Business Correspondence: Essential Parts of a Letter

• Business Correspondence involves letters exchanged for business activities like requests or orders.
• Effective business correspondence features conciseness, tact, and accuracy.
• Professional Correspondence includes written communication with potential employers, impacting their impression.

Essential Parts of a Letter

• Letterhead or Heading identifies the writer's name, address, and contact details.
• Date indicates when the letter was written, positioned between the letterhead and inside address.
• Inside Address identifies the recipient's name, position, company, and address, placed below the date.
• Salutation is a formal greeting addressed to the recipient.

Salutation Examples

• Highly Formal: Dear Sir/Ma'am:.
• Formal: Dear Sir/Ma'am:.
• Less Formal: Dear Mr. Ramos:.
• Informal: Dear John:.

Complimentary Close Examples

• Highly Formal: Respectfully yours.
• Formal: Very truly yours.
• Less Formal: Sincerely yours.
• Informal: As ever.
• Body contains letter's main message with single-spaced paragraphs and double-spacing between them.
• Complimentary Close is a polite expression to end the letter such as Respectfully.
• Signature Block includes the sender's signature and typed name, formatted in all caps or title case.

Optional Parts of a Letter

• Attention Line (ATTN:) is used when addressing a company but directing the letter to a specific individual.
• Identification Initials indicate the typist's initials if the sender didn't type the document.
• Enclosure Notation (ENC:) refers to attachments included with the letter.
• Copy Notation (CC:) identifies secondary recipients.
• Postscript (P.S.) adds a personal note or information not in the body.

Letter Formats

• Full Block Format: All elements are left-aligned with paragraphs starting at the left margin.
• Modified Block Format: Similar to Full Block, but the date, closing, and signature block are right-aligned.
• Semi-Block Format: Similar to Modified Block, but body paragraphs are indented.
• Full block format is commonly used due to simplicity and clarity for business.
• Semi-block format is formal and gives a polished tone.

Letter-Writing Tips

• Use correct formatting, punctuation, spelling, and grammar.
• Present your ideas clearly, tailored to your target readers.
• Arrange ideas logically and use an active voice.
• Focus on the reader using the "you" approach.
• Specify the receiver's name, or use a generic title if the name is unknown.
• Leave three to five blank lines for a signature before typing your name.
• Dates should avoid numerals to prevent confusion; use January 2, 2019 or 2 January 2019 instead.

Memorandum (Memo)

• Memos inform or persuade individuals within an orginization.
• The word "memo" is derived from the Latin word memorare, "to remember."
• Memos use an inverted pyramid structure, emphasizing the most important information first.

Parts of a Memorandum

• Memohead identifies the department/office, including contact details.
• To Line specifies the recipient's name and title.
• From Line shows the sender's name, who adds initials for verification.
• Date Line offers a chronological reference.
• Subject Line clearly indicates the memo's main topic.
• Body contains the memo's primary message.

Writing Notes for Memorandums

• Paragraphs have single spacing and no indentation with double-spacing between each paragraph.
• Topic headings should be used for easy navigation of subtopics.
• For multiple pages, include the recipient's name, date, and page number from the top.

Types of Memorandums

• Instruction Memorandum provides clear directions or procedures.
• Request Memorandum asks the recipient for information or action.
• Announcement Memorandum communicates important updates.
• Transmittal Memorandum is a cover note for formal documents.
• Authorization Memorandum grants action permission or approval.

Writing Tips for Memorandums

• Maintain correct format with professional language and a positive tone using concise, active wording.
• Use bullet points, numbered lists, and headings for clarity.
• Proofread to eliminate errors and avoid plain numerals for dates.

Electronic Mail (Email)

• Enables text-based message exchange with attachments over the internet.
• It is used in personal, professional, and business communication.

Parts of an Email

• To Line specifies the primary recipients.
• CC (Carbon Copy) sends a copy to additional recipients.
• BCC (Blind Carbon Copy) sends a copy without revealing addresses. -Subject Line briefly summarizes the email's purpose.
• Salutation is a greeting like Dear Mr. Smith.
• Body includes the main content, structured into clear paragraphs.
• Complimentary Close is a polite closing phrase.
• Physical Address is an optional detail for formal emails.

Advantages of Email Communication

• Delivers messages instantly and allows for receipt confirmation.
• It is cost-effective, user-friendly, and eco-friendly
• It ensures automated notifications when the recipient is unavailable.

Disadvantages of Email Communication

• Can carry viruses via unsafe attachments.
• It may have restrictions due to legal or safety issues.
• It relies on internet connection.

Writing Tips for Effective Email Communication

• Evaluate if email is the best method or if a meeting would be better.
• Craft a targeted subject line and do not change the subject line when replying.
• Primary recipients are in the "To" line and secondary are in the "CC" line and double-check addresses.
• Be clear, concise, and state your purpose, while also being professional.
• Avoid ALL CAPS, emoticons, and internet slang.

Letter of Inquiry

• A Letter of Inquiry is written to request information or clarification, often to aid in future decisions.
• Always ask for permission before attaching a file.

Key Sections of a Letter of Inquiry

• State the general purpose of the inquiry, introduce yourself, and address the recipient.
• Use bullet points or short paragraphs for requested information.
• Explain why the information is needed and indicate a deadline.
• Express gratitude and provide contact details for follow-up.

Letter of Quotation

• A letter of quotation (LOQ) provides a detailed breakdown of terms and conditions for a proposed transaction responding to a Letter of Inquiry (LOI).
• Payment terms, item pricing, services, and delivery schedules are described in a formal business document.

Key Components of Letter of Quotation

• Express gratitude to the recipient for their inquiry and provide product or service details.
• Payment terms and payment methods should also be explained
• If possible discounts and additional benefits should be added to the Letter.

Job Application Letter Writing

• A job application or cover letter expresses interest in applying for a specific organization position.
• It is sent in response to job ads or as an unsolicited application.

Structure of an Application Letter

• Introduction states the purpose, how you learned about the job, and an engaging statement.
• The Body highlights skills and references the resumé.
• The conclusion expresses interview interest and includes contact details.

Tips for Writing Section of Cover Letter

• Relevant experience and benefits that support the company's needs.
• Include industry-specific skills and refer to your resumé.
• Keep it concise and engaging.

Resumé Writing

• A resumé summarizes education, skills, and work experience.
• The word "resumé" means summary.

Importance of resumé

• Showcases qualifications and can lead to a job interview

###Traditional vs. Electronic Resumé

• Electronic resumé is more searchable than a traditional, printed resumé

Resume, Curriculum Vitae (CV), and Biodata

• A resumé provides a brief, tailored job summary; a CV details the academic and research background; biodata lists personal details.

Parts of a Resumé

• Contact Information: Include name, address, phone, email, and exclude personal details like marital status and religion.
• Summary of Qualifications: For professionals with 5+ years of experience, provide a four-line summary of key skills, experience, and achievements.
• Objective Statement: For entry-level roles, state the job title, function, and value proposition.
• Employment History: List roles with name, dates, and responsibilities.
• Education: Includes most recent degree, school and year of graduation.
• Skills: Highlighted technical, managerial, and interpersonal skills.
• Training & Certifications: Relevant training programs or certifications.
• Professional Organizations: Memberships in industry associations.
• Honors & Awards: Recognitions.
• References: "Available upon request" or contact details.

Types of Resumés

• Reverse Chronological (Preferred by employers; job from most to least recent).
• Functional, with a focus on skills.
• Combination that blends reverse chronological and functional styles;