Technical

Correspondence
Professor Grace T. Balverde

Agenda
Evaluate students knowledge on
Chapter 3 through a quiz
Determine the importance of business
correspondence
Point out the essential qualities of a
good business letter
Realize that the ability to communicate
is the most important factor that will
lead us to success

How much do you know?

Henry Sy, Sr.
Lucio C. Tan
Diosdado P. Banatao
Bayani F. Fernando
David M. Consunji

Business
Correspondence

Business
trade, professional, commercial, occupational
means through which views are expressed and
ideas or information is communicated in writing in
the process of business activities
communication through exchange of letters

Correspondence

Indeed, it is important!
helps in maintaining proper relationship
inexpensive and convenient mode
creates and maintains goodwill
serves as evidence
helps in expansion of business

Thumbs Up or Down?
Essential Qualities of a Good Business Letter
Inner Qualities

Outer Qualities

The Outer Qualities

refer to the appearance of the letter
Quality of paper
The paper used should be in accordance with
the economic status of the firm.
Color of the paper
It is better to use different colors for
different types of letters

The Outer Qualities

Size of the paper
The size of the paper should be in accordance
with the envelopes available in the market.
Folding of letter
The letter should be folded properly and
uniformly. Care should be taken to give
minimum folds to the letter so that it will fit
the size of the envelope.

The Outer Qualities

Envelope
The size and quality of the envelope also need
special attention. The size of the letter should
fit the size of the letters.

The Inner Qualities

refer to the quality of language, its presentation, etc.
These facilitate quick processing of the request and
that leads to prompt action.
Simplicity
Simple and easy language should be used for
writing business letters.

The Inner Qualities

Clarity
The letter will serve the purpose if the
receiver understands it in the same manner
in which it is intended by the sender.
Accuracy
Accuracy demands that there are no errors
in the usage of language

The Inner Qualities

Completeness
A complete letter is one that provides all
necessary information to the users.
Relevance
The letter should contain only essential
information.

The Inner Qualities

Courtesy
Courtesy wins the heart of the reader.
Neatness
A neat letter is always impressive. A letter
either handwritten or typed, should be neat
and attractive in appearance.

Technical
Correspondence
Professor Grace T. Balverde

Agenda
Identify the different style or formats
appropriate for business letters
Determine the functions of the essential
parts of a business letter
Identify the various types and content
of business letters
Determine the importance of becoming
an effective business communicator in
todays changing workplace

Seatwork:
First read the badly-written business letter which follows; it
contains ten faults and errors.

(a) Write down what each error is.

(b) Rewrite the letter in full, with all ten faults and errors
corrected.

Answer
(a) The ten faults and errors in the badly-written business
letter are:
1. There is no date on the letter.
2. The greeting should be Dear Sir (singular) because the letter
is addressed to one person: The Manager.
3. The word our should be used before showroom, not
hour.
4. The word whether should be used, and not weather.
5. The correct spelling is should, not shoud.
6. The addressee is asked to telephone the writer personally,
but the writers name is not stated.
7. The word happy should be used, not unhappy.
8. The third sentence is rude, and will cause offense.
9. The complimentary close should be Yours faithfully to match
Dear Sir.
10. The correct spelling is manager, not manger.

I Challenge You!
Form three groups, and
arrange the parts of a
business letter using the
designated style or format in
seven minutes.

Styles, Formats,
Parts of A
Business Letter

Full Block Format

Modified Block Format
Semi Block Format

Full Block Style

The most common layout of
a business letter. It is much
like the modified block style
except that each paragraph
is indented instead of left
justified.

Full Block Format

Modified Block Format
Semi Block Format

Modified Block Style

The body of the letter and
the sender's and recipient's
addresses are left justified
and single-spaced.
However, for the date and
closing, tab to the center
point and begin to type.

Full Block Format

Modified Block Format
Semi Block Format

Semi Block Style

It is much like the modified
block style except that each
paragraph is indented
instead of left justified.

Heading
Date
Reference
Inside Address
Subject
Salutation

1. Heading

2. Date
3. Reference

4. Inside Address
5. Subject

The Essential
of a Business
Letter
Body of theParts
Letter
7. Body of the Letter
6. Salutation

Complimentary Close

8. Complimentary Close

Signature

9. Signature

Enclosures

10. Enclosures

Copy of Circulation

11. Copy Circulation

Post Script

12. Post Script

The Essential Parts of a Business Letter

Heading/Letterhead

The heading/letterhead of a business letter usually

contains the full name and address of the business, e-mail
address, web-site address, telephone number, fax
number, trade mark or logo of the business. Do not write
the sender's name or title, as it is included in the letter's
closing. Include only the street address, city, and zip code.

Heading/Letterhead

1-2 inches (top margin)

Wicked Wax Co. Ltd.
22 Charlton Way
London
1-2 inches (top margin)
Blk. 46 Lot Bonito St.
Phase 1-C Brgy. NBBS
Navotas City
1485

The Essential Parts of a Business Letter

Date
Appears two to six lines below the last line of the
letterhead or a line after the heading formally including
the complete month, day and year. The date line is used to
indicate the date the letter was written. However, if your
letter is completed over a number of days, use the date it
was finished in the date line.

Date
(2-6 lines-with letter head) / (1 line-with heading)
September 29, 2014

(2-6 lines-with letter head) / (1 line-with heading)

29 September, 2014
(2-6 lines-with letter head) / (1 line-with heading)
2014 September 29
(2-6 lines-with letter head) / (1 line-with heading)
2014 29 September

http://grammar.yourdictionary.com/style-and-usage/how-to-formally-write-the-date.html

The Essential Parts of a Business Letter

Reference (optional)

Appears on a new line below the date. The

reference line contains a numerical file number,
invoice number, policy number, or other reference
information.

Reference
(1 line after the date)
Ref: AB/FADept./2014/27

(1 line after the date)

Ref: Case Number JFL4321

(1 line after the date)

Ref: Black Arrow refill number XF8910

The Essential Parts of a Business Letter

Inside Address
The inside address is the recipient's address. It is always
best to write to a specific individual at the firm to which
you are writing. If you do not have the person's name, do
some research by calling the company or speaking with
employees from the company.

The Essential Parts of a Business Letter

Inside Address
Include a personal title such as Ms., Mrs., Mr., or Dr.
Follow a woman's preference in being addressed as Miss,
Mrs., or Ms. The inside address begins one line after the
date. It should be left justified, no matter which format
you are using.

Inside Address
(1 line after the date or reference if any)
The Chief Manager
State Bank of India
Utkal University Campus
Bhubaneswar, India
Orissa- 751007
(1 line after the date or reference if any)
Dr. Gregory S. Smith
Dean, College of Engineering
Perth University
Perth, Australia

(1 line after the date or reference if any)

Dr. Crisol A. Bruza
Dean, College of Arts and Sciences
University of the East
Caloocan City

The Essential Parts of a Business Letter

Subject/Re. (optional)
It is a statement in brief, that indicates the matter to
which the letter relates. It attracts the attention of the
receiver immediately and helps him to know quickly what
the letter is about. the subject line can also be placed
between the recipient's address and the salutation (with a
blank line in between).

Subject
(1 line after the inside address)
Subject: Your order No. C317/8 dated 12th March 2003.
(1 line after the inside address)
Subject: Enquiry about Samsung television

(1 line after the inside address)

Subject: FIRE INSURANCE POLICY

The Essential Parts of a Business Letter

Salutation
Use the same name as the inside address, including the
personal title. If you know the person and typically
address them by their first name, it is acceptable to use
only the first name in the salutation (for example: Dear
Lucy:). In all other cases, however, use the personal title
and last/family name followed by a colon. Leave one line
blank after the salutation.

The Essential Parts of a Business Letter

Salutation
If you don't know a reader's gender, use a nonsexist
salutation, such as their job title followed by the
receiver's name. It is also acceptable to use the full name
in a salutation if you cannot determine gender.

Salutation
For official and formal correspondence
(1 line after the inside address/subject if any)
Sir/Madam:
For addressing an individual
(1 line after the inside address/subject if any)
Dear Sir/Madam/Recipients Name:
For addressing a firm or company
(1 line after the inside address/subject if any)
Dear Companys Name:

http://www.businesswritingblog.com/business_writing/2006/01/greetings_and_s.html

The Essential Parts of a Business Letter

Body of the Letter
For block and modified block formats, single space and
left justify each paragraph within the body of the letter.
Leave a blank line between each paragraph. When writing
a business letter, be careful to remember that
conciseness is very important.

The Essential Parts of a Business Letter

Body of the Letter
In the first paragraph, consider a friendly opening and
then a statement of the main point. The next paragraph
should begin justifying the importance of the main point. In
the next few paragraphs, continue justification with
background information and supporting details. The
closing paragraph should restate the purpose of the letter
and, in some cases, request some type of action.

The Essential Parts of a Business Letter

Body of the Letter

Opening part
It is the introductory part of the letter. In
this part, attention of the reader should be
drawn to the previous correspondence, if
any.

The Essential Parts of a Business Letter

Body of the Letter

Main part
This part usually contains the subject
matter of the letter. It should be precise
and written in clear words.

The Essential Parts of a Business Letter

Body of the Letter

Concluding part
It contains a statement the of senders
intentions, hopes or expectations
concerning the next step to be taken.
Further, the sender should always look
forward to getting a positive response.

Body of the Letter

(1 line after salutation)
Opening
________________________________________________________
________________________________________________________
________________________________________________________
(1 line after each paragraph)
Main
________________________________________________________
________________________________________________________
________________________________________________________
(1 line after each paragraph)
Concluding
________________________________________________________
________________________________________________________
________________________________________________________

The Essential Parts of a Business Letter

Closing Line
It is merely a polite way of ending a letter. Keep the
closing line simple and concise. It should act as a
concluding statement. The closing might repeat an offer
or a request for help, refer to a past meeting or future
event, or request the recipient take action.

Closing Line
(1 line after last paragraph)
I look forward to our meeting next week.

(1 line after last paragraph)

Please contact me at your convenience should you need further
information.
(1 line after last paragraph)
Your prompt attention to this matter is greatly appreciated.
(1 line after last paragraph)
Please fill out the enclosed information sheet and return it before our
offer expires.

The Essential Parts of a Business Letter

Complimentary Close
Capitalize the first word only and leave four lines between
the closing and the sender's name for a signature. If a
colon follows the salutation, a comma should follow the
closing; otherwise, there is no punctuation after the
closing.

The Essential Parts of a Business Letter

Complimentary Close
Yours faithfully is most commonly used in business; it
should always be used when the greeting uses Sir or
Madam and not the name of the addressee. When it is
permissible to use the addressees personal name in the
greeting, it is often permissible to use the more intimate
close Yours sincerely.

Complimentary Close

Dear Sir or Dear Madam should always be followed by

(1 line after last paragraph)
Yours faithfully,
Dear Mr. (Mrs. or Miss) Brown may be followed by
(1 line after last paragraph)
Yours sincerely,.

The Essential Parts of a Business Letter

Signature
It is written in ink, immediately below the complimentary
close. As far as possible, the signature should be legible.
The name of the writer should be typed immediately below
the signature. The designation is given below the typed
name. When no letterhead is in use, the name of the
company too could be included below the designation of
the writer.

Signature
(4 lines after complimentary closing)

Mr. George P. Smith

Director

(4 lines after complimentary closing)

Edward P. Thompson
Student

The Essential Parts of a Business Letter

Enclosures

This is required when some documents like

cheque, draft, bills, receipts, lists, invoices etc. are
attached with the letter. These enclosures are
listed one by one in serial numbers.

Enclosures
(1 line after designation)
Enclosure:
Curriculum Vitae
Applicants Form

(1 line after designation)

Encl : The list of goods received

The Essential Parts of a Business Letter

Copy of Circulation
This is required when copies of the letter are also sent to
persons apart of the addressee. It is denoted as C.C.
(1 line after enclosure)
C.C. i. The Chairman, Electric Supply Corporation
ii. The Director, Electric Supply Corporation
iii. The Secretary, Electric Supply Corporation

The Essential Parts of a Business Letter

Post Script

This is required when the writer wants to add

something, which is not included in the body of the
letter. It is expressed as P.S.
(1 line after copy of circulation)
P.S. - In our offer, we provide two years warranty.