MODULE 3

Technical
Writing in
Business
Correspondence
 Define business correspondence;

recognize purposes of
business letters;

OBJECTIVE identify types, parts and

formats of business letters;
S
construct a memo and a type of a
business letter

create and send e-mail.

 TOPICS

1 2 3 4 5
Introduction Writing Letters Memo Emails Minutes
 Technical Writing in Business
Correspondence

Business letters are written

messages to a person or group within
a professional setting. Business
letters are used when the writer
would like to be formal and
professional.
 Technical Writing in Business
Correspondence
Letters may vary in length depending on the
writer’s objective, purpose, and message of the letter.
The letter can address anyone including, but not
limited to: clients and customers, managers, agencies,
suppliers, and other business personnel or
organizations. It is important to remember that any
business letter is a legal document between the
interested parties. These documents can be held for up
to seven years, so it is important that all information is
honest and legitimate.
 Technical Writing in Business
Correspondence

It is important to remember that

any business letter is a legal document
between the interested parties. These
documents can be held for up to seven
years, so it is important that all
information is honest and legitimate.
The Difference
Between a
Business Letter
and Other
Letters
The main thing that differentiates a business letter from other letters is that
a business letter is a legal document. The writer can be held liable for
anything written in the letter.

For example, if it is stated that a project will be completed by a certain

date in a business letter, the project legally must be completed by that date.
However, if the project can’t be completed by that date, another letter can
be written stating that the project is behind schedule and why. For this
reason, business letters must be written differently than letters used for
personal use.
A business letter is used primarily to request or provide
information, to relate a deal, to bring or continue conversation,
and/or to discuss prior negotiations.

A business letter can be classified as private, however, it is

typically not circulated to others, but rather meant for the eyes of
the participants involved. Therefore, a business letter needs to be
clear, focused, and to the point. When writing a business letter,
the author should avoid interjecting personal stories.
A business letter needs to be concise and clear. Being too wordy is the
biggest downfall in this form of writing. Keep sentences short and precise.
Avoid over using adjectives and adverbs that distract from the focus of the
message.

Organize the letter from most important subjects to least.

The content of the letter should be persuasive and usable.

The tone of the letter should be formal and professional.
Also, in a business letter, it is preferable to use personal singular
pronouns like “I” and “you”. Avoid using plural pronouns like
“we” since it can mislead the audience to assume that the
company supports the message of the letter. In addition, personal
pronouns are easier to understand, because it directly refers to the
parties involved.
 Formatting
Your Business
Letter
 Parts of a Business Letter
Heading/ Letterhead
Inside Address
Through Line
The Salutation
Body
The Complimentary Close
Signature
End of Letter Enclosure
 Heading/ Letterhead
The heading consists of your address (includes city and zip
code) and the date. It is arranged in block form (each aligning
with the one above) and placed at the upper right-hand corner
of the letter.

The date is placed at the upper right-hand corner of the letter.

The date is placed two or three spaces below. Abbreviations
are not used in the heading.
 Inside Address
1. The inside address includes the recipient’s name and title, the name of the office or
department, if any, the name of the company or the institution, and the street address, city
and ZIP code.
2. Use block form (each aligning with the one above) for the inside address.
3. The inside address should be set flushed with the lefthand margin, four lines below the
heading.
4. Always include the proper title before a recipient’s name, such as Mr. and Ms. If you see
a title after a person’s name, such as M.D. or D.D.S., do not use a title before the name.
Example: Mr. Ernie A. Caraecle, Ed.D.
5. Use a separate line if the job title is too long. As much as possible, professional or
business titles (e.g. Vice President) should not be abbreviated.
 Through Line
It is used when the letter sender is a subordinate who
writes to a person (primary receiver of the letter). For
example, the through line is the HR Manager or the
company and the Inside address is to the owner of the
company.
 The Salutation
The salutation serves as the greeting of the letter.
1. Place the salutation two lines below the inside address.
2. End the salutation with a colon.
3. Address the recipient with his/her appropriate title and his/her last
name.
Examples:
Dear Mr. Ramilliano:
Dear Sir:
Sir:
4. If you are not writing to a specific person/s in a company, you may
use the following greetings as a salutation.
Example: Dear Sir/Madame:
 Body
The body of the letter is the meat of the letter. It
contains the messages.
1. Write the body two lines below the salutation.
2. Lines are single-spaced while paragraphs are double-
spaced.
 Body
Body: In the first paragraph, introduce yourself and the main point of your
letter. Following paragraphs should go into the details of your main point,
while your final paragraph should restate the letter’s purpose and provide a
call to action, if necessary.
Use single spacing. NEVER use double spaces within the business
letter.

Use a simple format with font that is easy to read.

For block, and modified block formats use single spaces.

Leave a blank line between each paragraph. This makes it easier to

follow the changes of topics within the letter.
 Complimentary Close
It is important to take into account your audience when ending any
business document. Being both respectful and professional are two
important elements of your ending salutation. You must remember that each
employer, boss, or co-worker may have different expectations as to what is
acceptable as a proper salutation. A few general ending deemed professional
include:

Sincerely,
Respectfully yours,
Yours truly,
Best, or Best regards,
 Signature
This is placed four lines below the complimentary close. Type
your name (in capital letters)
and your organizational title or profession below your name,
then use the official ink (blue or black)
for signature.

Example:

ESTEBAN H. QUILA, JR.

Presidential Assistant for Research and Extensions
 “Signature Block”
On a typed business letter, following the closing, you should leave a space to sign your
name with a pen. This will allow for a more personal touch on an otherwise bland letter.

This is the only handwriting on the paper so make sure the signature is clear. Below this
personal signature should be your typed first and last name to allow for easy reading.

After this you can include anything else that the reader may need to know. This could
include anything from job title, identification, a notation that there are copies attached at
the bottom of the document, or other contact information, such as e-mail address or
business phone number.
 End of Letter Enclosure
1. Encl. means enclosure. This is used when you are enclosing
something to you letter. It is placed
on the left-hand of the margin two lines below your typed
name.

Example:
ESTEBAN H. QUILA, JR.
Presidential Assistant for Research and Extensions

Encl. : copy of the Memorandum dated 2/20/2020

 Copy Notation
The symbol “c” (for copy) or “cc” is used to
indicate that a copy is sent to another person.

Example:
c: Romeo Bustamante / cc: Romeo Bustamante
Heading/Letterhead
Inside Address
Salutation
Body

Complimentary Close
Signature
Enclosure
 Format of a Business Letter
There are varied ways of packaging a business letter. The
format depends on the intention of the letter sender and to
whom it is addressed. In addition, the presentation of format
reflects the personality of the writer.

The ff forms are the commonly used formats of a business

letter. Note the difference of each form and determine which
among the forms suit your purpose best.
 Full Block Form
All lines are flushed to the lefthand margin of the page (Farol,
1963).
 Semi-Block Form
This type is different from the block form only on one aspect – the indention of the paragraphs
opening. Lines which begin new paragraphs should be uniformly intended either for five or ten
spaces.
 Modified Block Form
This style places the inside address and all paragraphs at the left hand margin while the heading, and
complimentary close starts at the middle part of the paper or #3 on the top ruler of MS Word going
to the right margin.
 Indented or Traditional Form
Uniformity is observed in the indented form where each line of the heading and the inside address is
uniformly indented by either three or five spaces more than the line it precedes. The complimentary
close is aligned with the date line, while the signature is written two or three spaces to the right of
the point at which the complimentary close begins (Farol, 1963).
 Hanging Style
1. The heading, the inside address and the signature conform with the block style. Paragraph
beginnings align with the lefthand margin of the page.
2. All the rest of the lines are indented five spaces from the lefthand margin (Farol, 1963)
Tips on Writing Business Letters
Address the reader formally (Mr., Miss, or Mrs.) unless otherwise directed.

Address the letter to a specific person whenever possible, and not the company so it
does not get discarded.

Use a colon after the salutation if using the reader’s last name and a comma if using
their first name.

Use company letterhead to make the document more professional, if the document
is related to company affairs.

Use a subject line to inform the reader quickly of the documents content.
Tips on Writing Business Letters
Sign your name in ink neatly at the bottom, between the closing and the Electronic
Signature of the document.

If a letter does not fill an entire page, put be sure the content of the letter is in the
middle of is the page and the document is balanced.

Be sure to list the people on the letter that you are sending copies to so a certain
individual is not left out.

It is okay to use specific pronouns, such as “I” and “You”, but be careful when
using “We”. This is simply because it can commit your company to what you have
written.
Tips on Writing Business Letters
Sign your name in ink neatly at the bottom, between the closing and the Electronic
Signature of the document.

If a letter does not fill an entire page, put be sure the content of the letter is in the
middle of is the page and the document is balanced.

Be sure to list the people on the letter that you are sending copies to so a certain
individual is not left out.

It is okay to use specific pronouns, such as “I” and “You”, but be careful when
using “We”. This is simply because it can commit your company to what you have
written.
Types of
Business
Letters
 Types of Business Letters
1. Application Letter – It is composed persuasively
whenever you are applying for your target job.

This is usually accompanied by your resume for

additional information of your experiences and skills.

Example
 Resume
It is a sales tool. It summarizes your skills, education, experiences and other
qualifications. It should show how you can be an asset to a company and how your qualifications address the
needs of the employer.

Three Types of Resume:

(1) Chronological, (2) Functional and (3) Combination Resume

(1) Chronological
Focuses on employment history of the applicant. This style is ideal for those who
already have several work experiences showing steady career growth.
(2) Functional
Focuses on the applicant’s skills rather than on previous employment history. This style is
ideal for those who are fresh graduates seeking for their first job.
(3) Combination Resume
Focuses on drawing the best features or strong points of chronological and functional
resume styles.
Resume
 Letter of Inquiry
It is a letter that asks for a particular information or assistance. This type of business
letter is direct and the questions are constructed to get the information
straightforwardly.

In writing a letter of inquiry consider the following guidelines:

First Paragraph: Begin with the most important question or a summarizing

statement.
Second Paragraph: This part contain the explanation or list of questions.
Third Paragraph: The ending should tell the reader what you want to be done and
when.
 Letter of Reply or Response
It is written in response to a letter of inquiry which directly
answers all the inquiries regarding the company’s products or services. As part of
business as usual, most companies promptly reply to all the inquiries addressed to
them.

In writing the letter of response, the following steps may help you:

Acknowledge the inquiry by mentioning important details from the letter of inquiry
you received.

Build goodwill and pave the way for future contacts by using a cordial or friendly
tone.

Answer the questions fully and send prompt replies.

 Letter of Request
It is commonly used everywhere. We daily use it in academic, in industry, even in
corporate world. The main purpose of this letter is to request for something you need. In
writing a letter of request you may follow these steps:

First Paragraph: (orientation) This is the introduction part where you begin with the
details of the event or any activity. The date, time, and venue should be indicated also.

Second Paragraph: (information) In this part, you need to mention the requested
materials or equipment or even venue. You need to be very specific in this part.

Last Paragraph: (action) Thank the person in charge to promote good will.
 Letter of Order
it is one type of business letter which is written for the purpose of purchasing items that are
for sale.
An order letter according to Rosales et al (2009) usually
contains the following:
a. Name of the item ordered
b. Description of each item, giving size, style, finish, quality,
material, weight, or whatever
will help in identifying the article wanted.
c. Catalog number of the item, if it is available
d. Quantity of each item wanted
e. Price of each item and the total price of the order
f. Method of shipment desired by the buyer
g. Address where the goods are to be shipped or delivered
h. Date of shipment
i. Credit references, if payment is made from an account
j. Mode of payment
“ ACTIVITY TIME!!!

Choose a type of business letter from the list

given and write your own following the format
and necessary parts that were discussed.

PS. USE FULL BLOCK FORMAT

 Writing
Memorandum
 Writing Memorandum
A Memorandum or memo is used to inform or persuade people
within a certain organization.

Hence, it is a tool for internal communication. Similar to a

news article, a memo follows an inverted pyramid structure. It
starts with the most important information and ends with the
least important details.
Writing Memorandum
5 Types of Memo

Instruction Memo
Request Memo
Announcement Memo
Transmittal Memo
Authorization Memo
 Instruction Memo
- it calls for action
- memo giving directions to the employees on how to have their
annual physical check-up

Request Memo
- memo that asks readers to provide certain information or take
particular action
- memo requesting fund for the annual planning
 Announcement Memo
- provides information about an event, person, or thing
- memo announcing town hall meeting

Transmittal Memo
- - serves as a cover note for a more extensive enclosed document
- - memo transmitting an annual report to the board of directors
 Authorization Memo
- gives permission
- memo allowing an employee to take a leave of absence
Parts of a Memo:
1. Memo head
2. Date line
3. “To” line
4. “Attention” line
5. “Through” line
6. “From” line
7. “Subject” line
8. Body
9. Identification initials
10. Enclosure notation
11. Copy notation
Parts of a Memo:
Parts of an Extended Memo:

1. Memo head
2. Date line
3. “To” line
4. “Attention” line
5. “Through” line
6. “From” line
7. “Subject” line
8. Body
9. Identification initials
10. Enclosure notation
11. Copy notation
MINUTES OF
A MEETING
Know what is
minutes of
meeting to
avoid this
scenario:
 Meetings
Meetings are an essential part of an organization. Equally
important is how information that has been shared and
discussed during a meeting is recorded. This is the reason
minutes of a meeting are considered an integral
component of any meeting
 Minutes of a Meeting
Minutes are the record of who was there and what happened. They
are an important source of information for people who were unable to
attend or looking back to reflect on what happened. They're also an
incredibly effective tool to notify or remind people of tasks assigned to
them or timelines to keep everyone on track.

They are a written record of what happened and what had been
discussed during a meeting. They serve as an official record that
summarizes the proceedings. For some,
taking minutes is a daunting task especially if the meeting is complicated
and involves heated arguments.
What should go into meeting minutes?

Here are some of the details that you should into the
meeting minutes.

- Date and time of meeting

- Names of the participants
- Agenda items and topics discussed
- Action items
 Before the Meeting
1. Record the advance notice for absences and inform the presiding officer about it.

2 Know your meeting agenda and use it to guide you in organizing the information.

3. Identify your recording method (leg notebook, audio recorder, laptop, shorthand).

4. Know the names of the participants before the meeting starts.

5. Make a minutes template which will help you facilitate the taking of notes.
 During the Meeting
1. When taking minutes during the actual meeting, use only the initials of the
speakers.

2 Use a chronological order in each cluster but a topical arrangement based on the
agenda for the main heading of the minutes

3. Use simple past as the standard verb tense

4. Be factual and brief by not incorporating editorial comments or subtle slanting of

factual statements. An example of a statement with editorial comments is as follows:
As always, Mr. Ramos rejected the proposal of Ms. Perez.
 During the Meeting
5. Capture the gist of the meeting. Summarize rather than transcribe. However, use verbatim recording
for parliamentary points: motions, resolutions, and points of order. State motions and amendments
accurately including the name of the source. Generally, the name of the seconder of the motion is not
entered unless ordered by the body.

6. Enter the number of votes for each side when an issue is put to the vote.

7. Focus on action taken rather than topics discussed.

8. Incorrect: Attendance should be observed by the faculty members during the department meeting.
Correct: Mr. Balgos reiterated that faculty members should attend the department meeting.

9. Be objective. If someone you do not like or made an excellent suggestion include it.
 After the Meeting
1. Type the minutes while the facts are still fresh in your mind.

2 Single-space the text paragraphs.

3. Number all pages.

4. Place the corrections made in the previous minutes above the affected line or on the margin.

5. Do not discard the original minutes. If you retype the page, attach the original to the revised one.

6. Keep your notes until the minutes have been approved in the next meeting.

7. Clarify with the speakers items which are unclear to you.

Informal
Formal
Formal
SENDING
E-MAILS
 What is a Formal Email?
A formal email is an email that uses professional
language and clear formatting to begin or continue a discussion
relating to a professional or otherwise important subject.
People also use formal emails to signal respect when contacting
someone they do not know personally. Formal emails are the
default for work-related settings and communications, ensuring
that employees' communications represent their organization
well.
Why Are Formal Emails Important?
Formal emails are important because they establish the proper conditions for
significant discussions to take place.

When someone receives an email from an unknown individual, its formatting confirms
that the communication is serious and coming from someone with a genuine concern.

The respectful tone of a formal email also helps two parties engage in a helpful
discussion where they gladly extend courtesies toward one another. For instance, a job
applicant inquiring about an opening with a company benefits from showing their
professional communication skills and expressing their appreciation for any guidance
they receive.
 How To Write A Formal Email
1. Confirm your email address is professional
2. Write your subject line
3. Use a formal salutation
4. Introduce yourself
5. Communicate your message succinctly
6. Close with appreciation
7. Proofread and send your email
 Formal Email Template
Subject: [Brief and clear subject]

Dear [Recipient name],

My name is [your name], and I am [explain relation or relevance to recipient]. I am writing to [state reason
for contacting recipient].

[Offer some background about yourself and explain your intentions]. [Provide any additional important
information, keeping your message brief].

Thank you for your time. I hope to [speak with/hear from/meet] you soon.

[Formal closing],
[Your name]
[Professional contact information]
 Formal Email Example
Subject: Research Assistant Opening

Dear Professor Patel,

My name is Pranit Shah. I am a first-year graduate student in the School of Business Management. I am writing
regarding the research assistant opening the department listed in its recent bulletin.

As an aspiring entrepreneur, I am deeply interested in studying how developments in start-up funding have influenced the
corporate structures of new companies operating in international markets. I believe the research you are leading aligns
closely with my proposed thesis, and I am sure it would be an excellent opportunity to apply the skills I have developed
while pursuing my graduate studies. I have attached my CV for your consideration.

Thank you for your time. I hope to hear from you soon.

With respect,
Pranit Shah
OVERVIEW
OF A
MIDWIFERY
CAREPLAN
 CARE PLAN
Definition:

- A plan of the treatment or health care to be provided to a PATIENT for a CARE ACTIVITY or within an ACTIVITY
GROUP.

- A care plan is a document that outlines: a person's home care needs. the services they will receive to meet those needs.
who will provide the services and when.

Purpose:

If you need support, a care plan is a document that specifies your assessed unique individual needs and outlines what
type of support you should get, how the support will be given, as well as who should provide it. Care plans play a vital
role in the treatment of a patient. They clearly define guidelines along with the midwives/nurse's role in patient care and
help them create and achieve a solid plan of action. This equips nurses to provide focused care—without overlooking
important steps.
 Summary
Business correspondence is any type of
electronic, printed, or hand-written communication that
conveys business, commercial, or industrial message to
achieve a specific purpose. It may be used in private
businesses, academic institutions, government offices, and
other organizations that aim to communicate message to a
specific audience. Business correspondence serves several
functions. First, it maintains harmonious relationship and
goodwill. Second, it serves as evidence or proof of
communication. Third, it helps one showcase his/her
communication and problem-solving skills. Finally, it
directs people to act for a specific purpose.

81
“
Making Memo
Situation: You are task by the owner Dr. Charmaine Reyes to
write a memo to conduct a meeting about the upcoming
Evaluation of the Birthing Clinic you are working with. All
the workers (midwives, interns, cleaners, etc.) must join the
said meeting to discuss about these agenda: Assigning focal
persons and members in each section to be evaluated,
Needed preparations, and Other Matters. You may add idea
in your output.

Sending Email
You are to disseminate the memo by attaching it in an email.
What will be the content of your message with a MEMO
attachment to the receivers?
Even by only using pen and paper, format it like the image on
the right side.