Reading and

Writing Skills
Module 5
LET US PRAY
 Lesson 1-3 :
• Composing Professional Correspondence
• Application for College Admissions
• Office Correspondence
Composing Professional
Correspondence
Standard Parts
of a Letter
 Heading Recipients Address

Salutation Body

Complimentary Close Signature Line

Enclosure
HEADING
 HEADING
• It is the part of the letter that introduces you to your
recipient as well as gives them some important
information about you, such as your address. Sometimes
it is necessary to include a line before the date with a
phone number, fax number, or e-mail address. Often
there is a line skipped between the address and the date.
RECIPIENTS
ADDRESS
 RECIPIENTS ADDRESS
• This is the address you are sending your letter to. It
includes the name, address, postal code, and job title
of the recipient. It must be mentioned after the
reference. One must write inside address on the left-
hand side of the sheet. Be sure to make it as
complete as possible so it gets to its destination.
SALUTATION
 SALUTATION
• It demonstrates your professional tone. By providing
a formal salutation to greet your recipient, you are
setting a professional tone that will carry through
your letter. The salutation (or greeting) in a business
letter is always formal. It often begins with “Dear
{Person's name}.”
BODY
 BODY
• Body of the letter is considered as the main part of the letter and it contains the actual message
of the sender. It should be precise and written in clear words.

• In writing the a body in your letter, you must start with a short introduction explaining why
you are writing them. The introduction should be one or two sentences and should have the
most important details. The rest of the body includes the details of your letter. The body
should be focused on why you are writing and should be as direct and polite as possible.
 COMPLIMENTARY CLOSE
• The complimentary close is a short and polite
remark that ends your letter.

• “Sincerely,” “Yours truly” and “Cordially” work

well for most forms of correspondence.
SIGNATURE
LINE
 SIGNATURE LINE
• This line will include your first and last name, and
often includes a middle initial, although it is not
required. You may put your title beforehand to show
how you wish to be addressed (Ms., Mrs., Dr.). The
signature should be in blue or black ink.
ENCLOSURE
 ENCLOSURE
• If you have enclosed any documents along with the letter,
such as a resume, you indicate this simply by typing
Enclosures below the closing. As an option, you may list
the name of each document you are including in the
envelope.
STANDARD FORMAT
OF WRITING A
LETTER
BLOCK MODIFIED
STYLE
STYLE
BLOCK STYLE
MODIFIED
STYLE
 Application for
College Admission
These are the things that you need to
consider when writing an Application
for
College Admission :
 1 2 3 4
Make a list You should Reach or Prepare a letter
of your have at least exceed the of
three courses GPA or grade recommendation
prospective
you intend to point average
colleges and
take if you required.
universities.
qualify.
 4 5 6 7
You must You must pass Be ready for Expect and
complete and the entrance essay type prepare for
exam or tests. interviews.
submit all
application admission test.
forms needed.
 8 9 10
There is a A curriculum Write a letter
possibility that you vitae (CV) is of intent.
will be asked to required in some
submit a written courses or
application letter. colleges.
LETTER
OF
INTENT
 Your main goal is to is to
express your intention for
dealing with a particular
organization or institution.
This letter is usually used
when writing a letter for
college application.
 1 2 3 4
Note the Indicate why Mention your Show your
goals and you belong in academic participation in
your prospective achievements good causes.
directions that
school. .
you would
like to take.
 OFFICE
CORRESPONDENCE
• Letters come in set formats with set number of parts. They are
written for different purposes. The only time you may have practiced
formal correspondence in school is through writing a college
application for admission or for scholarship, or for contest
participation.
• When the time comes, that you will formally step in the business
world, you will be encountering situations whereas you need to
communicate with people.
 Business
Correspondence
• Business correspondence is the exchange of information within an
organization or within different organizations.
• A correspondent may use any medium in sending a business letter
such as through postal mail, email, fax, or even by personal delivery.
• What is important is that the content, message, or information that
the writer wishes to convey comes across to its recipient.
• The major types of business correspondence are business letters,
emails, fax messages, and office memorandums.
BUSINESS
LETTERS
• Business letters usually take the written form. As they are of formal
correspondence, writing business letters requires good form and etiquette.
The language and the tone used must complement with the company or
organization’s needs. Usually, this letter is sent through the post or even
through the use of the fax machine.
• Business letters also take the form of email. A business letter in email form
is still considered formal correspondence, but a bit lesser in formality.
Courteous expressions and proper use of language should be observed in
writing emails.
MEMORANDUM
“memo”
• A memorandum, or memo for short, is one of the most useful and
common interoffice correspondence between employees or related
offices. It is written to make announcements and to inform people
about ideas, decisions, requests, and certain actions.
• These memos can be coming from higher officials of a
company or it can be a lateral communication between co-
workers. Memos are usually printed and placed on bulletin
boards for everyone to see and take note of.
Thank you!