Business
Letters
KB 221 - Keyboarding and Document Processing
Prof. Mercedita F. Zerrudo
Parts and its elements
Formats
A business letter is an essential form
of communication within the
corporate world. It is a formal means
of communication between two
people, a person and a corporation, or
two corporations. Unlike a personal
letter or an email, a business letter
follows a specific format.
Parts of Business Letter
1. LETTERHEAD
Consist of the name and address of a company plus
its telephone number and email address when
available. This is usually printed in the upper center
of the stationery.
2. DATE
Common practices dictate that the months of the
year should not be abbreviated. Furthermore, giving
dates like in military practice, 10 June 2012, or
symbols like 10/28/89 are likewise AVOIDED.
Parts of Business Letter
3. INSIDE ADDRESS
This part contains pertinent information regarding
the addressee. This includes the name, title, position,
agency, and business address of the agency. This
inside address should occupy at least three lines, not
less.
4. SALUTATION / OPENING REMARKS
It is placed two spaces below the inside address. It
starts with a capital letter and ends with a colon if
the punctuation style used is mixed or closed
punctuation style.
Salutations
Most Formal Salutations
Sir Madam
Formal Salutations
My dear Sir My dear Madam
Less Formal Salutations
Dear Sir My dear Mrs. Tumaliuan
Dear Madam Dear Dr. Tamacay
My dear Mr. Ancheta
Friendly or Intimate Salutations
My dear Grace
Dear Grace
Parts of Business Letter
5. BODY OF THE LETTER
This is the most important part of the letter for it carries the
message or the main text of the sender to the addressee. It
should be made clear, concise, complete, and concrete.
It begins two spaces below the salutation. You should single
space within paragraphs and double space between them.
The body of many business letters contains three paragraphs
(although they don’t all have to have five sentences). The first
paragraph should state the problem or situation clearly. The
second paragraph should explain in specific detail the reason
for writing. The third and final paragraph should make a
specific request for action and close with courtesy.
Parts of Business Letter
6. COMPLIMENTARY CLOSE / CLOSING
REMARKS
It is placed two spaces below the body. Since its
partner is the salutation, it should be in terms
of tone, most formal, formal, less formal, or
friendly.
It begins at the same horizontal point as the
heading. It ends with a comma and always
begins with a capital letter.
Complimentary Close
Yours truly
Yours very truly
Very truly yours
Yours sincerely
Very sincerely yours
Cordially yours
Faithfully yours
ACTIVITY 1
Name these parts of a Business letter.
1. Dear Mr. Brown:
2. Very truly yours,
3. July 3, 2012
4. Thank you for your letter and the pictures
5. JOHN JONES
6. MR. ROBERT BROWN
7. President, Laya Manalaya Finance Corporation
Makati, City
Parts of a
Letter and
correct
spacing
FORMAT OF A BUSINESS LETTER
A. FULL BLOCK STYLE
Every line begins at the left margin, the return address,
complimentary closing, signature, and even the first line of
each paragraph. Paragraphs are separated by a double space.
B. MODIFIED BLOCK STYLE
The letter is left justified and single-spaced. However, the date
and complimentary close begin near the center going to the
right margin giving a balanced look to the letter.
FORMAT OF A BUSINESS LETTER
C. SEMI-BLOCK STYLE
It is considered the most balanced of all styles. It is exactly the
same as the modified block format except that the first line of
each paragraph, like that of a friendly letter, is indented at least
five spaces.
D. SIMPLIFIED LETTER STYLE
This style popularized by the National Office Management
Association (NOMA) omits the salutation and complimentary
close; however, it has a subject line written in capital letters. All
lines are flushed at the left margin.
Exercise
Activity 2: Arrange the following
parts of a letter in the final form
using the four (4) styles of business
letters with proper spacing provided.
Type it in MS Word and use your name
as the sender.
( ) January 17, 2022
( ) DR. DANILO E. ABAYON
College President
( ) Dear Sir:
This Institution
( ) CECILE O. LEGASPI, Ph D ( ) Very truly yours,
Dean, SMS
( ) This is to signify my intention to attend the Seminar-Workshop on Instructional Materials
Writing with a registration fee of P1,800 on February 20-21, 2013 at the National Police College
in Makati City for the following reasons: first, the seminar is a timely one for it focuses on
production which is one key concern of accreditation; hence, attending it will give me insights on
how to make one; and second, one of the topics in the seminar is how to apply for ISBN which we
really need to know especially now that we have some instructors who are beginning to venture
into writing.
Attached is the invitation for this purpose.
Thank you.
( ) AKLAN STATE UNIVERSITY
Banga, Aklan
SCHOOL OF MANAGEMENT SCIENCES
Assignment
1. Identify the optional parts of a business letter
and know their functions.
2. How to fold a standard letter?
3. Study how to make use of the mailing function in
MS Word.
Optional Parts of a
Business Letter
Attention Line Reference Notation
Subject Line Carbon or Photocopy Notation
Postscript
Continuation Line Mailing Notation
Identification
Initials
Enclosures
