Technical Writing
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The previous activity given to you was to evaluate and revise the sample business
letter putting into context and consideration the do’s and don’t’s of business writing.
You were guided by the flow of the letter presented to you but at some point, some
were still clueless as to what went wrong with the letter and if there was even a need to
revise it. Considering the grammar, the approach, the language use, and the flow in
general, it must be obvious that there really is a need to ‘overhaul’ the letter.
This time, let us broaden our perspective on business letter and in a way, let us be
refreshed about the different styles of writing which you have probably learned back in
your early education.
Study the topics--- the styles and types of business letters--- and study the different
samples included.
Business Letters Punctuations and Styles
Punctuations Used in Business Letters
There are three ways on how to punctuate our business letters. These are Open
Punctuation, Standard Punctuation, and Mixed Punctuation.
1. Open Punctuation- In writing a business letter, open punctuation does not include any
punctuation after any part of the letter except the body of the letter or the message.
2. Standard Punctuation- This is the most common style of punctuating a business letter
which includes punctuation on salutation and complimentary close only. The punctuation
on salutation is colon while on complimentary close, it’s comma.
3. Mixed Punctuation- This uses comma (British Style) or colon (American Style) after
the salutation and comma after the complimentary close.
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Business Letter Styles
1. Full Block Style
In this style, some make use of Open Punctuation and some do not. All parts of this
business letter start at the left margin.
________________________________
________________________________
________________________________ Header
________________________________ (Dateline)
________________________________
________________________________
________________________________ Inside Address
________________________________: Salutation
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________.
Body
_______________________________________________________________________________________
_______________________________________________________________________________________
2. Modified Block Style- This style places the inside address and all the paragraphs at
_______________________________.
the left hand margin while the heading, dateline, and complimentary close start at the
middle part of the paper or #3 on the top ruler of MS Word going to the right margin.
_______________________________, Complimentary Close
_______________________________ Signature Line
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2. Modified Block Style
This style places the inside address and all paragraphs at the left had margin while
the heading, dateline, and complimentary close start at the middle part of the paper or #3
on the top ruler of MS Word going to the right margin.
_______________________________ Heading
_______________________________ or Return Address
_______________________________
________________________________ (Dateline)
________________________________
________________________________
________________________________ Inside Address
________________________________: Salutation
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________.
Body
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________.
_______________________________, Complimentary Close
_______________________________ Signature Line
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3. Semi- Block Style
This style is like the Block Style however it follows the rule of indention to
its paragraph. This style also makes use of standard punctuation.
_______________________________ Heading
_______________________________ or Return Address
_______________________________
________________________________ (Dateline)
________________________________
________________________________
________________________________ Inside Address
________________________________: Salutation
__________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________.
Body
__________________________________________________________________________
_______________________________________________________________________________________
_______________________________.
_______________________________, Complimentary Close
________________________________ Signature Line
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4. Simplified Style
This style is similar to Full Block Style, beginning all parts of the letter at the left
margin. However, the heading is placed at the center upper part of the letter. The
simplified style business letter has a subject line. Simplified-style business letters contain
fewer elements as the full-block and semi-block letters. This format includes a subject line
but omits the salutation and signature. This style is used when you write a letter and you
do not know the name and title of the person to whom you are writing the letter.
_______________________________ Heading
_______________________________ or Return Address
_______________________________
________________________________ (Dateline)
________________________________
________________________________
________________________________ Inside Address (You may only use the title such as The Manager or
To Whom It May Concern)
________________________________ Subject Line (For example, this is about Announcement on Face-
to-Face Classes--- this is your subject)
__________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________.
Body
__________________________________________________________________________
_______________________________________________________________________________________
_______________________________.
________________________________ Signature Line
Notice that there is no complimentary close, no Salutation. This style tends to break the utmost formality
of a letter as illustrated in the three previous styles.
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5. Indented Style
This style makes use of indentions which has uneven number of spaces in
the various elements of the letter. Nowadays, this style is rarely used because of its
complexity of arranging the different elements of the letter.
__________________________________ Heading
___________________________ or Return Address
_____________________
____________________________ (Dateline)
________________________________
________________________________
________________________________ Inside Address
________________________________: Salutation
__________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________.
Body
__________________________________________________________________________
_______________________________________________________________________________________
_______________________________.
_______________________________, Complimentary Close
________________________________ Signature Line
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6. Hanging- Indented Style
This style is another unique style of writing a business letter. The first line of
each paragraph is aligned with the inside address and salutation flushed at the left. The
lines succeeding the first line are indented five spaces It usually uses standard
punctuation.
_______________________________ Heading
__________________________ or Return Address
___________________
_____________________________ (Dateline)
________________________________
________________________________
________________________________ Inside Address
________________________________: Salutation
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_______________________________.
Body
_________________________________________________________________________________
_________________________________________________________________________________
_______________________________.
_______________________________, Complimentary Close
________________________________ Signature Line
Technical Writing
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Finals 1
Types of Business Letters
There are different types of business letters that are commonly used in the
corporate world. They differ in purpose, style, and nature. Some business letters transmit
good news while some transmit bad news. Moreover, some letters of interest to the reader
which do not affect the emotion and feeling of the reader are called routine letters.
Writing Good vs Bad- News Business Letters
If the business letter directly affects and stirs the emotions and feelings of the
reader, it is either a good or bad news business letter. If you are writing a letter promoting
someone from your employee in the company, if you are recommending a team in your
corporation for beating the monthly sales, you are most likely writing a good-news letter.
The good news business letter is light in mood expressing pleasant information.
Unfortunately, there will be times wherein you will be required to write bad-news
business letters. If you writing a letter rejecting a job applicant, if you are writing a thank-
you letter for an employee, or worst, writing a letter to fire an employee, you are writing a
bad-news business letter.
No matter what type of letter you are writing, no matter how good or bad the letter
is, always make sure to be professional in writing the business letter. Mind over matter is
the rule of the game.
These are the common types of business letters:
1. Application Letter- this is sometimes called cover letter. This is composed
persuasively whenever you are applying for your target job. This letter is usually
accompanied by your resume for additional information of your experiences and skills.
In writing your application letter, you may follow this format:
First paragraph: Determine the reason/s why you are applying for the job. Mention if the job is solicited or
unsolicited.
Second paragraph: Explain why you deserve the job without being too boastful. You may support it by
citing your qualifications.
Last Paragraph: Even if you think you are hired or not, thank the hiring personnel.
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Resume
There are three styles of resume:
a. Chronological Resume focuses on the employment history of the applicant.
This style is ideal for those who already have several work experiences showing steady
career growth.
b. Functional Resume focuses on skills rather than on employment history. This
style is ideal for those who are fresh graduates seeking their first job.
c. Combination Resume focuses on drawing the best features or strong points of
chronological and functional resume styles.
Resumes include the following elements:
Applicant’s Name
Address
Telephone number and email address
Job objectives
Education- This comes first if the style used is Chronological.
Work History- listed job by job, beginning with the most recent position
*For Functional style, the skills are highlighted rather than the work history.
2. Letter of Inquiry- this is a letter that asks for a particular information or assistance.
This type of business letter is direct and the last questions are constructed to get the
information straight-forwardedly.
In writing this, consider the following:
First Paragraph: Begin with the most important question or summarizing statement.
Second Paragraph: This part may contain the explanation or list of questions.
Third Paragraph: The ending should tell the reader what you want to be done and when.
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3. Letter of Reply or Response- this is written to a letter of inquiry which directly
answers all the inquiries regarding the company’s products or services. As part of
business as usual, most companies promptly reply to all the inquiries addressed to
them.
In writing a letter of response, you may consider this:
Acknowledge the inquiry by mentioning important details from the letter of inquiry you received.
Build goodwill and pave the way for future contacts by using a cordial or friendly tone.
Answer the questions fully and send prompt replies.
4. Letter of Request- this is commonly used everywhere. We daily use it in academe,
in industry, even in corporate world. The main purpose of this letter is to request for
something you need. You may consider the following:
First Paragraph: (Orientation) This is the introduction part where you begin with the details of
the event or any activity. The date, time, and venue should be also indicated.
Second Paragraph: (Information) In this part, you need to mention the requested materials or
equipment or even venue. You need to be very specific in this part.
Last Paragraph: (Action) Thank the person in charge to promote good will.
5. Letter of Order- this is one type of business letter which is written for the purpose of
purchasing items that are for sale.
An order letter according to Rosales et al. (2009) usually contains the following:
a. Name of the item ordered
b. Description of each item, giving size, style, finish, quality, material, weight, or whatever will
help in identifying the article wanted
c. catalog number of the item, if it is available
d. Quantity of each item wanted
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e. Price of each item and the total price of the order
f. Method of shipment desired by the buyer
g. Address where the goods are to be shipped or delivered
h. Date of shipment
i. Credit references, if payment is made from an account
j. Mode of payment
Samples: See the following samples of different types of business letters
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Sample Application Letter
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Sample Letter of Inquiry
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Sample Letter of Reply/ Response
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Sample Letter of Request
Reference: Rosales, M.et al. (2009). Technical Writing. Lorimar Publishing, Inc.
Technical Writing
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Tasks:
After knowing the different stylle sof business letters and the different types, please
answer/do the following:
I.
1. For you, which among the different business letter styles is the easiest to use? Why?
2. If you are going to implement one general format or style in your company, what will it
be and why?
(Answers to these questions (1&2) must be posted in the comment section of my post in
this task.
II. Do the following:
a. Suppose you want to apply in MonCAST as an instructor, write an Application Letter.
(Note: application letter only; do not include a resume yet as we will have another activity
on that after the topic about it is done)
b. You are the Student Organization President and your school will conduct a 3-day event
on leadership training which will cater 100 participants. You are asked by your moderator
to inquire about the possible venue where you will conduct the activity alongside the
different needs such as the food and accommodation of the participants and facilitators.
Write a letter of Inquiry to any establishment in your community where you would possibly
hold your event and entrust the food, accommodation, and other facilties in the course of
the training.
You may choose the style of letter you will employ.
