MODULE 4

READING AND WRITING

Business Writing is a formal

writing pinned to business
correspondence. As expected,
professionals, you will be encountering
documents, business letters, and
memos later on.
This module brings you to pages
of business letters and memos which
are common papers and documents
that you will be encountering as
professionals. It discusses
technicalities that may help you be
equipped in writing, as you track the
industry of various professions.

BUSINESS
WRITING:
BUSINESS
LETTERS, AND
MEMORANDUM
0
 READING AND WRITING

BUSINESS WRITING: BUSINESS

LETTERS, AND MEMORANDUM MODULE

4
CONTENT STANDARD PERFORMANCE STANDARD
• The learner understands the The learner produces each type of
requirements of composing academic academicwriting and professional
writing and professional correspondence following the properties of
correspondence. well written texts andprocess approach to
writing.

MOST ESSENTIAL LEARNING COMPETENCIES

At the end of this lesson, you are expected to identify the unique features of and requirements
incomposing professional correspondence.

SPECIFIC OBJECTIVES
At the end of this module, you are expected to be able to:
a. distinguish academic writing from professional writing;
b. describe the features that make a piece of academic writing;
c. analyze the features of academic writing;
d. discern the importance of learning how to write academic text;
e. explain critical reading as a form of reasoning;
f. identify the claims explicitly or implicitly made in a written text;
g. produce a comprehensive article critique following the properties of well written texts
and process approach to writing;
 READING AND WRITING

Business writing is an interesting form of

writing but requires a more careful
attention. There are several things that
are to be taken accounted to like
Mechanics, Grammar and the like. To refresh on the different
concepts in grammar, please refer to MODULE 1 and take note of
the details. Your understanding will be gauged in the Explore part of
this module. https://www.wikihow.com/Improve-Your-Grammar-and-Vocabulary

Business writing and other forms of formal writing require great

attention to grammar. To check your understanding and recall of
the different grammar concepts, answer the activity that will be
uploaded to your GENYO account.

BUSINESS WRITING

• Business writing is a purposeful piece of writing that

conveys relevant information to the reader in a clear, concise,
and effective manner.
• It can be categorized into four types: instructional,
informational, persuasive, and transactional.
• Clarity of thought, conciseness, correct grammar and sentence structure, and
simple language characterize effective business writing.
 READING AND WRITING

Types of Business Writing

Business writing can be categorized into four, based on their objective.

1. Instructional
It is directional and aims to guide the reader through the steps of completing a task.
A user manual and a memo issued to employees fall aptly under instructional category.

2. Informational
It pertains to recording business information accurately and consistently. It
comprises documents essential to the core functions of the business for tracking growth,
outlining plans, and complying with legal obligations. Financial statements of a company, minutes
of the meeting and report writing are examples under this category.

3. Persuasive
It is to impress the reader and influnce their decision. It conveys relevant information
to convince them that a specific product, service, company, or relationship offers the best value.
It is generally associated to marketing and sales. Proposals, sales emails and press release are
examples of this category.

4. Transactional
It includes day-to-day communication at the workplace through email, official letters,
forms and invoices. These documents are used to progress general operations. They are also
used to convey positive and negative news, often associated with human resource processes.
BUSINESS LETTER
A business letter is a professional type of letter written for correspondence between
a company and another business or an organization and its customers. It follows an
approved structure with a tone that depends on the relationship shared between the two
parties. Since this letter serves as a means of communication for a commercial purpose, it is
likely to contain valuable information on a business-related concern.
It must be clear, concise, and courteous to relay information effectively. Although you
can always use notes and memos to make announcements, business letters tend to be more
formal in nature—making business letters more appropriate for setting requests, forwarding
complaints, and delivering a sales pitch.
 READING AND WRITING
PARTS OF A BUSINESS LETTER
Parts of a Business Letter
1. Letterhead/ Sender’s Address: It
identifies the writer, his or her address and
contact details.
2. Dateline: It is placed between the
letterhead and the inside address. It is the
date the letter is written.
3. Inside Address: It identifies the
recipient’s name, position and company,
and the address.
*If you do not have the person's name, do
some research by calling the company or
speaking with employees from the company.
Include a personal title such as Ms., Mrs.,
Mr., or Dr. Follow a woman's preference in
 READING AND WRITING
being addressed as Miss, Mrs., or Ms. If you
are unsure of a woman's preference in being
addressed, use Ms. If there is a possibility
that the person to whom you are writing is a
Dr. or has some other title, use that title.
4. 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.
5. Salutation: It refers to the writer’s
greeting to the reader.
*If you know the person and typically
address them by their first name, it is
acceptable to use only the first name in the
salutation (for example: Dear Grace:). In all
other cases, however, use the personal title
and last/family name followed by a colon.
Leave one line blank after the salutation.
If you don't know a reader's gender, use a
nonsexist salutation, such as their job title
followed by the receiver's name. It is also
acceptable to use the full name in a
salutation if you cannot determine gender.
For example, you might write Dear Grace
Valentino: if you were unsure of Grace'
gender.
Dear Sir:
Sir:
Dear Mr. Valentino
6. Body: It contains the message of the
letter.
*When writing a business letter, be careful
to remember that conciseness is very
important. In the first paragraph, consider a
friendly opening and then a statement of the
main point. The next paragraph should begin
justifying the importance of the main point. In
the next few paragraphs, continue
justification with background information and
supporting details. The closing paragraph
should restate the purpose of the letter and,
in some cases, request some type of action.
7. Complimetary Close: It refers to the
expression used to end a letter.
Highly formal: Respectfully yours,
Respectfully, Very Respectfully yours
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
8. Signature Block: It includes the
signature and the typed name of the
sender. The typed name can be in all caps
or CLC format.
9. Identification Initials: It indicates the
typist’s initials if the sender is not the one
who personally typed the document.
10. Enclosure Notations: These are the
attachments to the letter.
Enclosures (2)
Enclosure
Enc. / encl.
11. Copy Notation: It indicates the name of
the secondary recipients of the letter. It is
indicated by cc: (carbon copy or courtesy
copy).
 READING AND WRITING

Formats of a Business Letter

1. Full Block Format

This is the most common layout of a business letter. Using this format, the entire letter
is left justified and single spaced except for a double space between paragraphs.

Full Block Form

Your Name
Address
Phone Number
E-mail (optional)

Date

Name of Receiver
Title
Company Name
Address

Dear __________:

When writing a letter using full block form, no lines are indented. Include your
name, address, and phone number where you can be contacted, as well as the
date. You then include the name and address of the person you are sending the
letter to.

With new paragraphs, just skip a line instead of indenting.

Add your phone number where you can be contacted in the last paragraph. If the
receiver needs to use a relay service to call you, briefly explain that you are deaf/
hard-of-hearing and that s/he can call you through relay. Give the receiver
his/her state relay number and explain that s/he will need to give the operator
your number. Then give him/her your number.

Sincerely,

Your Signature

Your Name
Your Title
 READING AND WRITING

2. Modified Block
It is another widely utilized format. In this type, the body of the letter and the sender's
and recipient's addresses are left justified and single-spaced. However, for the date and
closing, tab to the center point and begin to type.

Modified Block Form

Your Name
Address
Phone Number
E-mail (optional)

Date

Name of Receiver
Title
Company Name
Address

Dear __________:

When writing a letter using full block form, no lines are indented. Include your
name, address, and phone number where you can be contacted, as well as the
date. You then include the name and address of the person you are sending the
letter to.

With new paragraphs, just skip a line instead of indenting.

Add your phone number where you can be contacted in the last paragraph. If the
receiver needs to use a relay service to call you, briefly explain that you are deaf/
hard-of-hearing and that s/he can call you through relay. Give the receiver his/her
state relay number and explain that s/he will need to give the operator your
number. Then give him/her your number.

Sincerely,

Your Signature

Your Name
Your Title
 READING AND WRITING

3. Semi-Block
The final, and least used, style is semi-block. It is much like the modified block style except
that each paragraph is indented instead of left justified.
Keep in mind that different organizations have different format requirements for their
professional communication.

Semi-Block Form

Your Name
Address
Phone Number
E-mail (optional)

Date

Name of Receiver
Title
Company Name
Address

Dear __________:

When writing a letter using semi-block form, indent each paragraph. First
include your name, address, phone number, and the date. This information should
be located at the top of the page, either in the center, or indented on the right side
of the paper. You then include the name and address of the person to whom you
are sending the letter.

At the end of the letter, place your signature on the right side of the page.
Don't forget to provide any relay information if necessary.

Sincerely,

Your Signature

Your Name
Your Title
 READING AND WRITING

4. Simplified
Simplified-style business letters contain all the same elements as the full-block and
semi-block letters. Like the full-block format, the simplified format left-justifies every line
except for the company logo or letterhead. The date line is either slightly right of center or
flush with the center of the page. Letters written in the simplified format have fewer internal
sections, such as the body, salutation and date line.

Simplified Style Form

Your Name
Address
Phone Number
E-mail (optional)

Date

Name of Receiver
Title
Company Name
Address

SUBJECT LINE (use capital letters)

When writing a letter using simplified style form, put the date on the left. Then, put
the receiver's name, and his/her title, company name, and address.

Write a subject line instead of a salutation. The subject line must be in all capital
letters.

At the end of the letter, put your name and title, all in capital letters.

YOUR NAME
YOUR TITLE
 READING AND WRITING

5. Indented
It is the oldest style of writing business letters. In an indented format letter, the first word
of every paragraph is written leaving some (two or four) spaces from the left margin. Other
parts are arranged- date is right margin, inside address left margin, subject is in the middle of two
margins and complement close in the right margin, etc.

Indented Format

Your Name
Address
Phone Number
E-mail (optional)

Date

Name of Receiver
Title
Company Name
Address

Dear __________:

When writing a letter using indented form, indent each paragraph. First include
your name, address, phone number, and the date. This information should be
located at the top of the page, either in the center, or indented on the right side of
the paper. You then include the name and address of the person to whom you are
sending the letter.

At the end of the letter, place your signature on the right side of the page. Don't
forget to provide any relay information if necessary.

Sincerely,

Your Signature

Your Name

Your Title
 READING AND WRITING

Aside from the letter formats, take note of the following:

***Font
Another important factor in the readability of a letter is the font. The generally accepted
font is Times New Roman, size 12, although other fonts such as Arial may be used. When
choosing a font, always consider your audience. If you are writing to a conservative company,
you may want to use Times New Roman. However, if you are writing to a more liberal company,
you have a little more freedom when choosing fonts.
***Punctuation
Punctuation after the salutation and closing - use a colon (:) after the salutation (never
a comma) and a comma (,) after the closing. In some circumstances, you may also use a less
common format, known as open punctuation. For this style, punctuation is excluded after the
salutation and the closing.

Types of Business Letters

Here are some of the most common types of business letters and their basic descriptions:
For sample of each of the letters, check the attachment in your Genyo accounts or the
appendices.

1. Cover letters/ Application Letter

2. Letters of recommendation
3. Sales letters
4. Letters of resignation
5. Thank you letters
6. Complaint letters
7. Apology letters
8. Welcome letters
9. Request letters
10. Announcement letters
11. Termination letters
12. Order Letter

1. Application / Cover letter

A cover letter is a business letter typically sent with your resume when applying to a job.
While not all employers require a cover letter, it is a great opportunity to explain your professional
experience, qualifications and interest in the company and job. A cover letter is not just sent alone;
it is always with a resume (that’s why cover letter), and not all information are stated in it (because
it is not an application letter) rather it further directs the reader to the document (resume).
A cover letter should include the following sections:
a. Contact information
At the top of your cover letter, include your name, phone number and email address to ensure
the reader knows how to contact you after reviewing your application.
b. Salutation
Begin the letter by addressing the person to which you are writing the letter. This person
may be the hiring manager, department head or other company representative identified in the
job listing. Use a gender-neutral greeting such as “Sir/Ma’am”.
If you’re unsure of their name, use the most relevant job title such as, “The
Manager”
 READING AND WRITING

Avoid using “To Whom It May Concern,” since it may come across outdated or impersonal.
c. Purpose of the letter
In your introduction, discuss why you are writing by mentioning the job title, the
company name and where you found the job listing. Showcase your research on the job and
company by expressing specific interest in both, explaining why you were drawn to the job posting
and what interests you about their organization.
d. Qualifying skills
In the body of your letter, highlight the specific skills that make you a strong candidate
for the open position. Your cover letter should complement your resume, so build off of the
information in your resume to provide more specific details of your professional experience. If
possible, include a brief anecdote that represents your relevant skills, experience and qualities
from the employer’s job description.
e. Conclusion
End the cover letter with a memorable statement about why you are a good fit for the
open position. Include a call-to-action that encourages the reader to follow up on your application
should they want to interview you and learn more about how you could fit into their company.

2. Letters of recommendation
A letter of recommendation is written on behalf of another professional to verify his
or her qualifications and work ethic. A letter of recommendation can strengthen an
application for employment, higher education or another professional opportunity.
A recommendation letter should include the following sections:
a. Relationship of the recommendation
The letter should state the relationship of the person making the recommendation to
ensure the reader knows what qualifies the writer to speak on the applicant’s behalf.
Recommendation letters are often written by coworkers, supervisors, mentors or teachers.
b. Evaluation of the candidate’s qualifications
The recommendation is often the body of the letter and speaks directly to the
candidate’s skills, character traits, professional goals and their potential in the program or
position. The qualifications in this section should be relevant to the program or job for which the
writer is recommending the professional.
c. Examples
The writer should include specific examples of how the candidate demonstrated their
skills during their time working together. This information can help prospective employers
understand how exactly the candidate positively impacts their peers and employers.
d. Closing statement
The recommendation letter should conclude with a final confirmation of the candidate’s
qualifications with the writer’s contact information should the reader want to know more.

3. Sales letters
The purpose of a sales letter is to introduce a service or product to a client or customer.
It aims to drive readers to act according to what you want them to do. Sales professionals often
use these letters when making new contacts with prospective buyers or strengthening
relationships with longtime clients. A good sales letter starts with a strong statement that aims
to attract readers and capture their interest, which may persuade them to choose you over
your leading competitors. It also details the benefits that readers may acquire if they choose to
respond to your sales call.
A sales letter often includes the following:
a. Description of product or service
Include specific details about the item or service you are offering. Consider identifying
a possible solution this product or service provides to the recipient to best demonstrate its value.
 READING AND WRITING

b. Cost
Some letters include information about the price of the product or service, especially if
the buyer is a current patron. It may be included if the cost was already discussed in a previous
meeting as well.
c. Call to action
Include directions to the reader explaining how they should take action if they want to
buy. You may include your contact information, the best times to reach you and a date by which
they should reply to take advantage of your offer.

4. Letters of resignation
A letter of resignation informs your employer of your intent to resign. While you may
verbally notify your coworkers and employer of your plans to leave, many organizations prefer to
have an official letter for documentation purposes.
A letter of resignation often includes the following:
a. Statement of resignation
Begin this letter with the official statement declaring that you are resigning from the
company.
b. Reason for leaving
Depending on your situation, you may consider mentioning why you are leaving so
your employer understands your decision. This may include accepting an opportunity
elsewhere, pursuing higher education or relocating.
c. Dates
Include the date on which you are delivering the letter and the date of your official last
day of employment. This step can ensure your employer can best prepare for your leaving and
fill your position.
d. Thank you
Consider thanking your employer for the opportunity and the skills you gained while
working for them. This step is a professional courtesy that can strengthen your professional
relationship with your employer should you need their recommendation in the future.

5. Thank you Letters

A professional thank you letter is an important way to let colleagues, employers,
vendors or other business contacts know you value their time or efforts. Sending a
professional thank you letter will build rapport with the recipient and communicate your intentions
for the future. It might be appropriate to send a thank you letter after someone helps you with a
job search, when a customer makes a purchase, or if a business awards you a contract. You can
also send a formal thank you letter to simply state your general appreciation for someone.
A business thank you letter typically includes the following:
a. A greeting: Start your letter with a simple but professional greeting. Consider your
relationship with the recipient.
b. Reason for gratitude with specific examples: In one or two brief paragraphs, clearly express
your gratitude to the recipient, being specific about what you're thanking them for.
c. Details from your conversation: Sharing additional details from your encounter can help
personalize the letter and show the depth of your gratitude.
d. A polite closing: Conclude your email with a closing statement like "my regards," “thanks
again,” or another personable, yet professional closing.

6. Complaint letters
Complaint letters are usually sent by consumers to businesses when they are unhappy
with a service or product. Businesses may also occasionally need to write a complaint letter.
 READING AND WRITING

For example, an employee may be asked to write a complaint letter on behalf of a company who
is dissatisfied with a product.
Components of a complaint letter include:
a. A formal greeting: Although you are not satisfied over a matter, express greeting formally and
politely.
b. A description of the purchase: Include all pertinent details, such as an account number or
order number, what and how much of a product or service was purchased and when the
transaction occured.
c. Explanation of the problem: Clearly state the problem you have encountered with the
product or service. For instance, the product does not work properly, the service was not
performed correctly, you were billed the wrong amount, something was not disclosed clearly or
was misrepresented.
d. Specific request or resolution needed: Propose a satisfactory solution, such as a refund or
discount on services performed, a repair or an exchange.

7. Apology letter
An apology letter is an important tool in the workplace that acknowledges a mistake,
expresses regret and asks for the letter recipient's forgiveness or patience. Apology letters
create a formal record of your admitting to and attempting to rectify a mistake or failure.
An apology letter should include the following:
a. An acknowledgement of the mistake
Begin by explaining what you have done wrong and acknowledge the consequences
of your mistake. Owning up to your mistake from the very beginning of your letter shows sincerity
and will help ensure your recipient hears about your mistake from you instead of someone else.
Confronting your mistake and reaching out to the affected party directly will help you resolve the
issue as quickly as possible.
b. A sincere apology
A sincere apology will involve saying you are sorry without any caveats or attempts to shift
blame to anyone else. Expressing a genuine regret for the consequences you caused may be
sufficient in earning your recipient's forgiveness.
c. Your plan to fix the problem
Assure your recipient you will do everything in your power to correct the matter, and
share the specific steps you will take to do so. Be willing to make whatever personal sacrifices
are necessary to make things right with your reader.
8. Welcome letters
A welcome letter is a formal way of introducing a company or employee and provides
basic information to the recipient. For example, while a new employee welcome letter provides
employees with the information to help them better prepare for their first day of work, a new
customer welcome letter thanks the customer for their business and provides them with an
overview of the company. Overall, these letters use a welcoming tone to help establish a greater
working relationship.
A welcome letter usually includes the following:
a. A warm greeting
The first few lines of your letter may differ depending on your intention. For example, if
you're writing a new employee welcome letter, emphasize your enthusiasm about them joining
your team. For a new customer or client welcome letter, start by expressing your appreciation for
their business.

b. Personalized information
Personalize your letter by referencing prior conversations you've had. If you're writing
a welcome letter for a new employee, explain why you're excited to have them by mentioning
 READING AND WRITING

something that was discussed during their interview. If you're writing a new customer letter,
reassure them about the value of the product or services they purchased. In a new client welcome
letter, reassure them of how you can meet or exceed their expectations.

c. Important details to know about your business

Ensure the recipient knows everything they need to know at the start of this new
partnership. For example, in a new employee welcome letter, explain the orientation process, give
them an idea of what their first day will look like and where they should go. You can also make a
list of required documents they need to bring on their first day and outline any company dress
codes.

9. Request letters
A request letter is a way to formally ask for something in the workplace. You can use
this letter to request a raise, a training class, a recommendation or even a meeting to ask for a
promotion. Letters of request can also be a beneficial way to acquire specific information.

Request letters should include:

a. An explanation of the request
Start your letter with a clear and succinct explanation of your request. The overall tone of your
request letter should be polite yet convincing.
b. Supporting documentation
If applicable, include evidence or other documentation related to your request. For example, if
you are requesting a recommendation, it could be helpful to attach your resume so they can
quickly refresh their memory with your qualifications. If you are requesting a raise, you can include
a paragraph explaining the value you bring to the role or attach a document with more concrete
evidence of goals you’ve exceeded or average industry salaries for your job skills and experience
level.
c. A deadline for response
For many request letters, it can also be important to give a timeline. For example, if you are
requesting a recommendation letter, you may need to submit it by a specific date. Sharing that
deadline and asking them to let you know if they are unable to provide a letter by that time allows
you the opportunity to send your request to someone else.

10. Announcement letter

A business announcement letter is a letter sent out to employees, vendors, customers or
the press to declare something of note for the company, such as a change of policy, an
employee or management change, a merger, a takeover, a product release or an event. The
letter is typically short and written in a formal note.
Announcement letters should include:
a. An introductory paragraph with the announcement
Don’t bury the lead—present the news you are announcing in the first or second
paragraph. This statement should be concise and to the point.
b. Additional details
Next, your letter should explain your announcement in more detail. If you are hosting an
event, share the event’s purpose here. If you are announcing the opening of your business, share
details like how long you’ve been working behind the scenes to open your doors or a special
promotion you are offering to celebrate your opening.
c. The specifics
Most importantly, your announcement will need to include specific details pertinent to
your announcement. This might include store hours, or contact information like a physical
 READING AND WRITING

address, phone number or website. If you are announcing something internally to employees,
such as a merger, you can offer a point person for employees to direct their questions.

11. Termination letter

A termination letter is a respectful yet effective way to dismiss an employee from their
current job. Termination letters are also called a "letter of separation," "a notice of termination of
employment" or "contract termination letter."
Termination letters should include:
a. Notification of termination date
First, inform the employee that his/her employment is terminated and specify the
date it will effectively end. This eliminates any potential confusion and allows the employee to
prepare for their dismissal.
b. The reasons for termination
Your explanation for the employee’s involuntary termination should remain clear and
accurate to avoid misinterpretation. If applicable, include evidence to support your reasoning.
c. Compensation and benefits going forward
Next, explain any benefits or compensation they will receive once their employment
ends. This can include severance pay, payment for unused leave days and any other salary
owed. Also, let them know what will happen to their healthcare, life insurance and retirement
funds. Remind them of any signed agreements, like a non-disclosure agreement or other
documents from the onboarding process that might impact their compensation and benefit payout.
d. Next steps
Finally, list the next steps for the employee to take. Notify the employee of any
company property they must return, such as a company cell phone, laptop, keys, ID badges and
parking passes. Then include contact details for their HR representative to direct any questions
regarding compensation, benefits and other details in the letter.

12. Order Letter

An order letter, also known as a purchase order or PO, begins the paper trail of a
specific purchase. The objective is to provide the vendor with detailed instructions for fulfilling
an order. It also serves as a legal record of the transaction and, consequently, should be written
with care.
Your intentions need to be clear and concise. Attention to detail is crucial. The reader will
fill your order only according to your instructions; your satisfaction will depend largely upon their
accuracy. The scope should include only the information needed to fulfill the order. The vendor
does not need to know why you are placing the order, what it is going to be used for or for whom
it is intended. The vendor only needs to know when you expect delivery and how you intend to
pay the bill.
Consider the following:
a. Identify Your Reader
An order letter does not necessarily need a clearly identified reader. In fact, most first-time
and one-time-only orders are simply addressed to the attention of a sales department.
In such cases, the inside heading of the letter will contain just the name and address of
the company to whom the order is being sent, and the salutation will be replaced by a simple
attention getting device.
Establishing an account with a company will announce that your intention is to have an
ongoing business relationship. At that time you will be assigned a specific contact person, to
whom all future orders can be directed.
 READING AND WRITING

b. Establish Your Objective

The objective of an order letter is to clearly indicate to the recipient that you are making
a purchase. You should be brief.

c. Determine Your Scope

The scope of an order letter should provide only that information relevant to accomplishing
the objective of making a purchase: what the item is, the terms of the purchase and any
specific shipping instructions. It provides the reader with an exact description of what is
expected.
=======

Parts of a Memo

1. Letterhead: identifies the company,

address, and contact numbers.
2. Dateline: serves as chronological record
for reference purposes.
3. To line: indicates the name and the title
of the receiver.
4. Attention line: is issued 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:
Attention Dr. Gilda Cores
Attention: Dr. Gilda Cores
5. From line: indicates the name of the
sender. The sender should affix his initials on
the right side of his/ her name for verification
purposes.
6. Subject line: announces the main content
or topic of the memo. Subject is more
preferred than the old term Re.
MEMORANDUM
Memorandum comes from
the Latin word memorara which
means, “to remember”. A
memorandum is meant to inform
as well as to persuade people
within an organization. It follows an
inverted pyramid structure which
means that the most important
information comes first. It reaches
a large number of readers at the
same time. It serves as a written
record that can be accessed any
time, and it allows a detailed and
accurate delivery of the message.

Most Important
7. Body: contains the message of the memo.
Information • Paragraphs are single-spaced internally but
double-spaced and triple-spaced to separate the
paragraphs.
Supporting Data and • Paragraphs in the memo are not indented.
Examples • When discussing a number of subtopics, a
topic heading may be used so that the readers
can quickly locate information. Never indent the
Least Important
Information first line of each paragraph.
• If the memo exceeds one page, begin the
following page with recipient’s name, date and
the page number, which are placed three lines from the top of the page. For
example: Mr. Roxas, July 6, 2021, page 2.
 READING AND WRITING

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

9. Enclosure notation: are the attachments to the memo. It can be written in the following
formats:
Enclosures (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.

Guidelines in Writing a Memo

1. Use the correct format and standard use of language.

2. Use a bullet or numbered list to enumerate information.
3. Use a positive tone and concise wording, as well as active verbs.
4. Use headings to highlight topics.
5. Check for and remove grammatical and typographical errors.
6. Sign beside your typed name (sender).
7. Flush left the To, From, Date and Subject line.
8. Conclude the memo simply by saying Thank you or a directive action (Example: For your
compliance, For your immediate action).

Five Types of Interoffice Memorandum

(Please check Genyo for sample of memos attached.)

1. Instruction memo: provides the information needed by the readers to accurately perform
directions. An example is one which directs employees how to have their annual checkup at the
company clinic.

2. Request memo: asks the readers to provide certain information or take certain actions.

3. Announcement memo: provides information about an event, person, or thing. An example

of this memo is one which announces the arrival of a new employee.

4. Transmittal memo: An example of this memo is one wherein the sender is transmitting an
annual report to the board of directors.

5. Authorization memo: gives permission. An example of this memo is when an employee is

allowed to have a different schedule so she may study on Saturdays.

Principles and Guidelines to Business Writing

1. Use correct format, punctuation, spelling and grammar. While a grammatical error may
come across as unprofessional, good grammar portrays both attention to detail and skill, traits
that are highly valued in business.

2. Present your ideas clearly by using a language appropriate for the target readers. Business
writing requires the skill to reduce long, rambling sentences into concise, clear ones. One needs
to extract what is significant to write clearly.
 READING AND WRITING

3. Arrange your ideas logically.

4. Use an active voice as much as possible. Apply a direct but tactful one.

5. Focus on the readers by using the “you” approach; this means writing in such way that you
are talking 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 the generic title (example: Dear Sales Director).

7. Leave three to five blank lines before typing your name.

8. Never use numerals for dates as it may create confusion. Instead of using 01/02/21, use
January 2, 2021 or 2 January 2021.

9. Customize your letter. All business letters should be written explicitly for their intended
recipient. For example, a cover letter should state why you want to work for that particular
company.

10. Be punctual with delivery. Timely business letters can demonstrate your time management
skills to a prospective employer or let your recipient know that you value their time.

11. Consider the method of delivery. Your relationship with the recipient, the type of letter and
the level of urgency may influence whether you send it via email or traditional mail.

12. Choose the appropriate level of formality. The majority of business letters you write will be
worded professionally. Your relationship with the recipient, the type of letter and your intent may
dictate the formality of the language in your letter.

13. Limit your letter to one page. Concise business letters that quickly get to the point are more
likely to be read in full. Evaluate each paragraph for relevancy, and only include information the
reader needs to know.

14. Avoid using jargons. A simple and uncluttered writing style goes a long way in communicating
message to the reader. Grandiose writing full of industry-specific buzzwords and acronyms should
be avoided to the maximum possible extent. Otherwise, the reader may be unable to comprehend
the document or lose interest in it.

15. Be direct. Presenting the crux of the passage in the first 150 words is a good idea when it
comes to business writing. It saves the reader’s time and sharpens the argument.

16. Avoid verbosity. If the meaning can be conveyed in three words, it should not be stretched to
five.
 READING AND WRITING

PERFORMANCE TASK 1: Read the situation below and

write a Request Letter addressed to the school or
company. Check the rubric below for your guidance.
(Use separate paper for this activity.)
Annaliza is a bright student enrolled in Saint Louis University- Laboratory Senior High School
under the STEM strand. To apply for a scholarship to help herself finance her schooling, she
needs recommendation from her two teachers and from the principal. Thus, Annaliza needs to
write a request letter addressed to the school.

Criteria 10 – Exemplary 8 – Accomplished 6 – Developing 4 – Beginning

 Accurately  Mostly uses  Some  Several

uses correct correct noticeable errors in noticeable
business letter business letter use ofcorrect errors in use of
format format business letter correct
(heading, (heading, format (heading, business letter
Organization greeting, greeting, greeting, format
introduction, introduction, introduction, body, (heading,
body, closure, body, closure, closure, signature, greeting,
signature, signature, enclosure, and introduction,
enclosure, enclosure, and copy) body, closure,
and copy) copy) signature,
enclosure, and
copy)
 Letter clearly  Letter clearly  Purpose of  Purpose of
states the states the letter is unclear letter is unclear
purpose purpose  More  Main idea is not
 Appropriate  Some explanations or supported by
explanations explanations or facts need to be explanations or
or facts used facts used to used to support the facts
Content to support the support the main main idea  Letter rambles;
main idea idea  Hard to follow hard to follow or
 Easy to follow  Somewhat hard  Tone is too understand
 Tone is to follow formal or too  Tone is
appropriate for  Tone is informal for inappropriate
intended generally intended for intended
audience appropriate for audience audience
intended
audience
Appearance  Typed, using  Letter typed  Letter typed  Letter not
correct with few with frequent typed; wrong
 READING AND WRITING

References
Barrot, J. (2016). Academic Reading & Writing. C & E Publishing Inc. Pp. 263-270
Dupuis, T. (2021). Four Types of Business writing. Retrieved from
https://www.instructionalsolutions.com/blog/types-business-writing

Fifteen Types of Business Letter and When to Use Them (2021). Indeed career guide.
Retrieved from https://www.indeed.com/career-advice/career-development/types-of-
business-letters

Image of grammar review. Retrieved fromhttps://www.wikihow.com/Improve-Your-Grammar-

and- Vocabulary

Image of parts of a business letter. Retrieved from https://salirickandres.altervista.org/parts-

of-a-business-letter/