LESSON 4: WRITING PROFESSIONAL CORRESPONDENCE

• Is usually a letter from one company to another, between such organizations and their customers, clients, and other external parties.

  Business letters
• FORMATS OF BUSINESS LETTER;

  1. Block style or full black style
  2. modified block
  3. semi block
• all text is left aligned, and paragraphs are not indented. This is the most common of all types.

  Block style/full black style
• all text is left aligned (except the author’s address, date and closing), paragraphs are not indented, and the author’s address, date and closing begin at the center point.

  Modified block
• This is like the modified block format, except that the first line of each paragraph is indented.

  Semi-block style
• this type of correspondence is moderately formal and therefore appropriate for people in your own organization. It is meant to inform as well as to persuade people within the organization.

  Memorandum or memo
• PARTS OF THE MEMO:

  • Letterhead
  • To line
  • Attention line
  • From line
  • Dateline
  • Subject line
  • Body
  • Enclosure notation
  • Copy notation
• TYPES OF MEMO:

  1. instruction memo
  2. request memo
  3. announcement memo
  4. transmittal memo
  5. authorized memo
• 1. Provides the information needed by the reader to accurately perform directions.

  Instruction memo
• Asks the reader to provide certain information or take certain actions.

  Request memo
• Provides information about an event, person, or thing.

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

  Transmittal memo
• Gives permission or allowing someone based on what he/she requested.

  Authorization memo
• used for directives, transmittals, documentation, confirmation, explanations of procedure, recommendations, status report, and inquiries.

  Electronic mails (e-mails)
• Advantage of e-mails:

  • It reaches the target reader fast.
  • Environment friendly because it requires no paper.
  • Has automated feature and attachment is easy
  • It is cheaper and easier to use.
• Disadvantage of e-mails:

  • May carry virus and may be used as a tool in scamming
  • Technical glitches and dependency to the internet.
  • Not all official documents can be sent via e-mails due to their nature.
• shows your interest in the university while justifying why you are qualified at the same time. It also presents your academic qualification, accomplishments, and reasons for applying for admission.

  Application letter for college admission
• PARTS OF COLLEGE ADMISSION LETTER:

  1. INTRODUCTION
  2. BODY
  3. CONCLUSION
•  A job application or cover letter is a type of personal business correspondence which states your intention to work in a particular organization. It should be enclosed every time you send your resume.


  Application letter for employment
• • can be a response to a job advertisement, an unsolicited inquiry to a prospective employer as part of a direct mail strategy, or a letter to a recruitment agency.

  cover letter
• a french origin “summary”. It is a summary of your skills, and your academic and work background. This is a tool that employers require to help them choose who they should hire for a vacancy in their company.

  Resume
• Components of resume:

  • Contact information
  • Summary of qualification
  • Objective statement
  • Employment history
  • Education
  • Skills
  • Training
  • Organizations
  • Professional licensure and certificates
  • Honors and awards
  • Reference and signature
• introduction of cover letter:

  1. Introduce yourself and state your purpose in writing to the receiver.
  2. Indicate your source of information in learning about the job vacancy.
  3. Add an interesting statement about yourself that will cause the reader to continue reading your credentials.
  4. Shows your enthusiasm to work in the company.
• Body of cover letter

  1. Present your work experience, academic qualifications, training, and some personal qualities with specific evidence.
  2. Organize your paragraphs accordingly. 
  3. Explain the benefits to the employers if they hire you.
  4. In the last part of the body, refers the reader to a specific part of the resume that suggests your strongest credentials for the position
• Conclusion of cover letter

  1. Indicate your interest for an interview at a time most convenient to the employer. If required, specify the time you are available for an interview.
  2. Indicate how the interviewer can contact you.
  3. Express an expectation of a positive response from the employer.
  4. Thank the employer.