LETTER

WRITING
 OVERVIEW
BECAUSE TECHNICAL WRITING IS BASICALLY WRITING
WITH SOME TECHNICAL CONSIDERATIONS AND WE
WRITE FORMAL MOST OF THE TIME, THERE ARE
CONFINEMENTS AND ESSENTIALS WHICH WE HAVE TO
KNOW IN ORDER FOR US TO BE EFFECTIVE IN
CONVEYING OUR MESSAGE. THIS IS ON TOP OF
CONTINUOUSLY ENRICHING OUR VOCABULARY AND
IMPROVING PROFICIENCY IN OUR MEDIUM.
 In writing and
any other writing, the
technical
intended recipient or
audience of
Directions of communication must
known to custom fit
be
Communication the content and
would
style include
– this the tone.
Get to know more about
the directions of
communication.
Directions of Communication

Upward communication (to supervisors) – usually

1 addressed to managers and supervisors who are
. often busy.

Lateral communication (to peers) – addressed to

2
peers who may share the writer’s expertise
.
in a field.

Downward communication (to subordinates) –

3 addressed to employees and technicians who are
. most concerned with how to increase productivity
and their incomes.

Outward communication (to customers, public

interest groups, stockholders, the government and
4
others) – goes outside the company and so the
.
techniques of upward communication is used.
 Letter Writing
Letter writing is an important part of technical writing since a letter is
integral to a package of communication. It usually introduces what the
document is about, or in most cases, it is a stand-alone communication
for different purposes. This type of letter is called a business letter.

The other type is a friendly letter which is being used when people write
letters to their family and friends. It is usually targeted that the letter
speaks well of the writer. The letter must then be precise, well-phrased
and worded and direct to the point. The tone must be compliant to the
specifications required by the direction of communication, whether it is
upward, downward, lateral or outward. Correct usage is an important
consideration.
General Principles in Letter Writing

There are some writing principles that are considered

essential in letter writing. Igoy, et al. (2004) has the
following: 1.Be clean and neat.
2. Be business like.
3.Be brief and direct to the
point. 4.Be courteous.
5.Be prompt.
6.Be
self-critical.
7.Be complete and thorough.
 Considerations :

1. Appearance of the letter

The appearance depends on many things such as
the color and quality of paper, arrangement of
paragraphs, the form and style being used, and the
correctness of the content. They all contribute to
working on the general impression (which must be
good) that is created on the reader while reading the
letter.
 Considerations:

2. Paper to be used
In business letter, good quality white bond paper
is usually used. The better quality of the paper, the
better is the impression being carried. Some
companies have standard papers where hues of
distinct colors are noticeable to bear the distinction of
the company. The envelope also matches the paper,
although in most cases, a white envelope is preferred.
 Considerations:

3. Margin and Spacing

Like a beautifully-framed picture that has edges

that are outlined to complement the picture, good
margin and spacing work the same way for the letter.
 Considerations:

4. Letter head

For companies, agencies and institutions that

use customized paper, they usually have letter head
already printed on the paper. The letter head contains
the name, logo or label of the company, agency or
institution, its address and contact information. It
already serves as advertisement for the entity. It is
usually located at the uppermost part of the paper or
for some at the bottom.
 Considerations:

5. Punctuation Marks

Letter heads may be punctuated differently according

to the letter form. Period, colon, and comma are the
frequently used.
 Considerations:

6. Indention

Different forms of indention may be used in writing.

They are: Block form, Modified block form, Full block
form, Indented and Hanging or Overhanging form.
 1.The heading and the dateline (For
those with letterhead on the
uppermost part, this is the
equivalent and the date is written in
line with
2.The the format)
Inside
The Parts of a Address 3.The
Salutation 4.The
Business letter Body
5.The Complimentary
Close 6.The Signature
a.· Some special
Attention line parts
b. Reference line
c. Subject line
d. Enclosure line
e. Copy or Carbon copy
line
Types of Business Letters
1.Inquiry 10. Transmittal
Letter
11. Appointment Letter
Letter
12. Invitation Letter
2.Reply
13. Acceptance Letter
Letter
14. Appreciation Letter
3.Order
15. Acceptance Letter
Letter
16. Recommendation
4.Sales
Letter
Letter
17. Reference Letter
5.Claim and Adjustment
18. Application Letter
Letter 6.Acknowledgement
19. Contract Letter
letter 7.Follow-up Letter
8.Instruction Letter
9.Authorization letter
 REFERENCES
Avila, Dorcas M. and Soriano, Fulgencio T. 2000. Communication Arts in the
Information Age. Valenzuela City: Mutya Publishing House.
Igoy, Judy Imelda L. et al. 2004. Technical Writing and Reporting. Trinitas
Publishing, Inc. Dela Cruz, Francisca B. et al. 2015. Everyday English that Really
Works. Phoenix Publishing House Inc.
https://www.youtube.com/watch?v=egeyiUpFsaw&t=47s
https://www.youtube.com/watch?v=I2txr6OY5dY
https://www.thebalancecareers.com/how-to-format-a-business-letter-20625
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THANK YOU FOR
LISTENING!