Professional Documents
Culture Documents
CONTENTS:
Writing
Writing
Writing
Writing
CONDITIONS:
The students/trainees
resources:
must
be
provided
with
the
following
1. Pens
2. Bond paper
METHODOLOGIES:
Close Reading
ASSESSMENT METHODS:
English Language Proficiency
Date Developed:
Document No.
Issued by:
P a g e | 31
Revision # 00
Observation
Oral questioning
LEARNING EXPERIENCES
LEARNING OUTCOME #2: Write Simple Materials
Learning Activities
1.
2.
3.
4.
Read
Information sheet 2.2-1 Writing
Letter of Request and Letter of
Inquiry.
Check 2.2-1
Answer Self
View video
presentation on Writing Letter of
Request and Letter of Inquiry.
Answer oral
Special Instructions
If you have some problem on the
content of the information sheet dont
hesitate to approach your facilitator.
If you feel that you are knowledgeable
on the content of the information
sheet, you can now answer self-check
provided in the module.
Refer your answers to the answer
key 2.2-1 for self-check. You are
required to get all answers correct. If
not, read the information sheets
again to answer all questions
correctly.
If you feel that you are knowledgeable
on the presentation, you can now
answer oral questioning.
7.
Read
Information sheet 2.2-2 on Writing
Sales, Order, Acknowledgment, and
Claim Letters.
8.
Answer Self
question
Answer oral
11.
Observe the
trainer in Writing Sales, Order,
Acknowledgment, and Claim Letters.
12.
Perform task
sheet 2.2-2 in Writing Sales, Order,
Acknowledgment, and Claim Letters.
13.
Read
Information sheet 2.2-3 on Writing a
Memorandum.
14.
15.
Check 2.2-3
Answer Self
View video
presentation on Writing a
Memorandum.
16.
Answer oral
22.
Answer oral
activity.
23.
Observe the If you have some problem on the
trainer on Writing Minutes of
demonstration
dont
hesitate
to
Meeting.
approach your facilitator.
If you feel that you are knowledgeable
on the demonstration, perform the
task. If not, dont hesitate to approach
your facilitator.
24.
Perform task Compare your work to the Minutes of
sheet 2.2-4 on Writing Minutes of
Meeting Rubrics 2.3-4. If you got 90%
Meeting.
correct answer in this task, you can
now move to the next activity. If not
review the operation sheet and go over
the task again.
Learning objective:
After studying this information sheet, the trainee will be able to effectively write
letter of request and letter of inquiry.
The Structure of Business Letters
Business letters fulfills various purposes much like a person
communicating to people to achieve his/her goals. Like a person, a business
letters appearance affects the way its message is conveyed. The letter writer must
always keep in mind that readers consider not only the content of a letter but
also its physical appearance. Therefore, to write an effective business letter, one
has to adopt certain forms and standards to ensure that the purpose and key
information in the letter are highlighted. Consider this example.
Each part is labeled. The labels in all caps are the basic parts while the
ones italicized are optional parts.
Sample business letter
otation
LETTERHEAD
page
(HEADING)
DATELINE
lines
1 to 10 blank
Confidential
Notation
INSIDE
CONFIDENTIAL
1 blank line
ADDRESS
Attention Line
SALUTATION
Gentlemen:
Subject Line
1 blank line
1 blank line
BODY
1 blank line
This is to inform you on the correct placement of business letter parts.
1 blank line
It is really important to take note of the correct form because you will soon be writing
COMPLEMENTERY
CLOSE
SIGNATURE
BLOCK
Reference Initials
1 blank line
Enclosure Notation Encl: Lecture Notes
1 blank line
Cc Notation
PS: Please study letter parts for they will be include in the examination.
1.
2.
3.
4.
Letterhead (Heading)
Date or Date Line
Inside Address
Salutation
5.
6.
7.
8.
Body or Message
Complimentary Close
Signature Block
Reference Initials
9.
10.Note: Optional Parts may or may not be included in the letter.
11.
12.
1. The heading contains the address of the writer. Heading in most business is
the letterhead printed on the stationery.
13.
14.ACC Language Center
15.Aklan Catholic College
16.Archbshiop Gabriel M. Reyes St.
17.Kalibo, Aklan 5600
18.Tel. No. (036) 268-4154
19.www.acc.edu.ph
20.
21.When letterhead is not used, house number, street, town, city, province,
country and zip code are typed.
22.
23. No. 16 Lara St.
24. New Buswang
25. Kalibo, Aklan 5600
26.
2. The dateline or date indicates information when the letter is written. It follows
after the heading. When letterhead is available, it is typewritten 3-5 spaces
below the last line of the letterhead. Dates should not be abbreviated. TH, st, d
should not be used after the day of the month.
27.
28.Military Style
29.
30.
19 October 2015
31.
32.
Standard Style
33.
34.
October 19, 2015
35.
36.
Not Acceptable
37.
38.
Oct. 19, 2015 or Oct. 19, 15 or 10-19-15 and the likes
39.
3. The inside address is consists of the following:
1. Name and Form of Address
2. Title of the addressee
3. Company Name
4. Complete Address (No., street, town/city, province, zip)
40.
41.It is typed two-three spaces below the date. It can be any of the following
forms:
42.
43.
Mr. June B. Mijares
44.
Vice-President for Academic Affairs
45.
Aklan Catholic College
46.
Archbishop Gabriel M. Reyes Street
47.
Kalibo, Aklan 5600
48.
49.
KATHA PUBLISHING CO., INC
50.
388 Quezon Blvd.
51.
Quezon City 3008
52.
53.
Hon. Alexander I. Zaspa
54.
Kalibo Municipal Hall
55.
Kalibo, Aklan 5600
56.
57.
Guidelines to be considered:
a. The inside address should reflect the address affixed on the envelope.
b. A woman is addressed as Miss, Mrs. Ms. Is used if the status is determined.
Miss is a complete word and is not followed by a period. The title Mesdames
or its abbreviated form of Mmes. may be used if all women comprise the
firm.
c. The address Mr. in its plural form is Messrs, an abbreviation of the French
Messieurs.
d. The title Doctor may be abbreviated
58.e.g. Dr. Victorina Laroza
e. Reverend should not be abbreviated and should be preceded by The.
59.e.g. The Reverend Jose Gualbert OI. Villasis
f. The title Professor should not be abbreviated if only the surname appears.
60.e.g. Professor Maatubang or Prof. Profetiza I. Maatubang
g. The designation or position held by the person may either precede of follow
the name.
61.
62.e.g Mr. Darren Naelgas
63.
Filipino Disciplinal Chair
64.
Aklan Catholic College
65.
66.
Chair Janelle Maravilla
67.
Mathematics Discipline
68.
h. The title Honorable is applied to Senators, Congressmen, Members of the
Cabinet, Judges of the Court or to those who hold an key position in the
country, province, or country.
i. Names of titles, cities, and states should be spelled out. ZIP Code is also
included
69.
70.
97.
98.
Atty. Omega Dionio
99.
HRD Officer
100.
8. The reference initials refer to writers or secretarys initials. It serves an
administrative purpose only.
101.
102.
If secretary, it is typed in small letters; if writer, capitalized.
103.
104.
Example:
105.
106.
JD/bcb
107.
108.
RMB/bcb/eas
109.
110.
111. The Optional Parts of Business Letter
112.
1. Attention Line
2. Subject Line
3. Enclosure Notation
4. cc Notation
5. Bcc Notation
6. Postscript
7. Mailing Notation
113.
114.
1. The attention line is part of the address and should be typed two spaces below
the inside address. It directs the message to a specific person in the company if
the inside address does not mention name. However, it is seldom used today.
115.
Example:
116.
117.
118.
119.
120.
121.
122.
123.
Attention: Mr. Raul S. Martelino
124.
2. The subject line tells the readers immediately the purpose or content of the
letter. It is written two spaces below the salutation. For emphasis, it may be in
uppercase.
125.
3.
4.
5.
6.
7.
156.
126. Examples:
127.
128.
Subject: The Business Correspondences Parts
129.
130.
Subj: English Language Proficiency
131.
The enclosure notation indicates that something accompanies the letter, such
as documents, records, etc.
132.
133.
Examples:
134.
135.
Enclosure: Rsum
136.
137.
Enclosures: Rsum, TOR, Certificates
138.
139.
Encl: Photocopy of Receipts
140.
The carbon copy notation shows that copy of the letter is sent to other
person/s. A cc notation is typed below the reference initials or encl. Notation.
141.
142.
143. Example:
144.
145.
Cc:
Dean, Business Education
146.
Dean, Religious Education
147.
Dean, Teacher Education
148.
The blind carbon copy notation appears only on the original copy of the letter,
not on duplicate/ triplicate copies as the sender wishes to send a copy to a
person other than the addressee, but does not want the addressee to know that
he is doing so. The sender, however, should retain the copy with cc or bcc for
his files.
149.
The confidential notation is used when the nature of the letter has
confidentiality. Such may be typed below the date or below the initials.
150.
The P.S. (Postscript) is used business and must only be used to re-emphasize
an important point that has been mentioned in the body of the letter, but not to
mention something you forget to say in the letter. This may be written two
spaces below the last line of the letter and is preceded by the letters P.S. or N.B.
151.
152.
153.
154. Examples:
155.
P.S. Please study letter parts for they will be include in the examination.
157.
158.
159. Appearance of the Letter
160.
1. Paper quality, size may be 8 1/2 x 11 or 8 1/2 x 13 depending on the
need/situation/form
2. Picture-Frame-Layout
161.
162. Business Letter Styles
163.
164. Letter Styles:
a. Modified-block Style
b. Semi-blocked Style
c. Full-blocked Style
d. Hanging Indented
165.
166.
167.
Modified-block Style
Semi-block Style
168.
________
________
________
________
169.
________
________
170.
________
________
________171.
________
________
________
172.
________:
________:
173.
_____________________
_____________________
174.
___________________
_____________________
_____________________
175.
_____________________
_____________________
176.
_____________________
___________________
177.
_____________________
_____________________
178.
_____________________
________,
179.
________
________,
180.
________
181.
182.
183.
184.
185.
186.
187.
188.
189.
190.
191.
192.
The 6 Cs of Business Writing
193.
1. Completeness
Provide all necessary information.
Full-block Style
_________
_________
_________
________
________
________
________:
_____________________
_____________________
_____________________
_____________________
_____________________
_____________________
________,
________
Hanging Indented
________
________
________
________
________
________
________:
_____________________
________________
________________
_____________________
________________
________________
________,
________
198.
Instead of this
200.
Please bring with you
necessary tools and materials for the
seminar-workshop.
199.
Write this
201.
Each participant is reminded to
bring a laptop a digital camera.
202.
203.
3. Consideration (and/or Courtesy)
Be polite
Always have your audience first in mind: ask yourself how the
message youre communicating can profit them
Focus on you instead of I or we
Emphasize positive, pleasant facts (when you can)
204.
205.
Examples:
206.
207.
Instead of this
208.
Write this
209.
Tuesday is the only day we can
promise quick response to purchase order
request we are swamped the rest of the
week
211.
We offer MP3 players with 50,
75, or 100 gigabytes of storage capacity.
210.
If you need a quick response,
please submit your purchase on Tuesday.
213.
We apologize for
inconveniencing you during our
remodelling.
214.
The renovation now under way
will help u serve you better.
212.
You can choose an MP3 with
50, 75. Or 100 gigabytes of storage
215.
216.
4. Clarity
Avoid wordiness.
Avoid vague language.
Use the active rather than the passive voice when you can.
Make sure your message cant be misinterpreted.
217.
5. Conciseness
Get straight to the point.
218.
219.
220.
Examples:
221.
Instead of this
223.
We will be sending to you the
cards with seal and signature as soon as
possible.
222.
Write this
224.
We will deliver the sealed and
signed cards immediately.
225.
226.
227.
6. Correctness
Have perfect grammar, spelling, and punctuationerrors will make
228.
you look careless or even uneducated.
Make sure your facts and figures are accurate.
Make sure your documents are in the correct format.
229.
230.
231.
232.
233. Approaches in Writing Business Letters
234.
235.
236.
A. The Direct Approach
237.
238. In these situations there is only one rule: Start with the good news. Good
news will put the reader in a friendly, receptive frame of mind for anything
else you say. Follow the good news opening with the next most pleasant
point for the reader, then the third most pleasant, and so on. The last
paragraph of the letter should leave the reader in a friendly frame of mind.
239.
240. Examples of routine types of correspondence that use direct approach
are those:
1. Requesting appointments or reservations.
2. Requesting information about products and services.
3. Saying yes to inquiries and requests.
4. Granting adjustments and credit.
5. Sending goodwill messages.
241.
242.
B. The Indirect Approach
243.
244.
You can help break the bad news as gently as by organizing your letter as
follows:
1. Buffer Paragraph Begin with something in the situation that you and the
reader can agree on. It may only be that the reader was right to come to you
with the problem. If there are no points of agreement, pay the reader a
compliment (but not flatter), or say something friendly. However, you must not
appear to be saying yes.
2. Reasons and Refusal After the buffer paragraph, give the reasons for refusing
or for giving the bad news. Begin with your best reason for refusal, go on to the
next best, and so on. After giving the explanation, use a middle paragraph for
the actual refusal.
3. Finding By the end of the letter, you are past and rough parts. You can then
offer a counterproposal to what the reader asked or resell your point of view.
Even a bad news message should end on a hopeful note.
245.
those:
1. Refusing appointments or reservations.
2. Saying no to requests for information about products and services.
3. Turning down invitations.
4. Saying no to inquiries and requests.
5. Refusing an order.
6. Refusing to make adjustments and credit.
7. Turning down a job applicant.
246.
247.
C. The Persuasive Approach
248.
249. The main rule to remember in the persuasive approach is the call for action
is at the end of your message. A good sales letter will be structured something like
this:
1. Attention In the opening of paragraph, you should promise or imply some
benefit or reward for the reader. This capture the readers attention, sets the
tone of the letter, and prepares the reader for what follows.
2. Interest Second, you will arouse the readers interest if you describe how the
product or service would benefit the reader. A description written with a you
attitude will help the reader imagine himself or herself using the product or
service.
255.
A letter of request or request letter seeks help or assistance from a
person or institution. It must be direct, concise, and courteous. It must reflect your
confidence and positive attitude. It must be brief, straightforward; thus, you must avoid
irrelevant explanation.
256.
257.
258. Sample letter of request
259.
Gentlemen: 260.
261.
262.
As we are particularly enthusiastic to promote our office furniture in Boracay
263.
Island, we are writing to ask if you are prepared to display the complete range
264.
of office desks, cabinets and executive chairs as shown in the enclosed
265.
catalogue for a period of six weeks this summer.
266.
267.
268.
This will hope promote your innovative and culturally rich designs and will
269.
further help in promoting local tourism.
270.
271.
272.
We would be delighted to hear from you about this matter. In return for this
273.
request, we are willing to grant you highly favorable terms.
274.
275.
276.
We look forward to hearing from you.
277.
278.
279.
280.
281. Letter of Inquiry
282.
283.
292.
Aklan Catholic College is known for its excellent faculty and relevant
293.
programs
yet with affordable tuition fee rate. Because I want an excellent
college
294. education, I intend to pursue either of the two courses I have
mentioned above. Could you therefore give me information about these two
295.
programs?
Please include the curricula, admission requirements and
schedule
of fees.
296.
297.
298.
299.
300.
301.
302.
303.
304.
305.
306.
Paragraph 1
307.
State your request and purpose of the information you may get from
them.
308.
Paragraph 2
309.
Explain the details of the specific information needed and its possible
uses. This is optional you may explain the advantage of the request to the
reader if granted. Also, you may explain, without resorting to flattery, why
you have addressed the inquiry to the reader.
310.
Paragraph 3
311.
State the specific course of action you may expect from the reader. Close
felicitously. Facilitate action by enclosing stamped, self-addressed envelope or by
giving your telephone number. Suggest that you are willing to return the favor if
opportunity arises.
312.
313. Self-check 2.2-1
314.
315.
Instructions: Identify what is being asked in the statement. Encircle your
answer.
316.
1. A part of a letter written in the indirect approach which prepares the reader for
the negative response
a. finding
c. refusal
b. reason
d. buffer paragraph
2. A part of a letter written in the indirect approach that suggest counterproposals
to the sender of the letter
a. refusal
c. finding
b. buffer paragraph
d. reason
3. What approach should be used when delivering bad news?
a. direct approach
c. persuasive approach
b. indirect approach
d. none of the above
4. A letter that refuses to grant a request for financial support should be written in
what approach?
a. persuasive approach
c. direct approach
b. indirect letter
d. none of the above
5. This part of a letter written in the persuasive approach explain how the reader
can benefit from the product or service
a. action
c. desire
b. interest
d. attention
6. Which among the following letter is not written in the persuasive approach?
a. a letter that reminds the settlement of credit
b. a letter that expresses gratitude to customers
c. a letter that invites someone to give a speech
d. a letter that sells food supplement that sharpens the memory
7. If a letter adopts the you attitude and writes the letter in the perspective of the
reader, the letter has:
a. Concreteness
b. Clarity
c. Consideration
d. Completeness
8. If a letter is too long and wordy, it needs __________.
a. Clarity
b. Conciseness
c. Completeness
d. Concreteness
9. Which of these is just an optional part of a letter?
a. Salutation
b. Subject line
c. Complementary close
d. Inside address
10.Which among the following is the standard style of writing the date?
a. 3 February 2012
c. 3-2-12
b. Feb. 3, 2012
d. February 3, 2012
11.A letterhead of a business letter contains the following Except one
a. address of the writer
b. name of the organization
c. designation of the receiver
d. contact information of the organization
12.A part of a business letter that contains the title or designation of the receiver of
the letter
a. heading
c. inside address
b. salutation
d. signature block
13.Where is the attention line written?
a. two spaces below the date
b. two spaces below the inside address
c. two spaces below the salutation
d. two spaces below the heading
14.It is a form of common courtesy used to open the content of the letter
a. heading
c. complementary close
b. body of the letter
d. salutation
15.A signature block is composed of the following but one
a. writers name
c. writers position
b. writers address
d. writers signature
16.It is written to show the people involved in preparing a written communication.
a. enclosure notation
c. reference initials
b. post script
d. carbon copy
17.Any document that is attached to the letter is called
a. carbon copy
c. enclosure
b. enclosure notation
d. signature block
27.