MEET THE TEAM

J O H N R E Y A . C AY E TA N O JAZPHER M. DE LEON MARC RENAN S. R AY M A RT S . R A M O S

CARIAGA

CELINA JOY C. MA CASSANDRA G. MARGI E SARMI EN TO

CARINO SANTIAGO
BUSINESS
LETTER
JAZPHER M. DE LEON
INTRODUCTION TO BUSINESS
LETTER
Communicating these days is about
sending an email, typing out a text message
or connecting through social media.
Composing an actual written business
letter, and making sure it’s in a professional
letter format, can seem antiquated, and yet
it remains more vital than ever for small
business owners.

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An actual business letter shows
commitment because the author cared
enough about the matter at hand to sit
down and put ink to paper. Letters
demonstrate a level of professionalism
and class. They also provide a written
record of what has transpired that both
parties can file away. Sometimes, the
events that letters mark are momentous
enough for a company that they become
treasured mementos.
MA CASSANDRA G. SANTIAGO CELINA JOY C. CARINO
TYPES OF
BUSINESS
LETTER
COVER LETTERS-
A letter that is sent with something to explain the reason for it or to give
more information about it

THANK YOU LETTER -

These can be great for networking and relationship building.

COMPLAINT LETTER-
The key to these types of letters is to demonstrate that you are displeased without
being over-the-top angry. Suggest how the receiver of the letter might correct the
situation.

ADJUSTMENT LETTER -
This is a response to a complaint letter. The point is to be humble in the response
and to offer potential solutions.

BAD NEWS LETTER -

The key with bad news letters is to soften the blow. Being direct is valued in
business writing.

ACKNOWLEDGMENT LETTER -
They are meant to acknowledge that you received an item from someone.
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MEMOS-
Often used to spread important news and directives inside a company,
the point with memos is to be fast and to the point with your
communications.

CONGRATULATORY LETTERS-
The idea with these types of letters is to stay on point and avoid
sounding over-the-top or mocking.

Response letters-
This is about explaining or listing off how a request was fulfilled.

Letter of request-
The key with these types of letters is to ask for help without groveling or
being overly emotional. Take a hard look at the adjectives you’re using in
the letter.

Sales letters-
These letters require a strong call to action or hook at the beginning so that the
receiver continues to read and discovers the benefits of whatever you are selling.

RESIGNATION LETTERS-
This is about giving notice that you are leaving a position, providing a last day of
employment, and explaining what is causing you to leave.
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JOHN REY A. CAYETANO
PARTS OF BUSINESS
LETTER
o Heading
- The heading is typically found in the upper left-hand corner of the
page. It includes important contextual information such as your name,
return address, phone number, email and date.

o Recipient’s Address
- This is the address you are sending your letter to. Be sure to make it
as complete as possible, so it gets to its destination. Include the name
of the person you are sending the business letter to, including their
name prefix. The address should show in a standard envelope window
when the paper is folded into thirds.

o Salutation
- The salutation (or greeting) in a business letter is always formal. It
often begins with “Dear {Person’s name}.” Be sure to include the
person’s title if applicable (such as Ms., Mrs., Mr., or Dr). If you’re
unsure about the person’s title or gender, then just use their first
name or their title or job duty. The salutation always ends with a
colon. 13
 o Body
- The body is where you write the details of your business letter. Start with a short
introduction explaining why you are writing them. The introduction should be one or two
sentences and should have the most important details. The rest of the body includes the
details of your letter. Be sure to leave a blank line between each paragraph.

o Complimentary
- Close The complimentary close is a short and polite remark that ends your letter. The
close begins at the same justification as your date and one line after the last body
paragraph. Some examples are "Sincerely," "Best regards" and "Thank you." Have your
closing on its own line, with the first letter capitalized and a comma at the end.

o Signature Line
- Skip at least four lines after the close for your signature, and then type out the name
to be signed. This line will include your first and last name, and often includes a
middle initial, although it is not required. You may put your title beforehand to show
how you wish to be addressed (Ms., Mrs., Dr.). The signature should be in blue or
black ink.

o Enclosures
- The body is where you write the details of your business letter. Start with a short
introduction explaining why you are writing them. The introduction should be one or two
sentences and should have the most important details. The rest of the body includes the
details of your letter. Be sure to leave a blank line between each paragraph.
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o Block format

- The most common layout for a business letter is called a block

format. In this format, the entire letter is justified to the left and single
spaced except for a double space between paragraphs.

o Modified Block format

- Modified block is another popular type of business letter. The body of

the letter and the sender’s and recipient’s addresses are left justified and
single spaced. However, in this format, the date and closing are tabbed
to the center point.

o Semi-Block format

- The least used style is called a semi-block. In it each paragraph is

indented instead of left justified.
MARC RENAN S. CARIAGA
SPACING AND FONT
FORMATS
SPACING AND FONT
FORMATS
Presentation is also important when it comes to
conveying professionalism in a business letter. The rule
of thumb here is that utility and readability trump
individuality. You’re not sending a letter to an old college
friend—you’re doing business. Here are the spacing and
font rules that one generally sees in a business letter:
o Alignment
- All proper letter formats are left-aligned. The common wisdom over
the decades is that such alignment is best for readability.

o Spacing
- Letters should be single-spaced between sentences in order to
maximize space on the page. Include four line breaks between the
letter’s closing sentence or paragraph and your printed name to leave
space for your signature.

o Font
- The standard font style is Times New Roman, size 12, though other
commonly used fonts such as Arial and Helvetica are acceptable.
Readability is crucial when it comes to fonts, so avoid getting creative
and using hard-to-read gothic or cursive fonts. If your letter’s body is
running out of space on a single page, it’s better to cut it down than
reduce font size.

o Margins
- Most experts agree that 1″ margins are the best because they
maximize space, though you may have to make room for a letterhead if
you’re using it.
MARGIE SARMIENTO
TONE FOR BUSINESS
LETTER
 TONE FOR WRITING
BUSINESS LETTERS

- refers to the writer's attitude toward the reader and the

subject of the message.

o Do not come across as arrogant or boastful.

Example: “I’m overqualified for this position,”
o Make your tone conversational, yet professional.
Example: “I am writing this to inform you that, I have received the letter of
recommendation and currently thinking on the matter.”

o Be precise.
Example: “Please explain in writing within (5) calendar days from your
receipt hereof why no disciplinary action should be meted against you.”

o Be respectful.
Example: “I have attached my resume and three letters of recommendation
as requested in the scholarship application. Thank you for your time. I look
forward to hearing from you.”
o CHOOSE YOUR WORDS WISELY.

o AVO ID GRAMMATICAL MISTAKES.

o USE PROPER PUNCTUATION .

o AVO I D S TA M P S A N D C O M P U T E R I Z E D
S I G N AT U R E S .
RAYMART S. RAMOS
COMMON MISTAKES
o Wrong Word
- Did you catch my illusion to the Bible?

- Edmund Spenser’s The Faerie Queene is a magnificent

sixteenth-century allergy.

o Missing Comma after an Introductory Element

- Determined to make their flight on time they rose at dawn.

o Incomplete or Missing Documentation

- The Social Media Bible defines social media as the

“activities, practices, and behaviors among communities of
people who gather online to share information, knowledge,
and opinions using conversational media.

- According to one source, it costs almost twice an employee’s

salary to recruit and train a replacement.
o Vague Pronoun Reference

- If you put this handout in your binder, it may remind you of

important tutoring strategies.

- The authoritarian school changed its cell phone policy,

which many students resisted.

o Spelling

- Vladmir Putin is the controversial leader of Russia.

- Every where she walked, she was reminded of him.

THANK YOU