347 Minneapolis St, (1) Cubao , Quezon City
December 12, 2004
Engr. Reynaldo T. Enriquez President
ALPHA Metal Industries (2) Binan, Laguna
Sir: (3)
(4)
Thank you for inviting me as one of the lecturers to discuss on “Engineering Material and Corrosions” in your seminar – workshop on September 19.
I regret to decline this opportunity because of an unavoidable prior
commitment. Nevertheless, I attached a summary of my lecture which could be distributed to the participants as a supplementary information.
Truly yours, (5)
Eric H. Gomez (6) Metal Consultant
Enclosure: Summary of a lecture. (7)
1. Heading and dateline
There are two kinds of headings, namely: the convention heading and the modern heading.
Convention heading
Is adopted when a plain bond paper (without letter head) is used in writing the letter. The complete address of the sender and the date should be typed slightly to the right of center of the page. According to Parkhust (1963), “The first line of the heading should be between two and a half inches below the top of the paper for medium length letters. If the letter is short, the first line of the heading should appear two to eight spaces lower on the paper than in the case of a longer letter.
The heading usually contains the address of the sender and the date. The first line of the heading contains the number of the house and the name of the street. The second line contains name of the town, the province, city or state. The last lone of the heading contains the date. It is usually written with the month, day and year. It may also be written with the day first, then the month and the year. However it is incorrect to write figures, such as 11/19/15.
Example:
175 Salcedo St.
Legaspi Village, Makati City October 30, 2004
Modern heading
Makes use of the letterheads. Many firms use stationeries that have been especially printed for them with their name and address at the top or bottom of the page. In such cases, the mailing address is no longer necessary since it is already contained in the letterhead. However, the dateline should be placed in either the two positions: centered on the page two spaces below the city or state names printed on the letterhead or place halfway between the letterhead and the inside address.
Example:
SAINT LOUIS UNIVERSITY
EXTENSION INSTITUTE FOR SMALL-SCALE INDISTRIES FOUNDATION, INC. C-106 Center For Culture And Arts Bldg., SLU campus Baguio City Phil.
Tel Nos. 442-193/2793/3043 Local 240: 441-9573 (direct line)
The inside address may also be referred to as the introductory or complimentary address. It includes the full name and business address of the recipients of the letter. In its simplest form, the inside address consist of three lines and in most detailed lines, the first line of the inside address includes the recipient’s name and title, the name of the office or department, if any; the name of the company or institution, and the street address, city, province or state.
All title in the business address should be capitalized. The recipient’s name should always include the proper title such, Mr. (if the man has no professional title), Miss (for an unmarried woman), or Ms. (for a woman whose marital status is unknown), Misses is recommended when addressing two or more unmarried women. Professor is used when addressing a college or university teacher who holds a professional rank, while the title Doctor or Dr. is designated for persons who have attained that degree. It is usually written before the person’s name but if the title M.D. or ph.D is written after the person’s name, the title before the name should not be used.
A position title may be placed either on the same line on a separate line based on length and convenience.
Example:
Mr. James De Vera or Mr. James de Vera
ECG Chemical Company Manager
ECG Chemical Company The word Company or Incorporated should never be abbreviated unless the firm uses the abbreviations on its official letterhead.
In the inside address, you may or may not abbreviate the following words: Ave. (avenue), Blvd. (boulevard), St. (street), Hon. (honorable), Sec. (secretary), Vice Pres. (Vice President).
There are also certain well-known abbreviations which are standard. A few of these are: Mr., Mrs., Sr., Jr., C.O.D (collection on delivery) M.D (Doctor of Medicine) and many others.
Accuracy in spelling should also be observed. The space between the heading and the inside address varies according to the length of the letter. Parkhurst (1963) said “in case of a short letter, six to eight spaces is allowed”. In most of average length, four to six spaces is preferred. In the long letters, at least two spaces (preferably three to four spaces0 between the heading and the inside address is accepted.
Example:
Mr. Lawrence Benitez Manager
Allen International Industries Corporation 35 Malasimbo St., Malasambong
SFDM, Quezon City 3. Salutation
Is an expression of greeting for the purpose of establishing rapport and putting the reader in the friendly frame of mind. It is usually written two spaces below the last line of the inside address and even with the left-hand margin. The salutation is always followed by a colon. If you are not writing to a specific person in a company, you may use one of the following as a salutation: Dear Sir or Madam, Dear Ladies and Gentleman or simply Ladies and Gentleman. When addressing a woman, use Ms. unless you know that she prefers Miss or Mrs.
Example:
A. Very formal Sir (male)
Madam (Female0
B. Formal My dear Madam (Female)
My dear Sir (male)
C. Less formal Dear Sir (male)
My dear Mr. Reyes Dear Mr. Cruz
Dear Madame (female) Dear Miss Cruz
D. Friendly Dear Bobby
My dear Robert Dear Liza
Majority of business letters are addressed to individual person, thus the salutations is singular. However, if they are addressed to an organization, group, company or board, then the salutation is plural. The salutations – Gentleman, Sirs, Ladies or Mesdames should be used.
4. Body
The body of the letter is the most important part of the letter because it contains the message which the sender wants to convey. It starts two spaces below the opening salutation. If the letter contains a subject line, the body starts two spaces below it.
For a letter to become more presentable and dignified, the single space is usually used. In short letters however, double spacing is used to give breathe.
Double space also used between paragraphs regardless of whether the lines within the paragraph are single or doubled spaced. PARTS OF THE BODY OF A LETTER
The body of a letter in itself is made up of three parts: they are (1) Introduction, (2) the message proper, (3) the conclusion.
This has reference to the project “Pole-vaulting to the 21st century through Science Education” now officially named Project ROSE (Rescue Operation for Science Education).
As agreed upon during the consultative held last August 27, 2004, State College and Universities will submit a profile of their faculty who can tapped as trainer for the program as well as their commitment as to the scheduled and number of trainees each one can handle.
In this connection, may we please request you to fill up the attached forms and send it back to us on or before
September 15, 2004. These will be presented on the 2nd Pole-vaulting Workshop on Project ROSE slated on September 25, 2004 at Holiday Inn Manila.
Thank you and we hope for your favorable consideration of this request.
5. Complimentary Close
The complimentary close is a way of saying goodbye to the addressee and may also be a formal way of ending your letter. The complimentary close is usually written two spaces below the body. Only the first word in the complimentary close is capitalized and it is always followed by a comma.
Example:
Very respectfully yours Respectfully yours
Yours very truly Yours truly
Very sincerely yours Sincerely yours Very cordially yours Cordially yours Very earnestly yours Earnestly yours Very faithfully yours Faithfully yours Yours very respectfully Yours respectfully 6. Signature
Every letter should have a legible signature. The signature is found below the complimentary close. Four to six spaces below is the type written signature.
Example:
Very truly yours. Sincerely yours
Algeria F. Vitug Florangel Rosario - Braid Engr. Algeria F. Vitug Florangel Rosario – Braid, Ph.D
In business correspondence, the signature does more than nearly indicate who wrote the letter. It simply indicates who is
responsible for what was written – the individual representing the company or the company as such.
If the company name is included in the signature, it is usually typed first, just two lines below the complimentary close and above the personal signature. It is usually typed in the bold letters. This is also means that the type company is primarily responsible for the content and the individual, incidentally so. (Myers, 1970)
Example:
Cordially yours,
PHILIPPINE HEALTH INSURANCE CORPORATION George de Jesus
George De Jesus
If on the other hand, the letter is signed by an individual with his official standing typed below, perhaps with the firm name typed
underneath that, then the responsibility how the content is his (Myers, 1970).
Example:
Sincerely yours,
COLUMBIA WIRE and CABLE CORPORATIONS
Philip B. Mendoza Philip B. Mendoza Manager
When the letter has to be sent right away, but the manager is not available to sign the letter, the secretary can sign it in his behalf but she has to indicate her initials immediately below.
Example:
Yours truly,
Manuel M Martinez
Manuel M. Martinez, Manager Robinson Pharmaceutical Corp.
Women writers should always indicate whether they are married or not by using Miss or Mrs. If the name of the signature is preceded by initials it is assumed that the name is that of a man. If the signature is that of a woman who does not indicare her marital status, it is
assumed she is single. Example:
(Miss) Elizabeth Bautista (Mrs.) Daisy Ventura
TYPES OF BUSINESS LETTER
Letter of Inquiry
The letter of Inquiry is written for the purpose of seeking
information regarding a product, a service rendered, price list of books and catalogs, name of dealers and other information. This type of letter should be polite and concise. It contains the query to the information being sought and an expression of the writer’s appreciation.
Some pointers in writing a letter of inquiry are:
1. State clearly and specifically what is wanted. If there are more than three queries used a number list.
2. Give the reason for the inquiry.
3. Include an expression of appreciation. A simple “thank you” is enough.
4. Include a self –addressed, stamped envelope with the letter of inquiry sent to an individual who has to pay for the
postage when giving his own reply. Example:
220 Sevilla St.
cor. 7th Avenue Caloocan City
March 10, 2004 Eureka Philippines Inc.
No.55 15th Avenue Cubao, Quezon City Gentlemen:
The January 2004 issue of the Philippine Agricultural Digest contained an
advertisement of your lightning Fixtures. The article said that further information will be given upon request.
In this connection, will you please furnish me with more information regarding its manufacture, cast and other features.
Hoping for your immediate reply. Thank you
Yours truly,
Karen Fernandez Karen Fernandez (Letter of Inquiry)
Letter of Reply to the Inquiry
A letter of reply to the inquiry should be handled promptly, cheerfully and efficiently regardless of whether the information requested is to be given or refused.
The following pointers will help in writing a letter of reply: 1. The letter should be thanked for showing his/her interest in your company, product or service.
2. Give the information requested and if necessary add relevant materials.
3. Show your willingness to be of further assistance.
4. Enclose booklets, leaflets and brochures if they are available. Example:
No. 55 15th Avenue Cubao, Quezon City March 5, 2004 Miss Karen Fernandez
220 V. Sevilla St.
cor. 76 Avenue, Caloocan City Madam:
Thank you for your letter inquiring about the manufacture, cost and other features of our lightning fixtures.
Our lightning features are of different design and styles which may suits your home or office needs. However, we may take pride in our mirrorized aluminum wherein you can save electricity by 50%. Our fixtures are for powdered-coated frame finish. They are corrosion and high temperature resistant.
Attached is a price list of our lightning fixtures. We hope to hear from you soon.
Respectfully yours,
EUREKA PHILIPPINES, INC.
Ralph Jimenez Ralph Jimenez Manager
(Letter of reply to inquiry)
October 7, 2004
Mr. Marcelo C. Santos Instructor
Los Banos Agricultural College Los Banos, Laguna
Madam:
This is in response to your letter dated September 15, 2004 asking for information regarding the AGRILINK. We are sending you a brochure of the said major
agricultural event which will answer all your queries.
We are hoping that you will organize an educational tour to visit AGRILINK to be held on September 21-23,2004 at the world Trade Center in Roxas Boulevard, Manila. We assure you that your student will learn from the said fair.
Thank you.
Very truly yours,
Noli L. Lucero Noli L. Lucero Project Director
Order Letter
The order letter is written by an individual who wishes to buy something from a company or a store. The terms and conditions of the sale should be clear enough to both parties so that the transaction will be satisfactory.
The following guidelines may be followed in writing an order letter:
1. State clearly, accurately and completely the description of the item being purchased (exact name of the item, quantity desired, size, color, weight, finish, price and model).
2. Give the address where the goods will be delivered.
3. Give the price and the mode of payment (check or money order, credit card, cash on delivery or charge to account)
4. Mention desired method of shipment (air express, truck freight parcel post).
Example:
(Order Charge) 1020 Quezon Avenue
Quezon City July 1, 2004
Deluxe Marketing, Inc. 240 Sen. Gil Puyat Avenue Makati, Metro Manila Gentlemen:
Please send me through DHK Express one unit of Panasonic cordless telephone, with Model Kx-73921B.
Enclosed is a check amounting to Four Thousand Pesos (4,000.00) as full payment of the unit plus parcel charge.
Thank you.
Yours truly,
Cynthia Sta. Maria Cynthia Sta. Maria
(Order Charge) No.1 -22nd St. N.B.B
Pasay City
December 31,2004
SGV Construction Supplies 321 Pasong Tamo Ext. Makati City
Gentlemen:
Please send me through truck delivery the following materials: 25 corrugated GI Sheet #6
93 bags of kgs. Portland Cement 201 of 40kgs. Portland Cement 25 cu.m. of sand
1,410 pieces of 3/4 “ plywood 12 pieces of ¼ “ plywood 60 meters of ridge roll 4 kilos of concrete nail 3 kilos of 2” nail
60 pieces of steel bar 20 pieces of pipe
800 pieces of hallow block (4”x8”x16”)
8 gallons of Boysen latex paint, color white and blue
Enclosed is a check amounting Fifty Thousand Pesos (50,000.00) as partial payment for my orders. The balance will be given upon delivery. Should you have any query regarding my order please do not hesitate to call me at 836-0749. Thank you. Respectfully yours, Nestor G. Roces Nestor G. Roces Sales Letter
A sales letter is advantageous in the sense that, it is less costly to sell by mail than to maintain a sales force. It is efficient and usually receives a prompt reception and it may sell a wider range of
merchandise.
1. The beginning paragraph should attract the reader’s interest and attention.
2. It should state clearly the benefits of the product or service offered to the buyer.
3. It should lead the reader to wish to see or try the product. 4. It should explain how much the product or services cost and how it may be paid.
5. It should include a request that the reader place the order. Example: 1450 Araneta Avenue Quezon City October 25 2004 Engr. Renato C. Yu Director
Asian College of Science and Technology Cabanatuan City
Sir:
Our company Chairman Marketing, is proud to announce the availability of new TOPAZ STUDY DESK CHAIR
