Is
being defined as a way
of communication through
the exchange of letters.
Rule # 1: Beginning a sentence with an
abbreviation should be avoided unless the
abbreviation represents a courtesy title.


Page 7 contains the summary of the report
Dr. Santos has arrived. Or Doctor Santos has
arrived.

x P. 7 contains the summary of the report
Rule # 2: Company names are not abbreviated unless
abbreviations comprise their official names:
a. Cruz and Company
b. Chua and Co., Inc.
Rule # 3: Latin words and phrases commonly
used in general writing are abbreviated.
a. i.e. (id est) that is
b. e.g. (exempli gratia) for example
c. viz. (videlicet/videl’sitl) namely, to
wit
d. etc. (etcetera) and others, and so forth
Rule # 4: Latitude and longitude are
abbreviated in tabular data, but are typed in
full in running texts.
a. la. 10 20’N or lat 10-20N (in a table)
b. from 10 20’ north latitude to 10 30’
south latitude (in a text)
Rule # 5 Laws and bylaws when first mentioned
are typed in full, however subsequent
references to them in a text may be
abbreviated.
a. Article 1, Section 1
b. Art.1 Sec. 1
Rule # 6: Personal names should not be
abbreviated. Unspaced initials of famous
persons are sometimes used in place of their
full names, but when initials are used with a
surname, they are spaced.
a. Jose P. Rizal
b. JPR or J.P.R. not J.P. Rizal
Rule # 7: Plurals of abbreviations may be formed
by additions of –s or –’s
a. CPAs, PhDs, PLM’s
b. Nos. 4 and 7, Figs. C and D
Rule # 8: Time when expressed in figures, the
abbreviations that follow may be set in
unspaced punctuated lowercase letters.
a. 7:30 a.m.
b. 7:30 A. M.
Rule # 9: Measures and weights may be
abbreviated in figure+unit combinatins,
however, if the numeral is written out, the
units must also be written out.
a. 7 cu ft or 15 cu. Ft.
b. seven cubic feet
Rule # 10: Honorable and Reverend when used
with The are typed out, but if used without
The, they may be abbreviated
a. The Reverend Carlo Paz
b. The Honorable Carlo Paz
c. Dear Hon. Carlo Paz:
d. To: Rev. Carlo Paz
Rule # 1: Ages are expressed in figures
a. the 10-day-old infant
b. a woman 65 years old
Rule # 2: Numbers that begin as sentence are
written out.
a. Fifty-five participants attended the
seminar
b. Twenty members voted affirmative
Rule # 3: When two numbers comprise one unit
or item, one of the numbers (usually the
first) should be expressed in words, and the
other should be expressed in figures; if
however, if the second number is shorter, it
may be expressed in words instead.
a. four 3-drawer files
b. fifteen 5-drawer files
c. 15 five-drawer files
Rule #4: figures are used express days and years
in business letter date lines and in running
texts.
a. February 14, 2012
x February 14th, 2012
b. the 4th of February, 2012
Rule # 5: Unspaced superscript numerals follow
footnoted text material including its
punctuation, superscript numerals followed by
one space
a. 2lbid., p. 161
1. Correctness
a. grammar
b. capitalization
c. use of punctuation marks
d. spelling
e. physical appearance
2. Conciseness
a. use single-word substitutes instead of phrases
whenever possible without changing the
meanings.
b. use only essential words to get the message
across the reader
c. omit which and what clauses whenever
possible
d. eliminate unnecessary prepositional phrases,
determiners and modifiers.
e. omit repetitive words
d. replace wordy conventional statements
3. Consideration – means preparing every
message with the message that the receivers
have in mind
a. focus on “you” instead of “I” and “we”
b. take an interest in the reader, show
how the reader will benefit.
c. emphasize positive, pleasant facts
4. Concreteness –using of words which form
sharp and clear meanings in the mind.
a. use specific facts and figures
b. put action into verbs
c. choose vivid, image-building words.
1.
2.
3.
You failed to
enclose your check
in the envelope
When you travel
on company
expense, you will
not receive
approval for first
class fare.
You are not eligible
for the discount.
1.
2.
3.
The check was not
enclosed.
When you travel
on company
expense, your
approval fare is for
economy class.
Members are
eligible for
discount. To
become a member,
please complete
and submit this
form.
1.
2.
Everyone had a
good time at the
conference
She’s a brain
1.
Ninety-four
percent of the
conference
participants had
a good time.
2.
Her grade-point
average was 1.50
5. Clarity – letters shouldn’t be open to varied or
multiple interpretations.
a. choose precise, concrete and familiar
words
b. construct effective sentences and
paragraphs
1. length
2. unity
3. coherence
4. emphasis
c. use parallel constructions
6. Courtesy
a. be sincerely tactful, thoughtful
and appreciative
b. use expressions that show respect
c. omit questionable humor
d. choose non discriminatory expressions
7. Completeness
1.
2.
The contract
should be signed
by Mr. Rivas on
the dotted line.
We trust this is
satisfactory, but
should you have
any further
questions, please
do not hesitate to
contact us.
1.
2.
The contract
should be signed
on the dotted
line by Mr. Rivas.
We hope that
you are happy
with this
arrangement but
if you have any
questions, please
contact us.
1. I am confident
that I am qualified
the position. If you
have convenient
time, please
contact me at this
number 421-0000.
I am willing to
discuss my
qualifications with
you.
1. Thank you for
taking the time to
read my letter. At
your convenient
time, you may
reach me at this
number. I am
more than willing
to have an
interview with
you.
Exercise # 2:
We are in the process of planning a moneyraising project in which the alumni of Makati
High School can participate to raise funds for
the school’s extracurricular activitys. A luncheon
is planned for the third saturday in February at
the century plaza hotel.
Do plan to attend this luncheon and bring your
wife, husband or friend. Tickets are reasonably
priced. Remember that the proceeds from this
luncheon will benefit your alma mater and the
students who are following in your footsteps.
Send in your reservation card today. Discounts
are available for those who wish to reserve a
full table.
Inside address
1.
If the letter is directed to a particular
person:
1. addressee’s courtesy title and full name
2. business title
3. address of business affiliation
4. geographical address
b. If the letter is addressed to an organization:
1. full name of the firm, company,
organization
2. individual department name
3. geographical address
a.
Mr. Noli de Castro
News Director
Radio Station ABS-CBN
4373 Pateros Street
Quezon City, 1234
Dr. Vanessa O. Pascual, Dean
School of Business and Finance
Siliman University
Dumaguete, 3029
ABS Corporation
Marketing Division
7341 Dominga Street
Pasay City, 4930
2. Date of the letter – usually typed in two ways:
a. (begin with day, no comma)
29 October 2009
b. (begin with the month, use a
comma )
October 29, 2009
3. Attention line –
a. if the writer wish to address an organization
but also to bring it to the particular person.
b. usually blocked flush with the left margin
c. it can be in center but not in Block and
Simplified format.
d. the word Attention is optional
e. the salutation beneath should be
“Gentlemen” or “Ladies and Gentlemen”
July 31, 2012
ABS Corporation
Marketing Department
1774 Dewey Boulevard
Pasay City, 8552
Attention Mr. Juan D. Cruz
Ladies and Gentlemen
4. Salutation – use a colon (:) for formal letters
use comma (,) sociable letters
ex. Dear Mr. Star:
Your Excellency
Dear Mr. and Mrs. Sison
Dear Dr. and Mrs Sison
Ladies or Mesdames ( all female
organization)
5. Body of the letter – should be one page in
length consisting of 3-4 paragraphs only.
1.
2.
Highly formalused in govt.,
diplomatic
Politely-neutral
3.
friendly and less
formal
4.
more friendly
and informal
British
5.
1. Respectfully yours
Respectfully
Very respectfully
2. Very truly yours
Yours truly
3. Most sincerely
Very sincerely
Sincerely yours
4. Cordially yours
Cordially
5. Yours faithfully
Yours sincerely
6. Complimentary Close / Closing – it is always
followed by a comma (,).
7. Signature block – printed name first then
your signature in between.
ex. Sandy Sulks
8. Enclosure (Encl.)– when you are enclosing
additional information like resume or
curriculum vitae
ex. Enclosures (2)
9. *Copies (cc:)– if you send copies of a letter
to others, indicate this fact at the end
notations
ex. cc: Mr. SpongeBob Squarepants, President
Exercise # 3
1. Dear Ms. Almendras,
2.
Sarah Basco
321 Rizal Avenue
Manila, 1234
3. 9/12/12
(begin at top margin)
# 29 Seattle Street
Cubao, Quezon City 1118
(four single spaces)
29 October 2009
(double space)
Mr. Patrick Star, Head
Human Resource Department
ABC Corporation
San Bartolome, Quezon City 1234
(double space)
Dear Mr. Star:
(double space)
It is best to keep an initial business letter
short. Business people are busy and do
not have time to read long letters! In a
one-page letter, you will usually only need
three or four paragraphs, single spaced.
Use a double space in between paragraphs
(double space)
(double space)
Sincerely,
(four single spaces)
[Signature]
(Ms) Sandy Sulks
(double space)
Enclosure
o Heading,
date and signature are
aligned on the right side of the
page
o Paragraphs are indented, with
one
space
dividing
each
paragraph
 All
text is aligned to the left margin except
for the author’s address, date and closing
 Paragraphs are indented
 Author's address, date and closing are
usually indented three inches from the left
margin or anywhere to the right of the
middle of the page as long as the three
elements are indented in the same
position.
 Best
used for interoffice correspondence.
 Date
( 4 spaces)
 To – name or column of names of those
people to whom memorandum is being sent
( 3 spaces)
 From – writer’s name, title
( 3 spaces)
 Re or subject
(2 spaces)
 Body
Use
to complement your
resume and specifically
demonstrate the value you can
add to the organization
Use
to direct the prospective
employer’s attention to who
you are and why are the right
person for the job.
Objective letters
 Identifies the position being sought
 Requesting for interview
 Calls attention that the resume is
attached
2. Highlight letters
 Summarizes the key information from
the resume.
 Especially
designed to make the
connection with the specific job.
1.
1.



Introductory paragraph
state the purpose of the letter
Indicate
the
source
of
your
information
State one eye-catching, attention
getting thing about yourself in relation
to the job or the employer that will
cause the reader to want to continue.
2. Main body of the paragraph
 Work experiences
 Education
 Training, seminars, workshops
 2 Common
ways to present the
Information
 A. Functional approach – sections are
separated and your “best stuff” should
come first after the introduction.
 B.
Thematic approach – divides
experience and education into groups
such as “management, technical,
financial”.
3. Closing Paragraph
state that your resume is
enclosed
 indicate how the prospective
employer can get in touch with
you and when is the best time
for an interview.

Readability and white space
 Page fill
 General neatness, professional-looking quality
 Proper use of business -letter format
 Indication of the connection between your
background and the requirements of the job
 A good upbeat, positive tone
 A good introduction
 A good balance between brevity and details
 Grammar, spelling, usage


a selective record of your
background
Accompanies your
application letter
1.
2.
3.
Chronological – this style lists your
education and job experiences in reverse
chronological order.
Functional – this style concentrates on
your on skills, abilities, and present
them in clear and concise manner.
Combination - presents your skills and
abilities in an effective manner, while at
the same time respecting the demands of
employers to see some sort of job
chronology.
1.
2.
3.
Heading – contains your name,
phone number, address and title
and sometimes your objectives.
Body – this where you present the
details of your work, education and
experiences.
Conclusion
–
professional
affiliations, hobbies, interests
1.
2.
3.
4.
5.
6.
Use good quality paper
Use either block or modified
block style
Use black ink only
Limit your letter
Write in your own words
Do not rehash the entire
resume
7. Make it easy to read
8. Make the format and layout
attractive
9. Watch your sentence construction
10. Do not send photocopies or
generic letters
11. Do not email or fax any business
correspondence
12. Before to sign the letter
13. Use large envelopes
Screening Interviews
2. Electronic
or
Phone
Interviews
3. Sequential Interviews
4. Panel Interviews
1.
1.
2.
3.
4.
5.
6.
Confidence without
arrogance
Reason
Communication
Success
Organization
Enthusiasm
1. Be prepared
Learn about the organization.
 Have a specific job or jobs in mind.
 Review your qualifications for the job.
 Be
ready to briefly describe your
experience, showing how it relates it the
job.

 Be
ready to answer broad questions, such
as "Why should I hire you?" "Why do you
want this job?" "What are your strengths
and weaknesses?"
 Practice an interview with a friend or
relative.
2. Dress appropriately
MEN”S INTERVIEW ATTIRE
 Suit (solid color - navy or dark grey)
 Long sleeve shirt (white or coordinated
with the suit)
 Belt, Tie
 Dark socks, conservative leather shoes
 Little or no jewelry
 Neat, professional hairstyle
Neatly trimmed nails
 Portfolio or briefcase

WOMEN”S INTERVIEW ATTIRE
 Suit
(navy, black or dark grey)
 The suit skirt should be long enough
so you can sit down comfortably
 Coordinated blouse
 Conservative shoes
 Limited
jewelry
(no
dangling
earrings or arms full of bracelets)
 No
jewelry is better than cheap
jewelry
 Professional hairstyle
 Neutral pantyhose
 Light make-up and perfume
 Neatly manicured clean nails
 Portfolio or briefcase
3. Be On Time
4. Use good manners with everyone you meet
5. Learn the name of your interviewer, greet
with a firm handshake
6. Relax and answer each question concisely
7. Use proper English-avoid slang
8. Be cooperative and enthusiasm
9. Use Body language to show interest
10. Thank the interviewer when you leave and
shake hands
11. Send a short thank you note.
1.
2.
3.
4.
5.
Ask about salary and benefits
Ask questions about the company
whose answers are easily be found
on the company website.
Answer phone calls or even text
messages
Bring out your personal problems
Talk negative about your previous
job or employers.
6.
Bring a list of demands
7. Surprise the potential employer
8.
spew-Offensive
language
or
Inappropriate Jokes
9. Play hard to get
10. Cut-off the interviewer.
11. Be the first to decide that the
interview is over.
1.
2.
3.
4.
5.
Identification Card
Extra copies of your resume
Recommendation Letters (if there’s
any)
TOR
Other related documents
1.

Tell me about yourself.
give information that relates
your
qualifications
for
employment such as education,
work
experiences
and
extracurricular activities
What do you expect to be doing five
years from now? Ten years from
now?
 the
interviewer is looking for
evidence of career goals and
ambitions rather than minutely
specific descriptions, he/she wants
to see you process your thought
process and criteria that are
important to you.
2.
3.
Why should we hire you?
 you have to stress what you
have to offer the employer, not
how nice it would be to work
there or what you want from the
employer
4. Tell
me a bout your weakness?
 you have to project it as a positive
trait. Do not say “I loose my temper
often” or “I totally get upset with
sub-standard work or undue delays”.
4.

What are your ideas about salary?
this is where your research study
comes in
5. Why do you want to work for our
company?
 research., research, research
1.
2.
3.
4.
5.
6.
Ask about the attitude and
environment
Ask about training
ask about management
Ask about time, travel and
relocation
Ask about promotions and reviews
Ask about turnover
Ms. Mary Grace S. Irlandez