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Unit V - Business Letters

The document discusses the parts of a business letter and proper punctuation and phrasing. It outlines the standard sections of a business letter, including the letterhead, date, greeting, body, complimentary close, and signature. It describes two common punctuation styles - open punctuation which uses minimal punctuation and mixed punctuation which uses a colon after the greeting and comma after the close. It also lists 10 trite or overused phrases that should be avoided in business correspondence such as "Yours very truly" and "Please be advised."

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369 views41 pages

Unit V - Business Letters

The document discusses the parts of a business letter and proper punctuation and phrasing. It outlines the standard sections of a business letter, including the letterhead, date, greeting, body, complimentary close, and signature. It describes two common punctuation styles - open punctuation which uses minimal punctuation and mixed punctuation which uses a colon after the greeting and comma after the close. It also lists 10 trite or overused phrases that should be avoided in business correspondence such as "Yours very truly" and "Please be advised."

Uploaded by

Melo fi6
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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UNIT V: BUSINESS LETTERS

4. Parts of a Business Letter


5. Punctuation Styles
6. Trite Expressions to Avoid in Business
Correspondence
PARTS OF A BUSINESS
LETTER
PARTS OF A BUSINESS LETTER

1. The Heading or Letterhead


It usually contains the name and the address of the
business or an organization. It can also have an
email address, contact number, fax number,
trademark or logo of the business.
BL Company
#02 Rizal Street, Tondo, Manila, Philippines • 09123456789 • bl_company.email.com
PARTS OF A BUSINESS LETTER

2. Date
We write the date on the right-hand side corner
of the letter below the heading.
BL Company
#02 Rizal Street, Tondo, Manila, Philippines • 09123456789 • bl_company.email.com

January 25, 2021


PARTS OF A BUSINESS LETTER

3. Reference
It shows the department of the organization
sending the letter. The letter number can also
be used as a reference.
BL Company
#02 Rizal Street, Tondo, Manila, Philippines • 09123456789 • bl_company.email.com

January 25, 2021

Re: File 0251.3


PARTS OF A BUSINESS LETTER

4. The Inside Address


It includes the name, address, postal code, and
job title of the recipient. It must be mentioned
after the reference.
BL Company
#02 Rizal Street, Tondo, Manila, Philippines • 09123456789 • bl_company.email.com

January 25, 2021

Re: File 0251.3


Juan Dela Cruz, Director
ABC, Corporation
ABC Street
Townville, PH 40243
PARTS OF A BUSINESS LETTER

5. The Greeting
It contains the words to greet the recipient. It is
also known as the salutation. The type of
salutation depends upon the relationship with
the recipient.
It generally includes words like Dear,
Respected, or just Sir/Madam. A comma (,)
usually follow the salutation.
BL Company
#02 Rizal Street, Tondo, Manila, Philippines • 09123456789 • bl_company.email.com

January 25, 2021

Re: File 0251.3


Juan Dela Cruz, Director
ABC, Corporation
ABC Street
Townville, KY 40243

Dear Mr. Dela Cruz,


PARTS OF A BUSINESS LETTER

6. Subject
It is a brief statement mentioning the reason for
writing the letter. It should be clear, eye catchy,
short, simple, and easily understandable.
BL Company
#02 Rizal Street, Tondo, Manila, Philippines • 09123456789 • bl_company.email.com

January 25, 2021

Re: File 0251.3


Juan Dela Cruz, Director
ABC, Corporation
ABC Street
Townville, KY 40243

Dear Mr. Dela Cruz,


It is with much enthusiasm that I am writing to recommend the services of the Sparkleshine
Cleaning Service.
PARTS OF A BUSINESS LETTER

7. The Body Paragraphs


This is the main part of the letter. It contains the
actual message of the sender. The main body of
the mail must be clear and simple to
understand. The body of the letter is basically
divided into three main categories.
Dear Mr. Dela Cruz,

It is with much enthusiasm that I am writing to recommend the services of the Sparkleshine
Cleaning Service.

(The Body Paragraph)


Opening Part

Main Part

Concluding Part
Opening Part: The first paragraph of the mail
writing must state the introduction of the writer. It
also contains the previous correspondence if any.
• Main Part: This paragraph states the main idea or
the reason for writing. It must be clear, concise,
complete, and to the point.
• Concluding Part: It is the conclusion of the
business letter. It shows the suggestions or the
need of the action. The closing of the letter shows
the expectation of the sender from the recipient.
Always end your mail by courteous words like
thanking you, warm regards, look forward to
hearing from your side etc.
PARTS OF A BUSINESS LETTER

8. The Complimentary Close


It is a humble way of ending a letter. It is written
in accordance with the salutation. The most
generally used complimentary close are Yours
faithfully, Yours sincerely, and Thanks &
Regards.
Dear Mr. Dela Cruz,

It is with much enthusiasm that I am writing to recommend the services of the Sparkleshine
Cleaning Service.

(The Body Paragraph)


Opening Part

Main Part

Concluding Part

Sincerely,
PARTS OF A BUSINESS LETTER

9. Signature and Writer’s Identification


It includes the signature, name, and designation
of the sender. It can also include other details
like contact number, address, etc. The signature
is handwritten just above the name of the
sender.
Dear Mr. Dela Cruz,

It is with much enthusiasm that I am writing to recommend the services of the Sparkleshine
Cleaning Service.

(The Body Paragraph)


Opening Part

Main Part

Concluding Part

Sincerely,
(Signature)
Bernadeth Lacanilao
09123456789
General Tinio, Nueva Ecija
PARTS OF A BUSINESS LETTER

10. Enclosures
Enclosures show the documents attached to
the letter. The documents can be anything like
cheque, draft, bills, receipts, invoices, etc. It is
listed one by one.
Dear Mr. Dela Cruz,

It is with much enthusiasm that I am writing to recommend the services of the Sparkleshine
Cleaning Service.

(The Body Paragraph)


Opening Part

Main Part

Concluding Part

Sincerely,
(Signature)
Bernadeth Lacanilao
09123456789
General Tinio, Nueva Ecija

Enclosure Notation
PARTS OF A BUSINESS LETTER

11. Copy Circulation


It is needed when the copies of the letter are
sent to other persons. It is denoted as C.C.
12. PostScript
The sender can mention it when he wants to
add something other than the message in the
body of the letter. It is written as P.S.
Dear Mr. Dela Cruz,

It is with much enthusiasm that I am writing to recommend the services of the Sparkleshine
Cleaning Service.

(The Body Paragraph)


Opening Part

Main Part

Concluding Part

Sincerely,
(Signature)
Bernadeth Lacanilao
09123456789
General Tinio, Nueva Ecija

Enclosure Notation
CC: Laila Trina Tandaan
Aira Delos Santos
P.S. You can e-mail me directly at my personal address: [email protected].
PUNCTUATION STYLES OF AN
EFFECTIVE BUSINESS LETTER
PUNCTUATION STYLES

An older style of punctuation is occasionally seen. It is called


closed punctuation. Closed punctuation requires…
• A comma after each item in the heading and inside address.
Example: Inside Address of a Business Letter
Juan Dela Cruz, Director,
ABC, Corporation,
ABC Street,
Townville, PH 40243
• A period after the last item in the heading and inside address
• Example: Inside Address of a Business Letter
• Juan Dela Cruz, Director,
• ABC, Corporation,
• ABC Street,
Townville, PH 40243.
• A colon after the salutation
Example:
Dear Mrs. Gonzales:
• A comma after the complimentary closing
Example:
Sincerely,
PUNCTUATION STYLES

• Modern business letters typically use one of


two styles of punctuation being used: mixed
punctuation and open punctuation.
WHAT IS AN OPEN PUNCTUATION?

Open punctuation – involves a minimal use of


punctuation throughout the body of the letter.

Examples:
Sincerely instead of Sincerely,
Dear Mr Rodriguez instead of Dear Mr. Rodriguez:
• AJ Green PhD instead of A.J. Green, Ph.D.
WHAT IS A MIXED PUNCTUATION?

Mixed punctuation. This letter formats the bridge


between open and closed punctuation. You will add a
colon after the salutation and a comma after the closing
line.

Examples:
Dear Mrs. Gonzales:
• Sincerely, (your name)
TRITE EXPRESSIONS TO AVOID
IN BUSINESS
CORRESPONDENCE
TOP 10 PHRASES TO AVOID
THE TOP 10 PHRASES

1. “Yours very truly” (also “Sincerely yours” and


“Very truly yours”).
2. “Respectfully”
3. “Please be advised …”
4. “Kindly”
5. “I have forwarded…” “I am forwarding”
THE TOP 10 PHRASES

6. “Above-captioned” (also: “above


referenced”)
7. “Please do not hesitate to contact me.”
8. “Please note that…”
9. “Enclosed please find.”
10. “Under separate cover”
REMINDER:

When you use trite expressions in writing a


business letter, therefore, you think that your
recipient is also a cliché person.
Fin.

Reporter:
Bernadeth B. Lacanilao
REFERENCES:

https://www.toppr.com/guides/business-communication-and-ethics/business-co
rrespondence/parts-of-business-letter

http://www.effective-business-letters.com/punctuation-styles.html

https://bizfluent.com/about-6621229-open-punctuation-business-letter-.html#:~
:text=Modern%20business%20letters%20typically%20use,close%20%E2%80
%93%20%22Sincerely%2C%22

https://www.businessknowhow.com/marketing/tendeadliestwords.htm

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