READING

and
WRITING
SKILLS
 Professional
Correspondence:
Parts, Formats,
Features and
Requirements
 Learning Packet 4

Lesson 1: Professional Correspondence Writing

Lesson 2: Parts, Formats, Features and

Requirements
CORRESPONDENCE DEFINED

Originally meaning “to communicate with letters,” the term

“correspondence” has been used since the 16th century to describe
communication between individuals through hand-written or printed
letters.
Correspondence used in organizations includes:
• letters to correspond with individuals outside the
organization.
• memos to correspond with individuals inside the
organization.
• electronic messages such as email and texts to
communicate both inside and outside the
organization.
Individuals and organizations store and keep these communications
for legal and historical documentation.

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 Professional correspondence which is a communication between two or
more parties through professional writing of letters and emails.
Professional correspondence reflects a person’s level of competency and
professionalism.
Most professional correspondence is designed:
•to request the reader do something OR
•to respond to a request.
What are General Rules for All Professional Correspondence?
• Appropriate fonts are Times New Roman, Helvetica, Arial, and
Garamond. The font size should be 10 to 12 point in black ink.

• If sending hard copies of professional documents, print on white or ivory

professional resume paper.
• If a letter will accompany your resume, use the same font and paper to match
your resume.
• Every correspondence sent to an employer should be original and tailored to the position
and organization. Read the job description and highlight skills that match the position.
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 What are General Rules… (Con’td)
• Keep the content interesting, energetic, and active by using action verbs.

• Keep the content reader-centered rather than self-centered. Avoid

repeated references to yourself as “I” or “my”. Instead, focus on the needs
of the reader by referring to “you”, “your”, and “the company”.
Communicate what you will do for them rather than what you want them
to do for you.
• Include necessary contact information.

• Check and return emails and phone messages within 24-48 hours.

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 Etiquette & Methods
These tips are true regardless of the correspondence you are writing:

 Proofread everything, no matter how short.

 Use a professional e-mail address
 Make certain that attachments have a relevant title.
 Be sure to have an appropriate greeting and closing in emails.

 Include a subject line in emails.

 Always follow through on what you said you would do.
 When deciding the best way to contact someone, approach with formality.
Email and phone are both good ways to start, but don’t text, instant
message, or friend someone you don’t know. Use titles (Mr., Ms., or Dr.) and
avoid slang or abbreviations. If you have a mutual connection, ask to be
introduced.
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 What is Office Correspondence?
 Any written or digital communication exchanged by
two or more parties.

 Correspondences may come in the form of letters,

emails, text messages, voicemails, notes, or postcards.

 Correspondence within the organization lends a

meaning of definiteness to corporate policies and
practice, promotes understanding between the
members and departments the organization.
 Correspondences with the outsider promotes image
of the organization, clarifies its policies, keeps its
legal entities intact and keeps its operations going.

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Purpose of Office Correspondence
 Serving a notice to the office personnel.

 Serving a notice to the individual person.

 Serving an order either to the entire

department or to the individual employee in
the office.
 Serving an instruction either to the department or to an
individual working in the department.

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Classifications of Office Correspondence
 Internal Correspondence (between the employees, units,
departments, and branches of the same organization)
 External Correspondence (between different organizations, or
between an organization and their individual clients)
 Sales Correspondence (sales-related communications)

 Personalized Correspondence (letters of gratitude, letters of favours

or requests, appreciation notes, letters of congratulations of
commendation)
 Circulars (notices that are communicated to a large number of people within the organizatio

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Forms of Correspondence

 Letters
 E-mails
 Text Messages
 Voice Mails
 Notes
 Post Cards
 Memos
 Fax

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See the file name: COMMON
LETTER FORMATS in your
flash drive.
Writing an effective, polished business letter can be an easy task, so long as
you adhere to the established rules for layout and language.

A typical letter has 8 main parts:

1. Letterhead/logo: Sender’s name and return address

2. The heading: names the recipient, often including address and date
3. Salutation: “Dear ______ ” use the recipient’s name, if known.
• Use "To Whom It May Concern," if you’re unsure specifically whom
you’re addressing.
• Use the formal salutation “Dear Mr./Ms./Dr. [Last Name],” if you do
not know the recipient.
• Use “Dear [First Name],” only if you have an informal relationship with
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the recipient.
 A typical letter … (Con’td)
4. The introduction: establishes the overall purpose of the letter

5. The body: articulates the details of the message

6. The conclusion: restates the main point and may include a call to action

7. Closing Salutation
Keep your closing paragraph to two sentences. Simply reiterate your
reason for writing and thank the reader for considering your request.
Some good options for your closing include:
• Respectfully yours
• Yours sincerely
• Cordially
• Respectfully

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8. The signature line: sometimes
includes the contact information
Write your signature just beneath
your closing and leave four single
spaces between your closing and
your typed full name, title, phone
number, email address, and any
other contact information you
want to include. Use the format
below:
 
Your handwritten signature
Typed full name
Title

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Common letter formats are:
Indented/Modified Semi-block
Modified block

Want big impact?

Use big image.

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Block In order to communicate effectively and project a
positive image, remember that

 your language should

be clear, concise,
specific, and
respectful
 each word should
contribute to your
purpose
 each paragraph
should focus on one
idea
 the parts of the letter should form
a complete message
 the letter should be free of errors.

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 Values Integration:

Correspondence writing should be clear, concise, specific, and

respectful to be able to get its message across to the recipient.
How do you show respect when writing be it in messaging apps
or in print letters/notes?
RELATED BIBLE VERSE:
________________________________  
 
________________________________  
 
________________________________ “A gentle tongue is a tree of life,
________________________________ but perverseness in it breaks the
________________________________ spirit.”
________________________________  
________________________________ Proverbs 15:4
________________________________  
________

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 READ and UNDERSTAND BEFORE
ANSWERING THIS ACTIVITY.

HAVE COMPLETE ANSWERS.

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 Please feel
free to
contact me
if you have
questions or
concerns.

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