Code:

Subject: TECHNICAL WRITING

Instructor: Glenda G. Geral, LPT, M.Ed.
Category: General Education
Year/Semester: 3rd YEAR, 1st semester

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Topic 1. Business writing (Parts and Formats of Business Letters)

Standard Parts of a Business Letters

The standard parts of a business letter must be written in a sequence that will make the letter
meaningful and attain the purposes of the message.

Tips for formatting letters

 Start the date 1 blank below the letter head.
 For block style, begin all lines at the left margin.
 For modified block style, begin the date and the closing lines at the center.
 Leave side margin of 1 of 1 1/ inches depending on the length of the paper.
 Single space- space the body and double space between paragraphs.
Format for letters

Most companies adopt a single format that all writers must use. Many organizations choose
one of the three formats: full block, simplified block and modified- block with indented
paragraphs.

Full block style:

 Every line begins at the margin, including the date, close and signature (except the
letterhead, which maybe centered);
 A new paragraph is formed by leaving an extra line rather than by indentation at the
margin.

Modified block:
 The dateline, return address (if a letterhead is not used), closing , and signature line
are indented to typed flush with the left margin.
 The date and the closing may be aligned to end at the right margin.

Comparison between the block and the modified block

Block Modified block

Date and signature Line up at left margin Lined up ½ to the right

Paragraph indentation None Optional
Salutation and Yes Yes
Complementary close Optional Rare
Writer’s signature Upper and lower case Upper and lower case
Writer’s typed name Single space , double – Single space , double –
space between space between
Paragraph spacing

Punctuation Options
Within the body of a letter or memo, the standard punctuation is used. Even though, some
organizations may determine the choice, less punctuation is the trend. Two punctuation styles are
commonly used in business letters: open and mixed. Open punctuation means no punctuation marks
are used after the salutation and the complimentary close. Open punctuation is considered a time-
saving styles and is often used with a block format letter. When the mixed punctuation styles is used,
the salutation and complimentary close are followed by punctuation marks. The salutation ends with a
colon (Dear Dr. Jones:). If the letter is personal rather than related to business, a comma is used. The
complimentary close ends with a comma (Sincerely,).

Summary of the Elements of a Business Letter Format

Paper Substance 20 or higher especially for resume and cover letters

Color White, light tints (grey, blue, green, etc.); no strong color
Size Letter size: 8.5 x 11 (USA), A4 (Europe)
Layout Full block, block, modified block
Margins 1 inch on all sides, but varies from organization to another
Spacing Single spaced, one blank line between paragraphs, two blank lines before the
complimentary close; three to four lines for the signature
Salutation Always use the name of the individual.
Dear Mr. Jonas:
Dear Ms. Jones:
Dear Mrs. Pattison:
If name is unknown, address it to the person’s title in the company and then use
Dear Sir or Madam: here is the example:
Head
Human Resource Department
XYZ Business
100 Open Sesame St.
Dear Sir or Madam;
NOTE: Use this only when a name is not available. Make the extra effort to find
out the name of the recipient of the letter at all cost.
Complimentary Sincerely yours, Sincerely, Very truly yours,
close
Subject line Dear Dr. Merck:
Subject: Expired Medicines
Signature Use your first and last name with title of your preference
Sincerely,
JEmerson
MR. JOSEPH EMERSON

ACTIVITY 1:
INSTRUCTION: Answer the following. --- To those who will going to back school you can write in
any piece of paper and to be pass at the LIBRARY (PLEASE, compile per activity) and for those who
can’t came to school Please follow the instruction given same as the prelim file provided.
1. If you were going to invent a format of letter what is it? And kindly write your example.

Deadline: October 14, 2020 @ 3:00pm

TOPIC 2. COMPOSING MESSAGE

In the business world, to be a successful communicator, one must rely on organization to
make the message functional and meaningful. Planning is especially important in writing letters.
A business letter usually contains three paragraph; the beginning, middle and the end. The first
paragraph states the purpose of the letter and is usually short. (what she/he wants the reader to do).
Avoid preaching, avoid being too familiar and avoid bragging.
The middle paragraph gives the reader enough information to make a decision, grant a request
, or solve a problem. This must be concise, clear and well- organized.
The last paragraph tells the reader exactly what to do . this section gives the writer an
opportunity to express appreciation, restate the most important point, and give the readers more
information.
Parts of letter
 COMPANY LETTERHEAD

Almost every company today uses high-quality stationery with its name, complete
address including ZIP code, telephone numbers including area code, and internet address
printed on it. Other information, like its slogan, logo, products or services and so forth are
referred to as the letterhead.
EXAMPLE:
HOGWARTS SCHOOL OF WITCHCRAFT AND WIZARDRY
platform 3 ¼
9997522
HogwartsSchool@gmail.com
Draco Dormies Nunquam Titillandus

 HEADING

If a letter is not types on a printed letterhead, the alternative is the use of heading. In the
old days the heading contains only the address of the writer and date, but nowadays it may
also contain other information that is usually seen in letterheads like the sender’s name,
contact numbers and email address:
EXAMPLE:
Albus Dumbledore
HOGWARTS SCHOOL OF WITCHCRAFT AND WIZARDRY
platform 3 ¼
(45-255-0990)HogwartsSchool@gmail.com

 DATE
It is often very important to learn when a letter was written. All letters must have dateline
consisting of month, day and year. The current date is type two blank spaces below the
letterhead. The month of the year is typed in full and numerals are used rather than words for
the date. A space of at least three lines should be placed between the date and inside
address. This space can be flexible to balance placement, according to the length of the letter,
leaving more blank lines for a brief letter, fewer blank lines for a longer one.
EXAMPLE:

March O1, 2019

 INSIDE ADDRESS

The name of addressee and name and full address of the company and include the
person’s job title when it is known. When a letter is addressed to an individual (especially in
application letters), a courtesy title or the equivalent must be used Mr. and Ms. Are commonly
used but maybe replaced by Dr., Professor or other professional abbreviations. It is also common
courtesy to include the person’s job title when it is known.
EXAMPLE:

Mr. Harry Potter

The Cupboard under the Stairs
4 Privet Drive
  SALUTATION
Use the person’s name and courtesy title like Dr. Prof. Mr. ,Ms. And Mrs. Although
some companies omit all punctuation after the salutation, convention still calls for the use of
colon. The comma can be used in business letter when the sender and receiver are well-
acquainted. If you know the name of the person to whom you are writing, the individual and the
same title must be used in the salutation. This approach is more humane to establish rapport.
To show how inside addresses and salutations can be used in different situations, the
following examples are provided:

Mr. David L. Beckam, President

Situp Furniture Company Dear Mr. Beckam:
1764 Laurel Road
Sampaloc, Manila

Christine T.Teh, M.D.

Livesaving Hospital Dear Dr. Teh:
11 Blueprint St.
Manila 1124

 BODY
The body of the letter is the main section of the letter and contains the message. This is
where the writer effectively puts his/her thoughts across the readers. The message has a
purpose that is beneficial to both the writer and the readers. The body of the letter is usually
typed single spaced with one blank line between paragraphs.
EXAMPLE:
We are pleased to inform you that you have been accepted at Hogwarts School of
Witchcraft and Wizardry.
Students shall be required to report to the chamber of reception upon arrival, the dates
for which shall be duly advised.
We very much look forward to receiving you as part of the new generation of Hogwarts’
heritage.

 COMPLIMENTARY CLOSE.

There should be a double space below the last line of the body of the letter and the
complementary closing. Notice that only the first letter of the closing is in capital letter.
EXAMPLE:
Sincerely, Sincerely yours, Truly yours.

 Signature
This is simply the longhand signature of the writer. The signature is in between the
complimentary close and typed name separated by at least three blank lines. In most
instances, the writer’s job title is typed below the printed name.

Other Parts of the Letter

1. Attention Line
An attention letter is useful when a letter is addressed to a particular department of a
company. It is used to speed up the handling of the letter. The attention letter is typed
below the inside address and above the salutation.
ATTENTION: MS. DIANA J. AMORES
 2. Subject Line
A simple, specific heading in all-capital letters, such as SUBJECT: POLICY NO. 24537,
although optional, can give the reader advance notice of what the letter is about. It can
either replace the salutation or be put below or above it.

Other Notations of the Letter

1. Reference Initials, Enclosures, Copy Notations
When a letter has been typed by a stenographer, the person’s initial and sometimes
those of the person who dictated the letter are placed at the bottom left of the page, double
space line below the signature. Sometime’s the sender’s initial are in capital letters, followed
by a colon and the typist’s initials in lower case. In informal business letters, this notation is
omitted.
If an enclosure is to be sent with the letter that fact is typed one or two spaces below the
initials. When the copies of the letter are sent to others, a carbon copy notation (cc) is typed
below the initials followed by a colon and the names of the recipients to whom the photocopies
are given. The following illustration shows these details:
EXAMPLE:
GJMC: nc RC/mma
Enclosure: 3 Enc.
cc:Michael Jones cc: Jane Montemayor, Credit
Manager

2. Postscripts
In modern business letters, the postscripts is a device used to emphasize some matter
of special importance and used for personal messages. If a postscript is added, it is placed two
lines below the initials and it may or may not be preceded by PS and the afterthought must be
brief.
3. Additional Pages
Page headings are useful when a letter must consist of more than one page. A plain
(not printed letterhead) paper of the same quality as the letterhead is used for all pages. As the
top of page two, the reader’s name or organization’s address, the page number and the date
are placed. The first line of the body of the letter comes three blank lines lower.

Ms. N. Nunez -2- August 25, 2020

Ms. N. Nunez
Page 2
Augus 25, 2020

ACTIVITY 2:
INSTRUCTION: Answer the following. --- To those who will going to back school you can write in
any piece of paper and to be pass at the LIBRARY (PLEASE, compile per activity) and for those who
can’t came to school Please follow the instruction given same as the prelim file provided.
1. Which do you prefer: Company Letterhead or Heading? Why?
 2. Find any (two) examples of letter in internet (or any source) and give comments as to clarify
and conciseness of the letter in each other (copy or screenshot or write the letters to be
included in this activity). And answer the table below.

Questions Letter 1 Letter 2

Yes No Yes No

1. Does the letter specify the complete name, designation

and address of the person/company?
2. Does the letter describe the specialization/expertise of
the person or company and the type of
work/services/products?
3. Does the letter specify the reasons/intentions?

4. Does the letter provide substantial details in a brief but

direct manner?
5. Can a letter potentially convince the person/company?

Deadline: October 14, 2020 @ 3:00pm

TOPIC 3. WRITING ROUTINE BUSINESS LETTER.

The term “business letter” makes people nervous. Many people with English as a second
language worry what their writing is not sophisticated enough for business writing. An effective letter
in business uses short, simple sentences and straightforward vocabulary. The easier a letter is to
read, the better.
Letter writing can be made easier if the writer can identify beforehand the type of message
he/she needs to communicate. Message can be grouped according to purpose. A letter’s purpose
can be one or more of the following: to express, to inform, to request, to instruct or to persuade.
Writing Tips:
1. Use a conventional tone.
2. Ask direct questions.
3. Double-check gender and spelling of names.
4. Use active voice rather than passive voice.
5. Use polite modals (would in favor of will).
6. Always refer to yourself as “I”.
7. Don’t use “we” unless it is clear exactly who the pronoun refers to.
8. Rewrite any sentence or request that sounds vague.
9. Don’t forget to include the date.

Routine Business Letters

1. REQUEST LETTER
Most business letter are written to request information about the product or services the writer is
interested to buy. It should only give information needed by the reader to fill the request. The more
specific the request is, the more knowledgeable the sender appears. This type of letter is generally
short. Writing plan:
 Opening – open the letter with a clear request to obtain information. State the main idea of the
message. Make the request or inquiry in the first sentence.
  Body – give all the details that are necessary to support the main idea. If necessary, clarify or
justify the request why the information is needed. In cases where the response is negative, use
the indirect plan and deliver the bad news and tactfully.
 Closing – close with a positive statement that looks forward to the future. A tactual suggestion
of action combined with the assurance should be given to show appreciation fro whatever help
that can be extended.

2. REPLY LETTER

An experience business man knows to that request for information is an opportunity for
building better relationship, but before responding to any request, one should be sure to check the
facts and figures carefully. Complying with a request is not always easy especially when information
is not readily available.
1. Subject line – identify previous correspondence.
 2. Opening – make it clear that the reader’s request is being complied with, give the exact
information requested, deliver the most important point first, convey an upbeat, courteous,
personal-oriented tone.
3. Body – provide all the important details about the request, arrange information logically,
explain and clarify it, use numbers or bullets when answering a group of questions, sell the
organization or product if appropriate.
4. Closing – establish goodwill and suggest contact.

3. ORDER LETTERS
Orders are one of the simplest types of message to send since the reader knows about the
product or services. The occasion for writing these letters varies from something as simple as placing
orders for merchandise or service to issues that must be carefully handled, such as complaints about
salespeople or products. This type of letter is also known as purchase order or PO which is to provide
the seller with detailed instructions for fulfilling an order.
Today, people generally order merchandise via the telephone, order blanks, mails or Internet.
However, if a written record of the date and content of the order is needed or the buyer is a first-time
customer making non-routine purchase, one may need to send an order letter.
In writing a letter to order goods or services, the sender should remember to make it short,
entirely clear, very specific and fully complete so as to make the reading and filling of order easy for
the recipient.

 Opening – state clearly the items to be ordered.

 Body – present all needed details; list items vertically, provide number of units, order number,
description and unit price and total price.
 Closing – request where, when and how the product is to be shipped, mode of payment;
personal check, money order, C.O.D, change card and so on; suggest method of shipment
and end on a cordial note.
4. ACKNOWLEDGE OF ORDER
Letters of acknowledgement are sent to people who order goods for two reasons: (1) to
confirm the order was received, and (2) to provide an excellent opportunity to resell the product and
the organization. The acknowledgement completes a valid contract between the buyer and the seller.
Skilfully written letters not only acknowledge orders, but also builds goodwill. This makes the
reader feel important and want to continue doing business with a company that cares.
 Opening – state the one order has been received, express appreciation for the order, tell when
and how the shipment will be sent.
 Body – explain the details of the shipment, include resale, information and promote other
products or services if possible, be tactful in shipment delays, restate the order to clarify any
likely misunderstanding.
 Closing – build goodwill and use a warm, personal closing.
5. CLAIM LETTERS
Even in the best-managed organizations, sometimes things go wrong between a business and
its customer. When a product or service does not meet customers’ expectations, the customers are
disappointed and usually complain. Their complaints should not be called complaint letters, because
complaint connotes negativism and even anger. Using a word with such negative connotations could
lead to a misunderstanding with the customers. Letters about such complaints are called claim letters.
A claim letter is written by a customer to inform the company of a bad business transaction. It
is also used to solicit a specific action on the reader like granting an acknowledgement. Its purpose is
to get results, not so express anger. This claim can be made in person, by phone or by Internet.
The emphasis here is how to make it in a written message. This is a routine letter where the
claim is presented early in the letter, followed logically with necessary information of the claim, and
ends with a statement of what is needed.
 Opening – begin with a straightforward statement of the problem, identify the transactions
involved.
  Body – present enough facts on which your request is based, explain and justify the claim,
state what you want or allow the reader decide.
 Closing – present a request for specific action, end with a firm but cordial attitude, suggest that
business relationship will continue if the problem is solved satisfactorily.

6. ADJUSTMENT LETTERS
Letter written in response to claims are called adjustment letters. Usually something goes
wrong, when a company receives a claim. The goals here are to correct error, regain customer
confidence and promote future business. Neutral or positive language in referring to a complaint
should be used. Remember, that the company’s image and goodwill are at stake when responding
even to unjustified claims.
The writer of an adjustment letter could response to one of the following types of adjustment:
 When the buyer is at fault
 When the third party is at fault
 When the seller is at fault

It is the latter that is presented here where the message will represent good news to the reader. Use
the direct strategy below in writing an adjustment letter.
  Opening – state very simply that the claim has been granted, adopt a tone of consideration
and courtesy. Avoid being defensive, extend a sincere appreciation to the reader for writing.
 Body – provide whatever explanation that seems necessary to comply with the request,
include sales promotion if appropriate, if possible omit any disagreements with the reader with
regard to details.
 Closing – end on a positive tone that implies future transactions, avoid negative statement,
resale the product in question

ACTIVITY 3:
INSTRUCTION: Answer the following. --- To those who will going to back school you can write in
any piece of paper and to be pass at the LIBRARY (PLEASE, compile per activity) and for those who
can’t came to school Please follow the instruction given same as the prelim file provided.
Sample Letter 1:
1. What does Mr. Caldor particularly need?
2. Why does Mr. Caldor Like to purchase the product?
3. What does Mr. Caldor ask from Mr. Coleman?
Sample Letter 2
1. What does the sender demand from?
2. Why does the sender complain?
3. What does the sender enclose in his demand?
4. What does the sender indicate to ascertain that his demand will be granted?

Deadline: October 14, 2020 @ 3:00pm