EXIA NAREYE QUINAGON

BS ARCH 4B
PARTS OF BUSINESS LETTER
The Heading (The Return 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
organisations identity.
Date - Date of writing. The month should be
fully spelled out and the year written with all
four digits 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 recipients 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
receiver 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 capital
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 youre writing. Its 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
centre, 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 Writers 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

BUSINESS LETTER - is a letter written in formal language, usually used when writing from one
business organization to another, or for correspondence between such organizations and their
customers, clients and other external parties.
MEMORANDOM
-Informal written brief, note, record, reminder, or summary used as a means of
communication, or to outline the terms of an agreement in its draft-stage
A memorandum can have only a certain number of formats; it may have a format specific to an office
or institution. In law specifically, a memorandum is a record of the terms of a transaction or contract,
such as a policy memo, memorandum of understanding, memorandum of agreement,
or memorandum of association
PARTS:
Heading:
DATE: (complete and current date)
TO: (readers' names and job titles)
FROM: (your name and job title)
SUBJECT: (what the memo is about)
Opening - state purpose of memo, give the facts.
Summary - Explain the situation in more detail if needed.
Discussion - Any other info you need to present? Nows your chance.
Closing - Make a courteous closing statement. Do NOT use sincerely or other letter-like
ending.
Necessary attachments - include any as needed
CORRESPONDENCE
- Communication by letters; also: the letters exchanged
- The news, information, or opinion contributed by a correspondent to a newspaper or periodical
MINUTES OF A MEETING
-Minutes, also known as protocols or, informally, notes, are the instant written record of
a meeting or hearing. They typically describe the events of the meeting and may include a list of
attendees, a statement of the issues considered by the participants, and related responses or
decisions for the issues
-Minutes are the official written record of the meetings of an organization or group. They are
not transcripts of those proceedings.

LLOID ELIZER PASCUA

BS ARCH 4B
PARTS OF A BUSINESS LETTER:

Heading

Writers complete address

(Return Address)

 Current date
Inside Address
Receivers complete name, title,
company and address (Letter
Address)
Salutation
Begin with Dear:
Use Mr. or Ms. before the
receivers name
Use Dear or Attention followed
by an appropriate title, such as
Customer Service Department
or Sales Manager.
Use Dear Sir or Madame or
Ladies and Gentlemen. Include
BOTH genders for a general
audience.
Body
Single-space paragraphs,
double-space between
paragraphs.
Two paragraphs.
Avoid long phrases.
Avoid making business letters
longer than one page

Complimentary closing
Use Sincerely, Sincerely yours,
or yours truly. Capitalize only
the first word; end with a
comma.
Signature lines
Leave four lines (QS) for your
handwritten signature
Type your name and title below
the signature line.
Type the words Enclosure(s) two
lines below the typed signature.
Sending a copy of the letter
elsewhere?

cc: PLUS the person or

department name. This line goes
beneath the enclosure line.
Reference initials
Double spaced after the typed
signature line
Lowercase initials
Examples:
/ged

HE:ged
GED

MEMORANDOM

-Informal written brief, note, record, reminder, or summary used as a means of

communication, or to outline the terms of an agreement in its draft-stage
A memorandum can have only a certain number of formats; it may have a format specific to an
office or institution. In law specifically, a memorandum is a record of the terms of a transaction or
contract, such as a policy memo, memorandum of understanding, memorandum of agreement,
or memorandum of association

PARTS:

Heading:

CORRESPONDENCE

DATE: (complete and current date)

TO: (readers' names and job titles)
FROM: (your name and job title)
SUBJECT: (what the memo is about)
Opening - state purpose of memo, give the facts.
Summary - Explain the situation in more detail if needed.
Discussion - Any other info you need to present? Nows your chance.
Closing - Make a courteous closing statement. Do NOT use sincerely or other letter-like
ending.
Necessary attachments - include any as needed

- Communication by letters; also: the letters exchanged

- The news, information, or opinion contributed by a correspondent to a newspaper or

periodical

MINUTES OF A MEETING

-Minutes, also known as protocols or, informally, notes, are the instant written record
of a meeting or hearing. They typically describe the events of the meeting and may include a list of
attendees, a statement of the issues considered by the participants, and related responses or
decisions for the issues

-Minutes are the official written record of the meetings of an organization or group.
They are not transcripts of those proceedings

LESLIE C. MARZAN
BS ARCH 4B

PARTS OF A BUSINESS LETTER:

Letter Head - A letterhead contains the

name of the organisation, e-mail
address, internet number, etc.
Additional information such as name of
products or services, organization's
slogan may also be added.
Date - The date on which the letter is
typed should place after letter head
part.

There is no full stop after the

date.

The month must be written in full

and never in figures.

There is a comma separating the

year from the month and date

Reference Number -Reference number

makes reference to previous
correspondence easy. It also saves much
time.

Attention Line - It is used if the subject

matter of the letter is being handled by
one particular person. It is typed in the
letter and on the envelope

Inside Address - It consist of the name

and address of the receiver. It is typed
two spaces below the date line at the
left margin.

Subject - It tells us what the letter is

about

 Salutation - means greeting to the

address

Body of Letter - The body of letter is

the main section of the letter. It contains
the message. It divided into paragraphs.
Each paragraph conveys a particular
point. All the paragraphs are interlinked
and logically structured. A very short
letter may, however, be of one or two
paragraphs

CORRESPONDENCE

- Communication by letters; also: the

letters exchanged
- The news, information, or opinion
contributed by a correspondent to a
newspaper or periodical

-Minutes, also known

as protocols or, informally, notes, are the
instant written record of a meeting or hearing.
They typically describe the events of the
meeting and may include a list of attendees, a
statement of the issues considered by the
participants, and related responses or
decisions for the issues

-Minutes are the official written

record of the meetings of an organization or
group. They are not transcripts of those
proceedings

Complementary End - There should be

at least one blank link between the body
of the letter and the complementary
closing. A closing usually begins at the
Margin.

Signature Line - Usually, three blank

lines between the complimentary
closing and the typed name of the
sender are left. The position of the
sender mentioned below

MINUTES OF A MEETING

MEMORANDOM

-Informal written brief, note,

record, reminder, or summary used as a
means of communication, or to outline the
terms of an agreement in its draft-stage
A memorandum can have only a certain
number of formats; it may have a format
specific to an office or institution. In law
specifically, a memorandum is a record of
the terms of a transaction or contract, such
as a policy memo, memorandum of
understanding, memorandum of agreement,
or memorandum of association

PARTS:
Heading:

DATE: (complete and current date)

TO: (readers' names and job

titles)

FROM: (your name and job title)

SUBJECT: (what the memo is

about)
Opening - state purpose of memo,
give the facts.
Summary - Explain the situation in
more detail if needed.
Discussion - Any other info you need
to present? Nows your chance.
Closing - Make a courteous closing
statement. Do NOT use sincerely or
other letter-like ending.
Necessary attachments - include any
as needed