BUSINESS

LETTERS
ROY S. CAPANGPANGAN
Discussant
DEFINITION AND PURPOSE

BUSINESS LETTERS
Þ A written message used to transact business which
cannot be conveniently conducted orally. It is formal and
direct, with no literary pretentions.

PURPOSES:
1. To serve as a record.

2. An attempt to secure action from the reader.

PARTS OF A BUSINESS LETTER
1. Heading Attention Line, Subject
Line and Inclosure
2. Date Line Reference are used
3. Inside Address whenever needed; the
4. Attention Line rest must be included
in every letter.
5. Salutation
6. Subject Line
7. Body of the Letter As a general rule,
double spacing
8. Complimentary Closing between each part of a
9. Signature Lines letter should be
observed.
10. Identification Initials
11. Inclosure Reference
PARTS OF A BUSINESS LETTER
1. The Heading—consists of the name of the firm
or the individual and the address. These are the
essentials for a printed letterhead, although there
may be additional printed data.

2. The Date Line—consists of the month, the day

of the month, and the year. The date may be
centered, typed flush with the margin, started at
the center point of the page, or, in full-block
letters, started at the left margin.
PARTS OF A BUSINESS LETTER
3. The Inside Address—consists of the name and address of
the person or the firm to whom the letter is written and
should correspond in essentials to the envelope address.
Þ It is written below the date at the left margin in letters
addressed to government officials and also in personal
letters of a rather formal and dignified character.
Þ It is sometimes placed in the lower-left-hand portion of the
sheet, beginning flush with the left-hand margin, two to
five spaces below the last item of the signature, depending
upon the amount of space between the signature and the
bottom margin.
THE INSIDE ADDRESS
Þ For reasons of courtesy, we use a title with every name, such
as: Mr., Mrs., or Miss. If the addressee holds some special
title like Doctor, Professor, or Honorable, we use the title.
Honorable is employed in addressing a person prominent in
affairs of government.
Þ The generic name of a thoroughfare such as Street, Avenue,
Boulevard, Drive, or Road should not be omitted.
Examples:
101 Doroteo Rizal Street,
333 Claro M. Recto Avenue
PARTS OF A BUSINESS LETTER
4. The Attention Line—is used when it is important
that the letter reach quickly the person who is best
qualified to take care of it. A number of positions
and forms for this information are used, but as a
general rule, the attention line should be centered.

5. The Salutation—always starts at the left margin,

followed by a colon. The correct salutation for a
firm composed of men or of men and women is
Gentlemen. For a firm composed entirely of
women, Mesdames.
THE SALUTATION
 Salutation for individuals, from formal to informal:

MALE FEMALE
Sir: Madam:
My dear Sir: My dear Madam:
Dear Sir: Dear Madam:
My dear Mr. Zamora: My dear Mrs. Zamora
Dear Mr. Zamora: Dear Mrs. Zamora:

Note: Do not use a salutation beginning with My when

responsibility for the letter is to be assumed by an
organization rather than by an individual.
PARTS OF A BUSINESS LETTER
6. The Subject Line—enables the reader to know at a glance
what the letter is about. It may be placed in various
positions (sometimes above the inside address).

7. The Body of the Letter—contains the message. As a

general rule, single spacing should be employed within
paragraphs of the letter body. The two most important
sentences of the letter body are the first and the last. The
first sentence should be utilized for a constructive purpose.
THE BODY OF THE LETTER
 Examples of positive openings:
a. It is a pleasure to answer your interesting letter of October
10.
b. We appreciate your giving us an opportunity to correct a
misunderstanding.

 The last sentence often “makes” or “breaks” a letter. It

should clinch the objective of the letter, and leave the reader
pleasantly impressed. It should direct, forceful, and complete
in itself, so as it draws a clean-cut dividing line between the
letter body and the complimentary close.
THE BODY OF THE LETTER
 Examples of positive closing:
a. We hope that this arrangement will prove both convenient
and profitable to you.
b. We deeply appreciate your kindness and hope that we may
soon have an opportunity to return it.

8. The Complimentary Closing—is the leave-taking line of

the letter and should be consistent with the salutation and
the message contained in the letter in representing the same
degree of formality.
THE COMPLIMENTARY CLOSING
 The following complimentary close are arranged in the order
of decreasing formality:
COMPLIMENTARY CLOSE
Very respectfully yours, Yours very sincerely,
Yours very respectfully, Sincerely yours,
Respectfully yours, Yours sincerely,
Yours respectfully, Very cordially yours,
Very truly yours, Yours very cordially,
Yours very truly, Cordially yours,
Truly yours, Yours cordially,
Yours truly, Sincerely,
Very sincerely yours, Cordially,
THE COMPLIMENTARY CLOSING
 Respectfully—should be used only when special respect is
intended (indicates difference position, rank or authority).
 Yours truly—was the standard form used very widely in letters
calling for a medium degree of formality. Very truly yours and
Yours very truly are generally considered preferable to it and
appropriate with the salutations Gentlemen, Dear Sir, My dear
Mr. Zamora, and Dear Mr. Zamora.
 Sincerely and cordially—are commonly employed when the
writer is well acquainted with the addressee together with the
salutation Dear Mr. Zamora.
 Dear Joey—when the writer is intimately acquainted with the
addressee. He can omit yours in the complimentary close.
PARTS OF A BUSINESS LETTER

9. The Signature—applies to the entire signature unit which

usually consists of two to four lines containing the
following:
a. The typewritten name of the business organization
in behalf of which the letter is written.
b. The pen-written signature of the dictator.
c. The typewritten name of the dictator.
d. The designation of the dictator’s business rank or
position within the organization.
THE SIGNATURE
Unmarried Woman’s Yours very truly,
Signature:
Jo Ana S. Crisostomo
MISS JO ANA S. CRISOSTOMO
Advertising Manager

Married Woman’s Signature: Yours very truly,

Maria Vilma N. Mapula

MRS. MARIA VILMA N. MAPULA
Credit Manager

Company’s Responsibility: Yours very truly,

PACIFIC CONSTRUCTION CO.

Yashina Mae G. Lotivio

YASHINA MAE G. LOTIVIO
Supervising Engineer
THE SIGNATURE

Individual Responsibility: Yours very truly,

Roy T. Nova
ROY T. NOVA
Supervising Engineer
ATLANTIC CONSTRUCTION CO.*
Dictator without Business Yours very truly,
Title:
PACIFIC CONSTRUCTION CO.

Yashina Mae G. Lotivio

YASHINA MAE G. LOTIVIO
Supervising Engineer

* Omit if name appears in the letterhead.

PARTS OF A BUSINESS LETTER

10. Identification Initials—the initial of the stenographer,

and either the name or the initials of the dictator are
usually placed in the lower left-hand corner of the
letter, ordinarily one or two spaces below the last line
of the signature group.
11. Inclosure Reference—when other material besides the
letter included in the envelope, it should be noted in the
left-hand corner on a line with the bottom margin. (it is
spelled with an initial i though enclosure is permissible;
the number beyond one is indicated before the
abbreviation: 2 incls. )
ELEMENTS OF BUSINESS LETTERS
1. Sender
2. Receiver
3. Message

GOLDEN RULE:
“Adapt the message to the reader” in substance, in
language, and in tone.
Þ The substance of the message must be adapted to the
reader’s character. The message must be familiar to the
reader.
Þ The colloquial, jocular tone would not fit a message
concerning an important business transaction.
TYPES OF BUSINESS LETTERS

1. Inquiries and Replies

2. Order and Acknowledgments
3. Letters Giving Instructions
4. Claim and Adjustment Letter
5. Letter of Application
6. Sales Letters
7. Endorsement Letter
TYPES OF BUSINESS LETTERS
1. Inquiries and Replies—these letters which ask or
answer questions are usually brief and present no
special difficulty. It consists of four steps:
a. State carefully the circumstances which necessitate the
inquiry.
b. State any facts needed by the reader in making a
complete reply.
c. Ask for the information, or state the questions.
d. Express gratitude for the favor requested.

Note: It is customary to inclose postage for a reply; a note

of thanks should follow a letter of this sort.
INQUIRIES AND REPLIES

The reply should do the following things:

a. Acknowledge the inquiry, or state the circumstances

necessitating the reply.
b. Answer the questions fully.
c. Build goodwill and pave the way for further contact.

Note: In handling replies, the writer should be prompt and

systematic. If the material is not immediately available,
the inquiry should be acknowledge and a date set for
the final reply.
EXAMPLE OF LETTER OF INQUIRY
GOURMET FOOD COMPANY, INCORPORATED
200 Salcedo Village
Makati City

June 8, 2012

Destiny Manufacturing Company

505 Agoncillo
Malolos, Bulacan

Subject: Type 888 Sachets

Gentlemen:
Attention of Mr. E. R. Reyes, Sales Manager

Please send us a price and descriptive literature about your 888 sachets. Particularly we wish to know whether they are resealable
and heat resistant.

We shall appreciate this information, as we shall utilize the containers for our new line of food products. Enclosed is a brochure
concerning our new items.

Very truly yours,

Gourmet Food Company, Inc

Mila V. Perez

Miss Mila V. Perez

Production Manager

MVP/as
Incl.
EXAMPLE OF LETTER OF REPLY

GOURMET FOOD COMPANY, INCORPORATED

200 Salcedo Village
Makati City

June 8, 2012

Destiny Manufacturing Company

505 Agoncillo
Malolos, Bulacan

Subject: Type 888 Sachets

Gentlemen:
Attention of Mr. E. R. Reyes, Sales Manager

Please send us a price and descriptive literature about your 888 sachets. Particularly we wish to know whether they are resealable
and heat resistant.

We shall appreciate this information, as we shall utilize the containers for our new line of food products. Enclosed is a brochure
concerning our new items.

Very truly yours,

Gourmet Food Company, Inc

Mila V. Perez

Miss Mila V. Perez

Production Manager

MVP/as
Incl.
TYPES OF BUSINESS LETTERS
2. Order and Acknowledgment—the order letter, as well
as its acknowledgment and acceptance, constitutes a
contract enforceable by law; therefore, every statement
included in either should be scrutinized carefully with
that in mind.
An order letter should consists the following
elements:
a. Name of the article ordered.
b. Description of each item, giving size, style, finish,
quality, material, weight, or whatever will help in
identifying the article wanted.
ORDER AND ACKNOWLEDGMENT
c. Catalog number of the item, if it is available; if not, the page
number of the catalog (It is well also to include the number or
date of the catalog.)
d. Quantity of each item wanted.
e. Price of each item, and the total price of the order
f. Method of payment to be used by the buyer (Occasionally, the
conditions of acceptance of the order should be included.)
g. Method of shipment desired by the buyer.
h. Address to which the goods are to be shipped, especially
important if shipping address differs from post-office address.
i. Date at which goods are desired.
EXAMPLE OF ORDER LETTER
700 D. Macapagal Avenue,
Lubao, Pampanga
July 16, 2012

Mega Power Electric Company

108 Pasong Tamo Extension
Makati City

Gentlemen:

Please send us by express not later than September 10, 2012, to the address given above the following items taken from your
Catalog B for 2012.

Cat. No. Quantity Description Unit Price Total

10D 10 Voltmeter, double range, P 900.00 P 9, 000.00

125 ohms per volt

129B 10 Hot-wire milliammeters, P 2, 000.00 P 20, 000.00

range 0 to 500 volt

125 5 Wattmeters, direct current, P 4, 000.00 P 20, 000.00

or single phrase alternating
current, for 150 volts, 0.5 amp.
______________
Total --. P 49, 000.00

A certified check for P 49, 000.00 is inclosed in full payment of this order. We shall appreciate your promptness in delivering
our order.

Very truly yours,

Daniel C. Padilla

Daniel C. Padilla
ORDER AND ACKNOWLEDGMENT
 Items (g), (h), and (i) are usually included in the first
paragraph and item (f) in the last paragraph.
 the actual goods to be purchased is properly placed in
tabular form, indented slightly from the left margin and
so arranged that prices form the last column on the right.
 The acknowledgment should be written in such a way
that the customer will be desirous of continuing his
business relations with the firm. It should never be
negative or merely perfunctory.
EXAMPLE OF LETTER OF ACKNOWLEDGMENT

MEGA ELECTRICAL COMPANY

108 Pasong Tamo Extension
Makati City

July 16, 2012

Miss Rosalyn V. Apilo

700 D. Macapagal Avenue,
Lubao, Pampanga

Dear Madam:

Thank you for your order of September 1, 2012, with the inclosed certified check for P 49, 000.00. The electrical supplies are being
shipped to you today.

Our supplies, of course, are not limited to the items we list. In ordering again, please feel free to order any item you may require. We
allow a liberal discount for purchases worth P10, 000.00 or more. We are therefore inclosing a check in the amount of P5, 000.00
representing discount.

This is the first order we have received from you. It is a pleasure to add your name to our file of customers.

Very truly yours,

Mega Manufacturing Co.

Jonnalyn Lozada
JONNALYN LOZADA
Sales Manager
TYPES OF BUSINESS LETTERS
3. Letters Giving Instructions—a usual preoccupation
of the engineer or the architect is giving written
instructions by means of a letter to subordinates, to
other technical men, or to laymen who write for
information or advice.
Þ These should show careful adaptation to the reader, as
well as clearness and courtesy in giving orders.
Þ The writer should know the reader to whom the
instructions are given so that he may adapt his letter to
his needs, capacity and interest; and the language
understood by the reader.
LETTERS GIVING INSTRUCTIONS
 The elements of a letter of instructions are as follows:

a. A general statement which gives the reason for the letter

and paves the way for the detailed instructions.
b. The detailed instructions.
c. A request for a report, an expression of cooperation or
thanks for the service to be rendered, or a statement
opening the way for further correspondence to clear up
obscure points.
LETTERS GIVING INSTRUCTIONS
Þ In tone the letter of instructions should be tolerant, polite, and
courteous, never patronizing or overbearing; harsh imperatives
should be softened and an air of impersonality should
surround the letter. Such expressions such as:

a. “Please see that…”

b. “You are expected to…”
c. “The work is to be performed as follows…”
EXAMPLE OF LETTER OF INSTRUCTION
RELIABLE BUILDERS
400 Ayala Avenue
Makati City

July 16, 2012

Engr. Aileen P. Llagas

205 Loyola Heights
Quezon City

CONSTRUCTION OF PLATINUM TOWERS, MAKATI

With reference to the construction of Platinum Towers, Makati of which you are the supervising Engineer, please take note of the
following instructions:

1. Prepare all requisitions for materials and equipment needed, and submit them to me for prompt action.

2. Meanwhile, recruit your men and immediately upon arrival of the materials and equipment, start construction work in accordance
with the attached plans and specifications.

3. Submit your first progress report one month from today.

Please see me right away for clarification of obscure points.

Rowena M. Ito
ROWENA M. ITO, President

RMI:nf
TYPES OF BUSINESS LETTERS

4. Claim and Adjustment Letter—are used whenever a

misunderstanding arises between two parties which cannot
be easily handled by word of mouth.

Claim Letter—attempts to put before the reader exactly what

the writer thinks has been wrong or unfair in a given
transaction. He should not ask for more than he is entitled
to, nor misstate facts in an effort to deceive the other party.
CLAIM AND ADJUSTMENT LETTER

Claim Letter consists of four steps, arranged in the

following order:
a. A complete and careful statement of what is wrong

b. A statement showing the inconvenience to which the

claimant has been put, to arouse the interest of the
adjuster.
c. A request for an explanation, an adjustment, or
whatever is needed to make good the error.
d. A further appeal adapted to the reader’s pride, self-
interest, sense of fair play, or fear.
CLAIM AND ADJUSTMENT LETTER

In the adjustment letter, the functional order is as follows:

a. An expression of interest and sympathy or an apology

b. A clear and complete statement of the facts so that the

claimant may understand the adjuster’s point of view
c. An offer of an adjustment which is fair to both parties (may
modern adjustment letters begin with this section and is
often combined with part a)
d. An assurance that the situation will not happen again to
build up damaged goodwill.
EXAMPLE OF CLAIM LETTER
GLOBAL MACHINES
246 Mactan Avenue
Cebu City

January 31, 2012

Madam:

Last January 2, we ordered 100 one-horsepower Blue Jacket Water Pumps. Until now, the shipment has not been
delivered.

The peak demand of water pumps is from March to May; therefore we may have to wait until next summer to
dispose of all these pumps if they do not arrive soon.

We are referring this matter to you for investigation. We hope to have our Blue Jackets early next month.

Please let us know the reason for the delay. There must be a logical explanation since our past transactions with
you have all been highly satisfactory.

Very truly yours,

Jonnalyn M. Lozada
JONNALYN M. LOZADA
Purchasing Office

Miss Melody M. Morga

President
Flying A Machinery
1270 Jose Abad Santos Avenue
Metro Manila

JML:pg
EXAMPLE OF ADJUSTMENT
Flying A Machinery
1270 Jose Abad Santos Avenue
Metro Manila

February 7, 2012

Miss Jonnalyn M. Lozada

Global Machineries, Inc
Cebu City

My dear Madam:

We apologize for the delay in the delivery of the pumps specified on your Purchase Order No. 907 of January 2.

The pumps were not shipped as scheduled because another company purchased all the Blue Jacket Pumps we had
in stock two days before we received your order letter; however, you will receive your shipment not later than February 26.

We earnestly hope that a regrettable incident like this will not happen again.

Very truly yours,

Melody M. Morga
MELODY M. MORGA
President

MMM/ng
TYPES OF BUSINESS LETTERS

5. Letter of Application—it tries to sell the writer’s services;

attempting to secure a position through this letter.

Two Types:

a. The Letter Replying to an advertisement

b. The Unsolicited Letter
LETTER OF APPLICATION
Stereotyped
Replying to your advertisement in this
morning’s Express, I am listing my
qualifications below.
This is in reply to your advertisement in
yesterday’s Bulletin.
Being interested in the accounting
position advertised in today’s Journal, I
thought I would write.
Good
After three years of experience in Market
Research, I feel that I am qualified to fill
the position of market analyst advertised
in this morning’s Express.
Your advertisement appeals to me
because it offers the opportunity to accept
responsibility, a task for which I believe I
am qualified.
Because I have had two years of formal
training in accounting, I feel qualified to
work as a junior accountant with your
firm.
 LETTER OF APPLICATION
A data form should contain the following items of information:
a. Physical data such as age, height, weight, etc.
b. Education, schools, colleges, and universities with dates of
attendance and degrees. Sometimes, it is worthwhile to list
important specialized courses studied or to mention grade
average.
c. Experience, with dates employed, type of work, addresses of
firms, etc.
d. Special qualifications which fit the applicant for the work,
record of honors, prizes, etc.
e. Salary desired. It is often wise to omit this information
entirely, especially in unsolicited letters.
f. References, with names and addresses.
LETTER OF APPLICATION

Salary Desired: this is best stated in a modest form rather than a

definite, arbitrary or high figure, such as:
a. “Not less than I am now earning, P______”.

b. “salary of secondary importance, but enough to live on ”.

c. “whatever is customary for this type of work”

 678 Mindanao Avenue

EX
Sta. Mesa, Metro Manila
July 23, 2012

A
The Personnel Manager
P.O. Box 909, Manila

M
Dear Sir:

Being an architect student who had ample training and experience in mechanical drawing and structural design, I

PL
believe that I am competent to meet the requirements for the position of mechanical draftsman which you advertised in this
(SOLICITED LETTER)
morning’s Daily Inquirer.

E
I am twenty-one years old and presently a fourth-year student in the School of Architecture at Mapua Institute of
Technology. My basic training in mechanical drawing was acquired at Don Bosco Technical Institute where I graduated in 1998.
On several occasions, my plates in mechanical drawing and design were exhibited in our drafting room. In my Juinor year, Mr.
Gerardo Locsin of Architectural Design Center offered me a job as draftsman in his office. I execute structural designs, draw
OF blueprints, and prepare miniature models. I have had various opportunities to work out designs from instructions given to me
and to modify certain features when the need to do so arises. I like my present job, but I should like to join a firm where the
work requires dreater individual responsibility and a greater variety of experiences for advancement.

AP Should you need more information regarding my scholastic and personal qualifications, I have permission to refer you
to:

PL Mr. Leandro Brillantes

Dean, School of Architecture

IC Mapua Institute of Technology

Intramuros, Manila

AT Mr. Amador Hernandez

Instructor
Don Bosco Technical Institute

IO Mandaluyong City

Mr. Napoleon G. Locsin

N President, Architectural Design Center

Makati City

LE If you so desire, I would be very glad to go to your office for a personal interview.

TT Very truly yours,

ER Daniel C. Padilla

DANIEL C. PADILLA
 105 Emerald Street
Ayala, Alabang

EX San Miguel Corporation

July 23, 2012

A Ortigas Avenue
Pasig City

M (UNSOLICITED LETTER) Sir:

With my academic achievement and my experience in various fields of machine maintenance. I believe that am most

PL capable of undertaking the responsibilities of a maintenance engineer in your company. I have heard of your need from a friend
who is employed in your firm.. I am licensed Junior Mechanical Engineer, single, and 27 years of age.

E I graduated from the Far Eastern University in 1995 with the degree of Bachelor of Science in Mechanical
Engineering. I passed the Board Examination for Mechanical Engineers given that same year.

OF From 1995 to February 1998, I was employed as assistant maintenance engineer in charge of the maintenance of yarn-
winding and fiber-slashing machines of the Universal Textile Mills in Pasig City. In March of 2000 I assumed the position of
maintenance engineer in charge of pipe-threading and bending machines of the Filipino Pipes and Foundry Corporation plant in

AP
Barrio Hulo, Mandaluyong, Rizal. I still hold this position at present . My special qualifications include knowledge of
computers and cooling systems.

PL
For more particulars concerning my scholastic, professional and personal qualifications, I have permission to refer you
to the following:

IC
Engr. Rodolfo S. Sandoval
Far Eastern University
Quezon Boulevard, Manila

AT Engr. Ramon F. Carlos

Plant Manager, Universal Textile Mills

IO
Pasig City

Engr. Miguel Robles

N
Maintenance Supervisor
Filipino Pipes and Foundry Corporation
Mandaluyong Rizal

LE A personal interview would be most welcome at any time agreeable to you.

TT Very truly yours,

ER Daniel C. Padilla

DANIEL C. PADILLA
 TYPES OF BUSINESS LETTERS
6. Sales Letters—a tremendous volume of sales letters goes out
every day, and every professional is sure to be circularized with
many of them.

Four Steps of the Sales Letters called ABCD’s:

a. Attracting favorable attention by making the letter attractive in
appearance, easy to read, simple in language; by appealing to
the reader’s interests or exciting his curiosity, by being apt,
natural, specific, concrete, not trite nor negative, and by having
the “you attitude”.
b. Building interest and desire: by knowing the product and the
customer, choosing talking points that show a distinctive
feature or a real need and are fitted to the class of buyers, by
describing the article either physically or emotionally, and by
inclosing folders or samples to stimulate interest.
SALES LETTERS
c. Convincing the reader by quoting facts, figures, data, by
inclosing curves and graphs, photographs—concrete
evidence; by testimonials, by samples and suggested tests,
sending goods on approval, by specific guaranties and
money-back offers, by evidence of scientific construction,
and by a tone of confidence.
d. Directing favorable action by overcoming obstacles to
action such as habits of procrastination or lack of ready
money by offering inducements such as premiums, low
price for a limited period; by using coin cards, order blanks,
return envelopes, and by using definite commands, strong
suggestions, or pertinent questions as closing sentences.
TYPES OF BUSINESS LETTERS
7. The Endorsement Letter—according to Webster’s New
International Dictionary, endorse comes from dorsum, Latin
for back.
Þ (to many people) it means to sign on the back of a check, bill,
or commercial note.
Þ (popular meaning) is to support, approve, or recommend.
Þ (In military, legal, government and some business offices) it
means reply, comment, or forwarding note added to a letter of
document.
EXAMPLE OF ENDORSEMENT LETTER
Republic of the Philippines
COMMISSION ON AUDIT
Commonwealth Avenue, Quezon City, Philippines

Re: E-mail complaint on alleged overpricing expropriated land purchased

by the Municipal Government of San Juan, Metro Manila and non-pay-
ment of appropriate taxes thereon.

1st Endorsement
July 06, 2004

Respectfully returned to the Director, COA Information and Communication Technology

Center, the herein referral bearing on the above-captioned complaint, with the information that from our
initial investigation, the author concerned had already issued an Audit Observation Memorandum
(AOM) on the matter. Said AOM is presently pending with the officials of the San Juan Municipal
Government for their comments/justifications.

Inasmuch as an investigation on the alleged overpricing is already on-going, we find it

appropriate to wait for its result as we may only unnecessarily duplicate the said investigation.

(Sgd.)DANTE S. ALEGRE
Director V
Legal and Adjudication Office-Local
CHARACTERISTICS OF THE BUSINESS
LETTERS

1. CORRECTNESS
2. CLEARNESS
3. CONCISENESS
4. ORDER
5. UNITY
6. COURTESY
7. CHARACTER, PERSONALITY, STYLE
8. TONE
CHARACTERISTICS OF THE BUSINESS
LETTERS
1. CORRECTNESS—a business letter should be correct
as to the facts given. Also applies to grammar, sentence
construction, punctuations, and the order of the
mechanical portions of the business letters.
2. CLEARNESS—the business letter is clear if it is easily
understood. Use simple, exact language.
3. CONCISENESS—is the art of saying a thing in as few
words as possible.
4. ORDER—for it is an important written record, the
essential characteristic of a letter is to have logical
organization.
 CHARACTERISTICS OF THE BUSINESS
LETTERS
5. UNITY—no letter should deal with two unrelated subjects.
6. COURTESY—is the attitude taken by the writer, expressing
friendliness and good-breeding; it strives to be polite in
manner and phraseology.
7. CHARACTER, PERSONALITY, STYLE—the three
qualities that are interrelated to each other. Each letter has its
own need thus encouraging freshness and originality as well
as adding personal touch to it.
8. TONE—a letter should not be written in a condescending,
pompous, sarcastic, didactic, flippant, suspicious, or humble
tone. The writer should consider the reader as intelligent,
human, honest, and fair-minded.
APPEARANCE
1. Stationery—the prestige gained through the use of
good paper will more than offset any saving through
the use of inferior paper.

Þ The standard sheet of business stationery is 8 ½ x

11inches in size, white or very light shade of cream,
brown, gray, and blue color.

Þ The writer should determine the approximate length of

the letter and type it in such a way as to have
approximately the same margins all around.
APPEARANCE

2. Letter Styles—the form of indentions.

Forms of Indentions:
a. The Block Style

b. The Semi-block Style

c. The Indented Style

d. The Full-block Style

e. The Hanging-indented Style

LETTER STYLES
a. The Block Style—the insider address
and all paragraph beginnings start at
the left margin. Each member of the
signature group is aligned vertically
with the complimentary close which
begins near the vertical center.
THE BLOCK STYLE
GOURMET FOOD COMPANY, INCORPORATED
200 Salcedo Village
Makati City

June 8, 2012

Destiny Manufacturing Company

505 Agoncillo
Malolos, Bulacan

Subject: Type 888 Sachets

Gentlemen:
Attention of Mr. E. R. Reyes, Sales Manager

Please send us a price and descriptive literature about your 888 sachets. Particularly we wish to know whether they are resealable
and heat resistant.

We shall appreciate this information, as we shall utilize the containers for our new line of food products. Enclosed is a brochure
concerning our new items.

Very truly yours,

Gourmet Food Company, Inc

Mila V. Perez

Miss Mila V. Perez

Production Manager

MVP/as
Incl.
LETTER STYLES

b. The Semi-block Style—is identical

with the Block Style except that the
first line of paragraph is indented
five, sometimes ten spaces. Standard
punctuation is commonly used.
THE SEMI-BLOCK STYLE
DESTINY MANUFACTURING COMPANY
505 Agoncillo
Malolos, Bulacan

June 16, 2012

Gourmet Food Company, Inc.

200 Salcedo Village
Makati City

Subject: Type 888 Sachets

Gentlemen:
Attention of Miss Mila V. Perez, Production Manager

It is a pleasure to answer the question raised in your letter of June 8, 2012 concerning our type 888 sachets.

Our sachets classified as Type 888 are resealable and heatproof. We have marked for you on page 9 and10 of the inclosed
brochure the different kinds of containers which we highly recommend for your particular line of food products. Also inclosed is an
order blank.

We shall be glad to take care of your order for any type. If there are any other points which may not be quite clear, just write
us and we shall be glad to answer your questions.

Very truly yours,

Destiny Manufacturing

E.R. Reyes

E.R. Reyes
Sales Manager

ERR/be
2 Incls.
LETTER STYLES
c. The Indented Style—less used now than
formerly, the various elements of addresses and
other formal positions are indented an even
number of spaces, so that a line drawn tangent
to the first will be tangent to all the rest.

Þ The principal objection to the use of the

indented letter is the exacting task of arranging
the address and the signature.
THE INDENTED STYLE
Destiny Manufacturing Company
505 Agoncillo
Malolos , Bulacan
June 16, 2012

Gourmet Food Company, Inc.

200 Salcedo Village
Makati City

Gentlemen:

It is a pleasure to answer the question raised in your letter of June 8, 2012 concerning our type 888
sachets.

Our sachets classified as Type 888 are resealable and heatproof. We have marked for you on page 9
and10 of the inclosed brochure the different kinds of containers which we highly recommend for your particular
line of food products. Also inclosed is an order blank.

We shall be glad to take care of your order for any type. If there are any other points which may not be
quite clear, just write us and we shall be glad to answer your questions.

Very truly yours,

Destiny Manufacturing

E.R. Reyes

E.R. Reyes
Sales Manager

ERR/be
2 Incls.
LETTER STYLES
d. Full-Block Style—each part of the
letter, except possibly the date line
and the file reference, is placed on
the left margin.

The best feature of the full-block

style is ease of execution.
LETTER STYLES
e. The Hanging-indented Style—the first line
of each paragraph is flush with margin, in line
with the salutation and inside address. Other
lines are uniformly indented at least five
spaces.
Although frequently used in sales letters, it
is seldom employed in business letters of a
conservative character. It is appropriate only
when the nature of the business is sufficiently
informal to justify novelty.
SIMPLIFIED LETTER
Þ (sponsored by the NSO Management Association) is
relatively new.
Þ the style is similar to that of the Full-block format, with all
the parts beginning at the left margin.
Note the following details of form:
1. Place the date in top position.

2. Block the address at least 3 spaces below the date so that

a window envelope may be used if desired.
3. Place the subject caption at least 3 spaces below the
address. Full capital letters may be used.
4. Omit the salutation.

5. Below the paragraphs, double-space between the

paragraphs.
6. Indent quoted matter listings five spaces. If items are
numbered, place the numbers at the left margin.
7. Omit the complimentary close.
8. At least five spaces below the body of the letter, type in
one line the name of the dictator with his title or
departmental connection. Full capital letters are
commonly used.
9. Place the source reference below the typewritten
signature. It may be omitted.
10. To indicate a carbon copy, type the name of the
receiver below the last line. If more than one copy is to
be sent, list the names of the receivers in one line.
SIMPLIFIED LETTER
RELIABLE BUILDERS
400 Ayala Avenue
Makati City

March 15, 2012

Engr. Arthur Vidal

205 Loyola Heights
Quezon City

CONSTRUCTION OF PLATINUM TOWERS, MAKATI

With reference to the construction of Platinum Towers, Makati of which you are the Supervising Engineer,
please take note of the following instructions:

1. Prepare all requisitions for materials and equipment needed, and submit them to me for prompt action.
2. Meanwhile, recruit your men and immediately upon arrival of the materials and equipment, start
construction work in accordance with the attached plans and specifications.
3. Submit your first progress report one month from today.

Please see me right away for clarification of obscure points.

Rudy Z. Valdez

RUDY Z. VALDEZ, President

RZV:nf
APPEARANCE

3. Punctuation Styles—there are three commonly

punctuation styles for business letters:
a. Open
b. Standard (also called “mixed”)
c. Closed

Note: Regardless of which style is used for the other letter

parts, it is worth remembering that punctuation of the
message is the same.
PUNCTUATION
a. Open Punctuation Style—this style requires that no
punctuation be used after any part of the letter except the
message. It is often used with full-blocked arrangements
as both styles are considered time-savers for the typist.
b. Standard Punctuation Style—this style is commonly
used. The salutation is followed by a colon, and the
complimentary close is followed by a comma.
c. Closed Punctuation Style—this style is perhaps the least
used and is not recommended for use in modern letter. It
places a period after the date and a comma after each line
on the inside address except the last line. The same
punctuation is used in the signature block.
 THE FOLLOWING ARE SCHEMATIC DIAGRAMS OF
LETTERS USING THE VARIOUS KINDS OF
PUNCTUATION:
__________, __________,
__________, _________.
_________.
___________, ___________,
___________, ___________,
____, _____. ____, _____.
___________: ___________:
_________________________________
_________________________________ _________________________________
_________________________________ _________________________
_________________________ _________________________________
_________________________________
_________________________________ _________________________
_________________________________
_________________________ __________,
__________, _________.
__________,
_________.
___________.
Indented Style-Closed Punctuation Full-Block Style- Open Punctuation
 THE FOLLOWING ARE SCHEMATIC DIAGRAMS OF
LETTERS USING THE VARIOUS KINDS OF PUNCTUATION:
__________, __________,
__________ _________.
___________
___________ ___________,
___________,
___________:
___________:
_________________________________
_________________________________ _________________________________
_________________________ _________________________________
_________________________________ _____________________
_________________________________
_________________________ _________________________________
__________, _________________________________
__________ _________________________
__________,
___________. ___________

Block Style – Standard Punctuation

_____________
Semi-Block Style-Standard Punctuation
 THE FOLLOWING ARE SCHEMATIC DIAGRAMS OF
LETTERS USING THE VARIOUS KINDS OF
PUNCTUATION:
__________, __________,
__________ __________
___________ ___________
___________ ___________

___________: ___________:

_________________________________
_________________________________
_________________________
_________________________________
_________________________________
_________________________
__________,
__________
_________________________________
_________________________________
_________________________
_________________________________
_________________________________
_________________________
__________,
__________

___________. ___________.

Hanging-Indented Style-Standard Punctuation Simplified Letter Style

REFERENCES:

 Vicente, Soria, Mogol, Sumanga. “Technical

Writing”. Revised Edition 2004. Popular Book
Store.

 www.wikipedia.org