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Letter, Memos, and Electronic Mails

This document provides information on writing business letters. It discusses the purpose and parts of business letters, including the letterhead, date, inside address, salutation, body, complimentary close, signature block, and enclosures. It describes three common formats for business letters: full block, modified block, and semiblock. Guidelines for writing effective business letters are also presented, such as using correct grammar and format, arranging ideas logically, focusing on the reader, and specifying the recipient's name.

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Mica Ella San Diego
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98 views12 pages

Letter, Memos, and Electronic Mails

This document provides information on writing business letters. It discusses the purpose and parts of business letters, including the letterhead, date, inside address, salutation, body, complimentary close, signature block, and enclosures. It describes three common formats for business letters: full block, modified block, and semiblock. Guidelines for writing effective business letters are also presented, such as using correct grammar and format, arranging ideas logically, focusing on the reader, and specifying the recipient's name.

Uploaded by

Mica Ella San Diego
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Letter, Memos,

and Electronic
Mails
Business Letters
An effective business letter elicits the
expected response from the readers. This can be
achieved through a concise, tactful, and accurate
writing style. A business letter serves several
purposes: for sales efforts, for complaints, for
information dissemination, for relationship building,
for problem-solving, and may others.

2
Parts of a Business Letter
1. Letterhead- identifies the writer, her/his address, and
contact numbers.
2. Date- is placed between the letterhead and the inside
address; it is placed immediately below the date.
3. Inside Address- identifies the reader’s name, position and
company, and address; it is placed immediately below the
date.
4. Attention Line- is used when the writer wishes to address
the whole company but wants to bring it to the attention
of a particular person in the company.
Two formats:
1. Attention Dr. Gilda Cores 2. Attention: Dr. Gilda Cores
Parts of a Business
Letter
5. Salutation- refers to the writer’s greeting to the reader.
Three formats:
• Dear Sir:
• Sir:
• Dear Mr. Garcia
6. Body- contains the message of the letter. Paragraph are
single-spaced internally but doubled-spaced to separate
paragraphs. If the letter is too short, the body can be double-
spaced and triple-spaced from separate paragraphs.
Parts of a Business
Letter
7. Complimentary Close- refers to the expression used to end
a letter.
Below is the level of formality of the complimentary close.

Highly Formal Respectfully yours, Respectfully, Very respectfully


Polite and Formal Very truly yours, Yours very truly, Yours truly
Less Formal Sincerely yours, Yours, Cordial y yours
Informal and Friendly As ever, Best regards, Kindest regards, Regards

Based on Merriam Webster’s Guide to Business Correspondence, 1996


Parts of a Business
Letter
8. Signature Block- includes the signature and the typed
name of the sender. The typed name can be in all caps
(HARRY DAMUS) or CLC format (Harry Damus).
9. Identification Initials- indicates the typist’s initials if the
sender is not the one who personally typed the document.
10. Enclosure notation- are attachments to the letter.
Three Formats:
Enclosures (2)
Enclosure
enc./ encl.
Parts of a Business
Letter
11. Copy notation- indicates the name of the
secondary recipients of the letter. It is indicated by cc:
which means carbon copy or courtesy copies.
Three Formats of Business
Letter
1. Full Block- most commonly used
format.
2. Modified Block- another widely-
used format.
3. Semiblock- least-used style
Parts of a Business Letter

I am Jayden Smith
I am here because I love to give presentations.
You can find me at @username

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Guidelines in Writing a
Letter
1. As with the other texts, use correct format,
punctuation, spelling, and grammar.
2. Present your ideas clearly by using a
language appropriate for the target
readers.
3. Arrange your ideas logically.
4. Use an active voice as much as possible.
Apply a direct but tactful tone.

11
Guidelines in Writing a
Letter
5. Focus on the readers by using the “you”
approach; this means writing in such a way that
you are talking directly to the reader.
6. Specify the name of the receiver of the letter.
However, if it is impossible to get the name of
the receiver, use a generic title (e.g., Dear Sales
Director).

12

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