By

Leslie Tomatao
Madelle Rose Adorable
1. Heading
2. Date Line
3. Inside Address
4. Salutation or Greeting
5. Body
6. Closing or Complementary Close
7. Signature Line
8. Notations
2 Types:
1. Traditional heading
2. Modern heading or Letterhead
contains the
writer’s complete
address and the
date of the letter

 Types of heading 
 The address is already printed on the paper;
only the date must be added, at least two
spaces below.

 Types of heading 
 typed two or four spaces below the letterhead

Two standard ways:

a. American
ex: October 31, 1996

b. British
ex: 2 October 1996
 The address of the writer is found in the Heading;
that of the recipient is in the Inside Address.

 Written four to eight spaces below the Date Line

on the left margin.

 Normally, it consist of three to four lines.

Inside Address Examples:

Mrs. Lina G. Rabe, Manager

Nova Enterprises
45 Taft Avenue, Manila

Atty. Rey T. Reyla, President

Pasay Steel Corporation
81 Session Road, Baguio City
a. Address an individual the way he usually signs
his name.

b. Avoid abbreviating Christian names,

corporation, company, and official positions or
ranks, like: Sergeant, Treasurer, Secretary, Sales
manager, Director.

c. You may abbreviate titles like Honorable,

Reverend, Professor. But in formal letters, it is
preferable to write these in full.
d. Include the article “The” before the company
name, if it is naturally a part of the name like The
Dean’s Café or The Manileñan Ladies Circle.

e. Write the titles Honorable, Reverend in full if the

article The precedes them, like The Reverend Jose
P. Gomez, NOT The Rev. Jose P. Gomez.

f. Use the titles Honorable, Reverend, Professor,

and Superintendent before full names, not
before a last name, like – Professor Juliet J. Sales,
Honorable Orly D. Pecson, not Professor Ramos,
Honorable Daza.
g. Use small letters in writing the Article The in
“the Reverend Lino H. Peterno” or “the
Honorable Nestor F. Torres” if the article is
preceded by other
 Written on the left margin, two to four spaces
below the Inside Address.

 In most business letters, the Salutation is followed

by a colon (:); in informal or friendly letter, by a
comma (,)

 Gentleman – addressed to a company, club,

committee, and other organizations.

 Ladies – addressed to an organizations exclusively

for females.
 Use of correct title is important.
Attention Line – a particular person whom you
want to read the letter

a. between the Inside address and the Salutation

DAPO PET SHOP
34 Susano Street
Nova Hills, Baguio City

Attention: Miss Daffodil L. Lopez

Gentlemen:

b. opposite the Salutation

DAPO PET SHOP
34 Susano Street
Nova Hills, Baguio City

Gentlemen: Attention: Miss Daffodil L. Lopez

 Salutation or Greeting 
 - placed two spaces below the Greeting
- states the purpose of the or topic of the
letter in a short sentences

Examples:
Mrs. Wanda P. Lazo, President
Dafo Textile Company Filipinas Bank
57 Talon Street, Caloocan City 54 Real Street
Intramuros, Manila
Dear Mrs. Lazo:
Gentlemen: Subject: The delivery of
Subject: The delivery of our order no. 8975 our order No. 897
of May 2, 1997 of June 5, 1997

The goods we ordered were not delivered to The goods we ordered did not
the place indicated in the Bill of Landing. arrived at the time agreed upon.
 Begins two spaces below the Salutation.

 Double spacing

 It is in this part where you may convey all the messages

you want your reader to understand.
 It is typed 2 to 4 spaces below the body
 Only the first word should be capitalized
 The typewritten signature is typed four spaces
below the complementary close.

2 Signatures:
a. Printed signature
b. Penned signature
Consider the following assumption:

a. It is assumed that a surname preceded by initials

belongs to a man.

b. It is assumed that a name NOT preceded by Miss or

Mrs. always means a name of an unmarried
woman.
a. Identification Initials
- these are the initials of the writer or dictator and
the typist or transcribers.
- usually, the sender’s initials are capitalized and
the typist’s are in lower case.
b. Enclosure
- is typed one space below the identification
line
- If there is none, it is typed two spaces below
the signature.
c. Carbon Copy
- let the reader know that a copy of the letter is
sent to another person whose name is not mentioned
in the address
d. Blind Copy
- indicates that a copy of a letter is to be sent to
someone without disclosing it to the addressee of
the letter.
- use bc:(name of the person)

e. Postscript or P.S.
- It serves as a device for emphasis.
- The postscript should begin on the second line
below a carbon copy notation.