Part of Business Letter and Style of Business Letter

I. Parts of a Business Letter

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