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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.
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
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
1. Stationary
2. The Letterhead
The primary purpose of the business letterhead is to convey information
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