study the following acceptaby es able examples: Bers (Carwin Bargo, the wr | ‘G0, the writer; Ele Rose Siena, the encoder) palemie Rose panwin Bargo:ERS , \ . i ) This is used to indi lefthand corner of the eo aerments for verification purposes. It is typed on the ; ‘om margin or two lines after identification initials. This should be in alphabetical order or by level of importance. Study the following acceptable examples: Enclosure: Transcript of Records nck Transcript of Records Enclosures: (If 2 or more attachments) Encls: Transcript of Records Certificates Endls: 4 (if there are 4 documents attached) Encls: As stated (if documents attached were already enumerated in the body of the letter) | , ee ' The carbon copy notat presently known as courtesy copy notation. Thisis because majority of the companies nowadays do not use carbon paper anymore in the production of a duplicate copy of a letter. This enlists all the recipients of the letter in alphabetical order or according to their rank if in case of departments in an agency or company. Only the first one should have “cc:” in small caps which is usually typed on the left corner above the bottom margin. Study the following examples: cc: Dr. Darwin D, Bargo Dr. Hannibal G. Barruga Dr. Renee A. Lamela ” Dr. Winston S. Sirug [Or Winstone ee cc: VP for Administrative Affairs ‘ : Director of Instruction Department Headsye Students WRITING INTHE DISCIPLINE: A Textbook for Colled} a person other than the to send a copy to 2 Perrot appear on the er wishes is used when the writer wishes to g it. It addressee and does not want to inform him in doin original but it appears always on carbon co! jeter in the message or This fs observed when the writer forgets some Important Po ee he/she wants to emphasize something from the body instead o YP is usually abbreviated as “P.S.”- a postscript if needed is typically positioned two te blocked letter style, postscript is indentec ‘ostscript should be initialed by the According to Aquino, et. al., four lines below the last notation. In semi same as the message or body of the letter. The p\ writer” (175). this should be avoided for it depicts a disorganized However, except for sales letter, ss any plan (Egipto 58)- writer. The writer shows that he/she wrote the letter without Study the following acceptable examples: Ps. Don't forget to call me for details. PS. You can call me up for further inquiries. wee the modes of delivery such 2s Wesgnred eitonontstentinkes Pees aat This may be typed (in all caps) above the inside address or below the date. It may also be typed below the identification initials. Sometimes this is indicated in the envelope. csxormat of the Business Letters The Letter Styles It can be observed that companies nowada : : ys adopt letter style convenient, practical and modern in form. The succeeding pages chow th fee = of the six letter styles such as: ae (1) Blocked, (2) Semi-Blocked, (3) Full-Blocked, (4) Indented, (5) Hanging-indented, and (6) Simplified.Fa Punctuation) double space Se Use aad double space : Salutat double space “ation | CERO NS ae Tt mad ss ss 8 (single space) TET double space Conmplin entary closes aR. 32S pak 48s Signature Block in without Jutation and the body start from the left score x ne The inside address at se letterhead e used), cain patton Die heosne .d near the center to the right margin. and signature bloc! re(Standard Punctuation) 5 spaces 5 spaces 5 spaces Heading 2 double space Inside Address ‘double space : Salutation double space fody a ss 5s 55, 55, double space SS, Ss. ss 55, double space ss ss 5 3s (single space) double space Complimentary close ee ey 4ss Signature This is similar to the blocked letter style. The only difference is in the body of the letter wherein is letter style is observed to be the most widely used letter style in different types of letters.locked Letter Style / rndard Punctuation) (sia! oO we —_— oo a Needing double space pa ua nna TLS Inside Address —_———————_- double space : Salutation double space ee ia a es double space ss 5s ss 35 (single space) double space pee ie ey ‘Complimentary Close 4s Signature Block ioe, Min aas All entries sta ‘Prepare since indentionsee (Closed Punctuation) Hesdingc (aah esa, Sue ss. ‘double space , Inside Address double space : Salutation double space 5 spaces Body SEE eee ss ss 55, 55, double space 5 spaces eee ee ee ss ss ss. ss. double space 5 spaces se ae ee ee 55, 58 5s ss (single space) double space Complimentary close 45s Signature Block "Entries in the heading, inside address, body of the letter and the closing sections such as complimentary close, signature and writer’s identification are indented. tf closed punctuation is observed, period is indicated after the date, after the last entry of the inside address, and other optional parts.feenderd Punctuation) Heading ee ae “double space inside Address. double space : Salutation double space Body. 5 spaces amigo ease NE spo ee ee [ea Se double space Body Sepa E AE ee dy RinwElh Rinwmetgan e Ee Seca te ER Se se ee double space Body 5 spaces Boe Sb So enh es ss (single space) double space Complimentary close 43s Signature isi commonly sein advertising and sales ete is used to catch readers attention. The feature which is not found in other letter styles is in the body of the letter where only the first line of the paragraph is not indented, the succeeding lines are all indented.| Simtined eter syte Heading double space Inside Address double space Subject Line doubie space Body. 55, Body, 55, ss, 85 (single spacey double space Signature of the writer ass Writer's designation or position This was popularized by the NOMA [National Office Management Association] (Egipto 4). The salutation and complimentary close are omitted. Subject ine isincluded (typed in bold face). Listings are indented except if enumerated with numbers or letters (no period will be indicated), This is seldom used in the Philippines but encouraged.Oye : Dystcal Appearance of Business Qetter ‘The standard paper useg in business lette in most business firms, Asis used. The sed in writing business letter. The Envelope The envelope used in business letters is 2pproxinate gE oeonty te 'e window envelope (business envelope) is also used for a specific purpose. Study the following samples: _Sender’s Name. | (OmAmrival Notation) (Special Maiing Notation) ‘ecipient’s Name. ‘Company Name, ‘Address Gy, Country and Zip Code Company's Name__ Address (OmArival Notation) (Special Mailing Notation)i college Students WRITING INTHE DISCIPLINE; A Textbook for Colleg he e the method of Folding the paper \dstyle of the envelope used will dictate the m size of the stationery and style of the (a.) it wilt it janner that: Folding atetter However, the letter should be folded in such a Roy becomendhen attractive in appearance, (b.)itis ready for mailing, and (c. Unfold, 4 by the recipient (Bautista 121-122). } i japer if the letter Study the following suggestions on’the proper folding of the pap Will be placed in an envelope. abe > The Paper is folded up once to about one-third from the bottom; a to within a quarter of an inch of the top of the letter. ge to We recente ch Better if there will be at least 1m extension of the top e: ige apolni just hold it then automatically bottom edge of the folded pape Nowadays, companies have their own way of folding the paper depending on the king Of envelop. e used. Study the following adapted samples: ACCORDIAN FOLD about the same size, Variations indude half-accordian folds where one panel is half the size of the other two and engi s where Ghe Panel is twice the siz of the other two. Eight: 10-page accordian folds are alsocommon, Also Known Ast2 fold |zig2a9STIAP TER 5: Essentials in Writing Busines! Letters Pafinition:in ¢ folds there are 6 panels with two parallel folds in a spiral fold configuration. This is a common type of fold for tri-fold brochures. To allow the panels to nest inside each other properly, the folded in end panel is usually 1/32" to 1/8" narrower than the other panels Also Known As:business letter | letterfold | tri-fold Ibrochure fold | spiral fold CROSSFOLD Definition: Paper with crossfolds have two or more folds going in different directions, typically at right angles. Primarily used in reference to bookwork (paper crossfolded then cut to forma signature ), crossfolds also describes quarter-folds or 8-panel french folds. Also Known As:right angle folds DOUBLE PARALLEL FOLD Definition: In double parallel folds the paper is folded in half and then folded in half again with a fold parallel to the first fold. To allow for proper nesting the two inside folded panels are 1/32" to 1/8" smaller than the two outer panels. ‘Also Known As: parallel center | double foldWRITING IN THE DISCIPLINE: 4 te" ~~ GATE FOLD ids the left and right th parallel folds and f the page without Definition: In gatefol edges fold inward wit meet in the middle o overlapping. Also Known As: window folds DOUBLE GATE FOLD Definition: In double gatefolds there are three parallel folds. The left and right edges of the paper fold and meet in the middle, without overlapping, along a center fold. The outer panels are usually 1/32” to 1/8" smaller than the inner panels to allow for proper folding and nesting. Also Known As:gatefolds224 Tips FOR WRITING A LETTER 1. Use a language that is appropriate to the target readers Arrange your ideas logically. 3. Use a direct but tactful tone. 4. Use the active voice in most of your sentences, 5. When writing, put yourselves in the shoes of the targey reade i elli and gra 6. Use correct format, punctuation, spelling, and grammar, Specify the receiver's name. However, if it is impossible t, get the name of the receiver, use a generic title such as The Human Resource Director. MEMORANDUM Memorandum is a business correspondence which aims to inform and persuade target readers who are within the organization, Similar to news writing format, inverted pyramid structure. This means that the information comes first. 1 it follows an most important Most important Information Supporting Data and Examples Least important Information_ Tees or A Memo wv 5 - mnstruction memo provides inform “eed 0 perform accurately. A Employers to undergo physic, this kind of memo. ation that the ders notice directing, the ‘al check-up is 7 an example of Z Request memo asks) readers to provide certain information or take certain actions. An example of this memo is whi requesting fund for a seminar. = 3. Announcement memo provides information about an event, person, oF thing. An example of this memo is when announcing a meeting. 4, Transmittal memo serves as a cover note for a more formal or lengthy document. An example of this memo is when transmitting an annual report to the members of the board of directors. 5, Authorization memo gives permission. An example of this memo is when allowing an employee to study on Saturdays. ADVANTAGES OF A Memo 1. It reaches a large number of readers at the same time. 2. It provides a written record that can be accessed any time. 3. It allows a detailed and accurate delivery of message. DISADVANTAGES OF A MEMO l. It is not ideal to convey complex topics since memos are generally used for short texts. 2. It takes time to reach distant branches and offices. 3. Itis more expensive than e-mail.FOR WRITING AM 1. Use bullets, numbers, and letter to list snieemria ion 2. Use a positive tone, active verbs, = concise wording 3. Use heading to improve the readability. 4. Eliminate grammatical and typographical errors. 5. Use correct format and structure. 6. Put your initials in a signature form beside your Printes name as sender. Flush the memo heading to the left (“to” line, “from” j,., subject line, and date line). 8. Say thank you or state a directive action (€.g., for y, compliance, for your immediate action, for your apprn,, for your information) at the end of the memo. ELECTRONIC MAIL ( MAIL) The advent of technology has introduced us of business communication; fact, one study in the United employees consider e-mail a 2009). to a new form that is e-mail communication. j, States showed that 98 percent s extremel It is important not only personal communication. We send e-mails to our friends ent relatives locally and abroad; and teachers and classmates, Undoubtedly, e-mail has revolutionized the way people communicate. of y important (Gerson, in the workplace but also i: ion, to confirm requests, to make recommendations, to inquire, and to submit feasibility ang status reports. ADVANTAG ES OF E-mait =asily reach the farthest parts of the globe rear © environment: friendly mis easier to document rise VANTAGES OF E“MAIL 4)sA0" prone to hacking and techn ris I glitches, pcan cause information overload pcan be used to transmit computer viru vs FOR WRITING AN E-MAIL OR A MEMO |, Make the subject line informative or descriptive of the memo content. Avoid vague sudject lines such as follow-up, additional information, and request. Keep the subject line simple and short. 3, Do not change the subject line when you are replying, to an e-mail. 4. The “to” line should contain the names of the primary readers. Secondary readers must be placed in the cc line. Primary readers are those who are directly involved in the message of the e-mail. Ensure the correctness of the e-mail address of the recipients. Make the file name of the attached document meaningful. Instead of using “letter1,” use “request_letter_barrot.” Never use “all caps” in the main text. This i unnacceptable. State your purpose in the first sentence of the memo. If the message is sensitive, compose it first using the word Processor. 19, . Avoid emoticons and informal jargons like LOL and BRB '" formal memos.