TYPING 1 HANDOUTS ON PROFESSIONAL

DOCUMENTS CREATION:

BUSINESS

I. BUSINESS LETTER is a formal written communication made by

one party called the addressor (sender) and addressed to
another party called the addressee (receiver)
A complete business letter should at least contain the
following:
A. ESSENTIAL PARTS:
1. Letterhead (Heading) contains the name of company and
address. It may also include its telephone number, fax
number, and/or mailing address. The letterhead is the official
return address of the letter sender.
2. Date For legal reasons or otherwise, the date to be used is
always the current date.
3. Inside address refers to the address of the addressee
(receiver). It contains the name of person, his title/position,
and/or the name of company, and address.
4. Salutation a greeting, an expression of courtesy to the party
addressed by the addressor.
5. Body contains the message. The body of the letter must be
concise but complete, and properly structured.
6. Complimentary Close the part that conventionally comes
before the signature and expresses the senders final regard
to the receiver.
7. Signature consist of printed name of the addressor and the
affixed handwriting to signify validity of the letter.
8. Designation title or position of the addressor.
9. Initials identifying first letters taken from the full name of
the addressor and the secretary or typist. The signatory
initials are first typed all in capital letters followed by the
typist initials but separated with a bar.

B. PUNCTUATION FORMS IN BUSINESS LETTERS:

1. Mixed or Standard uses colon after the salutation and comma
at the end of complimentary close.
2. Open no punctuation mark at the end of inside address,
salutation and complimentary close.
3. Close comma is placed at the end of each line and period at
the last line of inside address, colon after salutation, comma
after complimentary close and signature, and period after the
addressor designation.
C. LETTER STYLE VS LETTER PLACEMENT
Letter Styles prescribes the horizontal placement of parts of
the letter and the punctuation forms used thereat.
Whereas,
Letter Placements prescribes the vertical placement of parts of
the letter respective to the letter placement type.

D. DIFFERENT LETTER STYLES

1. Full-blocked- each part of the letter is started at the left
margin except the letterhead that is placed at the center
regardless of letter style. This style observes the open
punctuation form.
2. Semi-blocked
) Have similar punctuation form,
3. Hanging indented
) and placement of letter parts
4. Blocked
) except on paragraphs presentation.
SIMILARITIES: Letter styles 2-3 (Presentation of essentials
parts except the body of letter)
1. Punctuation Form Used-mixed or standard
2. Horizontal Placement of parts of a letter:
a. Letterhead
- center
b. Date
- five spaces off center to the
right
c. Inside address
- at left margin
d. Salutation
- at left margin
e. Complimentary closed - from center point or five spaces
off center

f. Typed signature - from center point or five spaces off

center
g. Designation
- from center point or five spaces
off center
h. Initials
- at left margin
DISSIMILARITY Letter styles 2-3 (Presentation of paragraphs)
1. Semi-blocked The first line of the each paragraph is
indented 5 to 10 spaces from the left margin. The second to
last line, if any, started from left margin.
2. Hanging-indented The first line of each paragraph is
started at left margin while the second to last lines, if any,
are indented 5 to 10 spaces from left margin.
3. Blocked all lines of each paragraph are started at left
margin.

E. TYPES OF LETTER PLACEMENT

1. Conventional Letter Placement prescribed vertical placement
of parts of the letter respective to its length.
2. Simplified Letter Placement prescribes permanent vertical
placement of parts of the letter regardless of its length:
a. Letterhead 7 line spaces from top edge of typing paper
b. Date 15 line spaces from the top edge of typing paper
c. Inside address 5 line spaces below dateline
d. Salutation 2 line spaces below salutation
e. Body 2 line spaces below salutation
f. Complimentary Close 2 line spaces below last line of the
body
g. Typed Signature 4 lines below complimentary close.
h. Designation 1 line space below typed signature
i. Initials 2 lines below designations.

Name:_________________________Subject & Time______________________

Assignment No. ____

TEST YOURSELF V
A. Indicate the appropriate name of essential part of a Business
Letter based on the number designation on each part in the
illustration below:
1.__________________ 2. ________________ 3. ____________________
4.__________________ 5. ________________ 6. ____________________
7.__________________ 8. ________________ 9. ____________________
(1)

(2)
(3)
(4)
(5)

(6)

(7)
(8)
(9)

Name:________________________ Subject & Time______________________

Assignment No. ____
TEST YOURSELF V
B. Vertical Placement - (Clustered statement) In Simplified
Letter Placement format, the essential parts of a business letter
were assigned with a fixed printing line or fixed line spaces from
one part to the next.. Answer with appropriate printing line or
line spacing only.
_____
_____
_____
_____
_____
_____
_____
_____
_____

1.
2.
3.
4.
5.
6.
7.
8.
9.

From
From
From
From
From
From
From
From
From

top edge to Letterhead.

top edge to Date/Dateline.
Date to Inside Address.
Inside Address to Salutation.
Salutation to Body.
Body to Complimentary Close.
Complimentary Close to Signature.
Signature to Designation.
Designation to initials.

C. Horizontal Placement Multiple choice. Answer with letter

only. The following Essential Parts of a Business Letter are
typed on:
.
A.) Semi-Blocked, Hanging-Indented, and Blocked Style:
.
_____ 1. Letterhead:
a. left margin b. center c. 5 spaces off-center
right
_____ 2. Date
a. left margin b. center c. 5 spaces off-center
right
_____ 3. Inside Address:
a. left margin b. center c. 5 spaces off-center
right.
_____ 4. Salutation:
a. left margin b. center c. 5 spaces off-center
right
_____ 5. Complimentary Close.:
a. left margin b. center c. 5 spaces off-center
right
_____ 6. Signature

to the
to the
to the
to the
to the

a. left margin b. center

ri
_____ 7. Position/Designation:
a. left margin b. center
right
_____ 8. Initials:
a. left margin b. center
right

c. 5 spaces off-center to the

c. 5 spaces off-center to the
c. 5 spaces off-center to the

FEU COMMERCE GUILD

Marikina City

(7th line)

(CP )

(5ss) (Current Date)

(15th line)

(Name of Instructor)
Saint Pauls Business School
Pawing, Palo, Leyte
(2)
Dear (Title & Family Name):
(2)
Thank you for your purchases of Wonder Arch Preserver Shoes.
Because we feel that no transaction is complete until the costumer is
thoroughly satisfied, we are keeping a careful record of your foot
requirement, as the enclosed duplicate card will show you.
(2)
If you keep the enclosed duplicate card, it will aid you in
choosing your next pair of Wonder Arch Preservative Shoes. No
matter what style of shoes you select, you can keep the style to last
and other constructive features uniform with those you have now in
possession.

1space

(5 line spaces)

(2)
We hope you will get real satisfaction from wearing your
Wonder Arch Preservatives Shoes.
Thank you again for your
patronage.
(2)
Yours sincerely,
(4)
(Name of Student)
Division Manager
(2)
(initials)
Pro forma 1 Semi-Blocked Style w/ Mixed Punctuation,
Simplified Placement

EXPERT TECHNICAL PLACEMENT SERVICES

Sarmiento Building, Ayala Avenue

(Current)

(Name of Instructor)
Saint Pauls Business School
Pawing Palo , Leyte
Sir (Madam):
We are happy to inform that our agency is looking for qualified
technical people whom we can recommend for different

positions to our client companies. The demand for people with

specialized training and wide experience, such as your
graduates is increasing here and abroad.
Endorsing for appropriate positions of potential Human Resources is
our main business endeavor. We are confident that our services
will help you to find job that offers greater opportunity for
advancement.
Enclosed is an application for you to fill up. Attached to the said form
is Requirement list slip.
We anticipate your reply at the earliest possible time so that we can
include you in our listing.
Very truly yours,

(Name of Student)
Manager

(initials)
Pro forma 2 Hanging-indented Style w/ Mixed Punctuation,
Simplified Placement

UNIVERSITY BOOK SUPPLY, INC.

Makati, Metro Manila

(Current Date)

(Name of Instructor)
Saint Pauls Business School
Pawing Palo , Leyte
Sir (Madam):
We receive your letter of request to return RQ S2872 last May 10,
2002. Unfortunately we are very sorry that your request cannot be
granted because you have ordered an advance 20 copies of Philippine
Reports, Vol. 125 shown in the Xerox copies we have enclosed for your
guidance.
Note that your request for cancellation of one (1) copy of vol. 125 of
Philippine Reports was superseded by your latest order to the printer
as per your request.
We do hope that youll understand us.
We thank you for your continued patronage.
Sincerely yours,

(Name of Student)
Head-Subscription Dept.
AGA/ara

Pro forma 3 Blocked Style w/ Mixed Punctuation,

Simplified Placement

SAINT PAULS BUSINESS SCHOOL

Pawing, Palo Leyte

(Current Date)

National Bookstore
Quad Alpha Centrum Bldg.
125 Pioneer St, Mandaluyong City
Gentlemen
In order to meet the needs of our students, our Institution decided
to augment our stock of references. We have learned from our
association that your company has the right variety of books we are
looking for.
We plan to place several orders in the near future after processing
the final arrangement of a final account for our mutual
convenience. May we know your usual credit terms, too.
We look forward to doing business with your company.
Respectfully yours

(Name of Student)
Vice President-Finance
(initials)

Pro forma 4 Full-Blocked Style w/ Open Punctuation,

Simplified Placement

(No. Street/Brgy.)__(10

th

12th

line)

(Town/City, Province)
(Zip Code)
(Date)

(Name of Instructor)
Saint Pauls Business School
Pawing Palo, Leyte
Dear (Title & Family Name):
I thank you for the opportunity you gave me this morning to
tell you why I can fulfill the requirements of a position in your

bookkeeping department. You mentioned the desirability of the

applicant having a college degree. Although I told you I do not hold
a college degree at present, yet I am taking evening classes in this
institution, and shall continue to do so until I receive a bachelors
degree in accounting. I am confident to complete my
undergraduate studies in two years.
In the meantime, I feel reasonably certain that in the light of
my creditable high school record plus the two years training I had
with Technology and Livelihood Resource Center, I can satisfy your
desired capability requirements for the position.
Again, may I express my utmost appreciation for the
appropriate consideration you have attributed on my application.

Sincerely yours,

(Name of Student)

Pro forma 5 Personal Business Letter, Semi-Blocked,

Simplified Placement

PRODUCTIOON TYPING Produce a mailable business letter from the

following unarranged incomplete draft letters:
Activity 1 Semi-Blocked (Pro-forma 1) The letter is for your
signature as Proprietor of EXOTIC BEAUTY SHOPPE, 123 San Jose
St., Salcedo E. Samar. Assumed initial of a secretary: ara
The Manager
Avon Company
Tacloban City

Sir:
(P) Please furnish us with ten sets of your Sampaguita Silver,
service for six.
We would appreciate it if we could have the
merchandise delivered to our sales outlet by next week. As usual, just
charge this item to our account. (P) If the Sampaguita is not
currently available, the Ilang-Ilang would be an acceptable
substitute. / Very truly yours,

Activity 2 Hanging Indented (Proforma2) Assume that you are the

Marketing Manager of TIMOTHY TOYS MANUFACTURING CO.,
Tacloban City. Assumed initial: aga. This is for:
Mr. TOM C. CRUZ
Manager
Manila Daily Express
Makati, Metro Manila
Dear Mr. Cruz
(P) As you will see the enclosed advertisement, we are about to launch
the TIMOTHY TEDDY BEAR, our new product and, we would like to
give it some good publicity. (P) Having used your newspaper in the
past with excellent results, we are approaching you first this time to
see what terms you can offer to us. We would be prepared to go for
multiple insertions of ten issues if this would work out cheaper. The
size of advertisement we have in mind is approximately page. We
look forward to hear from you. / Very truly yours,

Activity 3 Blocked Style (Pro forma 3) Letter from SAINT PAULS

BUSINESS SCHOOL Pawing Palo, Leyte. Inscribe your
signature as the AVP Academics. The letter is for:

Ms. Crisanta C. Laus

Chairwoman
Heart Soft International
Makati City
Dear Ms. Laus
(P) In behalf of the administration and faculty of Saint Pauls Business
School, I am extending our warmth appreciation for your generous
offer to establish a scholarship fund for the best student at second
year level effective this semester. (P) The assigned committee is now
processing the papers of the applicants to get the cream of the crop
of said level. I would be grateful to communicate to you the name of
the scholars as soon as the committee forwarded to me their
recommendation. (P) Thank you very much. / sincerely yours,

Activity 4 Full-Blocked (Pro forma 4) Letter sender: UNIVERSAL

INTERPRISES, Zamora Street, Tacloban City. Affix your
signature as Manager. Address this letter to:
Mr. Felix R. Peralta
Gamy Department Store
Gamay, Southern Samar
Dear Mr. Peralta:
(P) We regret to learn from your letter dated May 30 that you have not
received the goods in your letter order of May 15. The shirts,
neckties, socks, and tennis shoes were all carefully packed and sent to
you through parcel post bearing control No. 1020 with
acknowledgement receipt dated May 17, 2007. (P) We have asked the
Tacloban Postmaster to trace the parcel and hope to locate it. Please
notify us after two days if the goods will not be delivered to you
tomorrow.

(P) Surely, we shall endeavor to give you complete satisfaction in this

regard.
Very truly yours,

Activity 5 Blocked Style (pro forma 3)

Letterhead

MJ MOTOR SERVICE / Tacloban City

Inside Address: (Name of Instructor) / Saint Pauls Business

School /
Pawing, Palo, Leyte
Closing Part

Truly yours / (Name of Student) / Accountant

Please reserve for our delegation two (2) air-conditioned van bound
for VISCA, Baybay, Leyte at 5: a.m. , on the 30 th of the month. (P) I
shall appreciate if your facility is open for booking in this day. (P)
Thank you.

Activity 6 Full-Blocked Style (pro forma 4)

Letterhead

SAINT ANTHONY DENTAL CLINIC /Tacloban City

Date

June 1, 2007

Inside Address: Ms. Sheira N. Gipina / 201 Sto. Domingo St. /

Salcedo E. Samar

Closing Part
/Receptionist

Sincerely

yours

Students

Name)

Because of unexpected event, it is necessary for Dr. Samson to be

in Calbayog N. Samar on Wednesday, June 5. She asked me to relay
her deep regret for she could not keep her appointment with you
on this date. (P) As Dr. Samson will be back on June 11 morning,
she would be glad to see you at 3:00 in the afternoon, the same
day.

F. LETTER WITH SPECIAL FEATURES

1. Letter with Attention Line the attention line is placed

between inside address and salutation. To be specific, it is
type two line spaces below the last line entry of inside
address. It may be presented in any of the following manner:
ATTENTION: ________________________________
ATTENTION: ________________________________
ATTENTION:
Attention:
________________________________
Attention:
________________________________
Attention:

Aside from the different ways of presenting of the

introductory word Attention and the underscoring style, there are
also at least three different horizontal placement style featured
here as follows.
1. Blocked Style:
Stars Business College )
116-A Sto. Nino Street ) Inside Address
Tacloban City
)
Attention: Mr. Juan dela Cruz
2. Indented Style:
Stars Business College )
116-A Sto. Nino Street ) Inside Address
Tacloban City
)
Attention: Computer Department
3. Centered
Stars Business College )
116-A Sto. Nino Street ) Inside Address
Tacloban City
)
Attention: Mr. Juan dela Cruz

It is important to note that it has been a common

practice that if attention line is employed in the letter, name

of person or department stated on said line has also been

indicated on the mailing envelope usually at the bottom left.
2. Letter with Subject Line the subject line is placed 2 line
spaces below salutation. The line may either begin with the
word RE or the word SUBJECT and immediately followed
by colon (:). The subject line is presented similar to
attention line. Consistency wise, if the letter has both
attention line and subject line, the two should be printed in
the same style.
3. Letter with Body Enumeration/Quotation the body
enumeration comes right after the word entry of a paragraph
that implies the start of enumeration/quotation, which is
ended with colon.
Different Style in Presenting Body Enumeration:
A.

Blocked Long line enumeration (numbered or

unnumbered):

______________________
________________________
:

(paragraph)____________________________
(single space)__________________________

(double space)
1. ___________________________________________________
_____________
(single space)_________________
(double space)
2. ___________________________________________________
________________
(single space)_________________
(double space)

B.

Indented Long enumeration

________________:
1. _____________________________________________

________________________________________________

2. ______________________________________________
_____________________________________________________

C.

Blocked-centered Short enumeration

_____________________________________________________________________
_____________________________________________________________________
_________________________ :
________________________
_________________
________________________
__________________

4. Letter with Company Name the company name is placed 2

line spaces below complimentary close and typed most often
than not all in capitals.
Styles in presenting Company name at the Closing Part:
1. Blocked:
Cordially yours,
MULTI MEDIA
CORPORATION

FRANCIS S. ABEL
Branch Manager
2. Pyramid:
Cordially yours,
MULTI MEDIA CORPORATION

FRANCIS S. ABEL
President

5. Letter with Enclosure the enclosure may be typed 2 line spaced

below Initials. Observe the variety of styles as shown:
(initials)

(initials)

enclosure: (state enclosure)

/
attached: (state attachment)
-------------------------------------------------------(initials)
/
(initials)
encl.
(state enclosure)
/
enc. (state enclosure)
-------------------------------------------------------6. Letter with Postscript the postscript may be typed 2 line spaces
below initials, or 2 line spaces below enclosure, if any. It is
typed in the same style as the paragraph of the body is done.
Take cognizance on the styles hereunder:

a) Blocked:
P.S. -- For more details, please see the registrar. You may reach us
through these numbers: 323 3944, 323 2338.
b.)

Indented:

P.S.-- For more details, please see the registrar. You may reach
us through these numbers: 323 3944, 323 2338.
c.)Hanging Indented:
P.S. For more details, please see the registrar. You may reach us
through these numbers: 323 3944, 323 2338.
7. Letter with Carbon Copy (cc) carbon copy may be placed 2 line
spaces below initials, or 2 line spaces below the last line entry
of the letter: enclosure, or postscript if any. Example:
a. Enclosure: Application forms
b. P.S. - - _________________
cc: Registrar
Records
Finance

MULTI MEDIA CORPORATION

Pawing, Palo, Leyte

(Current Date)

Stars Business College

116-A Sto. Nino Street
Tacloban City
Attention: Mr. Juan de la Cruz
Gentlemen:
Subject : Job Opportunities
We are pleased to inform you that we have new job opportunities for
Data Processing System Designers and System Analysts.
These positions require persons who meet the following qualifications:
1.

A fresh graduate of BSCM or BSC with Computer

Courses.

2.

Have thorough knowledge in Data Processing and

Programming.

If your qualified graduates are interested in any of these positions,

please let them fill up the enclosed application forms and send to us
together with their comprehensive data sheet
Cordially yours,

(Name of Student)
General Manager
ara
Encl. Application Forms
Pro forma 6 Blocked Style with Indented Attention & Subject line,
Blocked Body Enumeration, & Enclosure (encl.).
Simplified
Placement.

MULTI MEDIA CORPORATION

Pawing, Palo, Leyte

(Current Date)

Stars Business College

116-A Sto. Nino Street
Tacloban City
Attention: Mr. Juan de la Cruz
Dear Mr. De la Cruz
Subject: Job Opportunities
We are pleased to inform you that we have new job
opportunities for Data Processing System Designers and System
Analysts.
These positions require persons who meet the following
qualifications:
1. A fresh graduate of BSCM or BSC with Computer Courses.
2. Have thorough
Programming.

knowledge

in

Data

Processing

and

If your qualified graduates are interested in any of these

positions, please let them fill up the enclosed application forms and
send to us together with their comprehensive data sheet
Cordially yours,

(Name of Student)
General Manager
Ara
enc. Application Forms
Pro forma 7 Semi-blocked Style with Centered Attention & Subject
line, Blocked Body Enumeration, & Enclosure (enc.). Simplified
Placement.

MULTI MEDIA CORPORATION

Pawing, Palo, Leyte

(Current Date)

The Registrar
Saint Pauls Business School
Pawing, Palo, Leyte
Dear Madam:
We are pleased to inform you that we have new job
opportunities for Data Processing Systems Designers and Systems
Analysts.
These positions require persons who meet the following
qualifications:

1. A fresh graduate of BSCM or BSC with Computer

Courses.
2. Have thorough knowledge in Data Processing and
Programming.
If your qualified graduates are interested in any of these
position, please let them fill up the enclosed application forms and
send to us together with their comprehensive data sheet
Cordially yours,
MULTI MEDIA CORPORATION

JENNELYN M. CARLBOS
General Manager
JMC/aga
P.S. - - For more particulars, we can be reached through these
numbers:
325-5779, 09174099463.
encl.

Application Forms

Pro forma 8 Semi-Blocked Style with Indented Body Enumeration, &

Enclosure (encl.). Simplified Placement.

MULTI MEDIA CORPORATION

Pawing, Palo, Leyte

(Current Date)

The Registrar
Saint Pauls Business School
Pawing, Palo, Leyte
Dear Madam:
We are pleased to inform you that we have new job opportunities for
Data Processing Systems Designers and Systems Analysts.
These positions require persons who meet the following qualifications:
1. A fresh graduate of BSCM or BSC with Computer Courses.
2. Have thorough
Programming.

knowledge

in

Data

Processing

and

If your qualified graduates are interested in any of these positions,

please let them fill up the enclosed application forms and send
to us together with their comprehensive data sheet
Cordially yours,
MULTI

MEDIA

CORPORATION

JENNELYN

M.

CARLBOS

General Manager
JMC/aga
P.S. - - For more particulars, we can be reached through these
numbers:
325-5779, 09174099463.
Pro forma 9 Hanging-Indented Style with Blocked Body
Enumeration, Company Name in Blocked Style, and Hanging Indented
Postscript. Simplified Placement.

G. CONVENTIONAL LETTER PLACEMENT

Unlike in simplified letter Placement where the Horizontal
Placement of parts of the letter has been fixed on specific printing
line, the Conventional Letter Placement is designed to present
the business letter with balance top and bottom, and left and right
margins to make it appear more attractively. Hereunder is a table
for the said placement format:
SHORT

M EDIUM

LONG
Body of letter
Number of words 301 & above

100 & below

Top Margin
Side Margin
1
Top Edge to Dateline:
Line Spaces pica
12
elite

1.5
2

1.5 1
1 1/2

18

16 14

20

18 16

Dateline to Inside Address:

Line Spaces
5
Inside Address to Salutation
2

101 300

14

54
2

4
2

Salutation to Body
2

Body to Complimentary
Close

Complimentary Close to
Typed Signature
4
Typed Signature to
Designation
1

Designation to Initials
2

NATION PAPER HOUSE

Davao City

(Current Date)

Ms. Mariz A. Decena

St. Therese Educational Foundation
Tacloban City
Dear Ms. Decena:
We are inviting you to our 78 th anniversary celebration as
a paper house. A dinner party is set on the 30 th of this
month, 7:30 in the evening at the VIP Hall, Leyte Park
Hotel.
An invitation card embossed with a nostalgic artifact is
enclosed to serve as your security pass and a souvenir.
We look forward to seeing you there.
Very truly yours,
NATION PAPER HOUSE

Marvin Nino S. Kho

Manager
MSK/aka
Enclosed: card
Pro forma 10 Blocked Style with Enclosure (Enclosed:)
Conventional Placement Short Letter

GUARDIANS COMPANY INC.

Pasay City

(Current Date)

Ms. Gracela Montenegro

1432 Taft Avenue
Ermita, Manila
Dear Ms. Montenegro:
We have opened a new branch of Guardians Company Inc. in your
district for the convenience not only for your costumers but also for
the residents who wish to obtain merchandise of the most reliable
quality and at reasonable prices.
This letter will be a sufficient identification for you to make any
desired purchases at one time to be charge to your account. Ms.
Palma, our manager, will be glad to meet you and show you our
extensive stock.
If one of our downtown branches would be more convenient for you,
just show this letter to the manager, and the same credit facility will
be cheerfully extended to you.
Enclosed is your credit card.
Cordially yours,
Guardians Company Inc.

(Name of Student)
Marketing Manager
/fmr

P.S. We are open from 8:00 a.m. 7:00 p.m. everyday including
Sundays.
Enclosed: credit card
Pro forma 11 Blocked Style w/ Blocked Closing Parts, enclosure:,
and Blocked
Postscript, Conventional Placement Medium Letter

BUSINESS DEVELOPMENT VENTURE

Tacloban City

(Current Date)

MR. ROBERTO JAMES JORDAN

Kassel City Subdivision
Tacloban City
Dear Mr. Jordan:
In response to your request I now enclose our cash-flow forecast for 2008. It
show sales, costs, and cash balances on a monthly basis.
Please note the following points:
1. Sales forecast. Our market research suggests that sales will remain fairly
static for the first half of the year, but should increase in the second
half. We anticipated an increased demand for our furnishing for the
Christmas market. Overall, we do not expect sales to increase by more
than 15% over last years level; this figure is reflected in the schedule.
2. Costs. The figures given are based on previous year plus inflation for
factors such as promotions, and production costs that were taken into
account.

3. Profitability. Our profit margin on sales is expected to remain static at

around 10%.
4. Cash Flow. Our largest capital loan will be fully repaid in June. For the
rest of the year, cash income is expected to be going comfortably.
I trust you find this comments helpful. If there is any other information you
require, please do not hesitate to contact me personally.
Yours truly,
BUSINESS DEVELOPMENT VENTURE

(Name of Student)
Comptroller
(initials)
Pro forma 12 Full-blocked Style w/ Company Name. Conventional
Placement Long Letter

H. INTER-OFFICE CORRESPONDENCE - Full-Page Inter-Office Memo

SAINT PAUL SCHOOL OF BUSINESS AND LAW

Campetic, Palo, Leyte

FROM
:
(Current)
TO
4567

Typing Instructor

:(Name of Student)

DATE:
FILE :

SF-

SUBJECT : Interoffice Communication

An office memorandum or inter-office correspondence (often
called memo for short) is a designed written communication to any
member of the company or organization, a branch of the same firm, or
a company representative.
Different companies adopt their own style of typing their
memoranda. Most of them have special memo pads where the guide
words: TO, FROM, DATE, and SUBJECT are printed and arranged in
different ways. Some of their memos are colored, usually pink or blue.
Their sizes vary for convenience from: 8 x 5 (half sheet) for short
ones; 6 x 9 (special cut); to 8 x 11 (whole sheet) for long memos to
be displayed on the bulletin board..
Abbreviated

stationery

is

going

out

of

style.

Records

management people have found out that the short-size letters get lost
in the file as with these half-sheets or one-third sheets of memoranda.
However, some heads of companies are still using these mini forms
for convenience purposes.

INTEROFFICE MEMORANDUM
TO

All Agency Manager

FROM

Advertising Director

DATE

(Current)

SUBJECT

Proper Office Decorum

You are all hereby enjoined to observe proper decorum at all times in order not to
disrupt normal operations.
Should a councilor meet with a problem, he must first see his Agency Manager
for advice. In the absence of his Agency Manager, the Officer-of-the-day shall be the
right person to approach with. The Agency Manager or Officer-of-the-day must strive to
solve the problem at this point.
Only serious matters requiring immediate attention should be coursed directly to
the Advertising Directors Office.
In matters concerning any request or accommodation in behalf of any customers,
the councilor must see to it that such request is within the approved policies and
procedures in order to avoid embarrassment on the part of all concerned.

(NAME OF STUDENT)
Advertising Director

/gbp

Cc: All Agency Managers

PHILIPPINE FINANCING COMPANY

Inter-Office Memorandum

TO
: Legal Dept.
FROM
: Accounting Dept.
SUBJECT : C.O. Reyes Account

DATE : Current
FILE : AC-007-30
Refer to: C-35

We attached for collection a statement of our account against C.O. Reyes, in the
amount of P5, 569.50. that he has ignored in all our letters. The last one which was sent
by registered mail, informed him that the only recourse left to us was to turn the account
over to our Legal Department.
Please acknowledge the receipt of this statement and then proceed to effect a
prompt and, if possible, an amicable settlement of the account.
We are uncertain whether or not his assets justify our taking MR. Reyes to court.
If you cannot collect the claim, give us detailed information concerning his credit
standing

(Name of Student)
Comptroller

Short Inter-Office Memo

Inter-Office Memorandum
MEMO TO : Mr. A. Martinez
FROM : R.B. Gomez
DO= (Gamay)
DATE : (Current)
SUBJECT : DSA Training
COPIES : E. Perez, File
Due to the present workload of the section and because of budget limitation, we
have decided to shorten your stint as DSA in DO-28. Heres the mandated tasks schedule:
December 18 or 19 - Prepare the CDR for the work.
December 21 or 22 - Turnover of Accountabilities to new DSA.
December 23
- Report to Home Office.
We are confident that you will do your best to discharge your duties and
responsibilities as DSAs and acquire optimum knowledge and skill from your training.
(SGD.) R.B. GOMEZ
Program Director

Half-Page Inter-Office memo

PHILIPPINE AMERICAN LIFE ASSURANCE COMPANY
Manila, Philippines
Date
To

: September 3, 2013
: Davao Branch Office
Atty. T. Loren T. Chu

From : Salary Saving Department

.

Policy No. 065462

Subject :
Mr Edu B. Mansuno
Mr. Norberto Saulog-Payor
Talisay,Gov. Ate Vi Rectio

Enclosed is PNB Check No. 534412, dated September 1, 200_, in the amount of
P5930.57 representing the next proceeds of the cash surrendered value of the above
subject policy which was surrendered effective on the aforementioned date, for your
proper delivery to the above named insured/payer.
Kindly acknowledge receipt hereof.
However, before releasing the check, please return to us the enclosed request for cash
Surrender Form duly dated and signed by the insured/payer and witnessed by a
competent person for our approval. We wish to inform you that in order to minimize
unfavorable delays, we proposed the surrender of this case subject to insureds
submission of the above requirements.
We will appreciate your giving this matter an immediate action.

I. ANNUAL REPORT
LEYDECO INCORPORATED
Marasbaras, Tacloban City
Report of the President

TO THE STOCKHOLDERS
The favorable operating conditions that your management looked forward to did
not materialize during the year under review and as such, your company had to contend
more heavily with the burdensome effects of inflation and high costs.
Milling results using gravity concentration and amalgamation yielded 7,259.87
grams gold and 180 tons of complex concentrates containing 25 grams gold, 28 grams
silver, 185% copper, 98% zinc. All this represents 194 milling days with a total of 2,716
metric tons or ore delivered. Low recovery can be attributed to low grade ore, the long
hauling distance and highly inclement weather prevailing at the time. It must be
remembered that our operations since inception has been on gravity concentration and
amalgamation banking heavily on free gold. Since the occurrence of free gold is not
regular and dependable, production becomes difficult to project. Mine development
during the year continued at a slow pace in our quest for improved grades and quantity of
ore reserves.
Our previous report mentioned work being started on a new haulage level due to
the long hauling distance involved from the previous source. This new haulage level is
still in process and is expected to be completed in the last quarter of 200_..
Conduct of business as mentioned above continued under very stringent financial
conditions and our primary concern is how to keep the operations open in spite of
inflation and accelerating production costs which has badly affected many of the
established mines.
We are continuously introducing more improved techniques and additional
equipment in the circuit. Work on these has slowed down considerably during the year
due to our very poor cash flow. It is hopefully expected that shareholders will remit
substantially their subscription dues on the exercise of their pre-emptive rights of
September, 200_. Subscription receivables still amounted to about 90% of the total
amount due. Remittance of this is imperative if we are going to continue implementing
our primary objectives.

This mill was shut down during the last quarter of the year for adjustments and
repairs. In the interim, we are still conducting pilot tests on floatation and cyanidation as
well as study other methods with which to improve production.
Report of the President
2
Your company applied for inclusion in the 200_-200_ program of the National
Power Corporation of 69 KV line are currently about 35 kms. from our mill site.
Relations with labor remain cordial with no difficulties foreseen. The outlook for
the coming year will be very difficult to predict. Most gold producer suffered losses due
to low gold prices and high production costs in past couple of years. To date, gold has not
quite responded to inflationary influences as expected although a strong possibility exists
there. IFM sales have been very well absorbed with a very significant improvement in
industrial demand. This is expected to increase as world economic conditions improve.
In closing, we would like to acknowledge the efforts of our very young field staff
who are slowly gaining the much needed experience and expertise and hopefully be able
to deliver on time a viable mining operation. Shareholders patience and support is highly
appreciated.
(4)
(Name of Student)
President

SJ BELAYOS AUDITING FIRM

Real Street, Tacloban City

AUDITORS REPORT

To the Board of Directors of

LEYDECO Incorporated
Marasbaras, Tacloban City
We have examined the Balance Sheet of LEYDECO Incorporated as of December
31, 200_. Our examination was made in accordance with generally accepted auditing
standards, and accordingly included such tests of the accounting records and such other
auditing procedures as we considered necessary in the circumstances.
In our opinion the accompanying balance sheet presents fairly the financial
position of LEYDECO Incorporated at December 31, 200_, in conformity with generally
accepted accounting principles applied on a basis consistent with that of the preceding
year.
(Name of Student)
PTR. 123456
Jan. __, 200_
(Current Date)
Tacloban City, Philippines

J. NOTICE OF A MEETING
LEYDECO INCORPORATED
Marasbaras, Tacloban City
(Current Date)
NOTICE OF ANNUAL MEETING OF STOCKHOLDERS
Dear Stockholder:
Notice is hereby given that the Annual Meeting of the Stockholders of LEYDECO
INC. It. will be held on Wednesday, December 27, 20__--- at 10:00 A.M. at the Function
Hall of the Leyte Park Hotel, Magsaysay Ave., Tacloban City for the following purposes:
1. Approval of the Annual and Financial Report of the President;
2. Ratification and approval of the acts and proceedings of the Board of
Directors and Management for the preceding year;
3. Election of Directors for the ensuing year;
4. Transacting such further and other business an many properly come befor the
meeting.
Only stockholders of record at the close of business hours on Dec. __, 20__--will be entitled to vote at said meeting. The stock and transfer books will be
closed on December __, 20__ --- to determine who among the stockholders are
entitled to vote.

(Name of Student)
Corporate Secretary

MEGATREND MULTIMEDIA VENTURE, INC.

1234 Magsaysay Blvd., Tacloban City

(Current Date)
NOTICE OF MEETING OF STOCKHOLDERS

Dear Stockholder:
Notice is herby given that the Regular Annual Meeting of the Stockholders of
MEGATREND
MULTIMEDIA
VENTURE,
Inc.
will
be
held
on
____________________________ at 1:30 P.M. at the above mentioned address, for the
purpose of electing the members of the Board of Directors for the current fiscal year and
such other matters which may come up before the said meeting.
If you cannot attend this meeting personally, please fell free to send your
authorized representative by duly accomplishing the attached proxy form and mail the
same to the undersigned at the same address.

ANGELA A. LOCSAIN
Secretary
Encl: Proxy Form
P.S. - The new members of the Board will meet immediately after the stockholders
meeting.

K. MINUTES OF A MEETING
MEGATREND MULTIMEDIA VENTURE, INC.
1234 Magsaysay Blvd., Tacloban City
MINUTES OF THE REGULAR MONTHLY MEETING
OF THE EXECUTIVE BOARD
Date: August 23, 2007
Time: 1:30 P.M.
Venue: Main Office
Present: All Members of the Board
The meeting was called to the order by the President who
appraised
the Board of the recent increase in oil price and its consequent effect
on business operations.
The Controller presented the financial statements for the First
Quarter when oil prices had not yet been increase. He informed the
Board that this oil situation would affect the profitability of the
Company.
The Board has in mind the welfare of its employees to enable
them to cushion the impact of the rising prices of commodities. It
plans to give monthly-paid employees.
Across-the-board increase of 15% and daily rated employees
10% retroactive in April 1. To finalize this plan, the Board agreed to
adjust selling price of products in order to maintain a 5% profit
margin more than the First Quarters.
The Sales Manager would study the pricing structure of the
company products; the Production Manager, to study the possibility of
reducing the production costs; and the Controller, to do the costing
and to prepare the proforma financial statements.
The President requested the three board members to come out
with the results of their studies to be discussed during the special
meeting on April 20.
The meeting was adjourned at 5:30 p.m.
Respectfully submitted,

ANGELA A. LOCSAIN
Secretary