BUSINESS

LETTERS
GROUP 4
An EFFECTIVE business letter elicits the expected
response from the readers. This can be achieved
through a concise, tactful, and accurate writing
style. A business letter serves several purposes: for
sales efforts, for complaints, for information
dissemination, for relationship building, for
problem-solving, and many others.

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PARTS OF A BUSINESS LETTER
 LETTERHEAD- Identifies the writer, her/his
address, and contact numbers.
 DATELINE- Is placed between the letterhead and
the inside address.
 REFERENCE LINE- The reference line typically
appears after the letterhead, above the date, and
on the left margin.

A BACUS P UBLISHING
205 P. Damaso St., Malate, Manila
200-9999 • www.abacuspublishing.com.ph
July 8, 2016
Ref.: 06-2016
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 INSIDE ADDRESS- Identifies the reader’s name, position
and company, and address; it is placed immediately below
the date.
 SALUTATION- Refers to the writer’s greeting to the reader.
Three formats:
Dear Sir:
Sir:
Dear Mr. Garcia
 BODY OF LETTER- Contains the message of the letter.
Paragraphs are single-spaced internally but double-spaced to
separate paragraphs. If the letter is too short, the body can be
double-spaced and triple-spaced from separate paragraphs.

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 COMPLIMENTARY CLOSE- Refers to the expression used to end a
letter.
Below is the level of formality of the complimentary close .
Highly formal Respectfully yours, Respectfully, Very
respectfully

Polite and Formal Very truly yours, Yours very truly, Yours truly

Less Formal Sincerely yours, Yours, Cordially yours

Informal and Friendly As ever, Best regards, Kindest regards, regards

 SIGNATURE- Leave two to four lines between the closing line and
typing your name so that you can sign the business letter.
 SIGNATURE BLOCK- Includes the signature and the typed name of the
sender is not the one typed name can be in all caps (HARRY DAMUS)
or CLC format (Harry Damus). 6
 IDENTIFICATION INITIALS- Indicates the typist’s initials if
the sender is not the one who personally typed the document .
 ENCLOSURE NOTATION- are the attachments to the letter.
Three formats:
Enclosures (2)
Enclosure
enc./encl.
 COPY NOTATION- indicates the name of the secondary
recipients of the letter.
It is indicated by cc: which means carbon copy or courtesy copies .

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 THREE FORMATS OF A BUSINESS LETTER

FULL BLOCK- Most

commonly-used
format

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MODIFIED
BLOCK- Another
widely-used format

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SEMIBLOC
K- LEAST-
USED STYLE

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 GUIDELINES IN WRITING A
LETTER
Writing a letter may seem simpler than the academic texts you have written,
but make sure follow these guidelines to help you write an excellent one:

1. As with the other texts, use correct format, punctuation, spelling, and grammar.
2. Present your ideas clearly by using a language appropriate for the target readers.
3. Arrange your ideas logically.
4. Use an active voice as much as possible. Apply a direct but tactful tone.
5. Focus on the readers by using the “you” approach; this means writing in such a
way that you are talking directly to the reader.
6. Specify the name of the receiver of the letter. However, if it is impossible to get
the name of the receiver, use a generic title (e.g., Dear Sales Director).
7. Leave three to five blank lines for a signature before typing your name.
8. Never use plain numerals for dates as it may create confusion. Instead
of using 01/02/06, use January 2, 2016 or 2 January 2016.
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 COLLEGE
ADMISSIO
N
 A college admission application letter shows
your interest in the university while justifying
why you are qualified at the same time. It also
serves as a cover letter for all your other college
admission documents. As with any other
correspondence, it follows a standard letter
format. Generally, a college admission
application letter presents your academic
qualifications, accomplishments, and reasons
for applying for admission.
 PARTS OF A COLLEGE ADMISSION
APPLICATION LETTER
INTRODUCTION
1. State who you are and what you are applying for.
2. State an eye-catching statement about yourself that will cause the reader to continue.
3. Show your enthusiasm to study in the university you are applying for.

BODY
1. Present your academic qualifications, extracurricular involvement, community
activity engagements, and some personal qualities with specific evidence.
2. Organize your thoughts and segregate them into paragraphs. You may separate
paragraphs by theme (one paragraph for academic qualification and one for
extracurricular activities).
3. State the benefits the university can obtain by admitting you. DO NOT just give
facts; explain how these facts will benefit the university.
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CONCLUSION

1.Indicate your interest for an interview.

2.Indicate how the interviewer can contact you.
3.Express your hope for a positive response from the
Admission Director.
4.Say Thank you.

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 SAMPLE
COLLEGE
ADMISSION
APPLICATION
LETTER

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• TIPS IN PREPARING AN APPLICATION LETTER
CONTENT
1. The application letter must not simply repeat the content of your academic records. Emphasize
concrete examples.
2. Address the letter to a specific person. If you don't know the specific addressee, call the
university and ask.
3. Market yourself by presenting your academic qualifications, extracurricular activities, and
community engagements. Tell the university that you have a unique or special skill to offer and
how these skills are relevant to the university.
4. Do not begin with an awkward statement such as: "Let me tell you something about myself. My
name is…..”
5. Highlight two or three of your most significant accomplishments or abilities. Avoid superfluous
information.
6. Avoid fancy statements such as "I think ABC University is the best university in the entire
world." Instead, be realistic and provide specific reasons why you believe the university is
perfect for you.
7. Be factual. Never misrepresent yourself by overstating your experience and skills. In short, do
not exaggerate.
8. Minimize opinions about yourself. When you claim one, be sure to support it with specific and
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factual evidence.
9.Do not beg for admission (e.g., "Please take me in because this is my only
hope forsuccess. I am desperately eager to study in your university.")
10.As you write, imagine that you are writing a script for your interview: how
you can break the ice at the beginning of the interview; how you can convey
a positive personality; the things you want to talk about during the
interview; and what you hope to get from the interview.
11.Read everything there is about your target college or university. Be sure to
match your letter to the mission-vision of the university.
12.Focus on your strength and avoid mentioning any weaknesses.

LANGUAGE
13.Use the active voice and verbs that denote action.
14.Be sure to have correct grammar, spelling, vocabulary, and usage. Avoid jargon,
clichés, and verbosity. Readers expect good grammar and writing. Any typographical
and grammatical errors may cause the reader to question your competence.
15.Be direct to the point so as not to lose the interest of your reader.
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FORMAT AND MECHANICS

1. Use letter-sized bond paper with a 1- to 1.5-inch margin on all sides; limit the
letter to one to two pages.
2. Do not forget to put your signature above your name.
3. Use a letterhead. Include your full name, address, phone number, and email
address.
4. Use a business letter format (block, full block, semi-block, or simplified).
5. Do not cram the text at the upper half or lower half of the page. Be sure to have
appropriate page fill; avoid making your letter look crammed and dense.
6. Use a font size of at least 10 points and maximum of 12.

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THAT’S ALL,
THANKYOU!

MEMBERS:

Sarah Salva

Daphe Dayan Loresto

John Eric Reyes

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Mia Espacio 20