Business Correspondence

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by: Christopher Lord T. Tulauan CSU, College of Education September 12, 2010 Free Powerpoint Templates

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Objective: To be familiarized with the conventional forms of business correspondence and   provide a practical  application of effective communication Free Powerpoint Templates

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Elements that contribute to an attractive letter  appearance: 1. a picture frame layout, 2. balance of paragraphs, and  3. effective use of white  space Free Powerpoint Templates

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Parts: 1. heading 2. inside address 3. salutation 4. complimentary close 5. signature Note: Some parts may vary in some way according to the preferences of  the organization.

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General Layout   standard business letter    sheet 81/2 X 11 inches  side and bottom margin at least 1 inch body of the letter  single spaced  between paragraphs -

double spaced  Free Powerpoint Templates

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 Indented Style indention of paragraphs five or ten spaces


Block Style indention of paragraphs  set flush with the margin Note: No punctuation appears after the lines of the heading and inside mark

address, except for a period to Powerpoint Templates anFree abbreviation. Page 9


Full Block  aligns all parts of the letter on the left margin

Note: This style speeds up typing but it  makes the letter lopsided.

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The Placement of Letter Parts 

adapted from:  Business Communication Communications  s  by William C. Himstreet and Wayne Marlin Baty 

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Heading Function: to indicate the return address for the message  If a letter sheet has a letterhead, the heading consists only of the date, with the name of the month spelled out  Date to beyond

placed at least three spaces below  the letterhead, either centered  underneath it or a little farther  the right but not extending the right-hand margin Free Powerpoint Templates

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 Inside Address  If the the letterhead is not  used, headingpaper consists of  the sender's mailing address and the date. Contains: 1. name and title of the address 2. the company name 3. the street address 4. the city and and state (where Free Powerpoint Templates applicable) Page 13


2 points to remember about  addresses: 1. Always use at least three lines in the addresses. 2. Use the same information given in the inside address on the envelope. Free Powerpoint Templates

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Attention Line 

It is typed one double space below  the inside address.

On the envelope, it iscorner. typed in the  lower left-hand

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The following styles are acceptable: Archi-Line, Incorporated Unit B, Facilities Centre Building 584 Shaw Boulevard Mandaluyong City Attention: Mr. Encinas or: Attention of Mr. Encinas or: Attention: Mr. Mark Encinas Free Powerpoint Templates

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Salutation  It is a form of common courtesy extended in bussiness, it chould be two spaces below  the inside address or the attention line if one is used. The degree of formality of the  salutation depends on how well  the writer knows the occasion. Free Powerpoint Templates

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Subject Line  It tells the reader what it is all  about. In international memos and reports, it is considered an essential part of the communication but is notapppropriate in all letters.

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Body   It carries the message of the letter. All the words between the  salutation or subject line and  complimentary close make up the body of the letter.

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Complimentary Close

 It is placed two places below the last  line of the text and halfwat to the right  or directly in line with the date. The most common closes are: Sincerely Cordially Respectfully

Sincerely yours Cordially yours Respectfully yours

Very truly yours  Free Powerpoint Templates

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Signature Block   It identifies the writer and his company. In the case of a letterhead sheet, the name of the company since it is already  identified in the letterhead.

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Leave 3-5 lines between the names of the company and the typed name of the writer or between the complimentary close and the typed  name if the name of the company is omitted to provide space for the writer's signature.

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 Identification Symbols

To indicate the sender of the letter and the stenographer, initial   symbols are placed with the left  margin on the line even with, or  one or two lines below, the last  line of the signature block.

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Enclosure References Two spaces below the identification symbols, indicate any enclosures which accompany  the letter. You may abbreviate the word but preferably, write enclosure, out the complete word.

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Envelope Address

The envelope address is the  same as the inside address but  with the inclusion of a ZIP code

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Postscript  The familiar P.S. notation  serves a definite purpose in business letters. It is used to emphasize a certain point. However, do not use it to include  something you forgot to say in the body of your letter. Free Powerpoint Templates

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What is a business letter? 

 It is a message in writing addressed to someone for a  specific business purpose.

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The purposeful composition of a letter involves these distinct steps: 1. determining your purpose 2. considering your reader  3. gathering the facts 4. organizing your ideas and  facts 5. writing the letter (including revising and polishing) Free Powerpoint Templates

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The letter opening serves this  purpose:

1. It introduces about the subject  of the letter. 2. It sets a tone of courtesy and  friendliness. 3. If appropriate, it connects the letter to a previous correspondence by referring to the date or subject of that  correspondence. correspo ndence. Free Powerpoint Templates

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The close of the letter, usually the last sentence or paragraph, serves one or more of these purposes:

1. It tells the reader what to do. 2. It tells what the writer will do. 3. It builds goodwill.

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What is a memorandum?   It is used for interoffice communications. Every business has its own particular style for  memos, but the pointers that  follow can apply to most   situations. 

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: The name of the recepient, including the


person's name, title and or department : Your name, title,department


: The date you send the memo


: The subject of the memo

Start with your purpose in writing the memo. Give relevant details or what the recepient want to know. Close with the action the recipient must take. Thank the recipient and offer to answer any questions. AYM:el

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