GROUP 4

REPORTERS:

ALLYSON S. DANTE
HANNA R. DEPANGCO
RAQUEL I. FERRER

BSOAD 2C

MS. EDERLINDA FIESTA

LESSON 4. MECHANICS OF EFFECTIVE LETTER WRITING

I. LETTER FORMS AND TECHNIQUES

A. 10 Major parts of the Business Letter

1. Letterhead
2. Dateline
3. Inside Address
4. Salutation
5. Body of the letter
6. Complimentary Close
7. Signature of the Writer
8. Printed Writer's Name (all caps)
9. Position of the Writer
10. Reference Initials

B. Guidelines

1. Letterhead – refers to the printed name of the company it usually contains the following:
Explanation-A letterhead is a piece of stationary that features the name, logo, and contact information of
a company or individual. It is typically placed at the top of a letter or document and serves as a
professional identifier.

a. Name of the company

b. Address of the company
c. Telephone numbers/ tax numbers
d. Logo of the company
e. Company website
f. Company email address

2. Date line – there are three ways of writing the dateline on the letter.
Explanation-The dateline is the line at the beginning of a letter that includes the date on which the letter
was written. It is usually positioned on the right-hand side of the letter, a few lines below the sender's
address.

a. Ante-dated – using any past dates

b. Post-dated – using any future dates
c. Current date – the date when you type the letter

3. Inside address – refers to the address of the person to whom the letter is intended. The person is
called the addressee.
Explanation -The inside address is the recipient's address, including their name, title, company name, and
mailing address. It is typically placed below the dateline and aligned to the left-hand side of the letter.

4. Salutation – this part is sometimes called the greeting or the opening remarks. There are two
ways of typing this part..
Explanation - The salutation is the greeting or opening of a letter that addresses the recipient. It can
range from formal greetings like "Dear Mr./Ms." to more informal greetings depending on the relationship
between the sender and receiver.

a. Open punctuation – there is no colon after the salutation and no comma after the
complimentary close.
b. Mixed punctuation – there is a colon after the salutation and a comma after the
complimentary close.

5. Body of the letter - this part is usually typed in single spacing between paragraph. It contains the
message of the sender.
Explanation- The body of the letter is the main part that contains the message or information that the
sender wants to convey to the recipient. It is usually composed of multiple paragraphs and follows the
salutation.

6. Complimentary close – this is sometimes called the closing remarks. The most appropriate
closing remarks in business are:
Explanation- The complimentary close is the closing or ending of a letter that is meant to convey respect
or goodwill to the recipient. Common examples include "Sincerely," "Best regards," or "Yours faithfully."
 a. Sincerely yours
b. Very sincerely yours
c. Very truly yours
d. Yours very truly
e. Yours truly
f. Cordially yours
g. Very cordially yours

7. Signature of the writing – allow 4 spaces for the signature of your boss. If you are authorized to
sign for your boss, you may use
Explanation- The signature of the writer refers to the handwritten signature of the person sending the
letter. It is typically placed below the complimentary close.

a. By: then sign your name

b. For: then write the name of your boss

8. Printed writer’s name – name of the writer should be written in ALL CAPITALI LETTERS for
emphasis.
Explanation-The printed writer's name refers to the typed or printed name of the sender, written in all
capital letters. It is usually positioned below the signature.

9. Position of the writer – this should typed immediately after the printed writer’s name. it can be
typed this way:
Explanation: The position of the writer refers to the sender's job title or position within an organization.
It is typically included below the printed writer's name to provide context and authority.

a. JOEL E. CRUZ, Manager

b. JERICHO D. DE VERA
Executive Director
c. PETE S. GABRIEL – SALES MANAGER

10. Reference Initials – this is used as a guide to determine who composed and typed the letter.
There are various ways of typing the reference initials.
Explanation- Reference initials are the initials of the typist or person who prepared the letter, in
uppercase letters. They are usually placed at the bottom of the letter, aligned to the left-hand side.

a. When the boss dictated the letter and transcribed by the secretary, type the initials of the boss in
ALL CAPS followed by the initials of the secretary in small letter separated by a diagonal of colon.
Examples:
Boss: NERIZA S. GUERRERO
Secretary: Jennifer D. Garcia
How to type: NSG/jdg or NDV: jdg

b. When the secretary composed and typed the letter, you will just type her initials like this:
How to type: jdg
c. When the secretary is the one who composed, typed and at the same time the signatory of the
letter, there is no need to type the reference initials.

C. OPTIONAL PARTS OF A BUSINESS LETTER - optional part means any part which
may or may not be included in the letter. They are called optional because their
inclusion to the letter depends on the circumstances and company procedures.

Mailing notation
Personal notation
Attention Line
Subject line or reference line
Company name
Enclosure notation
Carbon copy notation
 D. GUIDELINES

1. Mailing Notation – is the manner by which the letter is sent by mail.

Explanation-A mailing notation indicates any special instructions or instructions pertaining to how the
letter should be delivered. It may include phrases like "Certified Mail," "Registered Mail," or "Special
Delivery."
Ex. SPECIAL DELIVERY/AIRMAIL/REGISTERED MAIL.
Tips:
a. It is type DS after the dateline. Allow 4 spaces after the date if there is no mailing notation.
b. It is always typed even with left margin.
c. It is typed in ALL CAPS.

2. Personal Notation – this is used by the writer to relay any important information about the
letter.
Explanation- A personal notation is a brief handwritten note or annotation added to a letter to provide
additional information or instructions. It is usually written by the sender and serves as a personal
reminder.

Examples: CONFIDENTIAL/RUSH/URGENT

a. It is typed DS after the date.

b. It is typed DS after the mailing notation, if there is a mailing notation.
c. It is typed always even with left margin.
d. It is typed in ALL CAPS.

3. Attention Line – this is used when the writer wants to call the attention of a person or a group of
persons other than the one, he is writing.
Expansion- The attention line is used to specify the particular person or department within an
organization to whom the letter is addressed. It is typically placed above the inside address and is
preceded by the word "Attention:".

Ex: Attention: Personnel Manager

ATTENTION: Accounting Department
Attention: Mr. Lito I. Maculangan
Mr. Pedro D. Majunan

Tips:
a. Attention line is typed after the inside address or before the salutation
b. It is typed DS before and after
c. It can be typed even with the left margin
d. It can be indented
e. It can be centered
f. It can be underlined
g. It can be typed ALL CAPS
4a. Subject Line – this part is usually referred to as the TITLE of the letter. It serves as the
summary caption of the letter.
Explanation-The subject line or reference line is a brief statement that provides an overview or
subject of the letter. It is placed below the salutation and helps the recipient quickly identify the
purpose or topic of the letter.

Ex: Subject: Increase in Monthly Living Allowances

Subject: SALARY INCREASE EFFECTIVE MARCH
Subject: Absences and Tardiness

Tips:
a. Subject line is typed after the salutation
b. It is typed DS before and after
c. It can be typed even with the left margin
d. It can be indented
e. It can be centered
f. It can be underlined
g. It can be typed ALL CAPS
 4b. Reference Line – this part is used if you want to refer to previous correspondence, account
number or policy number of the person concerned. It serves as a guide for the receiver in locating the
records in the files. REFERENCE LINE is typed in the same way you typed the SUBJECT LINE.
Ex. Reference: Account No. 559988
REFERENCE: Policy No. 889965
REFERENCE: Invoice No. 777654
5. Company Name – this is used to emphasize from what company the letter came from.
Explanation: The company name refers to the name of the organization or company that the sender
represents. It is typically included in the sender's address and may also be included in the letterhead.

Ex. Very truly yours,

SKILLSMASTER RESOURCES CORPORATION

Neriza S. Guerrero
Training Consultant

Tips:
a. Company name is always typed in ALL CAPS
b. It is typed DS after the complementary close
c. Allow 4 spaces after the company name
d. If there is company name, do not type the writer’s name in all caps.

6. Enclosure Notation - this serves as a reminder to the receiver of the letter that there is
something important attached or enclosed to the letter.
Explanation - An enclosure notation is used when additional documents, such as a resume or brochure,
are included with the letter. It is usually written at the bottom of the letter or in the margin and is
indicated with the word "Enclosure" or "Enc.".
Ex: Very truly yours

DIEGO V. HIPOLITO
President

DVH/ndv
Enclosure: Price List
a. Do not type this line when there is nothing attached to the letter.
b. This is always typed even with the left margin.

7. Carbon Copy Notation – this is used to indicate the name of a person or persons who will
receive the carbon copy.
Explanation- A carbon copy notation, or CC notation, is used to indicate that copies of the letter have been
sent to individuals or departments who are not the primary recipient. It is usually written at the bottom of
the letter and is indicated by the abbreviation "CC" followed by the recipient's name
Ex: Copy furnished:
MR. JOSE COVARRUBIAS
Legal Officer
134 Legaspi Village, Makati City
Cc: Human Resource Manager

COMMONLY USED STYLES OF LETTERS

Full Block Style – all the parts are typed starting at the left margin.
EXPLANATION- In full block style, all components of the letter, including the sender's address, date,
recipient's address, salutation, body of the letter, complimentary close, and writer's name, are aligned to
the left margin. There are no indents for paragraphs, meaning each paragraph starts at the left margin.
This format creates a clean and formal appearance.

Modified Block Style – paragraphs are not indented. However, the dateline, complimentary close,
writer’s name and writer’s position are slightly to the right of the paper’s center.
EXPLANATION-Modified block style is similar to full block style, but with a slight variation. In modified
block style, the date and closing of the letter are placed to the right of the center of the page, rather than
aligned with the left margin like in full block style. The writer's address and signature are also right-
aligned, rather than being aligned to the left margin as in full block style. This format adds a subtle visual
distinction to the letter.

Semi-block Style – indent paragraphs 5 spaces. Everything else is typed at the left margin.
EXPLANATION-block style is similar to modified block style in terms of the alignment of the date, closing,
writer's address, and signature. However, in semi-block style, the paragraphs in the body of the letter are
indented. The indentation typically starts at the left margin, around 5 spaces in. This format helps visually
separate paragraphs and provides a clear structure to the letter.

Hanging Indented Style – The first line of the paragraph begins at the left-hand margin. And the other
lines of the same paragraph are indented to four spaces.
EXPLANATION-Hanging indented style is a variation of indented style formatting. In hanging indented
style, only the first line of each paragraph is indented, while the rest of the components of the letter, such
as the sender's address, date, closing, and writer's name, follow block style formatting. This format is
mainly used in legal and academic documents to ensure a neat and organized appearance while still
indicating the beginning of each paragraph.

Inter-Office Memorandum – this is a communication within the office, usually from one department to
another department, or from the head to the employees of the company.
EXPLANATION- An inter-office memorandum, commonly known as a memo, is a concise and informal
written communication used within an organization to convey information or communicate internally.
Memos typically include a header that includes the sender's name, recipient's name, date, subject of the
memo, and often a reference number. The message body of the memo provides the specific information or
instructions to be communicated. Memos are often used for announcements, policy updates, meeting
summaries, and any internal messages that need to be distributed quickly and efficiently.