I0042

PARTS OF A BUSINESS LETTER

FULL BLOCK FORMAT COMPANY NAME (begin at top margin)
Letterhead,
Street Address
Senders address
City, Province ZIP CODE
(four single spaces)

Date line Month Day, Year

(double space)
Mail notation CERTIFIED MAIL
(optional)
(single space)
Confidential notation CONFIDENTIAL
(optional) (single space)
Addressee, Title
Inside address,
Receivers Street Address
City, State ZIP CODE
(single space)
Reference line
REFERENCE: LINE
(optional)
(single space)
Attention line ATTENTION: LINE
(optional)
(double space)
Salutation Dear Addressee:
(double space)
Subject matter Subject: Line
(optional)
(single space)
The Introduction of the letter should state the reason for the letter. It
Introduction can be one paragraph or several paragraphs, but it needs to clearly
explain the purpose of your letter.
(single/double space)
The Body of the business letter should develop the major point of the
Body
letter with supporting details. The text of a business letter is single-
spaced with double spacing between paragraphs.
(single/double space)
Conclusion The Conclusion should be fairly short and should thank the readers and
suggest possibilities for further action.
(double space)
Complimentary close Complimentary close,
(four single spaces)

Signature Signature
Senders name Writers Name, Title
(double space)
Identification initials
Initials
(optional)
(single space)
Enclosures Enclosures (#)
(optional)
(single space)
Carbon copy cc
(optional) (single space)
Postscript P.S.
(optional)

02 Student Handout 1 *Property of STI

Page 1 of 6
 I0042

FULL BLOCK

ABC Publications
123 Mango Street
Northfields Executive Village
Malolos City, Bulacan 3000

April 30, 2013

Ms. Ysabel Cruz

Prince Plaza II Condotel
101 Dela Rosa Street
Legaspi Village, Makati City 1229

Dear Ms. Cruz:

Re: May 2013 Brochure

Thank you for your order of Business Letters for Beginners. I sent the book by PedEx on April 28.
It should be arriving within a few days if it is not there already. Please let me know if there are
any problems with the shipment.

As requested, I am enclosing our latest brochure, which provides information about our other
products. You may also check out our web site at http://www.abcbooks.com.ph.

If you have further questions, please dont hesitate to contact me at (044)796-2789 or email me
at info@abcbooks.com.ph.

Yours sincerely,

Valdemor Zamora
Sales Manager

VZ/km
Enc: Brochure

cc: Mr. Rene Guevara, CEO

02 Student Handout 1 *Property of STI

Page 2 of 6
 I0042

MODIFIED BLOCK

ABC Publications
123 Mango Street
Northfields Executive Village
Malolos City, Bulacan 3000

April 30, 2013

Ms. Ysabel Cruz

Prince Plaza II Condotel
101 Dela Rosa Street
Legaspi Village, Makati City 1229

Dear Ms. Cruz:

Re: May 2013 Brochure

Thank you for your order of Business Letters for Beginners. I sent the book by PedEx on April 28.
It should be arriving within a few days if it is not there already. Please let me know if there are
any problems with the shipment.

As requested, I am enclosing our latest brochure, which provides information about our other
products. You may also check out our web site at http://www.abcbooks.com.ph.

If you have further questions, please dont hesitate to contact me at (044)796-2789 or email me
at info@abcbooks.com.ph.

Yours sincerely,

Valdemor Zamora
Sales Manager

VZ/km
Enc: Brochure

cc: Mr. Rene Guevara, CEO

02 Student Handout 1 *Property of STI

Page 3 of 6
 I0042

SEMI-BLOCK

ABC Publications
123 Mango Street
Northfields Executive Village
Malolos City, Bulacan 3000

April 30, 2013

Ms. Ysabel Cruz

Prince Plaza II Condotel
101 Dela Rosa Street
Legaspi Village, Makati City 1229

Dear Ms. Cruz:

Re: May 2013 Brochure

Thank you for your order of Business Letters for Beginners. I sent the book by PedEx on
April 28. It should be arriving within a few days if it is not there already. Please let me know if
there are any problems with the shipment.

As requested, I am enclosing our latest brochure, which provides information about our
other products. You may also check out our web site at http://www.abcbooks.com.ph.

If you have further questions, please dont hesitate to contact me at (044)796-2789 or

email me at info@abcbooks.com.ph.

Yours sincerely,

Valdemor Zamora
Sales Manager

VZ/km
Enc: Brochure

cc: Mr. Rene Guevara, CEO

02 Student Handout 1 *Property of STI

Page 4 of 6
 I0042

BUSINESS LETTER CHECKLIST & ASSESSMENT RUBRIC

Topic
1-3 4-6 7-8 9-10
(Weight)
Return Return
Return
Return address/ address/
address/
address/ letterhead is letterhead is
letterhead is
letterhead is complete & complete &
missing some
missing. accurate. accurate.
information.
Return Date is Date is Date is
Date is there
Address & missing. complete & complete &
but format is
Date 4 or more positioned positioned
incorrect.
spelling, correctly. correctly.
3 spelling,
capitalization, or 1-2 spelling, No spelling,
capitalization, or
punctuation capitalization, or capitalization, or
punctuation
errors punctuation punctuation
errors
errors errors.
Inside address Inside address
Inside address
Inside address is complete & is complete &
is missing
is missing. accurate. accurate.
information.
Salutation is Salutation is Salutation is
Salutation is
missing. appropriate but appropriate &
inappropriate.
Inside Subject line is incomplete. complete.
Subject line
Address missing. A subject line A subject line
information is
& Salutation More than 3 is added is added
misleading.
spelling, correctly. correctly.
3 spelling,
capitalization, or 1-2 spelling, No spelling,
capitalization, or
punctuation capitalization, or capitalization, or
punctuation
errors punctuation punctuation
errors
errors errors
No
organization
Organization is Organization is
pattern is Organization is
not appropriate appropriate to
apparent. appropriate to
to the writers the writers
Paragraph the writers
purpose. purpose.
order does not purpose.
Content Paragraph Paragraph
follow suggested Paragraph
Organization order is close to order is close to
format. order follows the
& the suggested the suggested
Message has suggested
Accuracy model. model.
enough missing model.
Two pieces of One piece of
or incorrect Message is
information are information is
information to be complete and
missing or missing or
ineffective in correct.
incorrect. incorrect.
meeting the
writers goal.

02 Student Handout 1 *Property of STI

Page 5 of 6
 I0042

Topic
1-3 4-6 7-8 9-10
(Weight)
Closing is
appropriate.
Written &
typed signatures
Closing, More than two
Two pieces are One piece is are present.
Signature, & pieces are
missing or missing or Reference
other End missing or
inaccurate. inaccurate. initials, courtesy
Matter inaccurate.
copy & enclosure
reminder are
included if
needed.
Word choice is
Word choice is Word choice is
mostly
inappropriate for appropriate for
appropriate for
audience. audience.
audience.
Word choice is Writer Writer uses
Word Choice Writer uses
unprofessional. sometimes uses action verbs.
action verbs.
action verbs. Use of passive
Use of passive
Too much use voice only as
voice only as
of passive voice needed.
needed
More than 2 Complete
sentence Some variation sentences of
fragments. Two sentence in sentence varying length.
Message is fragments length. One Paragraph
lost in poor Message is sentence divisions are
construction. there, but fragment effective.
Paragraphs do underdeveloped. Paragraph Number of
not follow Awkward divisions are paragraphs fits
Sentences suggested paragraph somewhat suggested
Fluency, format. construction effective. format.
Paragraphs, Spelling, clouds the Main purpose Main purpose
& Mechanics capitalization, or message. of the message of the message
punctuation 3-4 spelling, is clear. is clear.
errors make capitalization, or 1-2 spelling, No spelling,
message punctuation capitalization, or capitalization, or
unclear. errors punctuation punctuation
Grammar & 3-4 grammar & errors errors
usage errors usage errors 1-2 grammar & Grammar &
make message usage errors usage are
unclear. correct.
Letter follows
Letter has
Letter has consistent full
Letter has consistent
inconsistent block, modified
inconsistent blocking format &
blocking format & block, or semi-
blocking format & indentation.
Formatting & indentation. block format &
indentation. Some
Indentation Many mistakes indentation.
Main letter mistakes in
in placement and Main letter
parts were not placement and
order of letter parts were
included order of letter
parts included and in
parts
the proper order.

02 Student Handout 1 *Property of STI

Page 6 of 6