Module 4-Business Letter

TECHNICAL WRITING
JUNEMA A. SAMILING, MAED

LEARNING OUTCOMES
•Differentiate a letter, memo, and email;

•Write a letter and email illustrating the
principles of letter writing and tips in
writing an e-mail.
TECHNICAL WRITING
CORRESPONDENCE
WHAT COMES TO YOUR MIND AS
YOU LOOK AT THESE PICTURES?
ANALYZE THE FOLLOWING
DOCUMENTS AND ANSWER THE
GIVEN QUESTIONS
DOCUMENT A
MEMO
To: Felix Serrano

From: Jon Laperal
Date: June 30, 2020
Re: Rust killer coating of the steel
Fifty gallons of Rust-killer will be delivered to your department two days from now.
You can then begin to apply the mixture on the steel on Thursday, July 3, 2020. You may
request three men from the Utility Department to assist your members in storing the chemicals
in the newly constructed warehouse near the administrative building.
Please, let me know of any change in the scheduled use of these anti-corrosive
chemicals.
DOCUMENT B
ABACUS UNIVERSITY
205 P.Damaso St. Malate, Manila
2009999 www.abacus.edu.ph
October 16, 2016
Dr. Rita Ramos

Vice President for Academic Affairs
Abacus University
Malate, Manila
Dear Dr. Ramos:
I am pleased to inform you that my paper titled “ Comparing the Linguistic Complexity in
Receptive and Productive Modes” has been published in Volume 15, No 2 of GEMA Online
Journal of Language Studies, a high impact journal on June 2015 under Abacus University as its
affiliation.
On this note, I would like to request your approval of my Journal incentive
for High Impact ( Ranked in NUS/ERA) Publications under our Faculty
Development Program. The amount of such incentive is 58,323.53
php( 40,000.00 + 18, 323.53 tax).
Thank you for your usual support and continued efforts in building a research
culture in our University.
Sincerely,
DOCUMENT C
THINK AND DISCOVER
•What are the three documents presented?

•How are they similar with one another?
•How are they different from one another?
•Why do they have different formats?
ESSENTIALS OF BUSINESS
WRITING
•They allow the writer to have time to
think about the message he/she wants to
convey thoroughly.
ESSENTIALS OF BUSINESS
WRITING
•They are most accessible and can be
retrieved by the reader at any time
convenient to him/her.
•They present the message in details.
•They can be documented and filed.
BUSINESS LETTER
• An effective business letter elicits the expected response

from the reader. 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, for relationship building, and
for problem- solving
PARTS OF A LETTER
PARTS FUNCTIONS
Letterhead It identifies the writer; his/her address,
and contact numbers.
Date It is placed between the letterhead and

the inside address. It should never use
plain numerals for dates as it may
create confusion. Instead of using
02/02/16, February 2, 2016 or 2
February 2016 can be used.
PARTS FUNCTIONS
Inside Address It identifies the readers’ name.

position, and company, and address. It
should be placed immediately below
the date.
Attention Line It 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. It
can be written in two formats:
Attention Peter Burkin
Attention: Peter Burkin
Salutation It refers to the writer’s greeting to the reader.
It can appear in different formats.
Dear Sir:
Sir:
Dear Mr. Burkin
Body It contains the message of the letter.

Paragraphs are single-spaced internally but
double –spaced to separate paragraphs. If the
letter is too short, the body can be double-
spaced or triple-spaced to separate the
paragraphs.
Complimentary Close It 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):
Highly Formal
Respectfully yours,
Respectfully,
Very respectfully,
Polite and formal

Very truly yours,
Yours very truly,
Yours truly,
Less formal
Sincerely yours,
Yours,
Cordially yours,
Informal and friendly
As ever,
Best regards,
Kindest regards,
Regards,
Signature Block It includes the signature and the
typed name of the sender. The typed
name can be in all caps (PETER
BURKIN) or CLC format (Peter
Burkin). The space for the signature
should be three to five lines.
Identification Initials It indicates the typist ‘s initials if the
sender is not the one who personally
typed the document.
Enclosure Notation It indicates the attachments to the
letter. It can be written in the
following formats:
Enclosures (2)
Enclosure
Enc. /encl.
Copy Notation It indicates the name of the secondary

recipients of the letter. It is indicated
by cc: which means carbon copy or
courtesy copies.
FORMATS OF A BUSINESS LETTER
• To learn more about business letter and its format, visit these
links:
• https://www.gingersoftware.com/content/writing-
center/business-letter/format/;
• https://sba.thehartford.com/business-
management/marketing/business-letter-formats/
TIPS FOR WRITING A LETTER
•Use a language that is appropriate to the

target audience.
•Arrange your ideas logically.
•Use a direct but tactful tone.
TIPS FOR WRITING A LETTER
• Use the active voice in most of your sentences.
• When writing, put yourselves in the shoes of the target
readers.
• Use correct format, punctuation, spelling, and grammar.
• Specify the receiver’s name. However, if it is
impossible to get the name of the receiver, use a generic
title such as The Manager.
TASK:
•Write a letter to one of the leaders in your
community inquiring about the programs
they have for the youth. Observe the
principles in writing letters.

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TECHNICAL WRITING

JUNEMA A. SAMILING, MAED

•Differentiate a letter, memo, and email;

To: Felix Serrano

October 16, 2016

Dr. Rita Ramos

Dear Dr. Ramos:

•What are the three documents presented?

• An effective business letter elicits the expected response

Date It is placed between the letterhead and

Inside Address It identifies the readers’ name.

Body It contains the message of the letter.

Polite and formal

Informal and friendly

Copy Notation It indicates the name of the secondary

•Use a language that is appropriate to the

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