Ph.D.

Correct: Incorrect:

Dr. Jose E. Roza Dr. Jose E. Roza, Ph.D.

Dean Dean
University of San Carlos USC
Cebu City Talamban, Cebu City
Tel. No. 253-1000
roza@yahoo.com

3. SALUTATION
Correct: Incorrect:

Dear Mr. Cruz: Dear Dr. Roza, Phd.:

Dear Dr. Roza: Dear Mr. Bill Matthew:

Dear Sir/Ma’am:

4. BODY/MESSAGE

 A paragraph looks more impressive and dignified when single-spaced.

 The paragraphs are justified.

5. COMPLIMENTARY ENDING
Correct: Incorrect:

Yours truly, Yours Truly,

Sincerely yours, Sincerely Yours,
Cordially yours, Cordially Yours
Very truly yours, Very Truly Yours,
6. SIGNATURE BLOCK
Correct: Incorrect:

Dr. Mary Ann P. Malimas

Assistant Chair
Dr. Mary Ann P. Malimas
Assistant Chair

Dr. Mary Ann P. Malimas

Mary Ann P. Malimas

Applicant

SPACING GUIDE

Length of Letter Body Dateline to Inside Complimentary Ending

Address to Signature Block
Short up to 100 5 5
words
Average 101- 4 4
200 words
Long 201- 3 3
300 words

Spacing:

Letterhead to Dateline - 2 spaces

Dateline to Inside Address - __ spaces
Inside address to Salutation - 2 spaces
Salutation to the Body - 2 spaces
Between Paragraphs - 2 spaces
Last paragraph to
Complimentary Ending - 2 spaces
Complimentary Ending to
Signature Block - __ spaces

Note: Margin is set at one inch all sides.

THE VITAL PARTS OF A BUSINESS LETTER

________
________ Letterhead
________

_______ Dateline

_______
_______ Inside Address
_______

_______ Salutation

___________________________
___________________________
___________________________
Body of the Letter
___________________________
___________________________
___________________________

_______ Complimentary Ending

_______ Signature Block

_______