BUSINESS LETTERS

A BUSINESS LETTER is more formal than that of a personal letter. It

shouLd have a margin of at least 1 inch on all sides, and is always
written on an 8 x 11 unlined bond paper. A business letter is usually
used when writing from one business organization to another, or used
as a correspondence between organizations and their customers,
clients and other external parties.
The overall writing style of a business letter depends on the relationship
between the concerned parties. There are several reasons in writing a
business letter, namely:
a. To request direct information or action from another party
b. To order supplies from a supplier
c. To identify a committed mistake
d. To directly reply to a request
e. To apologize for a committed mistake and;
f. To simply convey goodwill
Presently, business letters still play an important role in organizations
as it remains formal, confidential, persuasive and well-delivered and
produces permanent records.
Accuracy in writing a business letter is very important. This helps in
clearly conveying the message to be easily understood by the receiver.
Accuracy in writing such letters depend on your knowledge on the type
of business letter you are writing. The several types of business letters
are as follows:
a. LETTER OF COMPLAINT this will almost certainly result in an
official response once approached from a business-like
perspective. Make the complaint brief, direct to the point and
polite. Politeness pays off regardless of the extent of anger .
b. RESSUME COVER LETTER this is a cover letter which
accompanies a resume and should revel in its brevity. This should
take a little time as it requires briefness but on the other hand,
this should be persuasive to be able to convince the reader to
actually anticipate and take time to read the accompanied resume.
Mention the position applied for, and at least two of your selling
points.
c. LETTER OF RECOMMENDATION allows the writer to choose a
few well-chosen words to effect the introduction of a third party.
This letter is approached in a straightforward manner which
allows you to persuade the target audience.

d. LETTER OF RESIGNATION this letter should be fair and tactful.

This offers a valid reason for leaving the institution but avoids
burning bridges which can possibly be crossed again in the
future.
e. DENIED JOB APPLICATION this is a formal letter of informing
the applicant that he/she is just not what the position requires. Be
polite and thank the applicant for his/her time, compliment his/her
education and/or experiences before further informing the
applicant that he/she is denied the position.
f. DECLINING DINNER INVITATION this kind of business letter,
when not tactfully addressed, may cause social disadvantage.
This is as simple as thanking the host for the invitation and
informing him/her that you already have an engagement for the
same date and time. Going into details about the earlier
engagement is not required.
g. RECEPTIONOF GIFT it is very polite to let someone know that a
gift sent to you has already been received. A personalized thank
you letter letting the person know you are aware of the exact
contents of the gift is better. If possible, inform the person that
you have already put the gift to use.
h. NOTIFICATION OF ERROR this is approached in a very
ethical manner. It is good business sense to attach a written copy
of the error in question which can serve as evidence that a
mistake has been committed. Include an offer to supply additional
materials involved in the error if necessary.
i. THANKS FOR THE JOB RECOMMENDATION it is ethical to thank
the third party who helped you land the job you are in. be
courteous and sincere in composing this letter but bear in mind
that it is your skills that helped you land the job.
j. INFORMATION REQUEST this letter should be specific and
understandable. Include the reason for the request and be
optimistic and thank the receiver in advance for the expected
cooperation.

PARTS OF A BUSINESS LETTER

Date usually written
in the Month, day and
year format.
Senders Address
including
senders
email is a good idea
hence, if the letterhead
already contains the
necessary
contact
details, it is no longer
necessary to include it
in this part.
Inside
Address

include the receivers

full name and address.
Salutation use the
receivers last name if
specified
and
TO
WHOM
IT
MAY
CONCERN if not. Use a
colon and not comma
like personal letters.
Body Text be brief but specific. Develop a mutual relationship with the
receiver, cite examples as proof. Make sure to group related information
into paragraphs.
Closing Call to Action state the expected action from the reader and
firther actions for follow-up if necessary.
Signature Block sign the letter in blue or black ink.
Enclosures applicable as CC or Carbon Copy or BCC or Blind Carbon
Copy field.

FROILAN PACRIS JR.

CEO, Cagayan State University
Sanchez Mira, Cagayan
09066654433
froilanpacris@[Link]
October 11, 2016
MS. CLAUDE GUENA
Hotel industry Consultant
Villa Blanca Hotel
Tuguegarao City, Cagayan
TO WHOM IT MAY CONCERN:
I am hereby requesting your humble institution to accept the following
students who are currently enrolled in their ON JOB TRAINING for the
completion of their course.
Below is the list of the students who personally chose your institution trusting
that they will be able to learn more and share what they learned.]

BUSINESS LETTER FORMATS

1. Full Block Format this is written having all lines starting at the
left most part of the page, justified and having single spaces.
Carefully include the necessary parts of a formal business letter
and proofread before sending to the intended reader.
2. Indented Format or Semi Block Format in this format, the
senders name together with the address, if necessary, are right
aligned. Followed by the date, left aligned, then the receivers
information. In this format, every first line of the paragraph is
indented. The complimentary closing is also aligned right as well
as the Signature Block.
3. Simplified Format in this format, the senders name and address
are located at the top center of the page and the rest follows the
full block format.