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CORRESPONDENCE
Any written or digital communication exchanged
by two or more parties.
Correspondences may come in the form of:
 letters
 emails
 text messages
 voicemails
 notes
 postcards.
Objectives
At the end of the lesson, you will be able to identify
different types of office correspondence and learn
how to write major forms of office correspondence.
What is an office correspondence?
What are the major forms of office correspondence?
Why is office correspondence important?
FORMS OF
OFFICE
CORRESPONDEN
CE
By Ana Marie M. Delos
Reyes
OFFICE CORRESPONDENCE / BUSINESS
CORRESPONDENCE
 is a written exchange of internal and external
communication to support all business processes.
THREE MAJOR FORMS
1. business letter
2. business memo
3. business e-mail
INTERNAL CORRESPONDENCE
 means that there is a communication or agreement
between departments or branches of the same
company
EXTERNAL CORRESPONDENCE
 means that the communication is between the
company and another organization or firm.
 The purpose of the correspondence is to communicate
BUSINESS LETTER
Business letter
 is the traditional way of communicating information
from one company to another or used in external
correspondence.
BUSINESS LETTER FORMATS
 full block
 modified block
 semi-block.
 The format used in writing a business letter depends
on the requirements set by the company.
TYPES OF BUSINESS LETTERS:
 sales letter
 order letter
 complaint letter
 inquiry letter
 adjustment letter
 acknowledgement letter
 follow-up letter
 acknowledgement letter
 cover letter
 letter of recommendation
 letter of resignation.
2215 Lifehouse St.
Project 2, Quezon City
INQUIRY LETTER
February 24, 2016
Mr. Chito Mirinda
Human Resource Manager
Areflor Funeral Homes
Brgy. West Rembo, Makati City
Dear Mr. Mirinda:
I am writing to ask if you have found a person to fill up the position of
Operations Manager as posted on your website. We currently have two
qualified applicants that fit the position.
Attached herewith are the resumes of the applicants, for your perusal. We
look forward to work with you again and hope to hear feedback from you.
Thank you and more power!
Sincerely,
(signature)
Ms. Letecia Alvarado
Human Resource Manager
The Good Keeper Manpower Agency
The letter of inquiry as an example includes
the heading, date, inside address,
salutation, body, complimentary close,
signature and sender’s information.
This letter is an external correspondence
between two difference companies.
BUSINESS MEMO
Business Memo
is a written communication strictly between the
company’s offices to another, or used in internal
correspondence.
The difference between a memo and a letter is that the
memo has its title line and series number.
The employees tend to read the if the title line is
related to their job description.
It is also used to implement internal guidelines or
procedures that the employees must follow.
SOME TYPES OF BUSINESS MEMOS:
 operational memo
 financial memo
 request for action
 directives
 trip report
 field report
 dress code memo
ANNOUNCEMENT MEMO
Little Children Playschool
Forbes Village, Makati City
Series No. 16 – 005
To: All Pre-school Teachers
From: The School Director
Date: February 24, 2016
Subject: Company Outing
In line with the approved budget for the year 2016 – 2017 is the
pursuance of the proposed company outing this coming March
21 to 21 at the San Gregorio Farms and Leisure. We advise
everyone to prepare your sports outfit and toiletries. We look
forward to see you enjoy in our two day company outing.
Thank you for your continuous support.
(signature)
Emelda C. De Marlon
Explanation:
The announcement memo includes information about
the company outing of the employees.
The company also uses their own letterhead.
BUSINESS E-MAIL
Business e-mail
 is an office correspondence that can either be
internal or external.
 There is no required format in writing e-mail
correspondence but it is expected that the
writer maintain a professional tone.
 Note that the header of the letter is written on the
blank fields including the ‘from’ and ‘to’ fields.
 ‘From’ contains e-mail from the sender
 ‘to’ contains the email of the recipient.
WHAT TO INCLUDE IN AN EMPLOYMENTRELATED EMAIL MESSAGE
Your email messages should include:
 Subject line describing why you're writing
 Greeting
 Short message (2-3 paragraphs at most)
 Closing
 Signature with your contact information
Subject: Jane Doe - Absent From Work
Dear Supervisor Name:
I've come down with the flu and will not be coming in on Tuesday,
March 2, so I can rest and recover. I've asked Patricia to check on
my clients to ensure all of their needs are met and Tom will prepare
the report for our meeting Friday.
I will try and check email if you need anything urgent.
Thank you,
Jane
WHAT NOT TO INCLUDE
When you are writing to apply for a job or for other
employment-related matters, there are some things
your message shouldn't include:
 Emoticons
 Typos and grammatical errors
 Extraneous information
 Fancy fonts or formatting
 Colored fonts
 Images (unless you are attaching a related
document with images)
 Quotations in your signature
 Slang or abbreviations
From: Lance P.
To: Letecia A. letecia@hr.goodkeeper.com
Subject: Re: Vacant Position for Operations Manager
Dear Ma’am Alvarado:
Good day!
In behalf of Areflor Funeral Homes, we extend our deepest gratitude for
helping us scout qualified applicants in the industry. We hope to work
again with you.
Cheers!
Best regards,
(Signature)
LANCE POLIDO
Human Resource Personnel
Areflor Funeral Homes
Brgy. West Rembo, Makati City
BUSINESS E-MAIL
SAMPLE
In this example, the e-mail correspondence is
informal and external.
It expresses gratitude towards the effort made
by the manpower agency.
Hiring Manager
Company Name
Company Address
City, State, Zip
Dear Candidate Name,
Thank you very much for your interest in employment opportunities
with ABCD company.
I am writing to inform you that we have selected the candidate
whom we believe most closely matches the job requirements of the
position.
We appreciate you taking the time to interview with us and wish you
the best of luck in your future endeavors.
Best regards,
Hiring Manager
Candidate Rejection Email Message Example
Subject Line: Job Application - Candidate Name
Thank you very much for your interest in employment
opportunities with ABCD company.
This message is to inform you that we have selected a
candidate who is a match for the job requirements of
the position.
We appreciate you taking the time to apply for
employment with our company and wish you the best
of luck in your future endeavors.
Best regards,
Hiring Manager
KEY POINTS
Office correspondence is a written exchange of
internal and external communication to support all
business processes.
It is also known as the business correspondence.
A business letter is a traditional way of
communicating information from one company to
another or used in external correspondence.
A business memo is a written communication
strictly between the company’s offices to
another.
A business e-mail is an office correspondence that can
either be internal or external. There is no required
format in writing e-mail correspondence but it is
TIPS
Make sure the office correspondence is concise and
easy to understand.
It is recommended for a correspondence to have
brief sentences and paragraphs for the employees
tend to read it quickly.
Controlling the tone of writing is important in any
office correspondence. It should not sound too formal
or too informal.
QUESTION 1
What do you call the written form used to exchange
internal and external communication to support all
business processes?
1
2
3
4
Official Correspondence
Office Composure
Office Correspondence
Office Commission
The office correspondence is a written form
used to exchange internal and external
communication to support all business
processes.
Question 2
Office Correspondence is also known as
____________ .
1
2
3
4
Official Correspondence
Workplace Correspondence
Business Correspondence
Working Correspondence
The other term for office correspondence is
business correspondence.
Question 3
The communication or agreement between departments
or branches of the same company is known
as ____________.
1
2
3
4
International Correspondence
Intern Correspondence
Internet Correspondence
Internal Correspondence
Internal correspondence refers to the communication
or agreement between departments or branches of
the same company.
Question 4
Which of the following is the reason for writing an office
correspondence?
1 to communicate
professional way
2 to communicate
the competitors
3 to communicate
employees
4 to communicate
another
the information in a clear and
confidential information and give it to
latest news and products among
office gossip from one department to
The purpose in writing the office
correspondence is to communicate the
information in a clear and professional way.
Question 5
Which of the following is the appropriate statement to
use in writing an office correspondence?
1
2
3
4
“To cut the story short, I am a demanding person.”
“Sorry we are busy right now.“
“We apologize for the delay of our response.”.
“I am really disappointed with you all.”
Remember that an office correspondence should
not be too formal or too informal. Response
should always be done professionally
Question 6
What makes a good office correspondence?
(choose two answers)
1 The office
everybody.
2 The office
understand.
3 The office
4 The office
paragraphs.
correspondence should be long enough for
correspondence is concise and easy to
correspondence must be extremely formal.
correspondence has brief sentences and
A good office correspondence should be concise or
must have short sentences and paragraphs, and
should understand easily by the reader.
Question 7
Which of the following statements can be included in the
business memo?
1 “We look forward to work with your office the soonest
possible time.”
2 “Hope to hear a response on the inquiry we sent via
e-mail on the price list of goods needed by our
department.”
3 “As per Series 2014-12, the implementation of the
dress code must be done immediately.”
4 “Thank you for addressing your letter to our company.
We surely would like to be of help.”
The business memo is used within or between the company’s
offices to another. In this example, the memorandum is
about the dress code implementation.
Question 8
The client sent an e-mail regarding the bank’s swift
code to be able to do wire transfer or remittance
transaction. Arrange your company’s business email response.
2
___ a. We received your e-mail regarding the swift
5
code
for the remittance transaction or wire transfer.
1 b. Warm regards,
___
___
3 c. Dear Valued Client:
6 d. Our bank’s swift code is AAAABBBB.
___
____e. Maria Pascua
4 e-mail Banker
____f. You may also be required to provide your
complete account name, account number and billing
address.
CORRECT ORDER
Dear Valued Client:
We received your e-mail regarding the swift code for the
remittance transaction or wire transfer.
Our bank’s swift code is AAAABBBB.
You may also be required to provide your complete account
name, account number and billing address.
Warm regards,
Maria Pascua
e-mail Banker
The business e-mail should contain salutation, body,
complementary close and sender’s information. It clearly
addresses the information needed by the client.
Question 9
Your office is assigned to sponsor a first Friday mass.
You will invite all employees to attend the said activity.
Arrange the business memo.
1 a. You are all invited to attend the First Friday
____
Mass to be sponsored by the Office of Good
Governance on March 5, 2016, 12:30 p.m. at the lobby
of the Administration Building.
1
____ b. TO: All Personnel
1 c. Pilar G. Magsaysay
____
1 d. Thank you for your continuing support.
____
1 e. DATE: February 24, 2016
____
1 f. FROM: The Director Office of Good
____
Governance
1
____ g. SUBJECT: First Friday Mass
Question 10
Categorize the following description based on the
different forms of office correspondence.
Business Letter
Business Memo
Business e-mail
Business Memo
_________________ a. It is written for internal
correspondence only.
Business
Letter b. It is the traditional way to
_________________
communicate between companies to another.
Business
e-mail c. It does not have any required
_________________
format.
Business
Email d. It can either be internal or
_________________
external correspondence.
Example
Email Message Asking for a Reference
Note that it asks for a reference letter, explains why you need one, offers to provide documentation, and
includes contact information, so it's easy for the reference writer to respond.
Subject Line: Reference Request - Janet Dickinson
Dear Mr. Jameson,
I hope you are well, and that all is running smoothly at ABC Company. I miss everyone in the marketing division!
I am writing to ask if you would feel comfortable providing a positive letter of reference for me? If you can attest
to my qualifications for employment, and the skills I attained while I was employed at ABC Company, I would
sincerely appreciate it.
I am in the process of seeking a new position as a marketing manager.
I look forward to continuing the work I have done in marketing while increasing my responsibilities in a
managerial capacity. A positive reference from you would greatly enhance my job search prospects.
Please let me know if you have any questions, or if there is any information I can offer regarding my experience
to assist you in giving me a reference.
I have attached an updated resume. Don’t hesitate to ask for any other materials you think would be helpful.
I can be reached at jdickinson@gmail.com or (111) 111-1234.
Thank you for your consideration, and I look forward to hearing from you.
Regards,
Jane Dickinson