Writing Professional Correspondences

• Business Letters


  • Written in formal language, usually used when writing from one business organization to another
• 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 memorandum or memo

  • It reaches a large number of readers at the same time
• 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
• Disadvantages of e-mail

  • An e-mail may carry a virus
• College Admission Application Letter


  • Shows your interest in the university while justifying why you are qualified at the same time
• Job Application Letter/Cover Letter


  • A type of personal business correspondence which states your intention to work in a particular organization
• Resumé


  • A tool that summarizes your skills, educational background, experiences, and other qualifications
• 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
• Business letters


  • Used to elicit response from the readers
• Business letters purposes


  • sales efforts
  • complaints
  • information dissemination
  • relationship building
  • problem-solving
• Letterhead


  identifies the writer, address, and contact number
• Attention line


  used to bring it to attention for a particular person
• Salutation


  refers to the writer's greeting to the reader
• Advantages of memorandum or memo

  • It serves as a written record that can be accessed any time
• Advantages of memorandum or memo

  • It allows a detailed and accurate delivery of the message
• advantages of e-mails

  • Confirmation of acceptance is easy
• advantages of e-mails

  • It is cheaper and easy to use
• advantages of e-mails

  • Original message can be easily attached via thread
• advantages of e-mails

  • It is environment-friendly because it requires no paper
• advantages of e-mails

  • 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-mails

  • Not all official documents can be sent-via e-mail due to their nature
• disadvantages of e-mails

  • An e-mail is sometimes used as a tool for scamming. Hence, using it requires utmost caution
• disadvantages of e-mails

  • Sending an e-mail is prone to technical glitches and is dependent on internet connection
• College admission application letter


  • Serves as a cover letter for all your other college admission documents
• College admission application letter


  • Generally, it presents your academic qualifications, accomplishments, and reasons for applying for admission
• parts of college admission letter

  • introduction
  • body
  • conclusion
• Job Application Letter/Cover Letter


  enclosed everytime you send your resume
• RESUMÉ


  also called curriculum vitae ( a more detailed type of resume)
• RESUMÉ


  considered as sales tool for it helps you market your skills to a prospective employer