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THE BASIC PARTS OF A BUSINESS LETTER

HEADING There are 2 types of heading:


Modern heading (letterhead) used by the company Contemporary heading used by individual

DATE This is placed for the purpose of recording business events. Correct: July 2, 2009 Wrong: Dec. 8, 08; 08-23-08

INSIDE ADDRESS - This is placed at the left-hand margin at approximately four or five single spaces below the date. Examples: Mr. Jessan Jaiem M. Turno, President Mars Home Appliances, Inc. 456 San Antonio St. San Juan, Metro Manila Pixie E. Comonsad, M.D Pediatrician Polytechnic Hospital Cagayan de Oro City Atty. Roy Lopez Perez Law Office Rm. 789 RP Building Cebu city Miss Georgette Ong 123 Mabolo Drive Quezon City

SALUTATION It serves as a greeting for the addressee. Use colon, instead of comma. Examples: Dear Mr. Turno:Dear Atty. Roy Lopez: BODY This is the message of the letter. It has three parts: opening, body, closing. COMPLIMENTARY CLOSE This serves to end the message just as goodbye serves to end the conversation. The most appropriate to use are: Respectfully yours, Sincerely yours, Truly yours,

SIGNATURE This contains the name of the writer. There are two types of signature: company responsibility and individual responsibility. Signature block consists of 3, 4, and 5 lines for company responsibility, while individual responsibility, contains 2, 3, and 4 lines.

MISCELLANEOUS PARTS OF A BUSINESS LETTER

PURPOSE: TO HAVE SOMETHING DONE RIGHT AWAY

ATTENTION LINE This is used by writers when a letter is addressed to a company in general. This device is used for the purpose of directing the letter to the attention of a specific person or group within the company that can take care of handling the message. These are the various styles of writing the attention line: Example A. Womes Civic League 234 Mendiola St. Metro Manila Attention: Miss Joz Cruz Ladies: Attention: Miss Joz Cruz Example B. Womens Civic League 234 Mendiola St. Metro Manila Ladies:

Example C. C.B. Enterprises Rm. 123 C.B. Building Cruz St. Makati City Gentlemen: ATTENTION: Mr. George Mata

Example D. C.BEnterprises Rm. 123 C.B. Building Cruz St. Makati City Attention: Mr. George Mata Gentlemen:

SUBJECT LINE This is a device used to indicate the subject with which the letter deals. This is usually placed two spaces below the salutation.

Example A: Womens Civic League 234 Mendiola St. Metro Manila Attention: Miss Joz Cruz

Example B: Miss Joz Cruz Womens Civic League 234 Mendiola St. Metro Manila Dear Miss Cruz:

Ladies: Subject: Release of Grades Subject: Release of Grades

CARBON COPY NOTATION (cc) This device is used to by the writer when he sends duplicate copies of the letter to other people other than the addressee. This is written below the reference initials and is indicated on all copies of the letter. cc Mr. George Mata Ms. Joz Cruz Atty. Angel Paolo

BLIND CARBON COPY NOTATION (bcc) The writer uses this notation when he sends copies of the letter to other people other than the addressee. This is written only on the carbon copies but never on the original copy of the addressee because the writer does not want the addressee to know that he is furnishing copies of the letter to others. POSTSCRIPT (P.S.) This is written when the writer forgets to include an important point in the message

REFERENCE INITIALS - These are written two spaces below the last line of the signature at the left-hand margin. The initials include the secretary and the typist. Examples: JT-st (JT, the secretary wrote the letter; st, the typist typed the letter) JPMT:jj CVR/cg ENCLOSURE This is used if there are things enclosed in the letter. Examples: ENCL. ENCLOSURE check notes contract (to be returned) CONFIDENTIAL

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