STRUCTURE OF LETTERS

AND DOCUMENTS
OBJECTIVES:
Through this chapter, you should be able to:

1. Lay-out the generally accepted format of documents and letters

based on reason
2. Indicate the necessary parts of the letter
3. Display the correct forms of addresses, titles, and designations in the
letter
4. Master the meaning, functions and role of the various parts of a
document
 LETTER
• Refers to a message in writing, which may be
in any language or in code, contained in a
sealed or unsealed envelope or not in an
envelope at all, of such physical dimensions
and weights allowed by the corporation or by
the government, and instead for delivery to a
person or entity displayed legibly on one of its
faces (RA 7354).
 PARTS OF THE LETTER
1. Heading (Letterhead)
A part that contains the name of the institution represented by
the writer. The corporate name and business address appear
on this part.
2. Date (Dateline)
It specifies the day when the letter was written, not when the
document was dispatched.
3. Inside Address
Typically refers to the recipient's address on a formal business
letter. It is the address block where you include the name, title
(if applicable), company or organization name, and mailing
address of the person or entity to whom you are sending the
letter. This information is usually positioned at the top of the
letter, aligned to the left-hand side.
PARTS OF THE LETTER
4. Salutation
The greetings of the letter that provides a courteous opening.
5. Body of the Letter
It embodies the text of the message, usually the longest part of the letter.
6. Complimentary Close
The farewell part of the letter which signals the ending of the message.
The best complimentary closing are:
-Very truly yours
-Very sincerely yours
-Very respectfully yours
7. Subject Line
It states the topic that is further spelled out in the body of the letter. Re (in reference
to) is used for follow-up or reiteration of previous memorandum. But subject is
generally preferred.
Illustration of Subject line
SUBJECT: Submission of Monthly report
8. Attention Line
This part of the follows the inside address. The name mentioned
immediately after the attention line is the final receiver of the letter.
9. Reference Initial
It is an acronym, initial or code of all or any of the writer,
dictator or encoder of the letter. Typically refers to the initials of the person
who typed or prepared the letter, especially if it wasn't the same person
who signed it. This is a common practice in business or formal
correspondence to indicate who was responsible for the physical
preparation of the letter.

The reference initial is usually placed in the bottom left-hand

corner of the letter, below the signature of the person who wrote the
letter. It's a way of providing additional information about the letter's
production process and ensuring accountability for its content.

Keep in mind that practices for formatting and including

reference initials can vary depending on specific organizational
preferences or regional customs. If you're uncertain about whether or not
to include a reference initial in a particular context, it's always a good
idea to check with your organization's style guide or consult with
colleagues or superiors.
For example, if a secretary or administrative assistant types a letter on behalf of a
manager, they might include their initials at the bottom of the letter to indicate
that they were the one who physically prepared it. This is especially useful when
there are multiple people involved in the process of drafting and sending a letter.
10. Copy Furnish Notation
A "copy furnish notation" in a letter,
formerly also known as a "cc" notation, is a
way to indicate that copies of the letter
have been sent to additional recipients
beyond the primary addressee. This
notation is used to inform the primary
recipient that others have also received a
copy of the letter for their information.

At present, a copy furnished

notation ( cf: ) may be used as
technology in the office offers affordable
original replication by machine.

The notation typically takes the

form of "cc:" followed by the names or
titles of the individuals or entities who will
receive copies. For example:
11. Enclosure (or Inclosure)
Refers to any additional documents or
materials that are included with the letter. These
can be anything from reports, forms,
photographs, brochures, or any other items that
are relevant to the content of the letter.

When you mention an enclosure in a

letter, it's important to make it clear to the
recipient that there are additional materials
included. This is typically done by adding a
notation at the end of the letter, often
abbreviated as "Enc." or "Encl.," followed by a
brief description of what is enclosed. For
example:

This informs the recipient to look for and

review the attached document(s) along with the
letter.

Enclosures are often used in business or

formal correspondence to provide supporting
information, evidence, or context for the main
content of the letter. It's a way to ensure that all
relevant materials are received and considered
by the recipient.
12. Postscript (PS Notation)
This part of the letter must be indicated to re-emphasize an important message
and not to call attention to some information the writer has forgotten to state in the
body of the letter.
13. Through Line
This part appears in the letter if the sender is a subordinate who writes to a
person higher in position than his immediate superior. It is a protocol that
communication should pass through channels. These channels represent the hierarchy
of a system, the persons who should have knowledge regarding the content of any
letter communicated to any persons in the higher levels of organization.
14. Addressee Line (“To” Line)
In memorandum, this part states the person whom the communication is
addressed, similar to the inside address in a letter.
15. Sender Line (“From” Line)
It contains the position only of the person who issued the
memorandum as shown above. The name only of the sender
appears after the body.

16. Notation Line

It is indicated below the signature block which means that the
instrument is made known or consented by a person higher in rank
than the sender. The word NOTED means that the person who
should note the letter noted it personally. NOTED BY means that the
letter is noted by a person who is authorized to note but not the
actual person who should note it.
15. Sender Line (“From” Line)
It contains the position only of the person who issued the
memorandum as shown above. The name only of the sender
appears after the body.

16. Notation Line

It is indicated below the signature block which means that the
instrument is made known or consented by a person higher in rank
than the sender. The word NOTED means that the person who
should note the letter noted it personally. NOTED BY means that the
letter is noted by a person who is authorized to note but not the
actual person who should note it.
FORMAT OF A LETTER
EMPLOYMENT INSTRUMENTS
CURRICULUM VITAE, PERSONAL DATA SHEET, APPLICATION
LETTER, RESIGNATION LETTER, LETTER OF RESERVATION, LETTER
OF CONFIRMATION, AND COLLECTION LETTER,
EMPLOYMENT INSTRUMENTS
CURRICULUM VITAE – it is a Latin phrase for “course of life”
and is commonly called resume or bio-data. It is a list of
significant personal details, employment, skills and
experiences that should contain everything relevant to job
hunting.

The devised curriculum vitae hereafter is a self-prepared

personal information sheet containing facts about the
owner. Its content may vary depending on the richness of
exposure or caliber of the owner.
EMPLOYMENT INSTRUMENTS
EMPLOYMENT INSTRUMENTS
EMPLOYMENT INSTRUMENTS
Application Letter – is an instrument written by a
person purposely to seek for a job or promotion. The
letter may be either solicited or unsolicited.

Solicited application letter respond to a bulletin or

advertisement and unsolicited supplication letter
just takes a chance if ever there is an opening.

Note: We should avoid sending applications if we

are not sure that a job vacancy exists, otherwise
your letter will be kept in the file only.
EMPLOYMENT INSTRUMENTS
A comprehensive application letter containing the
most important personal details. It contains four
paragraphs:

Paragraph 1 – contains your intention to apply. It is

stated briefly.

Paragraph 2 – tells your essential background such

as education, course, honors, experience, eligibility
and further education and training.
EMPLOYMENT INSTRUMENTS
Paragraph 3 – states with anticipation that the
applicant will be given chance to speak for himself
before the employer. This application letter may be
sent with or without personal data sheet.
EMPLOYMENT INSTRUMENTS
Paragraph 3 – states with anticipation that the
applicant will be given chance to speak for himself
before the employer. This application letter may be
sent with or without personal data sheet.
EMPLOYMENT INSTRUMENTS
Resignation letter – states the voluntary or
involuntary separation of an appointee from his
employment due to a various reasons. The
resignation may be triggered by dissatisfaction in
the present company or may be it may brought
about by a better employment opportunity
somewhere.

Thus, the resignation letter shall contain your

appreciations and the best reason for you to move
out. Even if you will resign, you may keep an open
communication with that company.
EMPLOYMENT INSTRUMENTS
EMPLOYMENT INSTRUMENTS
Letter of Reservation - A letter of
reservation is a formal document or
written communication used to secure
or hold a particular item, service, or
reservation for a specified period of
time. It is commonly used in various
contexts, such as hotel bookings, event
planning, transportation arrangements,
and even for reserving a table at a
restaurant.
EMPLOYMENT INSTRUMENTS
The letter typically includes
important details like the name of
the person making the reservation,
contact information, the date and
time of the reservation, any specific
requests or preferences, and
sometimes payment information or
a deposit if required.
EMPLOYMENT INSTRUMENTS
EMPLOYMENT INSTRUMENTS

A letter of confirmation - is a formal

written document that verifies or
acknowledges a previously agreed-
upon arrangement, agreement, or
transaction. It serves as a
confirmation of the details
discussed or agreed upon between
two parties.
EMPLOYMENT INSTRUMENTS
EMPLOYMENT INSTRUMENTS
A collection letter - is a formal
written communication sent by a
creditor or a collection agency to a
debtor who has not paid a debt as
agreed upon. Its primary purpose is
to request payment of the
outstanding amount and to inform
the debtor about the
consequences of non-payment.
EMPLOYMENT INSTRUMENTS
Collection letters are typically part
of the debt collection process,
which may involve a series of
escalating communications if the
debt remains unpaid. These letters
serve as a documented record of
the attempts made to collect the
debt.
EMPLOYMENT INSTRUMENTS
COMMUNICATION THROUGH
VOICE, ELECTRONIC, AND
WRITTEN MESSAGES
ELECTRONIC BUSINESS COMMUNICATION

Communicating Electronically – E-mail Messages and Web

Writing
OBJECTIVES:
Through this chapter you should be able to:

1. Appreciate the advantages of transforming a traditional office into an

electronic office
2. Enhance you capability in the use of communication technology for
expeditious and accurate business transactions
3. Choose the most effective means of communication that is compatible with
other parties
4. Conduct teleconferences with capability of the organization
5. Know the latest communication technology that shall be acquired by an
advanced office
THE ELECTRONIC OFFICE
is an information technology equipped workplace that is able to communicate
through voice, image, text, and to other operations.

ELECTRONIC COMMERCE/ELECTRONIC BUSINESS

is a business form in which commercial transaction take place through the use of advanced
technology including special telecommunications and computer mediations.

- In fact the electronic commerce law (RA 8792) mentions

that the government recognizes the vital role of
information and communications technology (ICT) in
nation building;
- The need to create an information-friendly environment
which supports and ensures the availability, diversity,
and affordability of ICT products and services;
- the primary responsibility of the private sector in
contributing investments and services in ICT;

- the need to develop, with appropriate training

programs and institutional policy changes, human
resources for the information age, a labor force
skilled in the use of ICT and population capable of
operating and utilizing electronic appliances and
computers, its obligation to facilitate the transfer
and promotion of technology, to ensure network
security, connectivity and neutrality of technology
for the national benefit;
- And the information infrastructures,
comprising in both communications
network and strategic information
services, including their interconnection
to the global information networks, with
the necessary and appropriate legal,
financial, diplomatic, and technical
framework, systems and facilities.
TECHNOLOGIES IN BUSINESS
COMMUNICATION
COMPUTER
- It is a device that consists three major parts like the
keyboard, central processing unit and the monitor.
- Evolves as a universal communication device that
maybe used for storage of data, receiving and
transmitting of information in any place in the
technologically equipped world.
- (RA 8792) refers to any device or apparatus singly or
interconnected which, by electronic,
electromechanical optical and/or magnetic
impulse, or other means with the same function.
 TELEPHONE
- Invented by Alexander Graham Bell, a teacher of
elocution and a student of the physics of sound,
allows to use both wire line and wireless methods to
deliver voice communications between people.
- Is an instrument that enables a communicator to
talk with another who is practically at some distance
away.
- A telephone converts some waves into electric
signals and transmits them to another unit that then
reconverts them into their original form.
 TELEVISION
- Is a modern convenient public broadcasting medium which combines both sounds and
pictures.

FACSIMILE MACHINE
- Popularly known as FAX is a type of copier that scans a
document, converts the information into impulses, and
sends the impulses by telephone to a facsimile receiver.

FACSIMILE TRANSMISSION REQUIRES BASIC STEPS

1. The original document is fed in a cylinder or on a
platen of the facsimile machine.
2. The receiving unit converts the electronic message to
its original form.
3. A printing component produces a replica, an exact
copy, or facsimile, of the received document.
REPROGRAPHICS
- Is the process of replicating
copies of correspondence,
forms, reports, information
materials and other
documents.
- Latest technology in
replicating quality copies
the fastest way is the
risographic machine which
performs a job that needs
to do large volume of
printing.
 ELECTRONIC TRANSMISSION
INTERNET
- It enables people in various people of the world to send and to receive information, to
transact business including shopping, paying bills, and on line banking.

ELECTRONIC MAIL
- Or e-mail allows one computer user to send a message to one or more other computer users
over a computer network in a digital form.
VOICE MAIL
-It is a system for receiving and storing voice messages at a telephone address.
This enables the oral messages to be heard by the receiving party whenever he
or she opens the mail.

TEXT MESSAGES
- This is a system of sending digital messages in limited characters via cellular phone from
one unit to another units. The probability of handling wireless phones and affordability of
sending text messages allow the increased shifting of users to such style of message
transmission.

TELECONFERENCING
- Is the virtual assembly through the use of technology between several people who are
physically present at various locations. It reduces risks, travel cost, and interaction time.
Hence, materials for the meeting should be prepared in advance.
THREE FORMS OF TELECONFERENCING
AUDIO CONFERENCE this uses telephones as instruments.
–
Through this the participants communicate trough the “conference call”. It
also enables three or more people who are connected at one time to talk
and hear each other. This situation allows limited number of participants.

VIDEO CONFERENCE – this

is the most expensive but most exciting
innovation in teleconferencing. It uses televisions as main instruments. This is a
live meeting of distant participants in various locations using television screens.

COMPUTER CONFERENCE – it uses computer unit as instruments. It

also involves the conduct of conference activities through the computer terminals.
Participants in various places do not need to be present collectively at the same time during
interaction.