The Parts of a Business Letter

The Parts of A Business The Parts of A Business LetterLetter

DAFO’S PET SHOP21 Gugo Street, Lima, Rizal

346-43-33/123-99-99

November 4,2012

Mrs. Lilia F. Tinio35 Vigan Street, Nova HillsMarikina, Rizal

Dear Mrs. Tinio:

Please refer to your bill dated October 15, 1997, to Dafo’s Pet Shop in the amount of Php900.00. Our records show our company did not deliver the questionable feeds chemicals which we are supposed to make adjustment for.

I shall appreciate your documenting the bill soon.

Very truly yours, Daffodil P. Sales Proprietor, Dafo’s Pet Shop

A normal business letter has eight parts. In the order of their appearance from top to bottom, these are Letterhead, Date Line, Inside Address, Salutation, Body, Closing or Complimentary Close , Signature Line, and Notations.

1. Letterhead-this part of letter gives the following principal information: full name, full address, telephone number, and the nature of the business of the company sending the letter. The secondary information are: names of one or more officers, telefax number, logo and corporate subsidaries

DAFO’S PET SHOP21 Gugo Street, Lima, Rizal

346-43-33/123-99-99 Letterhead November 4,2012

Mrs. Lilia F. Tinio35 Vigan Street, Nova HillsMarikina, Rizal

Dear Mrs. Tinio:

Please refer to your bill dated October 15, 1997, to Dafo’s Pet Shop in the amount of Php900.00. Our records show our company did not deliver the questionable feeds chemicals which we are supposed to make adjustment for.

I shall appreciate your documenting the bill soon.

Very truly yours, Daffodil P. Sales Proprietor, Dafo’s Pet Shop

2. Date Line-there are two standard ways of writing the date, the American way (May 2, 1999) and the British way (2 May 1996). More ways are used by the other business correspondents, but whatever style you choose, the usual procedure calls for one punctuation mark, the comma after the day, (July 4, 1997) and for the non-abbreviation of the name of the month.

DAFO’S PET SHOP21 Gugo Street, Lima, Rizal

346-43-33/123-99-99

November 4,2012

Mrs. Lilia F. Tinio Date Line35 Vigan Street, Nova HillsMarikina, Rizal

Dear Mrs. Tinio:

Please refer to your bill dated October 15, 1997, to Dafo’s Pet Shop in the amount of Php900.00. Our records show our company did not deliver the questionable feeds chemicals which we are supposed to make adjustment for.

I shall appreciate your documenting the bill soon.

Very truly yours, Daffodil P. Sales Proprietor, Dafo’s Pet Shop

3. Inside Address- normally, if this consists of three to four lines, the first line presents the name of the person or company and the individual or official corporate title of the like: Miss, Mrs., Atty., Dr., President and Manager.

Mrs. Lina G. Rabe, ManagerNova Enterprises45 Taft Avenue, Manila

Atty. Rey T. Reyla, PrsidentPasay Steel Corporation81 Session Road, Baguio City

DAFO’S PET SHOP21 Gugo Street, Lima, Rizal

346-43-33/123-99-99

November 4,2012

Mrs. Lilia F. Tinio35 Vigan Street, Nova Hills Inside AddressMarikina, Rizal

Dear Mrs. Tinio:

Please refer to your bill dated October 15, 1997, to Dafo’s Pet Shop in the amount of Php900.00. Our records show our company did not deliver the questionable feeds chemicals which we are supposed to make adjustment for.

I shall appreciate your documenting the bill soon.

Very truly yours, Daffodil P. Sales Proprietor, Dafo’s Pet Shop

The following are some reminders on the proper way of the writing titles:

1. Address an individual the way he usually signs his name.

2. Avoid abbreviating Christian names, corporation, company, and official positions or ranks, like: Sergeant, Treasurer, Secretary, Sales Manager, Director, etc.

3. You may abbreviate titles like Honorable, Reverend, Professor. But in the formal letters, it is preferable to write these in full.

4. Include the article “The” before the company name, if it is naturally a part of the name like – the Dean’s Café or The Manilenan Ladies Circle.

5. Write the titles-Honorable, Reverend in the full article The precedes them, like The Reverend Jose P. Gomez, not The Rev. Jose P. Gomez.

6. Use the titles Honorable, Reverend, Professor and Superintendent before full names, not before the last name, like: Professor Juliet J. Sales, Honorable Orly D. Pecson, not Professor Ramos, Honorable Daza.

7.Use small letters in writing the article The in “the Reverend Lino H. Peterno” or “the Honorable Nestor G. Torres” if the article is preceded by the other words in the sentence, such as – Everybody stood up to greet the Honorable Jose P. Laurel.

4. Salutation or Greeting- Since its purpose is to cheer up or greet the addressee with the use of positive words like Dear, Dearest, My Dear, it is also called the Greeting.

- The most formal salutations for top ranking officials are Sir and Madam.

DAFO’S PET SHOP21 Gugo Street, Lima, Rizal

346-43-33/123-99-99

November 4,2012

Mrs. Lilia F. Tinio35 Vigan Street, Nova HillsMarikina, Rizal

Dear Mrs. Tinio: Salutation or Greeting

Please refer to your bill dated October 15, 1997, to Dafo’s Pet Shop in the amount of Php900.00. Our records show our company did not deliver the questionable feeds chemicals which we are supposed to make adjustment for.

I shall appreciate your documenting the bill soon.

Very truly yours, Daffodil P. Sales Proprietor, Dafo’s Pet Shop

5. Body- It is in this part where may convey all the messages you want your reader to understand. Of course, to do this, you have to apply the 8 C’s of a letter.

DAFO’S PET SHOP21 Gugo Street, Lima, Rizal

346-43-33/123-99-99

November 4,2012

Mrs. Lilia F. Tinio35 Vigan Street, Nova HillsMarikina, Rizal Body

Dear Mrs. Tinio:

Please refer to your bill dated October 15, 1997, to Dafo’s Pet Shop in the amount of Php900.00. Our records show our company did not deliver the questionable feeds chemicals which we are supposed to make adjustment for.

I shall appreciate your documenting the bill soon.

Very truly yours, Daffodil P. Sales Proprietor, Dafo’s Pet Shop

6. Closing or Complimentary Close- Unlike the Salutation that uses two punctuation marks, comma and colon, The Closing uses only one mark, the comma.

- if the closing is of several words, only the first word should be capitalized.

- The choosing of a Complimentary Close also considers the degree of formality.

Below are some of the most commonly used closings that range from formal to informal:

• Very respectfully yours,• Respectfully yours,• Very truly yours,• Sincerely yours,• Cordially yours,• Best wishes,• Kindest regards,

DAFO’S PET SHOP21 Gugo Street, Lima, Rizal

346-43-33/123-99-99

November 4,2012

Mrs. Lilia F. Tinio35 Vigan Street, Nova HillsMarikina, Rizal

Dear Mrs. Tinio:

Please refer to your bill dated October 15, 1997, to Dafo’s Pet Shop in the amount of Php900.00. Our records show our company did not deliver the questionable feeds chemicals which we are supposed to make adjustment for.

I shall appreciate your documenting the bill soon.

Closing Very truly yours, Daffodil P. Sales Proprietor, Dafo’s Pet Shop

7. Signature Line- In business letters, two signatures are needed – the printed and the penned signature.

DAFO’S PET SHOP21 Gugo Street, Lima, Rizal

346-43-33/123-99-99

November 4,2012

Mrs. Lilia F. Tinio35 Vigan Street, Nova HillsMarikina, Rizal

Dear Mrs. Tinio:

Please refer to your bill dated October 15, 1997, to Dafo’s Pet Shop in the amount of Php900.00. Our records show our company did not deliver the questionable feeds chemicals which we are supposed to make adjustment for.

I shall appreciate your documenting the bill soon.

Very truly yours, Signature Line Daffodil P. Sales Proprietor, Dafo’s Pet Shop

8. Notations- a system or graphic symbols for a specialized use, other than ordinary writing.

- the act of noting , marking, or setting down in writing

DAFO’S PET SHOP21 Gugo Street, Lima, Rizal

346-43-33/123-99-99

November 4,2012

Mrs. Lilia F. Tinio35 Vigan Street, Nova HillsMarikina, Rizal

Dear Mrs. Tinio:

Please refer to your bill dated October 15, 1997, to Dafo’s Pet Shop in the amount of Php900.00. Our records show our company did not deliver the questionable feeds chemicals which we are supposed to make adjustment for.

I shall appreciate your documenting the bill soon.

Very truly yours, Notations

Daffodil P. Sales Proprietor, Dafo’s Pet ShopST : BL

THANK YOU FOR THANK YOU FOR LISTENING !! LISTENING !!