The Heading (The Retern Address) or Letterhead
Companies usually use printed paper
where heading or letterhead is specially designed at the top of the sheet. It
bears all the necessary information about the organisation’s identity.
Date
Date of writing. The month should be
fully spelled out and the year written with all four digits October 12, 2005 (12
October 2005 - UK style). The date is aligned with the return address. The
number of the date is pronounced as an ordinal figure, though the endings st,
nd, rd, th, are often omitted in writing. The article
before the number of the day is pronounced but not written. In the body of the
letter, however, the article is written when the name of the month is not
mentioned with the day.
The Inside Address
In a business or formal letter you
should give the address of the recipient after your own address. Include the
recipient's name, company, address and postal code. Add job title if
appropriate. Separate the recipient's name and title with a comma. Double check
that you have the correct spelling of the recipient 's name.
The Inside Address is always on the
left margin. If an 8 1/2" x 11" paper is folded in thirds to fit in a
standard 9" business envelope, the inside address can appear through the
window in the envelope.
The Greeting
Also called the salutation. The type
of salutation depends on your relationship with the recipient. It normally
begins with the word "Dear" and always includes the person's last
name. Use every resource possible to address your letter to an actual
person. If you do not know the name or the sex of of your reciever address
it to Dear Madam/Sir (or Dear Sales Manager or Dear Human Resources Director). As
a general rule the greeting in a business letter ends in a colon (US style). It
is also acceptable to use a comma (UK style).
The Subject Line (optional)
Its inclusion can help the recipient
in dealing successfully with the aims of your letter. Normally the subject
sentence is preceded with the word Subject: or Re: Subject line
may be emphasized by underlining, using bold font, or all captial letters. It
is usually placed one line below the greeting but alternatively can be located
directly after the "inside address," before the "greeting."
The Body Paragraphs
The body is where you explain why
you’re writing. It’s the main part of the business letter. Make sure the
receiver knows who you are and why you are writing but try to avoid starting
with "I". Use a new paragraph when you wish to introduce a new idea
or element into your letter. Depending on the letter style you choose,
paragraphs may be indented. Regardless of format, skip a line between
paragraphs.
The Complimentary Close
This short, polite closing ends
always with a comma. It is either at the left margin or its left edge is in the
center, depending on the Business Letter Style that you use. It begins at the
same column the heading does. The traditional rule of etiquette in Britain
is that a formal letter starting "Dear Sir or Madam" must end
"Yours faithfully", while a letter starting "Dear " must
end "Yours sincerely". (Note: the second word of the
closing is NOT capitalized)
Signature and Writer’s identification
The signature is the last part of
the letter. You should sign your first and last names. The signature line may
include a second line for a title, if appropriate. The signature should start
directly above the first letter of the signature line in the space between the
close and the signature line. Use blue or black ink.
Initials, Enclosures, Copies
Initials are to be included if
someone other than the writer types the letter. If you include other material
in the letter, put 'Enclosure', 'Enc.', or ' Encs. ', as appropriate, two lines
below the last entry. cc means a copy or copies are sent to someone else.
|
American Style
|
British Style
|
|
Heading
|
According to the format but
usually aligned to the left
|
The heading is usually placed
in the top right corner of the letter
(sometimes centred)
|
|
Date
|
October 19, 2005 (month-day-year)
According to the format but usually
aligned to the left
(two lines below the heading)
|
19 October 2005 (day-month-year)
Usually placed directly
(or 1 blank line)
below the heading.
|
|
Salutation
|
Dear Mr./Ms. Smith:
Dear Sir or Madam:
Gentlemen:
After the salutation there is a colon (:)
|
Dear Mr./Ms. Smith,
Dear Sir or Madam,
Dear Sirs,
After the salutation there is a comma (,)
|
|
Complimentary close
|
Sincerely,
Sincerely yours,
Yours truly,
|
Sincerely,
Yours sincerely,
Yours faithfully,
|
II.
STYLES OR FORMS OF BUSINESS LETTERS
FULL BLOCK OR PURELY BLOCK STYLE
1234 Bagong Lipunan St., Tambo
Paranaque
City, Metro Manila
August
26, 2008
Fire Department
Paranaque
City Hall
Sucat,
Paranaque City
Dear
Sir:
I, Mr. Juan Z. Menoy, a Paranaque resident since birth and a representative of
my parents, am filing a complaint against our neighbor, Mr. Arsenio Dizon,
regarding his apartment which is a fire hazard.
The three-storey apartment does not comply with the safety requirements for
commercial buildings. First, it has no fire exit and no fire wall. Second,
there are no fire extinguishers. Third, it has no electricity; some of the
occupants who may be using candles can pose a hazard, especially that there are
portions of the apartment that are made of light materials. Fourth, there are
some occupants who store their kalakal (used paper, plastic bottles, plastic
cups, plastic containers, and easily combustible materials) here and nearby.
Just recently, a fire which lasted for days hit the Baclaran commercial area.
My family and I were once fire victims. I do not want to encounter the same
traumatic experience. Concern for my safety and that of my family and my
neighborhood prompted me to air this complaint.
An ounce of prevention is better than a pound of cure; thus, it is best to act
upon this matter before another fire in our area breaks out.
Your prompt attention and favorable action on this matter shall be highly
appreciated.
Very
truly yours,
JUAN
Z. MENOY
MODIFIED BLOCK STYLE
November
28, 2008
MS. BECKY O. FURAGGANAN
Head,
Human Resource Development Office
Central
Colleges of the Philippines
52
Aurora Boulevard, Quezon City
Dear
Ms. Furagganan:
In response to your memorandum dated November 24, 2008 regarding the tea with
the CCP President, I would like to inform that I was unable to attend such
celebration because I had to attend my classes in the University of the East
where I teach part-time.
During the second week of classes, I had my bereavement leave here and in UE in
order to attend to the wake of my father. Unfortunately, there were no teachers
assigned to substitute for me in all my classes in both schools so I decided to
attend my classes there, instead of the tea party, because my students were
already behind as far as their lessons are concerned.
I hope that you understand my situation.
Very truly yours,
JESY Z. MENOY
CAS-Education
Faculty
SEMI-BLOCK STYLE
College of Arts and Sciences-Education
CENTRAL
COLLEGES OF THE PHILS.
52
Aurora Boulevard, Quezon City
October
20, 2008
MS. JUDY LICAS
Scholarship
Committee
Central
Colleges of the Philippines
52
Aurora Boulevard, Quezon City
Dear
Ms. Licas:
This serves to inform you that Ms. PRINCESS JANNEL D. YASAY, a freshman
Education student enrolled last semester in my English 1 with CAI class, failed
to take the final oral examination and, as a consequence, was given a grade of
Incomplete. Her failure to take such examination was due to the fact that she
had to attend the burial of her grandparent on the day of the examination.
Ms. Yasay is a community scholar and her Incomplete grade in English 1 would
cause her to lose her scholarship. To help her continue her studies, I let her
take the oral examination and so she was given a grade of 2.50.
I hope that you reconsider her application for scholarship. Her failure was a
result not of her incompetency, but of circumstances beyond her control.
Very truly yours,
JESY Z. MENOY
CAS-Education
Faculty
SIMPLIFIED STYLE
College of Arts and Sciences
CENTRAL
COLLEGES OF THE PHILIPPINES
52
Aurora Boulevard, Quezon City
February
20, 2006
_____________________________________
_____________________________________
_____________________________________
The College of Arts and Sciences will stage an oratorical contest on February
23, 2006, 9:00 a.m. at the Studio Theater as part of the celebration of English
Week from February 22 to 24, 2006.
In
connection with the foregoing, we are inviting you to serve as a judge for the
said contest. We have chosen you as one of the judges because we believe in
your objectivity, capacity, and integrity.
Shall
you accept or reject our invitation, please let us know the soonest possible.
PROF. JESY Z. MENOY
CAS
Faculty
HANGING-INDENTED STYLE
ART APPRECIATION CLUB OF CENTRAL COLLEGES OF THE PHILIPPINES
52
Aurora Boulevard, Quezon City
July
10, 2008
DR. ROSENDA DE GRACIA
Assistant
Vice-President for Academic Affairs
Central
Colleges of the Philippines
52
Aurora Boulevard, Quezon City
Dear Dr. de Gracia:
Good
day!
Inasmuch as there are three newly formed student organizations handled by the
College of Arts and Sciences, I am suggesting the following faculty members to
serve as advisers based on their interests and expertise:
Prof. Jesy Z, Menoy – Art Appreciation Club of CCP
Prof.
Marianne Abuan –CCP Theater Guild
Prof.
Clio Apacible – CCP Dance Troupe
Prof.
Mil Flores – CCP School Paper
I hope for your approval of the above suggestion.
Respectfully yours,
JESY
Z. MENOY
Acting
Adviser
Art
Appreciation Club of CCP
INDENTED STYLE
College of Arts and Sciences-Education
Central
Colleges of the Phils.
52
Aurora Boulevard, QC
July
30, 2008
Prof. RAMIL RABANG
Faculty
Member
College
of Computer Studies
Central
Colleges of the Philippines
52
Aurora Boulevard, Quezon City
Dear
Prof. Rabang:
Please excuse from your CS 411 class today the following students who are
members of the Art Appreciation Club of Central Colleges of the Philippines
(AACCCP):
Abellana, Jonas Lotero, April Joyce
Ancheta,
Kristel Ochinang, Christiana Marie
Ang,
Katherine Orpiano, Mary Daisy
Balatico,
James Russell Pino, April James
Balbuena,
Adrian Santos, Maria Joebel
Boringot,
Aileene Sanvictores, Janice Valerie
Clav
eria, Ma. Kattleya Siman, Fairy Aubrey
Combalicer,
Francis Fidel Sorrel, Sheryll
De
Vera, Rizza Juno Tambanillo, Mariter
Embalsado,
Kenneth Velario, Milany
The above-mentioned students will attend the initial meeting of the AACCCP
members, together with the CCP President, Atty. Crispino Reyes. The meeting
will start at 1:00 p.m. and will end at an undetermined time.
I hope for your consideration on this matter.
Very truly yours,
JESY Z. MENOY
Faculty
Member
CAS-Education
MEMORANDUM STYLE
College of Arts and Sciences-Education
CENTRAL
COLLEGES OF THE PHILIPPINES
52
Aurora Boulevard, Quezon City
MEMORANDUM
TO: Humanities and Freshman English Instructors
THRU: Dr. Rosenda de Gracia, AVPAA
FROM: Prof. Jesus Z. Menoy
DATE: July 21, 2008
SUBJECT: Change of Schedule of Film Viewing
Please be informed that the film viewing of “Romeo and Juliet” and “Swan Lake”
slated on July 23 and 30, 2008, respectively, was postponed to September 24 and
October 1, 2008 inasmuch as the Studio Theater will be used by some student
organizations who scheduled their activities there earlier.
To make use of the afternoon slot, the members of the Art Appreciation Club of
Central Colleges of the Philippines will hold a general assembly in HR 230 from
1:00 to 3:00 pm to discuss matters pertaining to the membership fees, the organization’s
constitution and by-laws, and the election of officers. Therefore, please
advise your students who applied for membership in the AACCCP to attend its
initial meeting.
Your cooperation in this regard is expected.
reference :
- http://www.studyenglishtoday.net/business-letter-parts.html
- https://wikis.engrade.com/formsorstylesofbusinessl
