Lesson 3

Purposeful Writing in
the Disciplines and for
Professions
 PROFESSIONAL
CORRESPONDENCE

It is defined as the exchange of information in a written format for the

business activities. It can be a message coming from one company sent
to another company, inter-office communication, or message between
the clients and organization.
 CHARACTERISTICS OF A
BUSINESS LETTER
1. Simplicity 1. Sincere
2. Conversational Style 2. Coherence
3. Clarity of goal 3. Conciseness
4. Public Relation
5. The “YOU” Attitude
6. Courteous
 SIMPLICITY

The letter should be written using a very

simple language. It should be devoid of
highfaluting words so that it will be easy
for the readers to understand
 CONVERSATIONAL STYLE

Writing a business letter uses a face-to-

face conversational style. It is written as if
the sender directly talks to the receiver.
 CLARITY OF GOAL

The writer has, to begin with, be very

clear of his goal in writing. The contents
of the letter would be highly dependent
on the purpose of the writer.
 PUBLIC RELATION

In writing the business letter, the goodwill

and image of the organization should be
reflected in the letter. The letter carries
with it the entire organization.
 THE “YOU” ATTITUDE

The “you” attitude simply means putting

the reader’s point of view in mind in
writing the letter. It has to show that the
central focus of the letter is the reader’s
interest.
 COURTEOUS

It is not all the time that a letter contain

positive message. In delivering negative
messages, the writer should possess
courtesy and politeness.
 SINCERE

The has to feel the sincerity of the writer

in the letter. This is done by using words
which show genuine concern for the
readers.
 COHERENCE

In the letter, there are different ideas

presented. The writer has to link together
all the ideas in such a way that the entire
paper is coherent.
 CONCISENESS

Brevity is the key in letter writing. But all

the needed information by the reader
should be presented. Conciseness should
not sacrifice the completeness of letter.
 PARTS OF THE BUSINESS
LETTER
1. Heading 1. Body
2. Date line 2. Closing or
3. Inside address Complimentary
4. Salutation Closing
3. Signature Line
4. Notations
 FORMAT OF THE LETTER
1. Semi-Block Style
2. Full Block Style
3. Modifies Block Style
4. Indented Form or Traditional Form
5. Hanging Style
6. Memorandum Style
SEM
I-
BLOC
K
STYL
E
FUL
L
BLOC
K
STYL
E
MODIFIED

BLOC
K
STYL
E
INDENTED
FORM or
TRADITIO
NAL
FORM
HANGING
STYLE
MEMORA
NDUM
STYLE
 KINDS OF BUSINESS
CORRESPONDENCE
1. Sales Letter
2. Letter of Inquiry
3. Letter Making a Reservation
4. Order Letter
5. Letter of Resignation
6. Letter of Reference/Recommendation
 KINDS OF BUSINESS
CORRESPONDENCE
7. Letter of Acceptance
8. Letter of Refusal
9. Letter of Collection
10. Letter of Complaint
11. Letter of Adjustment
12. Memorandum
 SALES LETTER

A sales letter offers a product or service to the

potential clients. It has to include good
persuasive language in order to attract buyers
or patronizers.
 LETTER OF INQUIRY

This letter is used to inquire pertinent

information on a specific subject. This topic
includes any information about the product,
services, or policies of the company.
 LETTER MAKING A
RESERVATION
The main purpose of this letter is to place a
reservation or order for a product or services in a
company. Normally, a letter of reservation is
short so make sure that you included all the
information about a particular service or product
you want to avail of.
 ORDER LETTER
An order letter is a very simple letter. It only
includes all the pertinent information about the
product or services you want to avail which
includes the quantity and the description. You also
have to include specific details in terms of payment
preferred or required by the company.
 LETTER OF RESIGNATION

This letter is written by the employee

addressed to the employer with an intention of
terminating your bond of employer – employee
relationship with the company.
 LETTER OF RESIGNATION
Normally, this letter is composed of:
1. Your objective;
2. Your appreciation being part of the company;
and
3. An appropriate closing strategy and your
intention to still work with the company in the
future.
 LETTER OF REFERENCE/
RECOMMENDATION
This letter is written by a person who provides
a character reference to a person usually a job
applicant. The writer should have known the
person for quite a while for him to be qualified
to give recommendation
 LETTER OF ACCEPTANCE

It is a positive message given to a request

or offer.
 LETTER OF REFUSAL

It contains a negative statement. It includes

statements which formally announce a decline or
rejection of any offer or proposal. Since this letter
possess a bad news, it has to be stated directly and
written with courtesy.
 LETTER OF COLLECTION

This letter is written primarily with a purpose of

informing the reader on his/her financial
obligations and to remit the payment. The writer
has the challenge to achieve the objective but still
maintaining the god relationship with the reader.
 LETTER OF COMPLAINT

It is a formal written communication of any

dissatisfaction on products or services. Part of
this letter’s objective is a replacement of
product or a reimbursement.
 LETTER OF ADJUSTMENT

It is a letter in response to the letter of

complaint. It is usually contains the logical and
reasonable answer for the complaint given by
the client. Its main objective is to pacify and
address the concerns of the complaints.
 MEMORANDUMS

A memorandum or memo is correspondence

used to disseminate information from one
department to another department.
 MEMORANDUMS
The principal parts of a memo are:
1. Date
2. To
3. From
4. Subject
5. The contents or message
 RESUME

It serves as your marketing tool in order to land a

good job. It outlines your education, qualifications
and achievements. The employer will base the
decision whether or not you will be accepted in the
company.
 RESUME
Parts of the Resume:
1. Personal Information
2. Work Experience
3. Educational Background
4. Seminars / Training Attended
5. Character references
 APPLICATION FOR
EMPLOYENT

It is used together with the resume. It is used to

convey your intention to apply for the vacant
position in the company.
 APPLICATION FOR
EMPLOYENT
1. State when and where you learned about the vacant
position
2. Indicate your intention to apply for the vacant job
3. Indicate the knowledge, qualifications, ad skills
relevant for the job
4. 4. state the time availability for possible call back.