UNIT 2 – PROFESSIONAL WRITING

LESSON 3
KEY WORDS
Guide, punctuated, letterhead, email, logo, motto, physical address, date,
superscript, reference, trace, details, full-block, semi-block, recipient, salutation,
sales, subject, italicisation, bolding, capitalisation, circling, underlining, Latin,
coherence, copies, deductive, inductive, designation, blind copy, original,
complaint, author, not on original, dismissal.
PRE – REQUISITE KNOWLEDGE
Learners are already aware of written correspondence both at official and
friendly level.
TIME REQUIRED
This lesson shall demand at least two hours of dedication to study the materials
successfully.
LEARNING OUTCOMES: By the end of this lesson, learners should be able
to:
1. State any two elements of an official letter.
2. Present any two ways of writing a subject in an official letter.
3. State any two ways of ordering information in a business letter.
4. Write any two examples of reference materials you may use in a business
letter.
Some guides on the elements of an official or business letter
The writers’ address
 When using the open punctuation rule, all items are not punctuated and
begin from the same position as in the block format in the preceding
examples. However, when the writer opts for a closed punctuation rule,
all items must be fully punctuated.
 For convenience, names of post offices or cities and countries should be
highlighted.
 Where there is possibility of the letter being replied to using electronic
means, that is, through phone, fax, email, etc. details may be included.
 However, these must not be attached to the postal address to avoid
creating confusion.

Letterhead
The writers’ address can also be presented in form of letterhead. The letterhead
has the following benefits over the other presentations:

 It may contain the organisation’s logo and motto which are

important in marketing the organisation.
 The address may be presented in its complete form including
postal address, electronic address, physical address, etc.
 Names and qualifications of its chief executive officer or
directors may be included.

The date
 It is a different element from the writer’s address and should not be
attached to it.
 It is written below the writer’s address usually separated by a line.
 It should be written in full eg. 25th April, 2016; and not 25/04/16 or
25.04.16; and no punctuation mark should be included when the open
punctuation rule is being followed. The speech aids [st,nd,rd,th] written
in superscript after the dates are necessary.

Reference details
 These enable the recipients easily trace past related mail on which the
writer wants to draw the reader’s attention.
 It is written on the top left corner for semi-block, or below the date for
full block address presentations. There are two types of references:
- Our ref: is used by the writer to show the recipient ways or codes
which will be required by the organisation writing the letter to trace
mail related to the subject.
- Your ref: Here the writer shows the reader a code to be used to trace
mail related to the present subject.
The way of quoting the references depends on the filing system of the
organisation which in most cases is understood by some members of the
organisation.
ACTIVITY 1
a). Give two uses of a letterhead in a business letter.
i).
________________________________________________________________
___
ii).
________________________________________________________________
___
b). Give one example you would use as a typical example of writing a date in a
business letter.

________________________________________________________________
__
b). Explain the use of each of the following references in a business letter.
i).
________________________________________________________________
___
ii).
________________________________________________________________
___
The recipient’s address
This address should be written below the date, separated by a line, on the left
hand side. On first correspondence, only the position of the recipient must be
indicated. In subsequent correspondence, the name of the recipient followed by
their position (for all official letters) should be given. The presentation should
conform to the writer’s address ie. if open punctuation rule, so should follow the
recipient’s address.
The salutation
The formal and courteous way of saluting the recipient is by using ‘Dear …’
followed by their title or name. For example, saluting a recipient after his or her
address:

Mr. James Jakapu

Sales Executive
Steel Masters
P. O. Box 274
KASUNGU

Dear Mr. Jakapu

Note: The first name or initials need not be repeated in the salutation. When
open punctuation rule is being applied, no punctuation mark should be used on
the salutation.
The subject
 The subject or title is an expression that states the main aim of the letter.
It is supposed to be brief, usually written on one line. However, it could
be written in more than one line if that makes the topic a true and clear
reflection of the text.
 It should be highlighted to make it prominent and outstanding. For
uniformity, it should be highlighted in a similar manner as the cities or
names of post offices in the address.
 When it is presented in upper case or block letters, it should not be
underlined. The topic or subject may be underlined under
 the following conditions:
 When it is presented in lower case letters.
 When all the letters, for some reason, are written in
block letters.
 When there is need for overemphasis to the title.

NB: There are different ways of highlighting, that is by ie.

 Underlining
 Circling
 Italicisation
 Bolding
 Capitalising

Applying any two of these together therefore, creates an overemphasis of the

presentation. It is like an over-excited player who kicks the ball into the net
again when the goal has already been scored.
Some subjects begin with ‘RE:’ This is a Latin phrase whose equivalence in
English is ‘On the issue of’: Starting a subject with ‘RE’ therefore, implies that
the reader is already familiar with the issue. ‘RE’ therefore, should only be used
in letters of response or where the reader already knows about the topic.
ACTIVITY 2
a). State any two ways you would use for highlighting topical statements in any
business document.
i).
________________________________________________________________
____
ii).
________________________________________________________________
____
b). Explain the circumstance in which you would use RE in any business
correspondence.

________________________________________________________________
____

________________________________________________________________
____

________________________________________________________________
____
The opening paragraph (Introduction)
This paragraph introduces the aim of the letter. Introduction can be done using
any of the following approaches:
 Stating the reason for writing
 Giving the background of the issue ie. informing the reader what
happened in the past which might have led to the writing of the
letter.
 Reminding or quoting the intentions and demands of earlier
correspondence.
  Acknowledging or thanking the reader for any offers or favours
extended to the writer in relation to the subject matter.

The body
This is where ideas, concerns, applications, responses etc. are fully developed
and supported. Each paragraph should contain one main idea. Supporting ideas
of similar nature may be combined into one paragraph other than creating
splints of paragraphs.
Paragraphs need to flow into one another with logical coherence. For persuasive
letters, writers need to know where to place the climax of the message, thus,
whether to use deductive or inductive arguments.
- Deductive arguments are those that begin by presenting a proven or
widely acceptable fact. The argument proceeds by showing how the
material being presented fits or fails to fit within the given standard.
- Inductive arguments begin by presenting several convincing facts about
the material being presented. Such facts lead the reader into forming a
positive or negative perception or generalisation of the presented
material.
NB: Although paragraphs need to be fully developed and supported, brevity in
official or business letters is a must. Facts may be emphasized by presenting
figures, quotations, dates, names of people, measurements etc. and not the use
of abstract and vague words like good, some, long, quite, nice, quality, etc. It is
suggested that the structuring of points in the body could take either of the
following ways:
 Chronological order
 Spatial order
 Topical order
 Cause and effect
 Problem – solution order, among others.

The closing paragraph

The closing paragraph is also called a ‘parting shot’. It should be used to put
across the main aim of the letter, that is, what the writer wants the reader to do
or know after reading the letter. What one reads at the end of the letter is what
leaves a lasting image or impression in the mind of the reader. So, the writer
should use this part to present the main aim of the letter. Just like the opening
paragraph, the conclusion should be short.
NB: Paragraphs in the text should begin at the margin. Since a paragraph
contains one main idea, the paragraphs should be separated by a line between
them. This presentation enhances the letter structure and makes reading easy.
The complimentary close is a way of signing off. It is called ‘complementary’
because the way of writing it complements the way the salutation is written, for
example:
Salutation Complementary Close Situation/Context
Dear Sir - Yours faithfully (Used in formal situations. The
recipient is not mentioned by name in
the
salutation)
Dear Madam - Yours faithfully (As above)

Dear Sir/Madam - Yours faithfully (Used in formal situations. The

recipient may be male or female.
It is commonly used in standard
letters where the sender does not
want to compose the same letter
repeatedly. The recipients are not
mentioned by name in the salutation).
Dear Mrs Tikiva -Yours sincerely (Used in informal situations. The
recipient is mentioned by name
in the salutation).
Dear Dr. Vokhiwa -Yours sincerely (Used in informal situations too).
Dear Messrs Belo, Thovu, Jere and Khoti - Yours sincerely (Used in the
formal situations).
‘ Messrs’. is the plural of Mr. The
recipients
are mentioned by names in the
salutation).
Dear Mesdames -Yours sincerely (Used in formal situations.
Mesdames is the plural of Mrs.
The recipients are mentioned by
names in the salutation).
Dear Customer - Yours sincerely (Used in formal situations where
Dear Doctor - Yours sincerely the writer and the recipients
Dear Students - Yours sincerely have established a working
relationship. The recipient is
mentioned by the title of their
relationship in the salutation.
Dear John - Best regards or (Used in semi-formal situations
Dear Anizza. - Yours truly or where the recipients accept to be
Dear Francess -Yours lovely saluted with their first names
only.

Dear - Yours (Used in semi-formal situations.

No name or title of relationship is
used in the salutation. Similarly,
the complementary close does
not suggest anything).
The author’s signature and designation
The name of the writer should always be typed. The hand-written signature will
appear just above it (name of writer). The signor’s title should also be typed
immediately below the name if the title is not printed in the letter-head.
To maintain consistency in the highlighting of the letter, the last item after the
signature (could be the name of the author or their name) should be highlighted
just like the subject. The pattern of highlighting postal districts, cities, subject,
and author’s name or designation should be the same as has been done in the
sample letters.
ACTIVITY 3
1. Explain why the concluding paragraph is called a ‘parting – shot’.

________________________________________________________________
____

________________________________________________________________
____

________________________________________________________________
____
2. Write down two examples of complementary clauses you would use in
business letters.
i).
________________________________________________________________
_
ii).
________________________________________________________________
_
Reference material
Now let us discuss the types of reference information and how best we could
present it in our letters. There are five types of reference materials that may be
written below the author’s signature and name, these are:
i). Authors initials
They look like: JJD/tp or JJD:tp
Or GBJ/rm or GBJ:rm
The initials in block letters are for the author of the letter while those in small
letters are for the typist or secretary.
ii. RE: The notation (RE:) means ‘as you are already aware of ‘. Thus the
reader is already having some knowledge of the issue.
iii). Enclosures
The notation for enclosure(s) is ENC: This notation informs the recipient that
apart from the letter, there are other documents enclosed in the envelope to take
note of.
iv). Attachments
The notation for attachment(s) is Att’d: This refers to documents that have been
attached or fixed to the letter. The documents are part of the letter or sometimes
complement it. Neither the letter nor the document is complete without the
other.
v.). Copies
The notation for copies is C or COPY. This shows other people/positions who
have received a copy of the letter. Note that the old designation CC (Carbon
Copy) looks outdated since no one uses Carbon Copy these days.
v). Blind Copy or Not on Original
The notation for this is BC (formerly BCC or NOO). These days they do not
appear on the recipients’ letter. They are used in situations where the recipient
does not need to know who else has received a copy of the letter. For example,
in letters of warning, which are essentially private and confidential. Therefore,
the third parties have copies carrying or with BC or NOO notation on them.
Types of official or business letters
The types of official or business letters are synonymous with their purposes.
And so, they are as many as the purposes that may arise. For example, they
could be, among others:
 Letters of inquiry ie. inquiry on flight schedules, prices of specific
goods, etc.
 Letters of application ie. to express interest to offer services.
 Letters of offer ie. to deliver service(s)
 Letters of recommendation ie. recommendation for one’s
promotion letters.

 Letters of complaints ie. for registering complaints

 Letters of termination ie. for dismissing someone from a job, etc.
 Letters of complaint(s) ie. for registering complaints
 Letters of termination ie. for dismissing someone from a job, etc.
ACTIVITY 4

a). Briefly explain the meaning of each of the following references in official
communication:

i). ENC:
____________________________________________________________

____________________________________________________________

ii). NOO:
___________________________________________________________

___________________________________________________________

b). Give any two functions of business communication in an organisation.

i).
________________________________________________________________

ii).
________________________________________________________________

UNIT ASSESSMENT TEST

1. Briefly explain any two things you are not encouraged to focus on when
writing any draft.
2. State any two ways of highlighting important information in official
documents.
3. Provide the two styles you would use for presenting addresses in business
correspondences.
SUGGESTED RESPONSES
They are:
1. Spellings; 2. Verb tenses; 3. Vocabulary choice; 4. Ungrammatical structures;
5. Ambiguities; etc.
2. They are:
i). Underlining. ii). Circling. iii). Italicisation. iv). Bolding. v). Circling
1. The styles are: 1). Full – Block Style. 2). Semi – Block Style.