WRITING MINUTES, MEMOS AND LETTERS

Prepared by: CAREN C. CARCUEVA

MINUTES OF MEETING
 MINUTES OF MEETING/MEETING MINUTES

• Minutes is an organization’s official record of

a meeting.

• This is distributed to all those who belong to

the committee or any other unit represented
at the meeting.
 MINUTES OF MEETING/MEETING MINUTES

• In writing a set of minutes, be clear,

comprehensive, objective and diplomatic.

• Do not interpret what happened; just report it.

• Do not record emotional exchanges between

participants because minutes are the official
record of the meeting.
Two types of minutes of meeting

• Narrative

• Matrix
Narrative Type
MATRIX
TYPE
MEMO
 Republic of the Philippines
Province of Davao del Norte
CITY OF TAGUM
BARANGAY MALIGAYA

OFFICE OF THE BARANGAY CAPTAIN

TO : ALL BARANGAY OFFICIALS

SUBJECT : SEMINAR ON COMMUNICATION AND PERSONALITY

DEVELOPMENT

DATE : NOVEMBER 16, 2020

________________________________________________________________
LETTER
 LETTER

Letter is the most formal type of communication

documents (Gabelo et al., 2014).
 PARTS OF THE LETTER

1.Heading
2.Inside address
3.Salutation
4.Body
5.Complimentary Close
6.Signature
 Heading

• Begin the heading at the center of the sheet

• Utilize logo of the company/department

e.g.

CENTRAL MINDANAO UNIVERSITY

College of Arts and Sciences
University Town, Musuan, Bukidnon
Department of Languages and Literature
 Inside Address

• Ms. is acceptable personal title for both married and single

women.

• If you don’t know the name of the person that you want to reach,
begin the inside address with the job title or name of the
department.
e.g. Vice President of Research
Sales Department
 Inside Address

• If you don’t know the job title or name of the department , start with
the company name.

• You can use abbreviations only if they are part of the company name.

• Begin the inside address two space below the heading in long letters and
three or more spaces on shorter letters.

• The shorter the letter the more space should be left.

 Inside Address

e.g.
e.g. e.g.

November 16, 2020

November 16, 2020 Caren C. Carcueva
Manager Caren C. Carcueva
Sales Department CCC Global Company Manager
SM Lanang Premier Mabini St., Tagum City CCC Global Company
Lanang, Davao City November 16, 2020 Mabini St., Tagum City
 SALUTATION

• Standard practice calls for addressing individuals by both personal

title and last name.
e.g. Dear Ms. Carcueva: / Ms. Carcueva:
Dear Ma’am Carcueva: / Ma’am Carcueva:

• If the inside address begin with a job title or name of the

department, use that title or department name for the salutation.

e.g. Vice President of Research:

Sales Department:
 SALUTATION

• If the inside address begins with the name of the company, try to
determine which department would answer it and use the
department name as a salutation.

• The SALUTATION comes TWO (2) spaces below the inside address.
• Recently, a more informal salutation for individuals has been gaining
popularity. This salutation uses the recipient's full name without a
personal title, and the letter also omits the title from the inside
address.
e.g.

Caren C. Carcueva
UM Tagum College
Mabini St., Tagum City

Dear Caren Carcueva:

 BODY

• Most letters are one page or less.

• Try to keep your paragraph short – about 7 line at most.

• Begin the body TWO (2) spaces below the salutation.

• If the letter contains the only one brief paragraph , double-space

the typing. Otherwise, use single spacing with double spacing
between paragraphs.
Dear Ma’am:

Greetings of Peace!

Please let this letter serve as notification of my extended maternity leave filed dated
last September 5, 2020 to November 5, 2020 covering for 60 days maternity leave as
mandated by law for normal delivery. Unfortunately, I gave birth through cesarean
section that caused of my extension for another 18 days.

Therefore, I will be returning for work as an English teacher in UM-Tagum College on

November 18, 2020 to complete the 78 days maternity leave.

Attached herewith are the released papers from my physician stating my ability to
resume my job. Please contact me in this number 0917-234-5678 for any concerns.
Thank you.
 COMPLIMENTARY CLOSE

• Type the complimentary close TWO (2) spaces below the last line
of the body.

• E.g.
Truly yours,
Sincerely yours,
Respectfully yours,
 SIGNATURE

• Leave FOUR (4) spaces between the complimentary close and the
typed signature.

e.g.

CAREN C. CARCUEVA
 ENCLOSURE NOTATION

• abbreviation is Enc.

• It starts at the left margin.

• If more than one item companies a letter, the notation should

indicate how many are these. Important documents are often
named.
e.g. E.g.
Enc. Check Enc. 3
Enc. Order Slip
 PARTS OF THE LETTER

1. Heading
2. Inside address
3. Salutation
4. Body
5. Complimentary Close
6. Signature
 EXCUSE LETTER
INVITATION LETTER
 EXCUSE LETTER

• Excuse letter is just about apologizing any of your mistakes you make in your personal
relationships, at educational institute, office or workplace or anywhere else.

• Excuse letter can also be written for absence from office/school/college or workplace for any of
sicknesses.

• So writing excuse letter is very common and normal thing of our personal and professional life.

• However, it also stands in professional and important documents so need to accomplish

considering its basic requirements including format, contents, words etc.

• Overall drafting of excuse letter is important to know to make it in the best and professional
way.

Source: http://www.sampleletters4u.org/social/letter-216.html
 EXCUSE LETTER

• When it comes to write excuse letter in professional scenario, it becomes our duty
to accomplish it in best professional way as it becomes very official.

• In this way, excuse letter must be short, concise but descriptive for your reasons of
absence or mistake at workplace.

• You must avoid using fancy words to say excuse or apologize for any of your
mistakes.

• You must show your decency, manners and professional behavior while writing
excuse letter in your professional routine.

Source: http://www.sampleletters4u.org/social/letter-216.html
 EXCUSE LETTER

• However, excuse letters for school/colleges and offices/work

place are different to some extent.

• Basically format and layout for such letters will remain same and
content will vary according to situation.

Source: http://www.sampleletters4u.org/social/letter-216.html
 Tips for Writing a Formal Excuse Letter

• Follow business letter format

• Understand your employer’s policies
• Send the letter as soon as possible
• Keep it brief
• Offer to help
 Business letter format

• Salutation
• Dear Mr./Ms. Last Name: (Use a formal salutation not a first name)

• Body

• Complimentary Close
Respectfully yours,

• Signature
Sample Formal Excuse Letter (Before Missing Work)

Date
Employer's Name
Employer's Title
Organization
Address
City, State, Zip Code

Dear Mr./Ms. Last Name:

Please accept this letter as formal notification that I will be unable to attend work from September 1, 20XX to September
5, 20XX. I will be attending the professional development conference that I spoke with you about earlier this week.
I have arranged to be on email during work hours, and I will call and check in with the office once a day to see what I
missed.
Please let me know if I can provide any further information, or if you need anything else from me to make my absence run
smoothly. Thank you for allowing me to take this terrific opportunity.

Sincerely,
(Your Signature)
Your Name
Sample Formal Excuse Letter (After Missing Work)

Date
Employer's Name
Employer's Title
Organization
Address
City, State, Zip Code

Dear Mr./Ms. Last Name:

Please accept this letter as formal notification that I was unable to attend work on September 1,
20XX due to illness. I have already completed the tasks for this week that I missed during my
absence.
Please let me know if I can provide any further information. Thank you for understanding.

Sincerely,
(Your Signature)
Your Name
November 16, 2020

SHIELA MAE T. GONZALES

COO
CCC Global Company
Mabini St., Tagum City
8100

Ma’am Gonzales:

Greetings of Peace!

Please accept this message as notice that I was unable to attend work on Friday, November 13, 2020 because of family illness. My son became ill on the
way to school, and I had to turn around during my morning commute to take him to the local clinic without an appointment.

Due to the extensive waiting time at the clinic, I unfortunately was forced to miss the remainder of the workday. If you believe it necessary, I would be
glad to work overtime this weekend to make up for the hours that I missed due to this emergency. I appreciate your understanding.

Very truly yours,

(Signature)
John Dave dela Cruz
November 16, 2020

Catherine D. Santos
HR Manager
JCMER Enterprise
Malibay St. Sampaloc, Manila

Dear Ms. Santos:

Good day!

I am writing to inform your good office that I am not be able to attend work today, November 16, 2020, due to my influenza, I also
enclosed my medical record for your reference.

If you need additional information, please let me know.

I hope for your understanding regarding this matter.

Truly yours,

(Signature)
Dennis B. Laurel
• Remember that any business correspondence should look
professional. Even in a casual office, use the appropriate format
for your letter, and proofread it before sending.

• Careless errors reflect negatively on your professional reputation.

You don’t want a poorly written absence excuse to become part of
your employment file.
 Remember

• TECHNICAL COMMUNICATION is meant to fulfil a mission: to convey

information to a particular audience so that they understand something or
carry out.

• To accomplish these goals, it must be honest, clear, accurate,

comprehensive, accessible, concise, professional in appearance, and
correct.

Source: Gabelo et al., 2014

 References

• http://dictionary.cambridge.org/us/dictionary/english/rationale
• https://www.merriam-webster.com/dictionary/rationale
• http://www.dictionary.com/browse/rationale
• http://www.dictionary.com/browse/objective
• http://howtowritealetter.net/letter-of-excuse.html
• http://lettersample.net/category/excuse-letter/
• http://www.sampleletters4u.org/social/letter-216.html
• https://www.thebalance.com/formal-excuse-letter-2060596
• http://lettersample.net/category/excuse-letter/
• Gabelo et al., (2014). Writing essentials. Maxcor Publishing House, Inc.
 References

• http://www.writeexpress.com/invita05.html
• http://letters.sampleinvitationletter.info/
• http://letters.sampleinvitationletter.info/letter-inviting-a-politician-as-a-
guest-speaker/
THANK YOU ☺