LETTER WRITING

Favorite letter of all times…

 OBJECTIVES
At the end of the discussion, the class will be
able to:

a. Identify the parts, format and indentions

of a business/civilian letter
b. Identify the steps and techniques in letter
writing
c. Write a letter
ATTITUDE IS IMPORTANT………
 CIVILIAN LETTER
 Letter-refers to a message in writing,
which may be in any language or in a
code, contained in a sealed or unsealed
envelope or not in an envelope at all
intended for delivery to a person or entity
displayed legibly on one of its faces.
 CIVILIAN LETTER
A civilian letter - is used when
communicating with the president of the
country, cabinet members, local officials
and business personalities; or outside the
organization. Its paragraphing is not
numbered, not unless in tabulation and
enumeration.
PARTS
 Heading (Letterhead) – It is a part that
contains the name of the institution
represented by the writer

Republic of the Philippines

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
POLICE REGIONAL OFFICE 10
Camp Vicente Alagar, Lapasan, Cagayan de Oro City
Tel:
E-Mail Add:
PARTS
 Date (Dateline) - It specifies the day when the
letter was written, not when the document was
dispatched.
PARTS
 Inside Address - This usually contains the
correct and name, position, business name and
business address of the addressee.
 
PARTS
 Salutation - This refers to the greetings in the
letter that provide a courteous opening.
 
PARTS
 Bodyof the Letter - It embodies the text of the
message, usually the longest part of the letter.
PARTS
 Complimentary Close – It is the farewell part
of the letter which signals the ending of the
message.
 
 Attention Line
The name mentioned immediately after the attention line is the final receiver of the
letter. The letter is only coursed through the person mentioned in the inside address.
Coursing the letter to the addressee means that he is superior to the person
mentioned after the attention line; therefore, as a matter of protocol should know
official matters communicated to his subordinates. Once the inside addressee
received the letter and forwards the same to his subordinate, he has likely attested,
consented or approved the purpose of the documents. A letter using an attention line
comes from other organization or outside party not connected with the office of the
addressee.
 

MR. MIKE A. MARIANO

Manager
Best Enterprise15 Narra St.,
Commonwealth1108 Quezon City

Attention: MISS JAZZ HERNANDEZ

Chief Marketing Division
 Reference Initial
Reference Initial - is an acronym, initial or code of all or any of the
writer, dictator or encoder of the letter. They severally take
administrative responsibility as regards the veracity and the content
of the letter. This is usually indicated below the signature block.

Very truly yours,

HON. JOEY A. MARCOS
City Mayor

writer’s initial
 
encoder’s initial
Rab’05/lmc’05
Copy Furnish Notation
This shows that a copy of the letter is being sent to another
person other than the addressee. In most instances, a person is
furnished a copy of the letter for reference and information.

Very truly yours,

MICHELLE A. SANTOS
Administrative Officer
 
cf: 1. File
2. Art c. Quebec Budget Officer
3. Lily C. Basco Chief Accountant
 

 
Enclosure

This part, if any, serves as a reminder to the receiver

that an additional material is in the envelope. This may
also be called attachment. So, some writer may use
enclosed as stated or attached as stated.

Very sincerely yours,

SUSAN M. CRUZ
Corporate Secretary

Encl.: Minutes of our previous meeting

Or Attached a/s
Postcript (or PS Notation)

This part of the letter must be indicated to re-emphasize an important

message and not to call attention to some information the writer has
forgotten to state in the body of the letter.
 
 

Very truly yours,

DAN A. SANTIAGO
Marketing Manager
P.S.
 
 
 
 
Through Line-
This part appears in the letter if the sender is a subordinate who writes to a person
higher in position than his immediate superior.- It is a protocol that communications
should pass through channels. These channels represent the hierarchy of a system, the
persons who should have knowledge regarding the content of any letter communicated
to any persons in the higher levels of an organization.
 
DR. ANAMARIE O. CORTEZ
President
Retailers Bank
Quezon Avenue 1108 Quezon City

Through: LUCILA M. SANDOVAL

Chief Account Division

Madam:
Note: This madam (Salutation ) refers to the President, not the chief, because she is the
addressee in the letter
Notation Line
- It indicated below the signature block which
means that the instrument is made known or
consented by a person higher in rank than the
sender.- The word NOTED means that the person
who should note the letter noted it personally. --
NOTED BY means that the letter is noted by a
person who is authorized to note but not the
actual person who should note it. The letter
sender and the persons who noted the letter are
jointly accountable for the content or spirit of the
document.
 Letter Orders (LO’s), SOP’s, Directives and other Issuance.

a) Letter Orders (L.O’s) .This type is a routine directive to all subordinate headquarters,
units and offices for the purpose of giving advice, instructions or information over any
financial transactions within the bureau .

b) Standing Operating Procedures (SOPs). An SOP is asset of instructions regarding the

procedures to be followed on a routinary basis as desired by the chief or the director.

c) Directives. It contains routine directives by which subordinate headquarters/offices are

given instructions, advice or information.

d) Operational Plan. Popularly known as OPLAN, this written vehicle may be effective
immediately for planning purposes or for specified preparatory action for a particular
condition determined to exist. It contains assumptions.
 
 
 
KINDS OF LETTER
Sales Letter
Order Letters
Complaint Letters
Adjustment Letters
Inquiry Letter
Follow-up Letter
Recommendation Letter
Acknowledgment Letter
Cover Letter
Resignation Letter
Here were go ……..
Thank you…..