INTRODUCTION o A Business Letter is a letter written in formal language; o The overall style of letter will depend on the relationship

between the parties concerned; o A business letter is a must-organized and should be as short as possible with accurate and direct information. o A business letter is not the place to try out fancy or experimental writing styles (According to a hand-out from George Mason University Writing Center) CHARACTERISTICS OF A BUSINESS LETTER A good business letter should be: o Brief (it should be limited to 1 single-spaced typewritten page) o Straightforward (it is often judged on small but important things) o Polite (it should be a respectful letter) REASONS TO WRITE A BUSINESS LETTER 1. To request direct information or action from another party 2. To order supplies from a supplier 3. To identify a mistake that was committed 4. To reply directly to a request 5. To apologize for a wrong or simply to convey goodwill According to Mr. Kenneth Beare, 2003; There are 8 reasons why you are writing a business letter (AICICIAA): 1. To apply (A) 2. To inquire (I) 3. To confirm (C) 4. To invite (I) 5. To comment on (C) 6. To inform (I) 7. To request for (A) 8. To apologize for (A) EXAMPLES: I am writing to inquire about the position posted in your official website. I am writing to confirm the shipment details on my product order # 123. I am writing to apologize for the difficulties you experienced last week at our branch. Etc. GENERAL FORMAT According to the book of Business Communication: Process and Product Third Brief Canadian Edition by Guffrey, Rhodes and Rogin, 2010 There are 2 main styles of business letter: 1. Full block style (All Elements are aligned on the left margin) 2. Modified block style (Some elements are indented to the right margin) o In terms of Margin Left and right are 1 inch (approx. 2.5cm) Top and bottom are 1 inch (approx. 2.5cm) o In terms of Font Formatting No special character or font formatting is used, except for the subject line, which is underlined o In terms of Punctuation There is only 1 special used character, the comma, which is used in SALUTATION and in VALEDICTION 4 MAJOR FORMATS OF BUSINESS LETTER o Block Format (Full Block Format) All text is aligned on left margin Paragraphs are not indented, usually separated by double or triple spacing o Semi-Block Format All text is aligned on left margin Paragraphs are indented o Modified Block Format (Block Format) All text is aligned on left margin; except for heading, date and closing (indented on same position) Paragraphs are not indented o Modified Semi-Block Format (Traditional Format) All text is aligned on left margin; except for heading, date, and closing (indented on same position) Paragraphs are indented

COMPONENTS OF BUSINESS LETTER

o Return Address Senders name and address (contact details are optional) Date (Double-space from previous) Inside Address (Double-space from previous) Recipients name (w/o prefix), recipients title, company name and address Salutation (Double-space from previous) Dear (recipients name w/ prefix) w/ comma Use Sir/Madam or simply Sir/Madam in case you dont know that recipients name Body/Content (Double-space from previous) (Single-space between paragraphs) Valediction/Closing (Double-space from previous) Sincerely yours, Respectfully yours, Regards, etc., w/ comma Signature over senders name Senders name Senders title or position Abbreviation Only 1 abbreviation should appear on a line; Use the following to do such: Cc:Persons name If you send a copy of letter to someone other than the person addressed Enc./Enclosure: #/Filename If you enclose something with the letter, write the number of files or the filename for specification SD/jr If someone else types it, put the writers initials in CAPITAL and typists initial in LOWERCASE

Samuel T. Dichoso 363 P. Casal Street, Quiapo, Manila 1001 +639079627403/(02)358-1741 ARCHO_sammie10@hotmail.ph

July 13, 2011

Ar. Miguel D. Guerrero, uap, piep, fuap President, United Architects of the Philippines National Chapter 53 Scout Rallos Street, Diliman, Quezon City

Dear Ar.Guerrero,

Please allow this letter to introduce you to the United Architects of the Philippines Student Auxiliary TIPM Chapter regarding our incoming event Architectural Exposition for which we are seeking your support. The major objective of our program is to aware our students about the different architectural products and technologies, building materials, companies exposure thru brochures, gaining knowledge about different systems and methods of building construction and the like. Several experts, real estate company marketing assistants and supervisors, contractors, architects and engineers in all fields will be gathering for them to aware people in our whole department to teach and make way to give them enough knowledge about what they are marketing. The event would be held on September 20, 2011 at the Technological Institute of the Philippines Congregating Area. Your generous sponsorship would be highlighted in announcements to the department, during the introduction of the event itself and in an article about the event to be published in our official school newspaper. You and any other representatives of the UAP National Chapter would be most welcome to attend so that we could thank you personally for your support. The estimated audience of 300 would benefit tremendously from your generosity. The cost to sponsor the educational program would be PHP20,000.00. I would be most appreciative of a telephone call to let me know of your interest. My contact details are above mentioned. Im looking forward to your immediate response from you. Thank you very much for considering this request.

Respectfully yours,

Samuel T. Dichoso Former President, UAPSA TIPM Chapter

Noted by:

Ar. Sylvester Shaun D. Seo, uap, piep Chapter Adviser 1112, UAPSA TIPM Chapter

Ar. Leodegario V. Manuel ,Jr., uap, piep Chairman, TIPM Department of Architecture Enc.: Sponsorship Contract Detailed Financial Feasibility Sponsorship Package (Sample Request Letter for Sponsorship by Samuel Dichoso)