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Writing an Effective Application Letter
Its Parts, Forms and Content
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PARTS
-Heading- Date Line- Inside Address- Salutation- Body- Complimentary Close- Signature Line- Notations
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Heading or Letterhead
• Information about the Writer• Address, contact number, e-mail address• Example:
Blk. 15, Lot 11, Zone 7,Target Range, Patag9000 Cagayan de Oro [email protected]
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Dateline• Date when the letter is written or when the
letter should be received by the addressee• Can be in Normal or Military Style• Example:
July 07, 2014Or
07 July 2014
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Inside Address• Information about the addressee • Title, name, position and address• Example:
Ms. K Marie D. ZambasActing PrincipalKong Hua SchoolKauswagan9000 Cagayan de Oro City
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Inside Address• Mr. – for a man with unknown title. Ex. Mr. Jet
Hokin Paclar• Ms./ Miss- for a woman who is unmarried or with
undetermined civil status or title. Ex. Ms. Maria Yu• Mrs.- for a married woman. Ex. Mrs. Rosa Lim• Dr. (Initial)/PhD (Final)- for man or woman with
doctor’s degree. Ex. Dr. Rodulfo dela Cruz or Rodulfo dela Cruz, PhD
• Honorable/Hon.- for high government officials. Ex. Hon. Oscar Moreno
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Salutation• Two lines below the inside address, uses a
colon (formal) or comma (informal)• Salutes the reader• Example:• Sir/Madam:- for top ranking officials, group
addressee or for unknown addressee.• My dear Sir:/My dear Madam:- highly formal• Dear Sir:/Dear Madam:/ Dear Dr.:- formal• Mr. Paclar,/Ms. Zambas,/Dr. Cruz,- personal• Dear Jet,/ Jet,/ Hi, Jet/ Hello Bibi,- informal
Dear Ms. Du:
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Body• Longest part• Contains your message• Should posses the 8C’s in an effective letter• Example later
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Complimentary Close
• Consist of two or three words expressions that observes a degree of formality
• Example:• Very respectfully yours,- most formal• Respectfully yours,/Very truly yours,- more
formal• Truly your,/Sincerely yours,- formal• Friendly yours,/Always,/ Sincerely,/Lovingly
yours,- informal
Respectfully yours,
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Signature Line• Two to four spaces after the Complimentary
CloseRespectfully yours,
Jet Hokin Paclar
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Notations• May be one or two or all of the following:
- Letter Sender and typist or transcriberElena Ramos (sender) and Ofelia Ruiz (typist)
ER/OR, ER-OR, ER:OR- Enclosure/s- attachments
ER/OREnc.
1. Résumé2. 4 2x2 pictures
- Postscript or P.S.
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FORMS-Full Block-Modified Block- Semi Block
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Full Block Format• Align Left• No indention
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Modified Full Block Format• Letterhead, Dateline,
Complimentary Close, Signature and Notations are on Right side
• No Indentions
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Semi Block Format• Letterhead, Dateline,
Complimentary Close, Signature and Notations are Align Right
• With Indentions
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CONTENTS8C’s of Letter Writing- Clarity- Conciseness- Consideration- Courtesy- Concreteness- Cheerfulness- Correctness- Character
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Clarity• Clarity- ideas are clear and logical
What do you want to say?
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Conciseness• Conciseness- direct to the point, “the shorter
the better.”
When will you present your
point?
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Consideration• Consideration- uses the “you” approach
What’s in it for the reader?
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Courtesy• Courtesy- respects the reader
How will you please your
reader?
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Concreteness• Concreteness- uses vivid words
How accurate are your words?
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Cheerfulness• Cheerfulness- optimistic in tone
How hopeful are you?
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Character• Character- provides a window to the writers
soul
Who are you in your letter?
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The 8C’s of Letter Writing
• Clarity- ideas are clear and logical• Conciseness- direct to the point• Consideration- uses the “you” perspective• Courtesy- respects the reader• Concreteness- uses vivid words• Cheerfulness- optimistic in tone• Correctness- free from any mistake• Character- provides a window to the writers soul
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Sample