lesson 5

• Professional correspondences


  • Letters, Memos, and Electronic Mails
  • Application Letter for College Admission
  • Application Letter for Employment
  • Resume
• Business Letters


  • Written in formal language, usually used when writing from one business organization to another
  • Used to elicit response from the readers
  • Purposes: sales efforts, complaints, information dissemination, relationship building, problem-solving
• Parts of Business Letters

  • Letterhead
  • Date
  • Inside address
  • Attention Line
  • Salutation
  • Body
  • Complimentary close
  • Signature Block
  • Identification initials
  • Enclosure notation
  • Copy notation
• Formats of Business Letter

  • Full Block
  • Modified Block
  • Semiblock
• Memorandum or memo


  To inform as well as to persuade
• Advantages of memo


  • It reaches a large number of readers at the same time
  • It serves as a written record that can be accessed any time
  • It allows a detailed and accurate delivery of the message
• Parts of Memo


  • Letterhead
  • Dateline
  • To line
  • Attention line
  • From Line
  • Subject Line
  • Body
  • Identification Initials
  • Enclosure notation
  • Copy notation
• Five Types of Memo

  • Instruction Memo
  • Request Memo
  • Announcement Memo
  • Transmittal Memo
  • Authorization Memo
• Instruction Memo


  Provides the information needed by the readers to accurately perform directions
• Request Memo


  Asks readers to provide certain information or take certain actions
• Announcement Memo


  Provides information about an event, person, or thing
• Transmittal Memo


  Serves as a cover note for a more formal or lengthy document
• Authorization Memo


  Gives permission or allowing someone based on what he/she requested
• Electronic mails (e-mails)


  Used for directives, transmittals, documentation, confirmation, explanations of procedure, recommendations, status reports, and inquiries
• Advantages of e-mails


  • It reaches the target reader fast
  • Confirmation of acceptance is easy
  • It is cheaper and easy to use
  • Original message can be easily attached via thread
  • It is environment-friendly because it requires no paper
  • It has an automated e-mail feature that notifies the sender if the receiver is on vacation or will not be able to access his/her e-mail as soon as possible
• Disadvantages of e-mail


  • An e-mail may carry a virus
  • Not all official documents can be sent-via e-mail due to their nature
  • An e-mail is sometimes used as a tool for scamming. Hence, using it requires utmost caution
  • Sending an e-mail is prone to technical glitches and is dependent on internet connection
• College Admission Application Letter


  • Shows your interest in the university while justifying why you are qualified at the same time
  • Serves as a cover letter for all your other college admission documents
  • Generally, it presents your academic qualifications, accomplishments, and reasons for applying for admission
• Parts of College Admission Letter

  • Introduction: State who you are and what you are applying for
  • Introduction: State an eye-catching statement about yourself that will cause the reader to continue reading your qualifications
  • Introduction: Show your enthusiasm to study in the university you are applying to
  • Body: Present your academic qualifications, extracurricular involvement, community activity engagements, and some personal qualities with specific evidence
  • Body: Organize your thoughts and segregate them into paragraphs. You may separate paragraphs by theme
  • Body: State the benefits the university can obtain by admitting you. Do not just give facts; explain how these facts will benefit the university
  • Conclusion: Indicate your interest for an interview
  • Conclusion: Indicate how the interviewer can contact you
  • Conclusion: Express your hope for a positive response from the Admission Director
  • Conclusion: Say thank you
• Job Application Letter/Cover Letter


  • A type of personal business correspondence which states your intention to work in a particular organization
  • Enclosed everytime you send your resume
• Parts of Cover Letter

  • Introduction: Introduce yourself and state your purpose
  • Introduction: Indicate your source of information in learning the job vacancy
  • Introduction: Add an interesting statement about yourself
  • Introduction: Show your enthusiasm to work in the company
  • Body: Present your work experience and other qualifications
  • Body: Organize your paragraphs accordingly
  • Body: Explain the benefits of the employer if they hire you
  • Body: Refer the reader to a specific part of your resume that suggests your strongest credentials for the position
  • Conclusion: Indicate your interest for an interview at the time most convenient to the employer
  • Conclusion: Indicate how the interviewer can contact you
  • Conclusion: Express an expectation of a positive response from the employer
  • Conclusion: Thank the employer
• Resumé


  • A tool that summarizes your skills, educational background, experiences, and other qualifications
  • Also called curriculum vitae (a more detailed type of resume)
  • Considered as sales tool for it helps you market your skills to a prospective employer
• Components of Resume


  • Contact Information
  • Summary of qualifications
  • Objective Statement
  • Employment history
  • Education
  • Skills
  • Training
  • Organizations
  • Professional Licensure and Certificates
  • Honors and Awards
  • References and Signature
• Important Tips on Making an Effective Resume

  • Align your resume to the job description and requirements
  • Do not write the word "resume" on the top of your resume
  • Use good quality of paper and distinctive headings and subheadings
  • Use readable and professional fonts. 12 for body and 16 for headings
  • Use only one side of the paper
  • Never include photograph unless your prospective employer is asking for it. Do not submit resume with scanned pictures
  • Do not mention anything about your expected salary
  • Use reverse chronological order in writing details
  • Be factual. Do not exaggerate
  • Limit your resume to three pages. However, more than three pages can be used for curriculum vitae
  • Edit and proofread your resume and avoid using "I"
  • Never send a resume without a cover letter
  • Never include reasons for leaving other jobs
  • Be mindful about unexplained time gaps. It may rise doubts to your employers
  • Use an active tone and powerful words