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I. Importance of Correct Business Stationary

The dress of a business letter make an important impression upon its recipient before he has read the first sentence

A.The paper for ordinary business letter should be of good quality.

B. The envelope should match the letter sheet in quality and color of the paper.

Presentation of the Letter Proper

1. Margins.

When the sheet does not bear a letterhead , the margins at the top and bottom should be approximately equal.

2. Spacing

It is standard practice to single space all letters , and to double space between paragraphs and other units

3. Closed and Open Punctuation .

The heading , inside address and signature may be punctuated in accordance with either the closed or open form

4. Forms of Indention

A. Indented Form

Each line of the heading and the inside address is uniformly indented either three or five spaces more than the line which precedes it

B. Purely Block Form.

All parts of the letter are begun flush with the lefthand margin of the page.

C. Block Form.

The lines of the heading and inside address are blocked and all paragraph beginnings are begun flush with the lefthand margin of the page.

D.Semi-block Form

Lines which begin new paragraphs should be uniformly indented either five or ten spaces.

E. Hanging or Overhanging Form

The heading inside address and signature conform with the block style and beginnings align wth the left-hand margin of the space

Essential Parts of the Letter

1. The Heading

A. It gives the complete address

B. It gives the date when the letter is written

Kinds of Heading

1. The modern heading

- contains the letterhead and the date

2. The conventional heading

- the first line should begin a little to the rigth of the vertical center of the page

2. The Inside Address

- contains the name and complete address of the individual or firm to whom the letter is written.

The following titles are used in business letters

1. Mr.

- a man who has no other title or unkown to the writer

2. Miss

- addressing four classes of women

1. unmarried women

2. women celebrities

3. women whose status cannot be determined

4. women divorcees.

3. Mrs.

- married women

4. Dr.

- only academic title that is used as a title of respect

5. Professor

- addressing a member of a college

6. Honorable

- adressing high government officials and ex high government officials

7. Reverend

- addressing a member of the clergy

8. Esquire

- equivalent of Mr. in American usage.

3. The Salutation

- is the greeting of the letter

Three Forms of Salutation

1. Two Singular

Most Formal and Impersonal

Men Woman

Sir : Madam:

My dear Sir: My der Madam

Dear Sir : Dear Madam:

2. One plural

- Gentlemen

- Mesdames or Ladies

- Ladies and Gentlement

4. The body of the letter

- consist of the actual message , which is presented between the salutation and the complimentary close.

5. Complimentary Close

- conventional farewell to the reader

6. The Signature

- to authenticate the statements that precede it by fixing the responsibility for them upon an organization

7. Miscellaneous Parts

A. Attention Line

- addressed to a firm may be directed to the desk of a particular individual means of an attention line

B. Subject Line

- a device used to indicate the subject with which the letter deals

C. Reference Line

- Special reference to filling numbers is sometimes desirable as a matter of convenience either to the addressee or to the writer himself

Official Usage

The President of the Philippines

Salutation : Sir:

Excellency : or Your Excellency

My dear Mr. President : or

To the President :

The Vice Presisdent of the Philippines

Salutation : Sir : or

My dear Mr. Vice President

President of the Senate

Salutation : Sir:

My dear Sir:

Dear Mr. Marcos ( informal)

Speaker of the House of Representatives

Salutation : Sir: or

My dear Sir : or

Dear Sir : or

My dear Mr. Speaker

Cabinet Officer

Salutation : Sir :

My dear Sir

Undersecretary

Salutation : Sir

Dear Sir

My dfear Mr. Undersecretary

Senator

Salutation : Dear Sir

My dear Senator

Representatives

Salutation: Dear Sir

My dear sir

My dear Congressman

Chief Justice of the Supreme Court

Salutation : Sir:

My dear Sir

My dear Mr. Chief Justice

Associate Justice of the Supreme Court

Salutation : My dear Mr. Justice

Judge of Court of First Instance

Salutation : Dear Sir :

Governor of a Province

Salutation : Sir

Dear Sir

Mayor of a City

Salutation : Sir :

Dear Sir :

My dear Mr. Mayor

Solicitor General

Salutation : Dear Sir

My dear Mr. Solicitor

The Commissioner of Civil Service

Salutation : Sir:

The Director of the Bureau of Education

Salutation: Sir

Dear Sir

Philippine Ambassador

Salutation : Sir

American Ambassador

Salutation: Sir:

Your Excellency

British Ambassador

Salutation: Excellency :

Sir:

French Ambassador

Salutation : Excellency:

Your Excellency :

Sir:

Pope

Salutation : Your Holiness

Most Holy Father

Archbishop

Salutation : Your Excellency :

Your Grace

Most Reverend Bishop

Bishop

Salutation : Most Reverend Bishop

Priest

Salutation : Dear Father

Dear Reverend Father

Member of a Sisterhood

Salutation : Dear Sister

My dear Sister

President of the University

Salutation : My Dear Sir

My Dear President

Rector of a College

Salutation : My dear Father Reardon

Dear President Reardon

Dear Reverend Father

Dean of a College

Salutation : My dear Dean

Dear Madam :

Professor of a University

Salutation: My dear Professor

Instructor

Salutation : My dear

Dear

The Form of the Modern Business Letter

$1.25

Tuesday, January 5 , 2016

Vol XCIII, No. 311

Subtitle

1. Stationary

2. The Letterhead

The primary purpose of the business letterhead is to convey information

Quotation 1

Member of the Papal Household

Salutation : The Right Reverend

Dear Monsignor

Mother Superior

Salutation : Reverend Mother :

My dear Reverend Mother

Reverend Mother Mary

Cardinal

Salutation : Your Eminence

Postmaster General

Salutation: Sir:

My dear Sir

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