BUSINESS
CORRESPONDENCE:
A Continuation
April WEEK 1-3 NOTES
SUBJECT: Electronic Document Preparation
Management
Form:4
Teacher: Miss Brown
WEEK 1 LESSON: BUSINESS
LETTER HEAD.
Integrated, Faith &Learning
Whatever you do, work heartily, as
for the Lord and not for men,
knowing that from the Lord you
will receive the inheritance as your
reward. You are serving the Lord
Christ.” Colossians 3:23
Learning Objectives
By the end of this unit you should be able to:
1. Define what is a business letter head.
2. Describe the key components of a business letter head.
3. Understand the structure of a business letter. (Week 1)
4. Outline the what are circular letters & Composition of
correspondence and its key elements. (Week 2)
5. Interpret and evaluate composing letters, types of letters,
Purposes of letters and Guidelines of letters. (Week 3)
ENGAGEMENT QUESTION
1.Have you ever seen a business letter
head before if yes could you describe
what are the components of that business
letter?
WHAT IS A LETTERHEADS
A letterhead is a sheet of stationery predesigned
with the name, contact information such as
address, telephone number and email address, and
logo of an organisation. It is distinctive and enables
correspondence from that business to be
recognised immediately.
LETTER HEAD PREPARTION
The letterhead is prepared in the header of the document and is
normally approximately 3.8-5 cm (1½-2 in) in height. It should be
saved as a template or as a readonly document, so that it cannot
be easily changed by other users. The letterhead document is
used for all of the organization's official correspondence.
A letterhead is used only for the first page of the letter; additional
pages are typed on matching paper without the letterhead.
Part of the letter Example Details
1 Letterhead/ address Communication Contains the sender's name, address and telephone
Leave 1 or 2 Solutions number, fax number and email address. If you are
clear line spaces consistently Limited Southern using a preprinted letterhead there is no need to
Main Road repeat this information in the typed part of the letter
Vessigny Village
LA BREA
Trinidad
2 Reference Our ref.: Used to trace and file the correspondence.
Leave 1 or 2 clear line spaces OH/MJ/2963C Your Our reference often consists of the originator's initials
consistently ref.: KF/ce/197-1 followed by the typist's initials and file number. Your
reference quotes any reference number on the letter to
which the reply is being sent
3 Date 1 April 20XX The date sent
Leave 1 or 2 clear line spaces
consistently
4 Inside Address Ms Karlene Fraser The recipient's name and address typed in single-line
Leave 1 or 2 clear line spaces Cutting Edge spacing. The name of the town is usually typed in
consistently Designs Clement upper case or with initial capitals and underscored.
Street The country is usually typed in lower case with initial
SCARBOROUGH capitals. If there is a postal code the sections will be
Tobago separated by two spaces.
If the letter is addressed to an organisation (Dear
Sirs), an attention line may be included above or below
the inside address (one or two line spaces
consistently). This line indicates that the sender wants
the matter to be attended to by a particular individual
5 Salutation Leave 1 clear Dear Ms Fraser Formal: Dear Sir, Dear Madam, Dear Sir/Madam, Dear
line space Sirs
Informal: Dear Ms Fraser, Dear Mr Peters, Dear
Customer
6 Subject heading Product Catalogue Succinctly states the subject of the letter. Left-
Leave 1 clear Iine space aligned for full-blocked and semi-blocked layouts,
centred for indented layout. Optional
SEE THE REMAINDING
TABLE
In your EDPM TEXT BOOK make reference to the
remaining table on page 178.
FIRST GRADED CLASS
ACTIVITY
Instructions: Read and answer the following questions
complete on folder leaf.
1. Describe in your own words what is a letter head? 3mrks
2. List three components that makes up a business letter
head? 3mrks
3. State how is a business letter head is prepared? 2mrks
4. Could you List and explain four major components that is
within the business letter structure? 4mrks
TOTAL MARKS 12
WEEK 2 LESSON: CIRCULAR LETTERS
& COMPOSING CORRESPONDENCE
WHAT IS A CIRCULAR
LETTER
Circular letters are identified letters that are sent out
to a large number of recipients. The following are
guidelines for the preparation of circular letters:
Unless otherwise instructed type one of the following
for the date:
The words Date as postmark.
The month and year only (enough space may be
left for the day of dispatch to be inserted
individually).
WHAT IS A CIRCULAR
LETTER
For the address information type one of the
following:
A general name such as All Customers or Dear
Sir/Madam.
Ten single-line spaces for the insertion of
personalized recipient information.
For the salutation either type Dear then leave space
for a name to be inserted, or leave the required
number of line spaces.
WHAT IS A CIRCULAR
LETTER
The signature is often represented in typed form. There is
usually no reference. If the letter includes a cut-off slip to be
filled and returned, you should follow these guidelines:
Finish the cut-off slip 2.5cm (1 inch) from the
bottom of the page.
Separate the cut-off slip from the rest of the
document by using a continuous line of unspaced
hyphens from one edge of the paper to the other.
WHAT IS A CIRCULAR
LETTER
The symbol of pair of scissors may be inserted to the left or
center of the separation line.
The blank spaces to be filled in (writing lines) should be
drawn using continuous unspaced full stops or underscore.
Leave at least one space after a word before beginning a
writing line.
Leave double-line spacing between writing lines and triple-
line spacing for the signature.
LETTERS WITH A TABLE
Leave two clear line spaces between the
table and the preceding paragraph.
LETTERS WITH A INSERT
The insert is typed in single-line spacing.
With the full-blocked and semi-blocked
letter the insert is typed against the left
margin. In the indented letter it is
centered.
LETTERS WITH
ENUMBERATION
Enumeration (a numbered list) is typed in
single-line spacing.
It may consist of Arabic or Roman numbers
or letters. The Roman numerals may be either
upper or lower case.
Type the enumeration first, then move two or
three spaces consistently to begin the text.
Alternatively, you may set a tab stop at the
desired position.
LETTERS WITH
ENUMBERATION
In the full-blocked and semi-blocked
letter it is typed against the left margin.
In the indented letter it is indented five
spaces or half an inch from the left
margin.
Second Graded Class
Activity
Answer the following True or False questions.
1. Circular letters are typically personalized for individual
recipients.
2. Circular letters are commonly used for mass communication
to multiple recipients.
3. The composition of correspondence refers to the arrangement
of furniture in a workplace.
4. The composition of correspondence primarily concerns the
structure and organization of written communications.
5. Key elements of correspondence composition include clarity,
Second Graded Class
Activity
6. Circular letters are effective for maintaining confidentiality in
communication.
7. The primary purpose of circular letters is to establish one-on-one
communication with clients.
8. The composition of correspondence doesn't require attention to tone or
style.
9. Circular letters are often used for announcing company news, promotions,
or events.
10. The composition of correspondence is irrelevant in the digital age where
communication is primarily done through emails and instant messages
COMPOSITION OF
CORRESPONDENCE
In reference to page 180. You will sometimes be required
to compose correspondence from skeleton notes and
dictation. Skeletons notes are brief outlines of document
to which you must add details. The following guidelines
will help you when you need to compose a business
letter:
Letters should always be courteous.
Your letters must have a clearly defined and stated
purpose.
They should deliver information clearly, completely
and concisely.
COMPOSITION OF
CORRESPONDENCE
Always communicate the feeling that you care
about the reader and want to work together to
solve a problem or discuss a concept.
Write positively and with confidence.
The purpose of your business letter will influence
its content.
Third Graded Class Activity
Fill-in-the-blank guidelines based on how to compose a business
along with an answer sheet:
1. Letters should always be ________.
2. Your letters must have a clearly defined and stated ________.
3. They should deliver information ________, completely and
concisely.
4. Avoid using overly ________ language in your business letters.
5. Ensure that your letter is properly ________ before sending it out.
6. Address the recipient by their proper ________ unless otherwise
specified.
WEEK 3 LESSON: Composing Letters,
Types Of Letters, Purposes Of Letters
And Guidelines Of Letters.
COMPOSING THE LETTER
Focus on the purpose for writing the letter and the
results you want to achieve. Use one paragraph for
the body of the letter if the heading and references
clearly state the subject matter and the message is
brief and simple. Where more than one paragraph is
needed then the opening introduction should
acknowledge receipt of any correspondence to
which it is replying and briefly state what the letter
is about.
TYPES OF LETTERS
PURPOSES
Application- To introduce an applicant to a
prospective employer.
Enquiry- To obtain information from the recipient.
Response to enquiry- To supply information in
response to an enquiry.
Order- Written to a manufacturer, wholesaler or
retailer to request products or services.
Sales- To sell a product or service.
GUIDELINES OF THE TYPES
OF LETTERS
SEE PAGE 181 TABLE 20.2 ON THE
GUIDELINES
FOURTH GRADED ACTIVITY
Answer the following short answer questions on composing letters: Use
your notes to help you.
1. What is the purpose of a salutation in a letter?
2. What are the key components of a formal letter?
3. How should the closing of a letter be chosen based on the
relationship with the recipient?
4. What is the significance of addressing envelopes accurately in
letter writing?
5. Explain the importance of maintaining a professional tone in
business letters.
6. Why is it essential to proofread and edit a letter before sending it?
EDUCATIONAL VIDEOS
Unit: The Business Letter YouTube links:
https://youtu.be/Y0LQ7KIVCDs?si=-_e6iXcEEq5XPxzQ
https://youtu.be/Gx5hEsxYM4Y?si=Hwg6OqhG3zQUcogr
https://youtu.be/PjTexqmMgGU?si=aCLryV4W-1dHqX8-
https://youtu.be/NEULcCeNFj4?si=l_BmZKZC4Gug3KDM
https://youtu.be/zTFsnuXPgpk?si=RLAMm18McDg-aNEY
How to create a business letter Head YouTube link:
https://youtu.be/c-smNRwJ2I4?si=teY_NYTrPTB25rF-
CSEC EDPM| Setting Page 2 in a Letter
https://youtu.be/1rG1fxwGN_g?si=vpM0FTcs9i4pNAsq
