1.

Creates favorable impression

2. Appeals to the readers point of

view
3. Correct in every detail
4. Courteous, friendly and sincere
5. Promotes goodwill
6. Coherent and well-paragraphed
7. Employs highly the business jargon

1. Be always dignified, respectful and

gracious. Never purposely hurt

anyones feeling.
2. Never become so imbued with your
own position or companys name
that your letters sound pompous or
dictatorial.

3. Keep your letter as short as

possible without appearing curt
and refrain from using terms that
your reader may not understand.
4. Admit mistakes willingly.
5. Always endeavor to realize that a
persons ideas, feelings and
problems, no matter how trivial,
inconsiderate or unfair they may
be, are important to him and
should be considered.

6. Never lose your temper, become

impatient or irritable, or get into
arguments.
7. Resist the temptation to flaunt
your companys rules and policies
at your reader. Do not attempt to
prove the recipient as thoughtless,
careless, or wrong.
8. Never write hasty, ill-advised note
until you have time to cool off, or
carefully study the situation.

9. Never resort to name-calling even

by interface, Never, talk down to,
or to your recipient.
10. Try your best to create goodwill
for your company with every letter
you write.

Standard size
8 x 11
Other size
7 x 9
7 x 10
8x 10
Executive-size
7 x 10

1. Clearness
2. Conciseness
3. Concreteness
4. Completeness
5. Correctness
6. Consideration
7. Courtesy

1. Heading or

Letterhead
2. Date line
3. Inside Address
4. Salutation
5. Body of the
Letter

6. Complimentary
Close
7. Signature Block
8. Reference
Initials

1. Attention Line
2. Subject Line
3. Mailing Direction Notation
4. Enclosure Notation
5. Carbon Copy Notation
6. B.C.C. Notation
7. Postscripts(P.S.) Notation

1. The open
2. The close
3. The Standard

1. I beg to remain
2. We acknowledge
receipt of you
letter

1. Please
2. Thank you for your
letter

3. Pleasure (use
take pleasure
in)

3. We are sending
or we are glad to
send . . .

4. Under separate
cover

5. Please be advise
that
6. As per your
instruction
7. We are at a loss
8. Please keep us
posted

4. Use sparingly.
Better specific the
means of shipment,
we are sending you
by parcel post.
5. We should like to
inform you that
6. According to your
instruction
7. We Cannot
understand
8. Please keep us
informed

9. Trust
10. Thanking you in
advance
11. Your letter
received and
contents duly
noted
12. We hand you
13. Hoping to hear
from you

9. Hope, think,
believe is preferable
10. A trite device,
may antagonize as
unwarranted
11. Thank you for
your letter of
October
12. We enclose, we
send you
13. We hope to hear
from you

14. Thanking you

for your
15. In our
conversation
16. Our check in the
amount of
P1,000.00
17. Your kind favor
18. We have lots of
(a lot)

14. We thank you

15. Regarding our
conversation
16. Our check for
P1,000.00
17. Your letter
18. We have good
deal(many, much) of

19. We beg to
acknowledge
receipt of your
favor in which
you requested a
catalogue and
price list
20. Permit me to
say
21. Our Mr. Reyes
will help you

19. Thank you for

your letter of may
15 requesting a
catalogue and price
list
20. No permission is
needed, just say it
21. Our
representative
(Our clerk,
salesman)
Mr. Reyes will help
you

22. According to our

records
23. Acknowledged
receipt of your
24. At hand
25. Attached you
will find
26. At the present
time
27. At your earliest
convenience, at an
early date, at the
earliest possible
moment

22. Often superfluous,

and can be omitted
23. We thank you for
your letter
24. Usually
superfluous
25. We are enclosing
26. Now
27. Soon

28. Awaiting your

favor
29. Enclosed please
find
30. In as much as
31. It is the hope of
the undersigned
32. According to our
verbal agreement
33. We are desirous
34. Mr. Santos will
prove an asset to
your firm

28. Here is or I
enclosing
29. I enclosed

30. Because
31.Hope
32. According to our
agreement
33. We wish
34. Mr. Santos will
prove invaluable to
you

35. We suggest that

35. Please act
you act along this
according
line
36. We wish to thank 36. Thank you
you
37. Not to be used
37. As you know
unless the writer is
sure that the
reader really
knows what is
being referred to

38. Balance

39. Even date,

current date,
present

38. Should be avoided

except when
referring to the sum
obtained in an
accounting
procedure on the
bank deposit. Rest
or remainder
should be used
instead.
39. Old fashioned, the
specific date should
be given

40. Permit me to say 40. Wordy,

(state)
unnecessary
41. Thank you in
41. Antagonizes the
advance
reader, He should
be thanked after
the favor is done
42.
Antagonizes
the
42. Claim, (Say,
reader,
implies
that
State)
he is lying
43. Would say, wish
43. Unnecessary
to say
44. Unnecessary
44. Herewith,
therein, herein

45. Due to

46. Thank you

again
47. Kindly let me
know

48. Please be good

enough to advice

45. Should not be used

except after o
linking verb
46. Repetitions
47. Kindly is old
fashioned
Please let us know is
preferable
48. Better-Please tell
us-or Please let us
know

49. Assuming you of

our best attention
at all times

49. Your request for

replacement will
receive immediate
attention

50. With a view

51. In relation to
A better procedure is
52. In connection
to replace the
with
phrase
by
a
simple
53. With regard to
preposition or you
54. With reference to
can leave then not
55. In respect to
entirely
56. In respect of

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1. Ask all questions clearly

2. Give all necessary details
3. Give the reasons for
requesting the information
4. Thank the addressee or make
a statement of goodwill

1. Complete description of the

merchandise to include
brand, name, color, size,
quality, style, and pieces
required.

2. Necessary information
regarding the delivery of his
order:

a. Name and address of buyer.

b. Date of delivery of
merchandise
c. The mode of shipment of
merchandise (by boat, by land,
by parcel post, by air mail)
d. Mode of payment (check,
money order, cash or delivery,
charge or on account)
e. Credit reference if requested

1. The sales letter writer

should know thoroughly
the product or service
that he is selling.
2. Select Appropriate
Appeals

a. For glamour and praise(jewelry)

b. For comfort(air conditioner)
c. For pleasure and
enjoyment(television set, internet)
d. For cleanliness(soap, vacuum cleaner)
e. For security(insurance, pension
plans)
f. To be popular(car, fashion)
g. To attract people(perfume)
h. To save time(microwave)
i. To generate income(stocks)
j. To satisfy your appetite(restaurant)

1. Get the attention of your

reader
2. Building interest and desire
3. Convince the reader
4. Direct the reader to a
favorable action

 Solicited Letter
Unsolicited Letter

The main letter

The resume sheet

1. Answer promptly
2. Show the customer that you
understand his problem
3. Tell the customer exactly
what you are going to do
about the problem.
4. Avoid negative words and
accusations.

1.
2.

3.

The introduction must state the

writers desire or interest for a
specific position.
The succeeding paragraph must
present the writers academic
qualifications, his skills and
experience that qualify him for the
position.
The concluding paragraph must
signify his interest and how he can
be reached by his prospective
employer.

 The general letter

The special or
personal

1. Explain the purpose of the

letter.
2. Give briefly the background of
the subject.
3. Give personal opinion
regarding the subjects
qualifications and character.
4. Give recommendation