Formats for

Common Business
Correspondences
Block
Modified Block
Simplified Block
 Standard Letter Parts

 Heading – shows the company name,

address, phone or fax number, and
logo. (letterhead)
 The letter starts with the date, use the
month-day-year format unless the
company requires another format.
 If the letter is prepared on plain paper,
the writer’s address must be included
to enable the receiver to respond.
 Writer’s name is omitted since it will
appear on the signature block.
 Standard Letter Parts

 Letter Address – includes:

 personal or professional title (e.g.
Mr. Or Ms.)
the name of the receiver
his/her professional position (if
relevant)
Company name
Complete address

 It begins a quadruple space after

the dateline (three blank spaces in
between).
 Standard Letter Parts

 Salutation – The greeting that opens a

letter and is placed a double space
below the letter address.
 The salutation is omitted in the
simplified block format.
 To show courtesy for the receiver,
include a personal or professional title
(ex. Dear Ms. Henson)
 If the letter were addressed not to one
person, but to a group or company:
“Ladies and Gentlemen,” would be
appropriate. But to limit or avoid the use of
this informal salutation, you may use the
simplified block format and do away with the
salutation.
 Standard Letter Parts

 Body

contains the message of your letter.

Begins a double space below the
salutation.
Paragraphs are single spaced with a
double space between paragraphs.
 Standard Letter Parts

 Complimentary Close - a phrase used

to close a letter in the same way that
you say goodbye at the end of a
conversation.
 Should reflect the formality of your
relationship with the receiver.
 Most common: “Yours truly,”
“Sincerely yours,” “Sincerely”
“Cordially” and “Cordially yours”
 “Sincerely” is considered neutral and is
thus appropriate in a majority of
business situation.
 Capitalize only the first word of the
complimentary close.
 Standard Letter Parts

 Signature block – consists of the

writer’s name a quadruple space
below the complimentary close.
 The writer’s signature is placed
legibly in the space provided.
(women may use a title to indicate
her preference ; Ms., Miss or
Mrs.).
 A business or professional title
may be placed on the same line
with the writer’s name or directly
below it.
 Standard Letter Parts

 Reference initials- consist of the

keyboard operator’s initials keyed
in lower case a double space
below the signature block.
 The reference initials and the
signature block identify the
persons involved in the
preparation of such document just
in case later on someone would
want to verify or authenticate.
 Block

 Cost-efficient way of
producing business
documents.
 Easy-to-learn, less effort
required.
 All lines (including
paragraphs) begin at the left
margin; therefore, no time is
lost setting tabs and
positioning letter parts.
 De La Salle-Canlubang
Leandro V. Locsin Campus, LTI, Biñan, Laguna

May 23, 2005

Mr. Julio G. De Leon

Executive Director, AON Philippines
Suite 4, Strata 2000
Ortigas Ave., Manila

Dear Mr. De Leon:

In anticipation of the upcoming study of existing health card policies, to be conducted

by AON Philippines, you might find it useful to know the case of De La Salle-
Canlubang regarding its present health care provider.

De La Salle-Canlubang is relatively “isolated” in this area of Laguna, and therefore

the accreditation of clinics and hospitals in the vicinity, such as Fortmed, Wellcare
Clinic (Waltermart, Balibago), Southern Luzon Hospital & Medical Center
(SLHMC), Asian Hospital & Medical Center, would be extremely beneficial to our
employees. With our present health care provider, most of our employees cannot
utilize the service since most of the accredited and reputable medical centers in their
list are inaccessible.

We hope that this matter would be considered by the agency in the administration of
the health card policy review. Thank you.

Sincerely,

Arnulfo P. Azcarraga
Executive Vice President

/jdv
 Modified block

 The traditional letter format.

 The dateline, complimentary close,
and signature block begin at the
horizontal center of the page.
 Paragraphs may be indented five
spaces if the writer prefers or the
company policies require it; however,
the indention creations unnecessary
keystrokes that increase the cost of the
letter.
 All other lines begin at the left
margin.
 De La Salle-Canlubang
Leandro V. Locsin Campus, LTI, Biñan, Laguna

May 23, 2005

Mr. Julio G. De Leon

Executive Director, AON Philippines
Suite 4, Strata 2000
Ortigas Ave., Manila

Dear Mr. De Leon:

In anticipation of the upcoming study of existing health card policies, to be

conducted by AON Philippines, it might be useful for you to know the case of De La
Salle-Canlubang regarding its present health care provider.

De La Salle-Canlubang is relatively “isolated” in this area of Laguna, and

therefore the accreditation of clinics and hospitals in the vicinity, such as Fortmed,
Wellcare Clinic (Waltermart, Balibago), Southern Luzon Hospital & Medical Center
(SLHMC), Asian Hospital & Medical Center, would be extremely beneficial to our
employees. With our present health care provider, most of our employees cannot
utilize the service since most of the accredited and reputable medical centers in their
list are inaccessible.

We hope that this matter would be considered by the agency in the administration
of the health card policy review. Thank you.

Sincerely,

Arnulfo P. Azcarraga
Executive Vice President

/jdv
 Simplified block

 Efficient letter format.

 Like block format, all lines
begin at the left margin;
 However, the salutation and
complimentary close are
omitted, and a subject line is
required.
 Place the subject line a double
space below the letter address
and a double space above the
body.
 De La Salle-Canlubang
Leandro V. Locsin Campus, LTI, Biñan, Laguna

May 23, 2005

Mr. Julio G. De Leon

Director, Human Resource Department

Subject: Reconsideration of Health Care Provider

In anticipation of the upcoming study of existing health card policies, to be conducted

by AON Philippines, it might be useful for you to know the case of De La Salle-
Canlubang regarding its present health care provider.

De La Salle-Canlubang is relatively “isolated” in this area of Laguna, and therefore

the accreditation of clinics and hospitals in the vicinity, such as Fortmed, Wellcare
Clinic (Waltermart, Balibago), Southern Luzon Hospital & Medical Center
(SLHMC), Asian Hospital & Medical Center, would be extremely beneficial to our
employees. With our present health care provider, most of our employees cannot
utilize the service since most of the accredited and reputable medical centers in their
list are inaccessible.

We hope that this matter would be considered by the agency in the administration of
the health card policy review. Thank you.

____________________________
____________________________

/jdv