Formats for Formats for Common Common Business Business

CorrespondenCorrespondencesces

BlockBlock

Modified Block Modified Block

Simplified BlockSimplified Block

Standard Letter PartsStandard Letter Parts

Heading Heading – shows the company name, – shows the company name, address, phone or fax number, and address, phone or fax number, and logo. (letterhead)logo. (letterhead)

The letter starts with the date, use the The letter starts with the date, use the month-day-year month-day-year format unless the format unless the company requires another format. company requires another format.

If the letter is prepared on plain paper, If the letter is prepared on plain paper, the writer’s address must be included the writer’s address must be included to enable the receiver to respond. to enable the receiver to respond.

Writer’s name is omitted since it will Writer’s name is omitted since it will appear on the signature block.appear on the signature block.

Letter AddressLetter Address – – includes:includes: personal or professional titlepersonal or professional title (e.g. (e.g.

Mr. Or Ms.) Mr. Or Ms.) the the name of the receivername of the receiverhis/her his/her professional positionprofessional position (if (if

relevant)relevant)Company nameCompany nameComplete addressComplete address

It begins a quadruple space after It begins a quadruple space after the dateline (the dateline (three blank spaces in three blank spaces in

betweenbetween). ).

Standard Letter PartsStandard Letter Parts

SalutationSalutation – The greeting that opens a – The greeting that opens a letter and is placed a double space letter and is placed a double space below the letter address. below the letter address.

The salutation is omitted in the The salutation is omitted in the simplified block format. simplified block format.

To show courtesy for the receiver, To show courtesy for the receiver, include a personal or professional title include a personal or professional title (ex. (ex. Dear Ms. HensonDear Ms. Henson) )

If the letter were addressed not to one If the letter were addressed not to one person, but to a group or company: person, but to a group or company: ““Ladies and GentlemenLadies and Gentlemen,” would be ,” would be appropriate. appropriate. But to limit or avoid the use of But to limit or avoid the use of this informal salutation, you may use the this informal salutation, you may use the simplified block formatsimplified block format and do away with the and do away with the salutation.salutation.

Standard Letter PartsStandard Letter Parts

BodyBody

contains the message of your letter. contains the message of your letter.

Begins a double space below the Begins a double space below the salutation. salutation.

Paragraphs are single spaced with a Paragraphs are single spaced with a double space between paragraphs. double space between paragraphs.

Standard Letter PartsStandard Letter Parts

Complimentary Close Complimentary Close - - a phrase used a phrase used to close a letter in the same way that to close a letter in the same way that you say goodbye at the end of a you say goodbye at the end of a conversation. conversation.

Should reflect the formality of your Should reflect the formality of your relationship with the receiver. relationship with the receiver.

Most common: “Most common: “Yours trulyYours truly,” ,” ““Sincerely yoursSincerely yours,” “,” “SincerelySincerely” ” ““CordiallyCordially” and “” and “Cordially yoursCordially yours””

““SincerelySincerely” is considered neutral and is ” is considered neutral and is thus appropriate in a majority of thus appropriate in a majority of business situation. business situation.

Capitalize only the first word of the Capitalize only the first word of the complimentary close.complimentary close.

Standard Letter PartsStandard Letter Parts

Signature blockSignature block – consists of the – consists of the writer’s name a quadruple space writer’s name a quadruple space below the complimentary close. below the complimentary close.

The writer’s signature is placed The writer’s signature is placed legibly in the space provided. legibly in the space provided. (women may use a title to indicate (women may use a title to indicate her preference ; her preference ; Ms.,Ms., MissMiss or or MrsMrs.). .).

A business or professional title A business or professional title may be placed on the same line may be placed on the same line with the writer’s name or directly with the writer’s name or directly below it. below it.

Standard Letter PartsStandard Letter Parts

Reference initialsReference initials-- consist of the consist of the keyboard operator’s initials keyed keyboard operator’s initials keyed in lower case a double space in lower case a double space below the signature block. below the signature block.

The reference initials and the The reference initials and the signature block identify the signature block identify the persons involved in the persons involved in the preparation of such document just preparation of such document just in case later on someone would in case later on someone would want to verify or authenticate. want to verify or authenticate.

Standard Letter PartsStandard Letter Parts

BlockBlock

Cost-efficient way of Cost-efficient way of producing business producing business documents.documents.

Easy-to-learn, less effort Easy-to-learn, less effort required. required.

All lines (including All lines (including paragraphs) begin at the left paragraphs) begin at the left margin; therefore, no time is margin; therefore, no time is lost setting tabs and lost setting tabs and positioning letter parts.positioning letter parts.

May 23, 2005

Mr. Julio G. De LeonExecutive Director, AON PhilippinesSuite 4, Strata 2000Ortigas Ave., Manila

Dear Mr. De Leon:

In anticipation of the upcoming study of existing health card policies, to be conducted by AON Philippines, you might find it useful to know the case of De La Salle-Canlubang regarding its present health care provider.

De La Salle-Canlubang is relatively “isolated” in this area of Laguna, and therefore the accreditation of clinics and hospitals in the vicinity, such as Fortmed, Wellcare Clinic (Waltermart, Balibago), Southern Luzon Hospital & Medical Center (SLHMC), Asian Hospital & Medical Center, would be extremely beneficial to our employees. With our present health care provider, most of our employees cannot utilize the service since most of the accredited and reputable medical centers in their list are inaccessible.

We hope that this matter would be considered by the agency in the administration of the health card policy review. Thank you.

Sincerely,

Arnulfo P. AzcarragaExecutive Vice President

/jdv

De La Salle-CanlubangLeandro V. Locsin Campus, LTI, Biñan, Laguna

Modified blockModified block

The traditional letter format.The traditional letter format.

The dateline, complimentary close, The dateline, complimentary close, and signature block begin at the and signature block begin at the horizontal center of the page. horizontal center of the page.

Paragraphs may be indented five Paragraphs may be indented five spaces if the writer prefers or the spaces if the writer prefers or the company policies require it; however, company policies require it; however, the indention creations unnecessary the indention creations unnecessary keystrokes that increase the cost of the keystrokes that increase the cost of the letter. letter.

All other lines begin at the left All other lines begin at the left margin.margin.

May 23, 2005

Mr. Julio G. De LeonExecutive Director, AON PhilippinesSuite 4, Strata 2000Ortigas Ave., Manila

Dear Mr. De Leon:

In anticipation of the upcoming study of existing health card policies, to be conducted by AON Philippines, it might be useful for you to know the case of De La Salle-Canlubang regarding its present health care provider.

De La Salle-Canlubang is relatively “isolated” in this area of Laguna, and therefore the accreditation of clinics and hospitals in the vicinity, such as Fortmed, Wellcare Clinic (Waltermart, Balibago), Southern Luzon Hospital & Medical Center (SLHMC), Asian Hospital & Medical Center, would be extremely beneficial to our employees. With our present health care provider, most of our employees cannot utilize the service since most of the accredited and reputable medical centers in their list are inaccessible.

We hope that this matter would be considered by the agency in the administration of the health card policy review. Thank you.

Sincerely,

Arnulfo P. AzcarragaExecutive Vice President

/jdv

De La Salle-CanlubangLeandro V. Locsin Campus, LTI, Biñan, Laguna

Simplified blockSimplified block

Efficient letter format. Efficient letter format. Like block format, all lines Like block format, all lines

begin at the left margin; begin at the left margin; However, the salutation However, the salutation

and complimentary close and complimentary close are omitted, and a subject are omitted, and a subject line is required. line is required.

Place the subject line a Place the subject line a double space below the double space below the letter address and a double letter address and a double space above the body. space above the body.

Date: May 23, 2005

To: Mr. Julio G. De Leon—Director, Human Resource Department

From: Arnulfo P. Azcarraga, EVP

Subject: Reconsideration of Health Care Provider

In anticipation of the upcoming study of existing health card policies, to be conducted by AON Philippines, it might be useful for you to know the case of De La Salle-Canlubang regarding its present health care provider.

De La Salle-Canlubang is relatively “isolated” in this area of Laguna, and therefore the accreditation of clinics and hospitals in the vicinity, such as Fortmed, Wellcare Clinic (Waltermart, Balibago), Southern Luzon Hospital & Medical Center (SLHMC), Asian Hospital & Medical Center, would be extremely beneficial to our employees. With our present health care provider, most of our employees cannot utilize the service since most of the accredited and reputable medical centers in their list are inaccessible.

We hope that this matter would be considered by the agency in the administration of the health card policy review. Thank you.

/jdv

De La Salle-CanlubangLeandro V. Locsin Campus, LTI, Biñan, Laguna