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The document outlines the advantages of business letters over verbal communication, emphasizing the ability to convey detailed messages and maintain a written record. It details the essential parts of a business letter and memo, along with guidelines for effective writing. Additionally, it discusses the significance of electronic mail in modern communication, highlighting its speed and cost-effectiveness.

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Alona Basal
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6 views5 pages

Technical Docs

The document outlines the advantages of business letters over verbal communication, emphasizing the ability to convey detailed messages and maintain a written record. It details the essential parts of a business letter and memo, along with guidelines for effective writing. Additionally, it discusses the significance of electronic mail in modern communication, highlighting its speed and cost-effectiveness.

Uploaded by

Alona Basal
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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BUSINESS LETTER

ADVANTAGES OF BUSINESS LETTER OVER VERBAL COMMUNICATION.


1. The writer has time to think thoroughly about the message he/she wants to
convey.
2. Written communication is more accessible and can be retrieved by the reader at
any time convenient to her/him.
3. The writer can present a detailed message.
4. The writer can document and file a written communication.

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

PARTS OF A BUSINESS LETTER


1. Letterhead-identifies the writer, her/his address, and contact numbers.

2. Date-placed between the letterhead and the inside address. Never use plain
numerals for dates so as to avoid confusion. Instead of using 22/04/2025, use April
22, 2025 or 22 April 2025.

3. Inside Address-identifies the reader’s name, position and company, and address.
It should be placed immediately below date.

4. Attention line-Attention line is used when the writer wishes to address the whole
company but wants to bring the subject or topic of the letter to the attention of a
particular person in the company. You may use either of the two formats.

5. Salutation- the writer’s greeting to the reader. It can appear in different formats:
Dear Sir:
Sir:
Dear Mr. Garcia:

6. Body-contains the message of the letter. Paragraphs are single-spaced internally


but double-spaced to separate paragraphs. It the letter is too short, the body can be
double-spaced and triple-spaced to separate paragraphs.

7. Complimentary Close- is an expression used to end a letter. Below is the level of


formality of the complimentary close. (Merriam-Webster’s Guide to Business
Correspondence, 1996)
___________________________________
Respectfully yours,
High formal Respectfully,
Very respectfully,
Very truly yours,
Polite and Formal Yours very truly,
Yours truly,

less formal Sincerely yours,


Yours,
Cordially yours,
Informal and Friendly As ever,
Best regards,
Kindest regards,
Regards,
8. Signature block-includes the signature and the typed name of the sender . The
typed name can be in all caps (ANNA GARCIA) or CLC format (Anna Garcia). The
space for the signature should be three to five lines.

9. Identification initials-indicates the typist’s initials if the sender is not the one who
personally typed/encoded the document.

10. Enclosure Notation- are the attachments to the letter. It can be written in the
following formats:

Enclosures (2)
Enclosure
enc./encl.

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.

GUIDELINES IN WRITING A BUSINESS LETTER


1. Present your ideas clearly by using language that is appropriate to the target
readers.
2. Arrange your ideas logically.
3. Use direct and tactful tone.
4. Use active voice as much as possible.
5. Focus on the readers by using the “you” approach.
6. Use correct format, punctuation, spelling and grammar.
7. Specify, the name of the receiver of the letter. However, it is impossible to get the
name of the receiver, use a generic title (e.g. Dear Sales Director)
8. Leave three to five blank lines for your signature. then type your name.

MEMORANDUM ON MEMO
Memorandum comes from the Latin term memorare, which means “to
remember”. Hence, a memo is meant to inform as well as to persuade people within
the company. It follows an inverted pyramid structure; that is, the most important
information comes first.
most important info

supporting date

least important

FIVE TYPES OF MEMO


1. INSTRUCTION MEMO-provides information that the readers need to accurately
perform directions. An example is a memo directing the employees on how to have
their annual medical check-up at the company clinic.

2. REQUEST MEMO- asks readers to provide certain information or take particular


actions. An example is a memo requesting fund for a seminar.

3. ANNOUNCEMENT MEMO- provides information about an event, persons, or thing.


An example is a memo announcing a meeting.

4. TRANSMITTAL MEMO- serves as a cover note for more formal or lengthy


document. An example is a memo transmitting an annual report to the board of
directors.

5. AUTHORIZATION MEMO- gives permission or approval. An example is a memo


allowing an employee to study on Saturdays.

ADVANTAGES OF MEMO
1. It reaches a large number of readers at the same time.
2. It provides a written record that can be accessed at any time.
3. It ensures a detailed and accurate delivery of the message.

PARTS OF A MEMO
1. Letterhead-identifies the writer, her/his address, and contact numbers.

2. date line-serves as a chronological record for reference purposes. Never use plain
numericals for date to avoid confusion. Instead of using 22/04/2025, use April 22,
20205

3. “To” line-indicates the name and title of the receiver.

4. Attention Line- the attention line is used when the writer wishes to address the
whole company but wants to bring the matter/subject to the attention of a
particular person. You may use either of the two formats”

Attention Dr. Anna Garcia


Attention: Dr. Anna Garcia
5. “From” Line- indicates the name of the sender. The sender should affix his initials
on the right side of her/his name for verification purposes.

6. Subject Line-announces the main content or topic of the memo. The word Subject
is preferred than the old term Re

7. Body- contains message of the memo. Paragraphs are single-spaced internally but
double-spaced to separate paragraphs. If the letter is too short, the body can be
double-spaced and triple-spaced to separate paragraphs. Paragraphs in the memo
are not indented.

8. Identification Initials-indicates the typist’s initials if the sender is not the one who
personally typed/ encoded the document.

9. Enclosure notation- are the attachments to the letter. It can be written in the
following formats:

Enclosure (2)
Enclosure
enc./ encl.

10. Copy notation-indicates the name of the secondary recipients of the letter. It is
indicated by cc: which means carbon copy or courtesy copies.

GUIDELINS IN WRITING A MEMO


1. Use bullets, numbers, and letters to list information.
2. Use a positive tone, active verbs, and concise words.
3. Use headings to highlight topics.
4. Eliminate grammatical and typographical errors.
5. Use correct format.
6. Sign beside your typed name (sender).
7. Flush left the To, From, Date, and Subject Lines.
8. Conclude the memo by simply saying Thank you or giving a directive (e.g., for
your compliance, for your immediate action)

ELECTRONIC MAIL
Electronic mail or e-mail has become indispensable in everyday
communication. In fact, a study in the U.S. indicated that 98 percent of employees
consider e-mail as extremely important (Gerson, 2009). People send e-mails to their
friends and family; classmates and teachers; as well as colleagues and superiors.
Indeed, e-mail has revolutionized interpersonal communication.

An e-mail serves many purposes. It can be used for directives, transmittal,


documentation, confirmation, explaining procedures, recommendations, feasibility,
status reports, and inquiry.
ADVANTAGES OF EMAIL
1. It reaches the target reader fast.
2. Confirmation of acceptance is easy.
3. It is cheaper.

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