Business

Correspondence
 What is Business
Correspondence?
 It is defined as the exchange of written
communication in an organization.

 may be a communication between or among

personnel within a company, between a
company with another company or between
a company and its costumers.
 Elements of a Business
BASIC PARTS
LetterOPTIONAL PARTS
LETTER HEAD/HEADING • ATTENTION LINE
DATELINE • SUBJECT LINE
INSIDE ADDRESS • ENCLOSURE NOTATION
SALUTATION • CC NOTATION (Carbon Copy Notation)
BODY OF THE LETTER • BCC NOTATION (Blind Copy
Notation)
COMPLEMENTARY CLOSE • POSTSCRIPTS
SIGNATURE BLOCK • MAILING NOTATION
REFERENCE INITIALS
Basic
Parts
 Letterhead or Heading
 Contains the name of the sender, the street
address, town, province and country, and the
ZIP code which are typed on the top lines
immediately above the dateline.

 It is called a letterhead if it is typed at the top

of the sheet or stationary.
 Dateline
 Contains the date of the letter.

 It may be typed at the left or right margin

depending on the letter style used.

 Entered two to three spaces below the last line of

the heading.

 Should not be abbreviated nor should a number

be used to indicate the month.
Wrong : Jun 29, 2017 or 6-29-17 or 6/29/17

Right : June 29, 2017

Right : 29 June 2017

Th, st, and d should not be used after the day of

the month.

Example:
June 5 and not June 5th
 Inside Address
 Sometimes considered as the introductory or
complimentary address.

 The address of receiver or recipient of the letter

and is the exact address written on the envelope.

 Consists or the name, address, the town and

province/city.

 Typed two to three spaces below the dateline.

A. A woman is addressed as Miss or Mrs.
Ms. Is being used if the status is not known.

B. A man is addressed as Mr. and its plural is

Messrs., an abbreviated form of the French
Messieurs.

C. Doctor may be abbreviated as Dr.

D. Abbreviation of the word or title Professor

is allowed, only if the first and last name is
given. If not, do not abbreviate.
E. The position of the addressee may either
precede or follow the name.
Example:
Mr. Jesus Vargas
Executive Vice-President

Kelly and Sons Corporation

Director Arthur Mendoza

F. Names and titles of cities and states should be

spelled out. The ZIP code should be included.
 Salutation
 Considered as the greeting and an
expression of courtesy to put the
reader in a friendly state of mind.

 Typed two spaces below the inside

address.
Example:
Formal:
SINGULAR PLURAL
Sir Sirs
Dear Madam Mesdames
Dear Mr. Roberts Dear Sirs
Dear Atty. Cortez Gentlemen

Not Formal:
Singular: Dear John
Note: When the letter is directed to a
company, use Gentlemen or Ladies
and Gentlemen or Gentlemen for
salutation.
Example:
YRU General Merchandise
143 Damangki Street
Makati City 3310

Gentlemen or Ladies and Gentlemen

 Body of the Letter
 The most important part of the
letter.

 Normally, typed two spaces after

the salutation unless there is subject
line.
Complimentary Close
 This part closes the letter cordially.

 Only the first letter of the word is

capitalized.

 Typed two spaces below the body of the

letter.
Respectfully yours
Very truly yours
Sincerely yours
 Signature Block
 This identifies the writer.

 The name of the writer is typed four

to five spaces below the
complimentary close.
 Reference Initials
 These are the initials of the writer, typist or
stenographer which are typed in the lower
corner of the letter.
Example:

PE
JV/TA
Optional
Parts
 Attention Line
 Needed if the business letter is addressed to
the company rather to an individual.

 If the writer chooses to address the letter to a

certain person in a company.
XYZ General Merchandise
143 Damangki Street
Makati , City 3310

Attention Line: Miss Arci Adarna

Gentlemen
 Subject Line
 Used to immediately inform the reader
what the letter is all about.

 Typed two spaces below the salutation.

 It may be typed full capital letters or

underlined for emphasis
Dear Ms. Legaspi

Subject: New Office Policies

 Enclosure Notation
 Is a reminder that there is an
attachment.

 It is usually typed under the typist’s or

stenographer’s initials.
JV/TA

Enclosure: Check
 CC Notation
(Carbon Copy Notation)
 Typed after the enclosure or reference
initials.

 It shows that other copies of the letter are

being sent to one or more persons other
than addressee.
JV/TA

Cc. Dean, College of Education

Enclosure: Check

Cc. Dean, College of Education

 BCC Notation
(Blind Copy Notation)
 Is used if the writer does not want the reader
to know that he is sending a copy of the letter
to another person.

 The writer should retain a copy of the Cc or

Bcc notation in his files.
 Postscripts
 This part emphasizes a point made in the
letter.
 They are designed to draw attention.
 This is typed two spaces below the last line of
the letter (before the reference initials).
 This may be preceded by the letters P.S or N.B
(nota bene, “Note Well.”)
 Mailing Notation
 A note indicating the special postal service
such as “registered or certified,” should be
indicated on all copies of the letter.

 If the letter is confidential or similar in nature,

it must be indicated on all copies likewise.
Styles or Forms
of
Business Letters
 Four business letter styles that are
commonly used:
1.Full Block Style
- this style is the most used
style because of its simplicity. All
basic parts – Heading, dateline,
inside address, salutation, body of
the letter, complimentary close, and
signature block are aligned along the
left margin.
- optional parts, in case the
writer opts to use some, are also
flushed to the left margin.
2. Modified Block Style
- this style is preferred by
many letter writers. The heading
or return address, dateline,
complimentary close, and the
signature block are flushed to
the right.The inside address,
salutation, and body are aligned
to the left. No indention is made
t the beginning of each
paragraph. This kind of style
makes a balanced appearance of
the letter.
3. Semi-Block Style
- this is almost exactly the
same as the modified block except
that the first line of each
paragraph is indented.
4. Simplified NOMA (National Office
Management Association)
- this is type of style omits the
salutation and the complimentary
close. All parts are flushed to the
left margin as in the full block.
- the National Office Management
Association recommends that the letter
writer adopts its simplified letter.
There is always a subject line typed
in full capital letters. The typed
signature is in full capital letter
likewise. With this letter, the NOMA
recommends that the address be
mentioned by name in the opening
Classification
of
Business
Letters
 Business letters can be classified
into three types:

 Everyday Letters

 Employment Letters

 Social Letters
 Everyday Letters
 letters that are essential in the daily operation
of the business. Common examples of these
letters are:
1. Letter of Inquiry
2. Letter Ordering a Product or Service
3. Letter of Sales
4. Letter of Response
5. Letter of Claim
6. Letter of Adjustment
 Letter of Inquiry
Dear Mr. Antonio

I have read your advertisement regarding your need of a full time

editor published in the Philippine Star dated September 5, 2016. I am
interested in the job. However, the advertisement was not complete.
Please provide me the following information:

1. Starting salary
2. Fringe benefits
3. Overtime pay

I shall appreciate having this information as soon as possible.

Sincerely yours,
Ms. Janine Valderama
 Letter Ordering Product or Service
Dear Mr. Medina:

We are opening our new travel office on December 15, 2017 and we need the
following items:

5 reams of short Corona bond paper

2 dozens of HBW ball pens, assorted colors
5 boxes of TM paper clips, small size
5 Faber-Castell text liners, yellow
1 tape dispenser, big
2 boxes of plastic fasteners

Please send my order on or before December 10, 2017. I will pay the goods
upon delivery.

Truly yours,
 Letter of Sales
Dear Mr. Harrison:

We have heard that you are looking for an exporter of quality furniture to
be sold in your country. I am interested to do business with you.

My company, ABC International is a manufacturer-exporter of beautifully

crafted imported materials. Each product has been carefully checked and has
passed quality inspection. We have heard Mr. Harrison, that you are in the
country. We hope you can drop by our store which is conveniently situated at
the heart of Makati.

We will be glad to see you at the store any day form now.

Respectfully yours,

Maria Antonette David

Sales Manager
 Letter of Response
Dear Ms Valderama:

Thank you for your letter dated August 23, 2016 inquiring about some
information in relation to the vacancy we have posted in the Philippine Star.
Here are the answers to your question:

1. The starting salary is ₱35,000 a month.

2. The company offers travel allowances,
clothing allowances, and scholarship for the children.
3. The job requires overtime during peak seasons. The computation of
overtime is based on the prevailing laws on labor.

We look forward to having you part of our work force.

Very truly yours,

Mr. Gino Antonio
 Letter of Claim
Dear Ms. Vargas:

I received the bottles of perfume which I ordered from you on August

24, 2016. After inspecting the package, I noticed that the bottom
of the boxes of two bottles of perfume have spill marks on them.
You very well know that I also sell what I order from you. I cannot
expect to sell the products because of the said condition.

May I request then, that the items be replaced with new stocks?

Sincerely yours,

Kelly Lagura
 Letter of Adjustments
Dear Ms. Lagura

We are sorry to know that two of the bottles of perfume

delivered to you were defective. We will replace the bottles
with new stocks s soon as possible. We assure you that you
will not go through the same inconvenience in the future.

Sincerely yours,

Jack Vargas
 Employment Letters

The following are considered as the most

important:

1. Letter of Application
2. Letter of Acceptance
3. Letter of Resignation
 Social-Business Letters
Some of the social business letters are:

1. Thank You Letter/Letter Expressing Thanks

2. Invitation Letter
3. Congratulatory Letter
4. Condolence Letter
THANK YOU!