Transcript Letter - SchoolRack

Effective
Written
Business
Communication
How gracious are You,
our God for giving us
everything in this life.
You Provide us with a
meaningful existence,
answer all our needs
and guide us till the end.
How gracious are You, our God
for endowing us unselfishly
with creative minds
and skillful hands.
You fashioned us
to be stewards of Your land
and gifted us
with immeasurable talents.
May we share
these talents
and use them fruitfully
in our seminar/workshop today.
We come to You, O Lord,
and implore your Divine assistance.
May Your spirit of Truth,
Peace and Love
descend upon us
as we begin this undertaking.
May we work together in harmony
-knowing that You
are in our midst;
-being confident
that Your spirit abides
in us to give us strength
and guidance.
Send the light
of Your Holy Spirit
upon us,
so that we may be able
to apply the knowledge
we will learn
from this experience.
WE ASK
ALL OF THESE
THROUGH
JESUS CHRIST
OUR LORD
. . . . AMEN
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Bayang magiliw
Perlas ng Silanganan
Alab ng puso
Sa dibdib mo'y buhay
Lupang hinirang
Duyan ka ng magiting
Sa manlulupig
Di ka pasisiil
Sa dagat at bundok
Sa simoy at sa langit mong bughaw;
May dilag and tula
At awit sa paglayang minamahal.
Ang kislap ng watawat mo'y
Tagumpay na nagniningning,
Ang bituin at araw niya’y
Kailan pa ma'y di magdidilim.
Lupa ng araw,
ng luwalhati't pagsinta,
Buhay ay langit
sa piling mo;
Aming ligaya na pag
may mang-aapi
Ang
mamatay
ng dahil sa iyo.
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Welcome
&
Introduction
of the
Participants
Sr. Maria Lourdes Mendiola, SSpS
Human Resource Development Officer
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Business
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The Charade Experience
&
The Multiple Choice Activity
by
Melissa Novenario
&
The Class
Rules of the Game
You are going to look for
the answers to our activity from
the list below.
a.PLACES
b.THINGS
c.PEOPLE
d.LETTERS
The Complete List for PLACES
offices
post office
home
building
school
church
restaurant
hotel
canteen
lobby
reception
institution
corporation
department
venue
hall
The Complete List for THINGS
ballpen
paper
envelopes
stamps
printer
computer
table
folder
notebook
keyboard
pencil
typewriter
ink
messages
records
files
Documents
....
The Complete List for PEOPLE
sender
receiver
client
customer
leader
president
manager
officer
postman
organizer
representative
supervisor
principal
friend
employee
employer
partner
…..
The Complete List for LETTERS
Thank You Letter
Solicitation Letter
Letter of Apology
Application Letter
Letter of Request
Memorandum
Excuse Letter
Friendly Letter
Letter of Proposal
Resignation Letter
Order Letter
Termination Letter
Letter of Inquiry
This means that if we say PLACES,
your answer will be one of the words
found under the category, PLACES.
If we say, THINGS, your answer will
be one of the words found under the
category, THINGS.
The same is true for PEOPLE and
LETTERS.
2. The leader of the activity will
show motions/movements, to
suggest what word is indicated
from a certain category.
3. At the start of any word, the
leader has to emphasize how
many words there are in every
answer by signaling one finger
for one word, two fingers for
two words and three fingers for
three words.
4. Similarly, the leader has to
indicate the number of syllables
for every word by using her right
hand to symbolically cut her left
hand according to the number of
syllables. One cut would mean one
syllable, two cuts-two syllables,
etc.
5. All words are in ENGLISH.
6. The group, or anybody from the
group, who will first shout the
correct answer will be
acknowledged as the one to receive
the 5 points.
One proctor (from our team ) for
every group, will declare the person,
or the group, who has shouted the
correct answer first.
7. The group who has the
highest number of points will
be declared winner to receive
the prize.
The Complete List for PLACES
offices
post office
home
building
school
church
restaurant
hotel
canteen
lobby
reception
institution
corporation
department
venue
hall
The Complete List for THINGS
ballpen
paper
envelopes
stamps
printer
computer
table
folder
notebook
keyboard
pencil
typewriter
ink
messages
records
files
Documents
The Complete List for PEOPLE
sender
receiver
client
customer
leader
president
manager
officer
postman
organizer
representative
supervisor
principal
friend
employee
employer
partner
…..
The Complete List for LETTERS
Thank You Letter
Solicitation Letter
Letter of Apology
Application Letter
Letter of Request
Memorandum
Excuse Letter
Friendly Letter
Letter of Proposal
Resignation Letter
Order Letter
Termination Letter
Letter of Inquiry
“In business,
communication is
everything.”
- Robert Kent
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Importance
of Effective Written
Business Communication
Importance # 1:
A business letter
is a form
of communication.
* The letter carries the message
of the organization to
customers, employees,
suppliers, government and
media.
* It promotes a product, service
or organization.
* It relays information within the
business or it deals with legal
and similar issues.
Importance # 2:
A business letter may convey the
following impressions:
- many subtleties are conveyed
- impressing the reader
- providing images
- providing non-verbal clues
Impressions that the writer
may leave to the reader
based on the letters received:
a) intelligent
b) caring
c) concerned
d) competent
e) careful
f) considerate
g) attentive to details
h) creative
i) humorous
j) organized
k) customer-focused
l) stable
Similarly, the receiver of the letter,
will answer and will leave
the following impressions
to the first sender:
a) careless
b) unconcerned
c) incompetent
d) unknowledgeable
e) superficial
f) unintelligent
Importance # 3:
A business letter functions
as an ambassador.
A business letter is
ambassador because:
an
*The letter represents the
sending company.
A business letter is
ambassador because:
an
*The letter ensures that there
are no misunderstandings and
confusions that can result to
conflicts.
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Importance # 4:
A business letter is
a cultural practice.
* Why does the business letter
present a cultural practice?
It presents a cultural practice
because it reflects the culture
of the workplace or the
company where the letter
comes from.
Importance # 5:
A business letter functions
as a promotional tool.
Why is a business letter a form
of promotional tool?
The business letter is a tool for
promotion since it approaches
prospective clients and brings
new clients to the organization.
Importance # 6:
A business letter functions
as a reference.
Why is a business letter a form of
reference?
It is a form of reference because
just in case a client refuses to
accept some issues discussed, the
business letter is a good reference
to prove him/her otherwise.
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People create their own success
by learning what they need to learn
and then by practicing it
until they become proficient at it.
PARTS
OF A
BUSINESS LETTER
Heading
(Letterhead)
Letterhead Contains:
 address of the sender
 all information about the address
of the sender
* written usually in four lines or more
EXAMPLE
COLLEGE of the HOLY SPIRIT of MANILA
163 E. Mendiola Street, San Miguel, Manila
Philippines, 1005
Tel. No. 7356021 Loc. 405
e-mail: [email protected]
Dateline
-It states the date
when the letter
was written
EXAMPLE
February 28, 2009
Inside Address
 address of the recipient
of the letter.
EXAMPLE
SR. FLORENCIA TUBAÑA, SSpS
Directress
College of the Holy Spirit of Tarlac
San Sebastian Village, Tarlac City
Philippines, 2300
Greeting
(Salutation)
a. it normally begins with the
word "Dear" and it always
uses the person's last
name.
b. the greeting in a business
letter always ends in a
colon.
Official Business Title for a woman,
married or single
Dear Ms. Suarez:
Official Business Title for a man,
married or single
Dear Mr. Maestro:
There are variations to the
religious people because their first
name are used as a greeting
following the word Dear.
EXAMPLES
Dear Sr. Florence:
Dear Fr. Angel:
The Body
The first paragraph of the
letter is the purpose for
writing the letter.
 The second paragraph is an
explanation to the first
paragraph.
 The third paragraph is
expressing what action will
happen after the receiver has
read the letter.
Greetings!
We, the members of the English Club, are offering our services to the
employees of our institution through a seminar / workshop entitled
“Effective Written Business Communication”.
(first paragraph expressing the purpose of the letter)
This training aims to develop the skills of the members of the English
Club in Public Speaking and the skills of the employees in Business
Letter Writing. (second paragraph explaining the first paragraph)
We have attached sheets of necessary information relevant to the
activity. We will visit you in your office to discuss, further, this proposal.
(third paragraph expressing the action expected after the letter has
been read by the receiver)
More power!
COMPLIMENTARY
CLOSE
 It is the short,
polite closing
It always ends with a
comma ( , )
Only the first letter of
the first word is
capitalized.
Accepted closing phrases are:
a. Respectfully yours,
b. Very truly yours,
c. Sincerely yours,
d.Truly yours,
Signature
a. Sender’s complete name
written mechanically (not
initials) with signature over
it.
b. Usually written four spaces
below the complimentary
close
EXAMPLE
Ashleymjavier
Ashley M. Javier
Courtesy Copies
(Carbon Copies)
receiving copy of the letter
where the recipient affixes his /
her signature indicating receipt
of the letter.
Attachment
or
Enclosure
needed documents for
special purposes that
the sender attaches to
or encloses in the letter.
EXAMPLE
MODULE 1
INTRODUCTION
A.
Definition of Business Letter
B.
Importance of Business letter
C.
Tips in Business Letter Writing
LECTURE
D.
Hand Written vs. Type Written
E.
Basic Formats
F.
Parts of a Letter
ACTIVITIES
Activity # 1 Briefing
Activity # 2 Question and Answer
Activity # 3 Group Work
Activity # 4 Assessment on the strength and
weaknesses in Business Letter Writing
SUMMARY
College of the Holy Spirit of Manila
163 E. Mendiola Street, San Miguel, Manila
Philippines, 1005
[email protected]
Heading
Dateline
Inside Address
Salutation
July 29, 2009
SR. MARIA LOURDES MENDIOLA, SSpS
Human Resource Development Officer
Dear Sr. Malou:
We, members of the English Club, are offering our services to the employees
of our institution through a seminar / workshop entitled “ Effective Written
Business Communication.”.
Body
Complimentary Close
Signature
Attachments
Copy Furnished
This training aims to develop the skills of the members of the English Club
in Public Speaking and the skills of the employees in Business Letter
Writing.
We have attached sheets of necessary information relevant to the activity.
We will visit you in your office to discuss further this proposal.
Respectfully yours,
danicalacayaguiflor
Danica Aguiflor
President of the English Club
Attachments / Enclosures (5)
Cc:_____________
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The art of art,
the glory of expression
and the sunshine
of the light of letters,
is simplicity.
-Walt Whitman
Basic Format
of Business Letter
Writing
Full Block
Block
Semi Block
Simplified
DETAILS
Full Block
Full Block
2 lines
2 lines
2 lines
2 lines
2 lines
3-4 lines
What to remember?
1. All lines are set flushed with the left margin
Ex.
2. No paragraphs are indented
Ex.
Block
Block
2 lines
2 lines
2 lines
2 lines
2 lines
3-4 lines
What to remember?
1. Date line is set flushed
with the right margin
Ex.
Date
2. Inside address, salutation, reference
lines and paragraphs are set flushed
with the left margin
Ex.
Inside address,
salutation,
reference lines
and paragraphs
3. Complimentary close and signature
line are aligned with the date
Ex.
Complimentary
close
Signature line
Semi Block
Semi Block
2 lines
2 lines
2 lines
2 lines
2 lines
3-4 lines
What to remember?
1. Date line is set flushed with the right
margin
Ex.
Date
2. Inside address, salutation, reference lines
and paragraphs are set flushed with the left
margin
Ex.
Inside address,
salutation,
reference lines
and paragraphs
3. Paragraphs are indented
Ex.
4. Complimentary close and signature line
are slightly to the right of the page’s center
Ex.
Complimentary
close
Signature line
Simplified
Simplified
6 lines
4 lines
3 lines
3 lines
4-5 lines
What to remember?
1. No salutation or complimentary address
X
X
2. All lines are set flushed with the left margin
Ex.
3.Date line is six lines below the letterhead
6 lines
4. Inside address is four or more lines below
the date line
4 lines
5. Subject line is typed in all caps, three lines
below the inside address and above the
body of the letter
SUBJECT
3 lines
3 lines
6. Writer’s name and title are typed in all
caps, four or five lines below the body of
the letter
Writer’s name
and title
4-5 lines
Sample Memo
To: All Staff Members
From: Heady the Head Honcho
Date: June 1, 2006
Re: New Memo Format Effective June 1 2008
In order to make interoffice communications easier,
please adhere to the following guidelines for writing
effective memos:
• Clearly state the purpose of the memo in
the subject line and in the first paragraph.
• Keep language professional, simple and
polite.
• Use short sentences.
• Use bullets if a lot of information is
conveyed.
• Proofread before sending.
• Address the memo to the person(s) who
will take action on the subject, and CC
those who need to know about the action.
• Attach additional information: don’t place
it in the body of the memo if possible.
Please put this format into practice immediately.
We appreciate your assistance in developing clear
communications. If you have any questions, please
don’t hesitate to call me. Thank you.
Thank You!
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“Sending a letter
is the best way
to go somewhere
without moving
anything but
your heart.”
Types
of
Business
Letters
Business-to-business Type
Business-to-client Type
Appreciation Letter
Congratulations
Letter of Recognition
Letter of Reference
Recommendation
Invitation letter
Letter of credit
Letter of interest
Donation letter
Termination letter
Business Memorandum
Welcome Letter
Apology Letter
Appreciation Letter
Collection Letter
Invoice Letter Template
Marketing Letter
Rejection Letter
Business-to-business types
are intended
for company to company communication.
Appreciation Letter
- a letter of gratitude and appreciation
for help extended,
or a good business deal.
Congratulations
- is a letter that praises the
recipient for a job well- done.
 Letter of Recognition
- a written statement of recognized
efforts similar to an appreciation
letter.
Letter of Reference
- is a character reference letter.
It is a letter building up the
character of a person to be
accepted in a job.
Recommendation
- is an endorsement letter to hire a
certain person.
Sympathy letter
- is a letter of condolences to a
person or family.
Invitation letter
- is a letter persuading a person or
a company to join an event or an
occasion.
Letter of credit
-is a way of endorsing a certain
business to be considered a credit
loan.
Letter of interest
- a reply to an invitation that
confirms presence on the
event/occasion.
Donation letter
- a letter asking for donations.
Termination letter
- signifies someone's desire to
leave a job permanently
 Business memorandum
- notices that are distributed to the
staff. They are reminders of company
activities, or imminent changes in the
company.
Welcome Letter
- welcomes the client and thanking
him for choosing the company.
Letter of Appreciation
- thanks the client for having
business with the company.
Apology Letter
- asks the client for
reconsideration, and
apologizes for failing
to deliver.
Collection Letter
- notices outstanding
payments due.
Invoice Letter Template
- this is asking the clients to state the
invoice number of their transactions.
Letter of Invitation
- inviting a client to join
a certain gathering.
Marketing Letter
- is stating the newest products
that the company will provide
soon or is presently providing.
Letter of Acceptance
a)acceptance of business invitation
b)acceptance of delayed delivery
of ordered goods
a)acceptance of request for discount
Letter of Acknowledgement
a)acknowledgement of complaint
b)acknowledgement of order
c) acknowledgement of payment
Letter of Apology
a) apology for accounts error
b) apology for faulty goods
c) apology for unavailable goods
Letter of Complaints
a)complaint about faulty goods
b)complaint about delivery
of damaged goods
a) complaint about media features
Letter of Cancellations
a) cancellation of business event
b) cancellation of meeting
c) cancellation of order
Letter of Compliments
a) compliment about products
b) compliment about service
c)compliment to colleague
Letter of Condolences
a)condolences on business closure
b)condolences on death of a colleague
c) condolences on illness
Letter of Confirmations
a)confirmation on agreement
b)confirmation of dispatch goods
c) Confirmation of a meeting agreement
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Activity # 1
WORKING
***BREAK TIME***
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Do’s & Don'ts
in
Letter Writing
Don't
write the name
of the addressee
in small letters
Wrong:
Mr. Ruel Espino
Improved:
MR. RUEL ESPINO
Don't
end your salutation
with a comma.
Dear Mr. Espino,
Dear Mr. Espino:
Don't
send generic letters.
Thank you for all the help you have
given me with my job search.
I
especially
appreciate
the
information you have provided me.
Your assistance has been invaluable
to me during this process.
Again, thank you so much. I greatly
appreciate your generosity.
Do
personalize your letter.
Thank you for all the help you for
helping me find a job in the College
of the Holy Spirit of Manila.
I appreciate the advice you have
provided. Your recommendation to
Sr. Maria Lourdes, Mendiola, SSpS
has been very helpful to me.
Again, thank you very much.
Don't
give long introductions
Since you sent us the
fund for our Family day
that we have received
last Tuesday, we would
like to express our most
sincerest gratitude.
We thank you for having
been our sponsor for
Family Day’09.
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Don't
be careless in using words
with negative tones.
By the way, the reason I’m
dashing off this quick note is to
follow up on your suggestion to
contact you about our new line of
connectors that can increase the
efficiency of your online PC
connections.
I’ve checked into our WhamJet
connector product as solution to
your online connectivity efficiency
problem we discussed at the
Mendiola Consortium meeting on
July 3rd. Enclosed are specs and
product info for review as you
requested.
Don't
fill up margins
with forgotten ideas
_________________
_________________
_________________
__________________
__________________
__________________
____________:
_______________________________________
_______________________________________
________.
_______________________________________
_______________________________________
_______________________________________
________.
__________________________________.
______________
______________
______________
Do
add an extra sheet
to the letter.
Don't
use lined paper
or half-sheet of paper.
Don't
refold the letter.
Be sure to fold it
correctly the first time.
Don't
end your letter passively.
My resume, which is
enclosed, contains additional
information on my experience
and skills.
Respectfully yours,
My resume, which is enclosed, contains
additional information on my experience and
skills.
Thank you for your time and
consideration. I look forward
to speaking with you about
this exciting opportunity.
Respectfully yours,
Don't
write anonymous letters
MR. RUEL ESPINO
HRD Officer
Espino Travel Agency
Dear Mr. Espino:
I, an employee of Espino Travel Agency,
would like to file a complaint against Mr.
_______ for having said malicious words
and doing violent acts against me for
this month.
MR. RUEL ESPINO
HRD Officer
Espino Travel Agency
Dear Mr. Espino:
I, an employee of Espino Travel Agency, would
like to file a complaint against Mr. _______ for
having said malicious words and doing violent
acts against me for this month.
Respectfully yours,
Louie Afable
Do
sign the letter in ink
Respectfully yours,
_Maria Makiling_
Maria Makiling
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Letter
of
Solicitation
One way of raising
funds/means in any
organization is through a
solicitation letter.
This is a letter that you send to offices,
extended family, current and past friends,
neighbors, old college roommates, your
favorite teacher from fourth grade and just
about anybody else
who comes to mind.
However, not all solicitation
letters are responded positively
and not all solicitation letters
guarantee good results. Hence,
there is a need for an effective
solicitation letter to reach the
desired goals.
1. The first thing to know is the
Purpose of the letter.
- this makes sure that you don’t digress
from the reason why you are
communicating with an organization or a
person in the first place and you can
write the content of the letter
accordingly.
2.Be sure to include your name of
organization, exact address with ZIP
code, and telephone number on the
letterhead.
Example :
College of the Holy Spirit of Manila
163 E. Mendiola St., San Miguel, Manila
Philippines, 1005
Tel # 735-60-21/22
3. There must be two spaces between
the Letterhead and the inside address.
EXAMPLE :
College of the Holy Spirit of Manila
163 E. Mendiola St., San Miguel, Manila
Philippines, 1005
Tel # 735-60-21/22
( 2 spaces)
September 14, 2009
( 2 spaces)
MR. JUAN DE LA CRUZ
Marketing Supervisor
Sterling Corporation, Inc.
Kamuning, Quezon City
Phillipines
4. The letter begins with a Salutation.
EXAMPLE:
Dear Mr. De la Cruz:
Dear Ms. Martinez:
5. Then we come to the important part of the
letter, The Body of the Letter.
First paragraph should introduce your purpose
(to solicit).
The second paragraph must summarize the activity
to be held and its benefit for in just a few
sentences.
And the third paragraph must include the means on
how the recipient of the letter can reach you.
6. The next aspect to consider
are Enclosures.
If you are attaching any documents along with
the letter, please mention that at the end of the
letter, after the Closing, in the format:
"Encl:" followed by the list of the documents.
7. Closing Remarks
In the Closing Remarks section, you
create a platform for further
interaction with statements such as
"Looking forward to hearing from
you", and "Please feel free to
contact us with any queries,
comments
or
suggestions“.
8. Closing of the Letter.
A simple, "Yours sincerely", or a
"Sincerely" should be followed by your
signature, name and designation.
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Oh Alma Mater Kind and Dear
We sing your praises
far and near
At home and school,
on land and sea
The thought of you
is dear to me
Oh CHS in joy we sing
Our hearts with love
to you we bring
Stand, stand for the CHS
for truth in love!
Stand, stand for the CHS
for truth in love!
Someday when far
from you we roam
Our thoughts will surely
travel home
And memories sweet
will be to me
Those dear old days
that used to be
Oh CHS in joy we sing
Our hearts with love
to you we bring
Stand, stand for the CHS
for truth in love!
Stand, stand for the CHS
for truth in love!
Your loyal children
Here we stand
With you we link our hearts and
hand
Beneath your banner here today
The pledge of loyalty
we pay
Oh CHS in joy we sing
Our hearts with love
to you we bring
Stand, stand for the CHS
for truth in love!
Stand, stand for the CHS
for truth in love!
Thank You!