Writing a Writing a Business LetterBusiness Letter

English 10 Performance English 10 Performance TaskTask

(Part II)(Part II)

Overview of Letter PartsOverview of Letter Parts

Letterhead/HeadingLetterhead/Heading DatelineDateline Inside AddressInside Address SalutationSalutation BodyBody Complimentary Closing Complimentary Closing SignatureSignature Writer’s Name and TitleWriter’s Name and Title

LetterheadLetterhead The letter head is the heading The letter head is the heading

at the top of a letter.at the top of a letter. It usually consists of the name, It usually consists of the name,

address, telephone number and address, telephone number and fax number of the company.fax number of the company.

The letterhead can be typed The letterhead can be typed out but it is usually printed on out but it is usually printed on the company’s stationerythe company’s stationery

HeadingHeading2650 San Sebastian St. Lipa City,2650 San Sebastian St. Lipa City,Batangas 4217Batangas 4217Phone: (043) 756 - 1849 Phone: (043) 756 - 1849 Fax: (043) 756 - 6734Fax: (043) 756 - 6734

If you do not have a letter head you must write your name, address and telephone number at the top of the page or above the inside address

HeadingHeading Present your complete address Present your complete address

and the date at least one inch and the date at least one inch below the top of the paper in the below the top of the paper in the headingheading..

Example:Example:223 Barangay Bungahan 223 Barangay Bungahan Cuenca, Batangas, 4222Cuenca, Batangas, 4222July 30, 2013July 30, 2013

Date LineDate Line The date line is used to indicate the date the letter The date line is used to indicate the date the letter

was written. was written. If your letter is completed over a number of days, If your letter is completed over a number of days,

use the date it was finished and mailed.use the date it was finished and mailed. When writing to companies within the United States, When writing to companies within the United States,

use the American date format. (The United States-use the American date format. (The United States-based convention for formatting a date places the based convention for formatting a date places the month before the day. For example: July 31, 2013. ) month before the day. For example: July 31, 2013. )

If you are writing to England use the day/month/ If you are writing to England use the day/month/ year year

If you are writing to China use the year/month/dayIf you are writing to China use the year/month/day Depending which format you are using for your Depending which format you are using for your

letter, either left justify the date or center it letter, either left justify the date or center it horizontally.horizontally.

Inside AddressInside Address Place the Place the inside addressinside address two or two or

three spaces beneath the heading, at three spaces beneath the heading, at the left margin. the left margin.

Include the complete name and Include the complete name and address of the person or company to address of the person or company to whom you are writing, and the title whom you are writing, and the title or position of the person if it is or position of the person if it is appropriate.appropriate.

Inside AddressInside Address It is always best to write to a It is always best to write to a

specific individual at the firm to specific individual at the firm to which you are writing. which you are writing.

If you do not have the person’s If you do not have the person’s name, do some research by name, do some research by calling the company or speaking calling the company or speaking with employees from the with employees from the companycompany

INSIDE ADDRESS ContINSIDE ADDRESS Cont.. Follow a woman’s preference in Follow a woman’s preference in

being addressed as:being addressed as: Miss, Mrs., or Ms. Miss, Mrs., or Ms.

If you are unsure of a woman’s If you are unsure of a woman’s preference in being addressed, preference in being addressed, use Ms.use Ms.

INSIDE ADDRESS ContINSIDE ADDRESS Cont If If there is a possibility that there is a possibility that

the person to whom you are the person to whom you are writing is a Dr. or has some writing is a Dr. or has some other title, use that title. other title, use that title.

Usually, people will not mind Usually, people will not mind being addressed by a higher being addressed by a higher title than they actually title than they actually possess. possess.

INSIDE ADDRESS ContINSIDE ADDRESS Cont For international addresses, type For international addresses, type

the name of the country in all-the name of the country in all-capital letters on the last line. capital letters on the last line.

The inside address begins two The inside address begins two lines below the date.lines below the date.

It should be left justified, no It should be left justified, no matter which format you are matter which format you are using.using.

Inside AddressInside AddressExample:Example:Bro. Kenneth Martinez FSC, Bro. Kenneth Martinez FSC,

PresidentPresidentDe La Salle LipaDe La Salle Lipa1962 J. P. Laurel National Highway1962 J. P. Laurel National HighwayLipa City, Batangas, 4217Lipa City, Batangas, 4217

SalutationSalutation Your Your salutationsalutation, placed two or three lines , placed two or three lines

beneath the inside address, should be beneath the inside address, should be formal. formal.

Notice that a colon follows each salutation. Notice that a colon follows each salutation. Use the same name as the inside Use the same name as the inside address, including the personal title.address, including the personal title.

If you know the person and typically If you know the person and typically address them by their first name, it is address them by their first name, it is acceptable to use only the first name acceptable to use only the first name in the salutation (i.e., Dear Lucy:). in the salutation (i.e., Dear Lucy:).

In all other cases, however, use the In all other cases, however, use the personal title and full name followed personal title and full name followed by a colon. by a colon.

Salutation Cont.Salutation Cont. If you don’t know a reader’s If you don’t know a reader’s

gender, use a nonsexist salutation, gender, use a nonsexist salutation, such as "To Whom it May such as "To Whom it May Concern:" Concern:"

It is also acceptable to use the full It is also acceptable to use the full name in a salutation if you cannot name in a salutation if you cannot determine gender. determine gender.

For example, you might write: Dear For example, you might write: Dear Chris Harmon:Chris Harmon:

Examples or SalutationsExamples or Salutations Dear Personnel Director:Dear Personnel Director: Dear Sir or Madam: (use if you don't Dear Sir or Madam: (use if you don't

know who you are writing to)know who you are writing to) Dear Mr._: Mrs._: Miss_: or Ms_: (use the Dear Mr._: Mrs._: Miss_: or Ms_: (use the

last name if you know who you are last name if you know who you are writing to (e.g. Dear Mrs. Javier)writing to (e.g. Dear Mrs. Javier)

VERY IMPORTANT use Ms. for women VERY IMPORTANT use Ms. for women unless asked to use Mrs. or Miss) unless asked to use Mrs. or Miss)

Dear Frank (use if the person is a close Dear Frank (use if the person is a close business contact or friend) business contact or friend)

BodyBody The The bodybody of your letter, beginning two of your letter, beginning two

lines below the salutation, presents all lines below the salutation, presents all the important information or pertinent the important information or pertinent details you wish to include in your details you wish to include in your letter. letter.

For block and modified block formats, For block and modified block formats, single space and left justify each single space and left justify each paragraph within the body of the letter.paragraph within the body of the letter.

When writing a business letter, be When writing a business letter, be careful to remember that conciseness careful to remember that conciseness is veryis very important. important.

Body (Cont.)Body (Cont.) In the first paragraph, consider a friendly In the first paragraph, consider a friendly

opening and then a statement of the main opening and then a statement of the main point or your purpose for writing . point or your purpose for writing .

The next paragraph should begin justifying The next paragraph should begin justifying the importance of the main point.the importance of the main point.

In the next few paragraphs, continue In the next few paragraphs, continue justification with background information justification with background information and supporting details. and supporting details.

The closing paragraph should restate the The closing paragraph should restate the purpose of the letter and, in some cases, purpose of the letter and, in some cases, request some type of action.request some type of action.

The ReferenceThe Reference Give a reference for the reason you Give a reference for the reason you

are writingare writing With reference to your job With reference to your job

advertisement in the advertisement in the Philippine Daily Philippine Daily Inquirer issued last…, Inquirer issued last…,

Regarding your letter of 23Regarding your letter of 23rdrd March, March, With regards to your phone call With regards to your phone call

today,today, Thank you for your letter of March Thank you for your letter of March

55thth

The Reason for WritingThe Reason for Writing I am writing to signify my I am writing to signify my

intent…intent… I am writing to enquire I am writing to enquire

about… about… I am writing to apologize for… I am writing to apologize for… I am writing to confirm… I am writing to confirm…

RequestingRequesting Could you possibly…?Could you possibly…? I would be grateful if you I would be grateful if you

could… could… Agreeing to Requests

•I would be delighted to…

Giving Bad News •Unfortunately … •I am afraid that…

Enclosing Documents

•I am enclosing…•Please find enclosed… •Enclosed you will find…

Closing RemarksClosing Remarks I appreciate your kind I appreciate your kind

considerationconsideration Thank you for your helpThank you for your help Please contact us again if we Please contact us again if we

can help in any waycan help in any way If there are any problemsIf there are any problems If you have any questionsIf you have any questions

Reference to Future Reference to Future ContactContact

I am hoping that…I am hoping that…I look forward to ...I look forward to ...hearing from you soon. hearing from you soon. meeting you next meeting you next Tuesday. Tuesday.

seeing you next seeing you next Thursday. Thursday.

ClosingClosing The The closing closing formally ends the formally ends the

communication.communication. The closing begins at the same The closing begins at the same

horizontal point as your date.horizontal point as your date. One line after the last body paragraph. One line after the last body paragraph. Capitalize the first word only (i.e., Capitalize the first word only (i.e.,

Thank you) Thank you) Leave four lines between the closing Leave four lines between the closing

and the sender’s name for a signature. and the sender’s name for a signature. Put your position if you would like to.Put your position if you would like to.

Closing (Cont.)Closing (Cont.) If a colon follows the If a colon follows the

salutation, a comma salutation, a comma should follow the closingshould follow the closing

otherwise, there is no otherwise, there is no punctuation after the punctuation after the closing. closing.

Finish TheFinish The Respectfully yours, (Commonly Respectfully yours, (Commonly

used to signify courtesy to the used to signify courtesy to the person you are writing to)person you are writing to)

Yours faithfully, or Yours truly, (If Yours faithfully, or Yours truly, (If you don't know the name of the you don't know the name of the person you are writing to) person you are writing to)

Yours sincerely, or Sincerely Yours sincerely, or Sincerely yours, (If you know the name of yours, (If you know the name of the person you're writing to) the person you're writing to)

Best wishes or Best regards, (If Best wishes or Best regards, (If the person is a close business the person is a close business contact or friend) contact or friend)

FormatFormat When writing business letters, you When writing business letters, you

must pay special attention to the must pay special attention to the format and font used.format and font used.

The most common layout of a The most common layout of a business letter is known as block business letter is known as block format.format.

Using this format, the entire letter Using this format, the entire letter is left justified and single spaced is left justified and single spaced except for a double space between except for a double space between paragraphs. paragraphs.

Block TypeBlock Type_______________________________, ____________, _______ HeadingHeading_______, _____ Dateline_______, _____ Dateline

____________________________________________________ Inside addressInside address_____, ___ ________, ___ ___

______________ : Salutation______________ : Salutation

______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Body Body

paragraphsparagraphs

____________________________________________________________________________________________________________________________________________________________________________________________________________________ Body Body

paragraphsparagraphs__________________________________________________________________________________________________________

_____________, _____________, ClosingClosing_____________ _____________ SignatureSignature_____________ _____________ PrintedPrinted NameName

Format Cont.Format Cont. Another widely utilized format Another widely utilized format

is known as modified block is known as modified block format. format.

the body of the letter is left the body of the letter is left justified and single-spaced. justified and single-spaced.

the date and closing are in the date and closing are in alignment in the center of the alignment in the center of the page. page.

Modified Block TypeModified Block Type________________________________________

_____, _______ _____, _______ HeadingHeading_______, _____ _______, _____ DatelineDateline

_______________________________________ _____________ Inside addressInside address_____, ___ ________, ___ ___

______________ ______________ : : SalutationSalutation

________________________________________________________________________________________________________________________________________________________________________________________________________________ __________________________________________________________________________ Body ParagraphsBody Paragraphs____________________________________________________________________________________________________________________________________________________ ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ __________________________________________________________________________ Body paragraphsBody paragraphs

____________, ____________, ClosingClosing____________ ____________ SignatureSignature____________ ____________ Printed NamePrinted Name

Format Cont.Format Cont. The final, and least used, style is

semi-block.

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

Semi-block Type Semi-block Type ________________________________________

_____, _______ _____, _______ HeadingHeading_______, _____ _______, _____ DatelineDateline

____________________________________________________ Inside addressInside address_____, ___ _________, ___ ____

____________________________ : : SalutationSalutation

_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________ Body Body

paragraphsparagraphs

_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________ Body Body

paragraphsparagraphs

____________, ____________, ClosingClosing____________ ____________ SignatureSignature____________ ____________ Printed NamePrinted Name

PAGE SETUPPAGE SETUP Leave a good margin on both sides (1 Leave a good margin on both sides (1

inch) and on top and bottom (1 inch)inch) and on top and bottom (1 inch) Use quality paper for both your letter Use quality paper for both your letter

and envelopeand envelope Use a good printer, preferably a laser Use a good printer, preferably a laser

printer, to achieve the best possible printer, to achieve the best possible effecteffect

Eliminate spelling and grammar Eliminate spelling and grammar errorserrors

Performance TaskPerformance Task Write an application letter Write an application letter You will turn the letter in at the end of You will turn the letter in at the end of

classclass Use all the parts of a letter Use all the parts of a letter

Letterhead/HeadingLetterhead/Heading Date lineDate line Inside addressInside address SalutationSalutation Body of the letter (four paragraphs)Body of the letter (four paragraphs) Complimentary closingComplimentary closing Signature over printed nameSignature over printed name

BodyBody First Part:First Part:

Tell how you found out about the job opening and specify the Tell how you found out about the job opening and specify the particular job you are applying for. Point out at least one career particular job you are applying for. Point out at least one career objective or professional goal that has led you to apply in that objective or professional goal that has led you to apply in that company/institution (not exactly the one in your resumé)company/institution (not exactly the one in your resumé)

Second Part:Second Part:Highlight the knowledge, skills, traits, professional experiences, key Highlight the knowledge, skills, traits, professional experiences, key achievements, and other qualifications that you have which can be achievements, and other qualifications that you have which can be applied or used to the job you are applying for. Be able to justify how applied or used to the job you are applying for. Be able to justify how your previous job experience/s and or trainings/seminars and your previous job experience/s and or trainings/seminars and capabilities will not only qualify you for the said job but will also make capabilities will not only qualify you for the said job but will also make you the perfect candidate for the job and will make you stand out from you the perfect candidate for the job and will make you stand out from the competition (without sounding too self-confident or very boastful). the competition (without sounding too self-confident or very boastful). Make sure that you will not just simply copy what you have already Make sure that you will not just simply copy what you have already written in your resume; rather, ask to refer to your attached resume written in your resume; rather, ask to refer to your attached resume for further details about your personal, educational, and professional for further details about your personal, educational, and professional background. background.

Third Part:Third Part:Politely say how you can be reached by telephone/cellular phone or Politely say how you can be reached by telephone/cellular phone or through electronic mail if your application will be considered. You may through electronic mail if your application will be considered. You may also inquire about schedules of pre-screening interviews and or also inquire about schedules of pre-screening interviews and or written examinations if they have.written examinations if they have.

Fourth Part:Fourth Part:Brief conclusion or final statement. You may express your wish or Brief conclusion or final statement. You may express your wish or desire to be hired or for your application to be considered.desire to be hired or for your application to be considered.