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October 12, 2007
Dear Matt,
Spending a week with your family confirms mybelief; We, Asians, hold dear the closeness andsupportiveness of every member of the family.
How I loved watching your father spend qualitytime with you, exchanging ideas and sharing heartylaughs. He made me realize that a father can do muchto inspire his family to look up to him for guidance andinspiration. Although you lost your mother when youwere still very young. I know that she is as proud ofyou today as she was when you were born. I know sheis now watching you and guiding you from heaven.
I am very much thankful for having a friend likeyou. I hope to see you soon sharing with me the joysin an Indian family.
Sincerely yours,
Friendly letter is written to share news,
ideas and feelings or just to keep in touch.
A business letter is usually a letter from one
company to another, or between such
organizations and their customers, clients
and other external parties.
Business letters can have many types of
contents, for example to request direct
information or action from another party, to
order supplies from a supplier, to point out a
mistake by the letter's recipient, to reply
directly to a request, to apologize for a wrong,
or to convey goodwill.
Types of Business Letter1. Letter of Appreciation2. Letter of Application3. Letter of Complaint4. Letter of Inquiry5. Letter of Acceptance or Admission6. Letter of Rejection
FORMAT
Full-Block Style - All the elements are aligned tothe left margin and there are no indented lines.This is a standard block-style format that isaccepted by most businesses.
Modified Block Style - The return address,date, closing and signature start just to the rightof the center of the page or may be flush with theright margin. All body paragraphs begin at the leftmargin.
Indented or Semi-Block Style - Similar to themodified block business letter style except thatthe first line of each paragraph is indented.
Main Parts of a Business
Letter1. 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 organization’s
identity.
Example:
The President
Bank of the Philippine Islands
BPI Building 6708
Ayala Avenue cor. Paseo de Roxas
2. Date - Date of writing. This is
usually placed below the
heading or letterhead.
The month should be fully
spelled out and the year written
with all four digits
October 12, 2005
3. 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.
Example:
Mr. Rodrigo de los Reyes
Burgundy Plaza Rm. 501
1015 Katipunan Avenue
Quezon City 1108
4. 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.
If you do not know the name or the
sex of your receiver address it to
Dear Madam/Sir (or Dear Sales
Manager or Dear Human Resources
Director).
5. 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.
6. 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
7. 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.
Example:
Ruben KalavManager
Guidelines in Writing Business
Letter
1. State your objective clearly at the beginning
of your letter. Assume that your recipient is
a busy person who has no time to read
long-winded letters.
2. Use formal, standard English. Avoid slang,
contractions, dialect and trite expressions.
3. Adopt a courteous professional tone.
Maintain a friendly and constructive
attitude.
4. Be sure that your letter is factual, especially
in details given in the body or text.
5. End the letter in a convincing way that will
Your Return Address (no abbreviations for Street, Avenue, etc.)Your City & Zip Code
Date (write out either like June 4, 2004 or 4 June 2004)
First and Last Name of the Person to whom you are writingAddressCity, ST zip
Dear Mr./Ms. ______________:
In the first paragraph, introduce what you are writing about and what you want from them.In the subsequent paragraphs, explain the nature of your problem and what they can do for you. Be non-combative and straight to the point.