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7/25/2019 Typing 1 Handouts on Professionalbusiness Documents Creation
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TYPING 1 HANDOUTS ON PROFESSIONAL BUSINESS
DOCUMENTS CREATION:
I. BUSINESS LETTER is a formal written communication made by
one party called the addressor sender! and addressed toanother party called the addressee recei"er!
# complete business letter should at least contain the
followin$%
#. ESSENTI#L RTS%
'. Letterhead (eadin$! contains the name of company and
address. It may also include its telephone number) fa*number) and+or mailin$ address. The letterhead is the o,icial
return address of the letter sender.
-. ate /or le$al reasons or otherwise) the date to be used is
always the current date.
0. Inside address refers to the address of the addressee
recei"er!. It contains the name of person) his title+position)
and+or the name of company) and address.
1. Salutation a $reetin$) an e*pression of courtesy to the party
addressed by the addressor.
2. Body contains the messa$e. The body of the letter must be
concise but complete) and properly structured.
3. 4omplimentary 4lose the part that con"entionally comes
before the si$nature and e*presses the sender5s 6nal re$ard
to the recei"er.
7. Si$nature consist of printed name of the addressor and the
a,i*ed handwritin$ to si$nify "alidity of the letter.
8. esi$nation title or position of the addressor.
9. Initials identifyin$ 6rst letters ta:en from the full name of
the addressor and the secretary or typist. The si$natory
initials are 6rst typed all in capital letters followed by the
typist initials but separated with a bar.
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B. &UN4TU#TI;N /;R
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f. Typed si$nature A from center point or 6"e spaces o,
center
$. esi$nation A from center point or 6"e spaces
o, center
h. Initials A at left mar$in
ISSI
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TEST =;URSEL/ >#. Indicate the appropriate name of essential part of a Business
Letter based on the number desi$nation on each part in theillustration below%
'.CCCCCCCCCCCCCCCCCC -. CCCCCCCCCCCCCCCC 0. CCCCCCCCCCCCCCCCCCCC1.CCCCCCCCCCCCCCCCCC 2. CCCCCCCCCCCCCCCC 3. CCCCCCCCCCCCCCCCCCCC7.CCCCCCCCCCCCCCCCCC 8. CCCCCCCCCCCCCCCC 9. CCCCCCCCCCCCCCCCCCCC
'!
-!
0!
1!
2!
3!
7!
8!
9!
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Name%CCCCCCCCCCCCCCCCCCCCCCCC SubDect TimeCCCCCCCCCCCCCCCCCCCCCC#ssi$nment No. CCCC
TEST =;URSEL/ >
B. >ertical &lacement A 4lustered statement! In Simpli6edLetter &lacement format) the essential parts of a business letterwere assi$ned with a 6*ed printin$ line or 6*ed line spaces fromone part to the ne*t.. #nswer with appropriate printin$ line orline spacin$ only.
CCCCC '. /rom top ed$e to Letterhead.CCCCC -. /rom top ed$e to ate+ateline.CCCCC 0. /rom ate to Inside #ddress.CCCCC 1. /rom Inside #ddress to Salutation.CCCCC 2. /rom Salutation to Body.
CCCCC 3. /rom Body to 4omplimentary 4lose.CCCCC 7. /rom 4omplimentary 4lose to Si$nature.CCCCC 8. /rom Si$nature to esi$nation.CCCCC 9. /rom esi$nation to initials.
4. (ori?ontal &lacement
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a. left mar$in b. center c. 2 spaces o,Acenter to theriCCCCC 7. &osition+esi$nation%
a. left mar$in b. center c. 2 spaces o,Acenter to theri$ht
CCCCC 8. Initials% a. left mar$in b. center c. 2 spaces o,Acenter to the
ri$ht
FEU COMMERCE GUILD (7thline)
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-!
@e hope you will $et real satisfaction from wearin$ your
@onder #rch &reser"ati"es Shoes. Than: you a$ain for your
patrona$e.
-!=ours sincerely)
1!
Name of Student!
i"ision
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positions to our client companies. The demand for people with
speciali?ed trainin$ and wide e*perience) such as your
$raduates is increasin$ here and abroad.
Endorsin$ for appropriate positions of potential (uman Resources isour main business endea"or. @e are con6dent that our ser"ices
will help you to 6nd Dob that o,ers $reater opportunity for
ad"ancement.
Enclosed is an application for you to 6ll up. #ttached to the said form
is ReFuirement list slip.
@e anticipate your reply at the earliest possible time so that we can
include you in our listin$.
>ery truly yours)
Name of Student!
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4urrent ate!
Name of Instructor!
Saint &aul5s Business School
&awin$ &alo ) Leyte
Sir ol. '-2 shown in the Hero* copies we ha"e enclosed for your
$uidance.
Note that your reFuest for cancellation of one '! copy of "ol. '-2 of
&hilippine Reports was superseded by your latest order to the printer
as per your reFuest.
@e do hope that you5ll understand us.
@e than: you for your continued patrona$e.
Sincerely yours)
Name of Student!
(eadASubscription ept.
##+ara
&ro forma 0 Bloc:ed Style w+
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SAINT PAUL#S BUSINESS SCHOOL
&awin$) &alo Leyte
4urrent ate!
National Boo:store
Guad #lpha 4entrum Bld$.
'-2 &ioneer St)
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Name of Student!
>ice &residentA/inance
initials!
&ro forma 1 /ullABloc:ed Style w+ ;pen &unctuation)
Simpli6ed &lacement
No. Street+Br$y.!CC'th '-th
line!Town+4ity) &ro"ince!
Jip 4ode!
ate!
Name of Instructor!
Saint &aul5s Business School&awin$ &alo) Leyte
ear Title /amily Name!%
I than: you for the opportunity you $a"e me this mornin$ to
tell you why I can ful6ll the reFuirements of a position in your
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boo::eepin$ department. =ou mentioned the desirability of the
applicant ha"in$ a colle$e de$ree. #lthou$h I told you I do not hold
a colle$e de$ree at present) yet I am ta:in$ e"enin$ classes in this
institution) and shall continue to do so until I recei"e a bachelor5s
de$ree in accountin$. I am con6dent to complete myunder$raduate studies in two years.
In the meantime) I feel reasonably certain that in the li$ht of
my creditable hi$h school record plus the two years trainin$ I had
with Technolo$y and Li"elihood Resource 4enter) I can satisfy your
desired capability reFuirements for the position.
#$ain) may I e*press my utmost appreciation for the
appropriate consideration you ha"e attributed on my application.
Sincerely yours)
Name of Student!
&ro forma 2 &ersonal Business Letter) SemiABloc:ed)
Simpli6ed &lacement
&R;U4TI;;N T=&IN &roduce a mailable business letter from thefollowin$ unarran$ed incomplete draft letters%
#cti"ity ' SemiABloc:ed &roAforma '! The letter is for yoursi$nature as &roprietor of EH;TI4 BE#UT= S(;&&E) '-0 San KoseSt.) Salcedo E. Samar. #ssumed initial of a secretary% ara
The
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Sir%
&! &lease furnish us with ten sets of your Sampa$uitaM Sil"er)ser"ice for si*. @e would appreciate it if we could ha"e the
merchandise deli"ered to our sales outlet by ne*t wee:. #s usual) Dustchar$e this item to our account. &! If the Sampa$uitaM is notcurrently a"ailable) the Ilan$AIlan$M would be an acceptablesubstitute. + >ery truly yours)
#cti"ity - (an$in$ Indented &roforma-! #ssume that you are the
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&! Surely) we shall endea"or to $i"e you complete satisfaction in this
re$ard.
>ery truly yours)
#cti"ity 2 Bloc:ed Style pro forma 0!
Letterhead % IS4#) Baybay) Leyte at 2% a.m. ) on the 0thof the month. &! I
shall appreciate if your facility is open for boo:in$ in this day. &!
Than: you.
#cti"ity 3 /ullABloc:ed Style pro forma 1!
Letterhead % S#INT #NT(;N= ENT#L 4LINI4 +Tacloban 4ity
ate % Kune ') -7
Inside #ddress%
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4losin$ &art % Sincerely yours + Student5s Name!
+Receptionist
Because of une*pected e"ent) it is necessary for r. Samson to bein 4albayo$ N. Samar on @ednesday) Kune 2. She as:ed me to relay
her deep re$ret for she could not :eep her appointment with you
on this date. &! #s r. Samson will be bac: on Kune '' mornin$)
she would be $lad to see you at 0% in the afternoon) the same
day.
F" LETTER $ITH SPECIAL FEATURES
1" L%&&%r '& A&&%*&o* L*% the attention line is placed
between inside address and salutation. To be speci6c) it is
type two line spaces below the last line entry of inside
address. It may be presented in any of the followin$ manner%
#TTENTI;N% CCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCC
#TTENTI;N% CCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCC
#TTENTI;N%
#ttention% CCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCC
#ttention% CCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCC
#ttention%
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#side from the di,erent ways of presentin$ of the
introductory word #ttentionM and the underscorin$ style) there are
also at least three di,erent hori?ontal placement style featured
here as follows.
'. Bloc:ed Style%
Stars Business 4olle$e !
''3A# Sto. Nino Street ! Inside #ddress
Tacloban 4ity !
#ttention%
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of person or department stated on said line has also been
indicated on the mailin$ en"elope usually at the bottom left.
+" L%&&%r '& S,-.%/& L*% the subDect line is placed - line
spaces below salutation. The line may either be$in with theword REM or the word SUBKE4TM and immediately followed
by colon %!. The subject line is presented similar to
attention line. 4onsistency wise) if the letter has both
attention line and subDect line) the two should be printed in
the same style.
0" L%&&%r '& Bo2 E*,m%ra&o*34,o&a&o* the body
enumeration comes ri$ht after the word entry of a para$raph
that implies the start of enumeration+Fuotation) which is
ended with colon.
i,erent Style in &resentin$ Body Enumeration%
#. B5o/6% Lon$ line enumeration numbered or
unnumbered!%
______________________ (paragraph)____________________________
________________________ (single space)__________________________
:
(double space)
1. ___________________________________________________
_____________ (single space)_________________
(double space)
2. ___________________________________________________
________________ (single space)_________________
(double space)
B. I*%*&% Lon$ enumeration
________________:
1. _____________________________________________
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________________________________________________
2. ______________________________________________
_____________________________________________________
4. B5o/6%7/%*&%r% Short enumeration
CCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCC
CCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCC
CCCCCCCCCCCCCCCCCCCCCCCCC %
CCCCCCCCCCCCCCCCCCCCCCCC
CCCCCCCCCCCCCCCCC
CCCCCCCCCCCCCCCCCCCCCCCC
CCCCCCCCCCCCCCCCCC
8" L%&&%r '& Com9a*2 Nam% the company name is placed -
line spaces below complimentary close and typed most often
than not all in capitals.
Styles in presentin$ 4ompany name at the 4losin$ &art%
1" B5o/6%:
4ordially yours)
MULTI MEDIA
CORPORATION
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/R#N4IS S. #BEL
Branch
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a) B5o/6%:
&.S. AA /or more details) please see the re$istrar. =ou may reach us
throu$h these numbers% 0-0 0911) 0-0 -008.
-") I*%*&%:
&.S.AA /or more details) please see the re$istrar. =ou may reach
us throu$h these numbers% 0-0 0911) 0-0 -008.
/")Ha*=*= I*%*&%:
&.S. /or more details) please see the re$istrar. =ou may reach us
throu$h these numbers% 0-0 0911) 0-0 -008.
>" L%&&%r '& Car-o* Co92 (//) carbon copy may be placed - line
spaces below initials) or - line spaces below the last line entry
of the letter% enclosure) or postscript if any. E*ample%
a. Enclosure% #pplication forms
b. &.S. A A CCCCCCCCCCCCCCCCC
cc% Re$istrarRecords
/inance
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Stars Business 4olle$e
''3A# Sto. Nino Street
Tacloban 4ity
#ttention%
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Name of Student!
eneral
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'. # fresh $raduate of BS4< or BS4 with 4omputer
4ourses.
-. (a"e thorou$h :nowled$e in ata &rocessin$ and
&ro$rammin$.
If your Fuali6ed $raduates are interested in any of these
position) please let them 6ll up the enclosed application forms and
send to us to$ether with their comprehensi"e data sheet
4ordially yours)
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The Re$istrar
Saint &aul5s Business School
&awin$) &alo) Leyte
ear
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G" CONVENTIONAL LETTER PLACEMENT
Unli:e in simpli6ed letter &lacement where the (ori?ontal
&lacement of parts of the letter has been 6*ed on speci6c printin$
line) the Conventional Letter Placementis desi$ned to present
the business letter with balance top and bottom) and left and ri$ht
mar$ins to ma:e it appear more attracti"ely. (ereunder is a tablefor the said placement format%
SHORT M EDIUM
LONG
Body of letter
Number of words A ' below '' 0
0' abo"e
Top
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Salutation to Body - -
-
Body to 4omplimentary4lose - - -
4omplimentary 4lose to
Typed Si$nature 1 1
1
Typed Si$nature to
esi$nation ' '
'
esi$nation to Initials - -
-
NATION PAPER HOUSE
a"ao 4ity
4urrent ate!
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ery truly yours)
N#TI;N &ER (;USE
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4urrent ate!
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&.S. @e are open from 8% a.m. 7% p.m. e"eryday includin$
Sundays.
Enclosed% credit card
&ro forma '' Bloc:ed Style w+ Bloc:ed 4losin$ &arts) enclosure%)
and Bloc:ed
&ostscript) 4on"entional &lacement
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0. &ro6tability. ;ur pro6t mar$in on sales is e*pected to remain static at
around 'Q.
1. 4ash /low. ;ur lar$est capital loan will be fully repaid in Kune. /or the
rest of the year) cash income is e*pected to be $oin$ comfortably.
I trust you 6nd this comments helpful. If there is any other information youreFuire) please do not hesitate to contact me personally.
=ours truly)
BUSINESS E>EL;&ENTURE
Name of Student!
4omptroller
initials!
&ro forma '- /ullAbloc:ed Style w+ 4ompany Name. 4on"entional
&lacement Lon$ Letter
H. INTER-OFFICE CORRESPONDENCE - Full-Page Inter-Office Memo
S#INT UL S4(;;L ;/ BUSINESS #N L#@4ampetic) &alo) Leyte
/R;< % Typin$ Instructor #TE%4urrent!
T; %Name of Student! /ILE % S/A1237
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SUBKE4T % Intero,ice 4ommunication
#n o,ice memorandum or interAo,ice correspondence often
called memo for short! is a desi$ned written communication to any
member of the company or or$ani?ation) a branch of the same 6rm) or
a company representati"e.
i,erent companies adopt their own style of typin$ their
memoranda.
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DATE : (Current
!U"#ECT : $ro%er O&&ice Decoru'
ou are all )ere*y en+oined to o*serve %ro%er decoru' at all ti'es in order not to
disru%t nor'al o%erations,
!)ould a councilor 'eet -it) a %ro*le'. )e 'ust &irst see )is Agency Manager
&or advice, In t)e a*sence o& )is Agency Manager. t)e O&&icer/o&/t)e/day s)all *e t)e
rig)t %erson to a%%roac) -it), T)e Agency Manager or O&&icer/o&/t)e/day 'ust strive to
solve t)e %ro*le' at t)is %oint,
Only serious 'atters re0uiring i''ediate attention s)ould *e coursed directly to
t)e Advertising Director1s O&&ice,
In 'atters concerning any re0uest or acco''odation in *e)al& o& any custo'ers.
t)e councilor 'ust see to it t)at suc) re0uest is -it)in t)e a%%roved %olicies and%rocedures in order to avoid e'*arrass'ent on t)e %art o& all concerned,
(NAME OF !TUDENT
Advertising Director
2g*%
Cc: All Agency Managers
$3I4I$$INE FINANCIN5 COM$AN
Inter/O&&ice Me'orandu'
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TO : 4egal De%t, DATE : Current
FROM : Accounting De%t, FI4E : AC/667/86!U"#ECT : C,O, Reyes Account Re&er to: C/89
e attac)ed &or collection a state'ent o& our account against C,O, Reyes. in t)e
a'ount o& $9. 9;
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!or& I*&%r7O?/% M%mo
Inter-Office Memorandum
MEMO TO : Mr, A, Martine> FROM : R,", 5o'e>
DO? (5a'ay DATE : (Current
!U"#ECT : D!A Training CO$IE! : E, $ere>. File
Due to t)e %resent -or=load o& t)e section and *ecause o& *udget li'itation. -e
)ave decided to s)orten your stint as D!A in DO/@, 3ere1s t)e 'andated tas=s sc)edule:
Dece'*er B or B< / $re%are t)e CDR &or t)e -or=,
Dece'*er @B or @@ / Turnover o& Accounta*ilities to ne- D!A,Dece'*er @8 / Re%ort to 3o'e O&&ice,
e are con&ident t)at you -ill do your *est to disc)arge your duties andres%onsi*ilities as D!As and ac0uire o%ti'u' =no-ledge and s=ill &ro' your training,
(!5D, R,", 5OME
&ro$ram irector
Ha5f7Pa=% I*&%r7O?/% m%mo
$3I4I$$INE AMERICAN 4IFE A!!URANCE COM$ANManila. $)ili%%ines
Date : !e%te'*er 8. @6B8 $olicy No, 6;9;@
To : Davao "ranc) O&&ice !u*+ect :
Atty, T, 4oren T, C)u Mr Edu ", Mansuno
Mr, Nor*erto !aulog/$ayorFro' : !alary !aving De%art'ent Talisay.5ov, Ate i Rectio
,
Enclosed is $N" C)ec= No, 98B@. dated !e%te'*er B. @66_. in t)e a'ount o&
$9
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I. ANNUAL REPORT4EDECO INCOR$ORATED
Maras*aras. Taclo*an City
Report of te Pre!ident
TO T3E !TOCG3O4DER!
T)e &avora*le o%erating conditions t)at your 'anage'ent loo=ed &or-ard to did
not 'ateriali>e during t)e year under revie- and as suc). your co'%any )ad to contend
'ore )eavily -it) t)e *urdenso'e e&&ects o& in&lation and )ig) costs,
Milling results using gravity concentration and a'alga'ation yielded 7.@9
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T)is 'ill -as s)ut do-n during t)e last 0uarter o& t)e year &or ad+ust'ents and
re%airs, In t)e interi'. -e are still conducting %ilot tests on &loatation and cyanidation as
-ell as study ot)er 'et)ods -it) -)ic) to i'%rove %roduction,
Report of te Pre!ident "
our co'%any a%%lied &or inclusion in t)e @66_/@66_ %rogra' o& t)e National
$o-er Cor%oration o& ;< G line are currently a*out 89 ='s, &ro' our 'ill site,
Relations -it) la*or re'ain cordial -it) no di&&iculties &oreseen, T)e outloo= &or
t)e co'ing year -ill *e very di&&icult to %redict, Most gold %roducer su&&ered losses due
to lo- gold %rices and )ig) %roduction costs in %ast cou%le o& years, To date. gold )as not0uite res%onded to in&lationary in&luences as e%ected alt)oug) a strong %ossi*ility eists
t)ere, IFM sales )ave *een very -ell a*sor*ed -it) a very signi&icant i'%rove'ent in
industrial de'and, T)is is e%ected to increase as -orld econo'ic conditions i'%rove,
In closing. -e -ould li=e to ac=no-ledge t)e e&&orts o& our very young &ield sta&&
-)o are slo-ly gaining t)e 'uc) needed e%erience and e%ertise and )o%e&ully *e a*leto deliver on ti'e a via*le 'ining o%eration, !)are)olders1 %atience and su%%ort is )ig)ly
a%%reciated,
(
(Na'e o& !tudent
$resident
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!# "E4AO! AUDITIN5 FIRM
Real !treet. Taclo*an City
#$DITOR%S REPORT
To t)e "oard o& Directors o&
4EDECO Incor%orated
Maras*aras. Taclo*an City
e )ave ea'ined t)e "alance !)eet o& 4EDECO Incor%orated as o& Dece'*er
8B. @66_, Our ea'ination -as 'ade in accordance -it) generally acce%ted auditingstandards. and accordingly included suc) tests o& t)e accounting records and suc) ot)er
auditing %rocedures as -e considered necessary in t)e circu'stances,
In our o%inion t)e acco'%anying *alance s)eet %resents &airly t)e &inancial%osition o& 4EDECO Incor%orated at Dece'*er 8B. @66_. in con&or'ity -it) generally
acce%ted accounting %rinci%les a%%lied on a *asis consistent -it) t)at o& t)e %receding
year,
(Na'e o& !tudent$TR, B@89;
#an, __. @66_
(Current Date
Taclo*an City. $)ili%%ines
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&.NOTICE OF # MEETIN'
4EDECO INCOR$ORATED
Maras*aras. Taclo*an City
(Current Date
NOTICE OF ANNUA4 MEETIN5 OF !TOCG3O4DER!
Dear !toc=)older:
Notice is )ere*y given t)at t)e Annual Meeting o& t)e !toc=)olders o& 4EDECO
INC, It, -ill *e )eld on ednesday. Dece'*er @7. @6__/// at B6:66 A,M, at t)e Function
3all o& t)e 4eyte $ar= 3otel. Magsaysay Ave,. Taclo*an City &or t)e &ollo-ing %ur%oses:
B, A%%roval o& t)e Annual and Financial Re%ort o& t)e $resident
@, Rati&ication and a%%roval o& t)e acts and %roceedings o& t)e "oard o&Directors and Manage'ent &or t)e %receding year
8, Election o& Directors &or t)e ensuing year
, Transacting suc) &urt)er and ot)er *usiness an 'any %ro%erly co'e *e&or t)e'eeting,
Only stoc=)olders o& record at t)e close o& *usiness )ours on Dec, __. @6__///
-ill *e entitled to vote at said 'eeting, T)e stoc= and trans&er *oo=s -ill *e
closed on Dece'*er __. @6__ /// to deter'ine -)o a'ong t)e stoc=)olders are
entitled to vote,
(Na'e o& !tudent
Cor%orate !ecretary
ME5ATREND MU4TIMEDIA ENTURE. INC,
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B@8 Magsaysay "lvd,. Taclo*an City
(Current Date
NOTICE OF MEETIN5 OF !TOCG3O4DER!
Dear !toc=)older:
Notice is )er*y given t)at t)e Regular Annual Meeting o& t)e !toc=)olders o&ME5ATREND MU4TIMEDIA ENTURE. Inc, -ill *e )eld on
____________________________ at B:86 $,M, at t)e a*ove 'entioned address. &or t)e
%ur%ose o& electing t)e 'e'*ers o& t)e "oard o& Directors &or t)e current &iscal year and
suc) ot)er 'atters -)ic) 'ay co'e u% *e&ore t)e said 'eeting,
I& you cannot attend t)is 'eeting %ersonally. %lease &ell &ree to send youraut)ori>ed re%resentative *y duly acco'%lis)ing t)e attac)ed %roy &or' and 'ail t)e
sa'e to t)e undersigned at t)e sa'e address,
AN5E4A A, 4OC!AIN
!ecretary
Encl: $roy For'
$,!, / T)e ne- 'e'*ers o& t)e "oard -ill 'eet i''ediately a&ter t)e stoc=)older1s'eeting,
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(. MINUTES OF A MEETING
ME5ATREND MU4TIMEDIA ENTURE. INC,B@8 Magsaysay "lvd,. Taclo*an City
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AN5E4A A, 4OC!AIN
!ecretary