RW-MODULE-4thQ-2ndSem-2024-2025-1

Business Correspondence

• Definition: Refers to letters exchanged for business-related activities such as requests, inquiries, orders, and complaints.

• Characteristics: Should be concise, tactful, and accurate.

Professional Correspondence

• Definition: Any written communication with a potential employer that can create either a positive or negative impression.

Essential Parts of a Letter

1. Letterhead / Heading: Identifies the writer, including name, address, and contact details.

2. Date: Indicates when the letter was written, placed between the letterhead and inside address.

3. Inside Address: Identifies the recipient's name, position, company, and address, positioned immediately below the date.

4. Salutation: A formal greeting to the recipient.

   • Highly Formal: Dear Sir/Ma’am:

   • Formal: Dear Sir/Ma’am:

   • Less Formal: Dear Mr. Ramos:

   • Informal: Dear John:

5. Body: Contains the main message of the letter, written in single-spaced paragraphs with double-spacing between them.

6. Complimentary Close: A polite expression to end the letter.

7. Signature Block: Includes the sender's signature and typed name, either in all caps or title case.

Optional Parts of a Letter

1. Attention Line (ATTN:): Directs the letter to a specific individual in the company.

2. Identification Initials: Indicates the typist's initials if the sender didn't type the document.

3. Enclosure Notation (ENC:): Refers to any attachments included with the letter.

4. Copy Notation (CC:): Identifies secondary recipients of the letter.

5. Postscript (P.S.): Adds a personal note or additional information.

Letter Formats

1. Full Block Format: All elements left-aligned, no indentation. Most commonly used format due to simplicity and clarity.

2. Modified Block Format: Similar to full block, but the date, complimentary close, and signature block are right-aligned. Maintains left alignment for body paragraphs without indentation.

3. Semi-Block Format: Right-aligns the date, complimentary close, and signature block while indenting body paragraphs (0.5 inches or one tab space).

Letter-writing Tips

1. Use correct format, punctuation, spelling, and grammar.

2. Present ideas clearly with appropriately chosen language.

3. Arrange ideas logically.

4. Use an active voice and a direct, tactful tone.

5. Focus on the readers with the "you" approach.

6. Specify the name of the receiver or use a generic title if the name is unknown.

7. Leave blank lines for a signature before detailing your name in the signature block.

8. Avoid using plain numerals for dates; use clear formats instead (e.g., January 2, 2019).

Memorandum and Electronic Mail

Memorandum (Memo)

• Definition: Used to inform or persuade individuals within an organization.

• Origin: From Latin memorare meaning "to remember."

• Structure: Follows an inverted pyramid structure, presenting the most important information first.

Parts of a Memorandum

1. Memohead: Contains department/office information.

2. To Line: Indicates the recipient's name and title.

3. From Line: Indicates the sender's name with initials for verification.

4. Date Line: Chronological record for reference.

5. Subject Line: Clearly states the main topic. Preferred term is "Subject" over "Re."

6. Body: Main message, with single-spacing and no indentation in paragraphs.

   • Use topic headings, and for memos over one page, include recipient's name, date, and page number at the top.

Types of Memorandums

1. Instruction Memorandum: Offers clear directions or procedures to follow.

2. Request Memorandum: Asks for information or specific action.

3. Announcement Memorandum: Communicates important updates.

4. Transmittal Memorandum: Serves as a cover note for attached documents.

5. Authorization Memorandum: Grants permission or approval for an action.

Writing Tips for Memorandums

1. Follow the correct format and use professional language.

2. Use bullet points for clarity and concise wording.

3. Maintain a positive tone with active verbs.

4. Use headings to highlight key topics.

5. Proofread for grammatical errors.

Electronic Mail (Email)

• Definition: Digital communication method for sending and receiving messages.

• Parts of an Email:

  1. To Line: Primary recipients.

  2. CC: Additional recipients.

  3. BCC: Recipients without revealing addresses.

  4. Subject Line: Brief summary of purpose.

  5. Salutation: Greeting (e.g., Dear Mr. Smith).

  6. Body: Main content.

  7. Complimentary Close: Ending phrase (e.g., Best regards).

Advantages of Email Communication

1. Instant message delivery.

2. Easy confirmation of receipt.

3. Cost-effective and user-friendly.

4. Reduces paper waste.

Disadvantages of Email Communication

1. Risk of viruses in attachments.

2. Not suitable for all document types.

3. Vulnerable to scams.

4. Reliant on internet connectivity.

Writing Tips for Effective Email Communication

1. Assess if email is the best method.

2. Craft relevant subject lines.

3. Maintain clarity and conciseness.

4. Avoid sharing emails without permission.

5. Organize emails into descriptive folders.

6. Ensure professionalism and avoid informal language.

Letter of Inquiry (LOI)

• Definition: A formal document requesting information.

• Key Sections:

  1. Formal salutation with self-introduction and purpose.

  2. Outline specific information or details being requested concisely.

  3. Contextualize the inquiry’s importance.

  4. Politely indicate the desired response timeframe.

  5. Express gratitude and share contact details for follow-up.

Letter of Quotation (LOQ)

• Definition: A formal document in response to an LOI, providing details about terms and conditions for a transaction.

• Key Components:

  1. Express gratitude for the inquiry.

  2. Outline product/service details with pricing.

  3. Specify payment terms.

  4. Detail accepted payment methods.

  5. Highlight discounts and additional offers.

Job Application Letter Writing

• Definition: A formal letter expressing intention to apply for a position.

• Types: Solicited and unsolicited application letters.

• Structure:

  1. Introduction: State purpose, how job was found, engaging statement.

  2. Body: Highlight relevant experience and educational background.

  3. Conclusion: Express interest in an interview, provide contact details, and express gratitude for consideration.

Resume Writing

• Definition: A summary document of education, work experience, skills, and qualifications.

• Importance: Showcases suitability for a position and acts as a marketing tool for job applications.

• Parts of a Resumé:

  1. Contact Information: Name, address, phone, email.

  2. Summary of Qualifications: Highlights key skills and achievements.

  3. Objective Statement: Job title and value proposition.

  4. Employment History: Recent jobs, duties, and achievements.

  5. Education: Degree details and honors.

  6. Skills: Technical and interpersonal skills.

  7. Training & Certifications: Relevant programs or certifications.

  8. Professional Organizations: Memberships in industry associations.

  9. Honors & Awards: Significant recognitions.

  10. References: "Available upon request" or a list of references.

Types of Resumés

1. Reverse Chronological: Lists jobs from most to least recent.

2. Functional: Focuses on skills; ideal for career changers.

3. Targeted: Tailored to match a specific job.

4. Combination: Blends both reverse chronological and functional styles.