Rws final module 15

• Business letter

  • elicits the expected response from the readers.
  • Can be achieved through a concise, tactful, and accurate writing style.
  • Serves for several purpose: for sale efforts, complaints, information dissemination, relationship building, problem-solving, others.
• Parts of a business letter:

  • letterhead
  • date
  • inside address
  • attention line
  • salutation
  • body
  • complimentary close
  • signature block
  • identification initials
  • enclosure notation
  • copy notation
• Letterhead

  • identifies the writer, his/her address, and contact number.
• Date

  • indicates the date the letter was written.
  • Placed between the letterhead and the inside address.
• Inside address

  • identifies the reader's name, position and company, and address.
  • Placed immediately below the date.
• Attention Line

  • used when the writer wishes to address the whole company but wants to bring it to the attention of a particular person in the company.
  • Formats:

  Attention Dr. Gilda Cores

  Attention: Dr. Gilda Cores
• Satuation

  • refers to the writer's formal greeting to the reader.
  • Formats:

  Dear sir:

  Sir:

  Dear Mr. Garcia
• Body

  • contains the message of the letter.
  • paragraphs are single spaced internally but double-spaced to separate paragraphs.
• Complimentary Close

  • refers to the expression used to end a letter.
  • 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 Block

  • includes the signature and the typed name of the sender.
  • the typed name can be in all caps (e.g., HARRY DAMUS) or CLC format (Harry Damus).
• Identification Initials

  • indicates the typist's initials if the sender is not the one who personally typed the document.
• Enclosure notation

  • refers to the attachments to the letter.
• Copy Notation

  • indicates the name of the secondary recipients of the letter.
  • The copy notation is indicated by cc: which means carbon copy or courtesy copy.
• Three formats of business letter

  • Full Block
  • Modified Block
  • Semiblock
• Full Block

  • Most commonly used format.
• Modified Block

  • Another widely used format
• Semiblock

  • least used style
• Memorandum or Memo

  • comes from the Latin term memorare Which means "to remember."
  • commonly shortened to "memo," is meant to inform as well as to persuade people within an organization.
  • It follows an inverted pyramid structure which means that the most important information comes first.
• Inverted pyramid structure:

  • Most Important Information
  • Supporting Data and Examples
  • Least Important Information
• Memohead

  • It identifies the department/office name, its address, and contact numbers.
• To line

  • It indicates the name and title of the receiver.
• From line

  • It indicates the name of the sender. The sender should affix his/her initials on the right side of his/her name for verification purposes.
• Date line

  • It serves as a chronological record for reference purposes.
• Subject line

  • It announces the main content or topic of the memo.
  • Subject is more preferred than the old term Re.
• Body

  • It contains the message of the memo.
  • Paragraphs are single spaced internally but double spaced to separate paragraphs.
  • Paragraphs in the memo are not indented.
  • If the memo exceeds one page, begin the following page with the recipient's name, date, and page number, which are placed three lines from the top of the page. For example: Mr. Roxas, July 14, 2018, page 2.
  • When discussing a number of subtopics, a topic heading may be used so that the readers can quickly locate information.
• Identification Initials

  • It indicates the typist's initials if the sender is not the one who personally typed the document.
• Enclosure notation

  • It refers to the attachments to the memo.
  • Formats:Enclosures (2)Enclosureenc. / encl.
• Copy notation

  • It indicates the name of the secondary recipients of the letter.
  • Carbon notations is indicated by cc: which means carbon copy or courtesy copy.
• Five types of memo

  • Instruction memo
  • Request memo
  • Announcement memo
  • Transmittal memo
  • Authorization memo
• Instruction memo

  • It provides the information needed by the readers to accurately perform directions.
• Request memo

  • It asks readers to provide certain information or take certain actions.
• Announcement memo

  • It provides information about an event, person, or thing.
• Transmittal memo

  • It serves as a cover note for a more formal or lengthy document.
• Authorization memo

  • Simply stated, it gives permission.
• Electronic mail or email

  • more commonly known as e-mail, has been a vital part of our everyday communication since its inception.
  • use it to send messages to everyone, from friends and family to colleagues and superiors. has revolutionized interpersonal communication.
  • can serve many purposes. It can be used for directives, transmittals, documentations, confirmations, explanations of procedure, recommendations, status reports, and inquiries.