GROUP 3- CHAPTER 5. CIVILIAN LETTER!

Group 3!

PRESENTING THE CHAPTER 5 OF TECHNICAL WRITING

start

OBJECTIVES

At the end of the discussion, the class will beable to: a. Identify the parts, types of civilian letter b. Identify the steps and techniques in letterwriting c. Write a civilian letter

05

CIVILIAN LETTER

what is civilian letter?

A cicilian letter is a; • Misconceptions can arise out of the word “civilian.” The police organization is civilian in character, and even if it is civilian paramilitary, the police make use of the civilian letter when writing to those outside the police organization. • When corresponding with the President of the Philippines, department secretaries, provincial governors, city or municipal mayors, owners and managers of private firms, and the like, the police only utilizes civil letters.

parts of civilian letter

what is heading?

1st is the Heading

• • A typed or a printed letterhead may be used. It includes the writer’s office and office address Abbreviations shall not be made for the city, municipality and province.

2ND IS FILE REFERENCE

FILE REFERENCE

The use of identifying file reference is optional depending on the instructions issued by the chief or head of office. If ever used, it is placed at the left margin two spaces below the letterhead, and in line with, and below, the current date.

EXAMPLE

EXAMPLE OF HEADING

REPUBLIC OF THE PHILIPPINES NATIONAL POLICE COMMISSION PHILIPPINE NATIONAL POLICE QUIRINO POLICE STATION AGLIPAY, QUIRINO

example

3RD DETALINE

EXAMPLE

4th inside address

The addressee's name should be written fully, It should always be preceded by a courtesy title, except in cases of M.D. Ph.D., and a few others. The first line shows the addressee's name and designation, if any; the second line, the name of the agency or company of the addressee; the third line, the address of the agency or company. If not belonging to any agency or company, the addressee's local address will do.

Month, day and year in that order is the dateline. In a civilian letter the month is never abbreviated, it is spelled out. Also, st as in 1st, nd as in 2nd, rd as in 3rd, or th as in 4th is not used after the month. Neither is 03 as in 2003, in writing the year.

DAKILA JUNIE E. CUA GOVERNOR PROVINCE OF QUIRINO

March 08, 2023

5TH ATTENTION LINE

6TH SALUTATION

• To speed up handling of the letter, the attention line is used when the letter is addressed to a company or to a particular department of a company or to an individual aside from the addressee. The following are examples of an attention line.

• The salutation greets the reader and the greeting may be formal or informal, cordial or personal. The following examples show the different kinds of salutations and the one they reflect.

DAKILA JUNIE E. CUA GOVERNOR OF QUIRINO QUIRINO PROVINCIAL MANGANDINGAY,CABARROGUIS, QUIRINO

SUBJECT LINE

EX

7TH

Written after the salutation and is properly centered. This informs the reader about the subject or what the letter is about.

SIR: SUBJECT: PERSONAL COORDENATION

BODY

The body of the letter contains the message. Here, more than anywhere else, the general principle of communication applies: say it cleaproperly and quickly. Letters are normally single-spaced, with one blankly and succinctly, so that the reader will understand the message line left between paragraphs.

8TH

EX

9TH COMPLIMENTARY CLOSE

A COMPLIMENTARY CLOSE IS USUALLY FOLLOWED BY A COMMA, AND COMES IMMEDIATELY AFTER THE LAST LINE OF THE MESSAGE . THE FIRST WORD STARTS WITH A CAPITAL LETTER. THE SEGMENT RANGES FROM FORMAL TO CORDIAL . FOR OFFICIAL CORRESPONDENCE,’’ VERY TRULY YOURS’’IS PERFECTLY ACCEPTABLE. THE TONE IN THE COMPLIMENTARY CLOSED MUST MUCH WITH THAT SALUTATION .’’DEAR SIR’’ AND ‘’ LOVING YOURS ‘’ OR DEAR JUAN AND RESPECTFULLY YOURS’’, DO NOT COMPLEMENT EACH OTHER.

EXAMPLES

Author's Name

10TH COMPANY SIGNATURE

IN CIVILIAN LETTER A COMPANY SIGNATURE MAY BE SHOWN IMMEDIATELY ABOVE THE WRITER SIGNATURE , BASE ON THE THEORY THAT THE COMPANY NOT THE WRITER , IS THE LEGAL ENTITY. IN OTHER WORDS THE COMPANY ASSUMES A GREATER RESPONSIBILITY THAN THE INDIVIDUAL , OTHERWISE , THE COMPANY SIGNATURE IS OMMITTED, ESPECIALLY IF INCLUDING IT IS NOT A STANDARD POLICY OF THE FIRM.

11th REFERENCE INITIALS

INITIAL OF THE WRITER AND HIS TYPIST OR SECRETARY APPEAR AT THE LEFT OF STATIONERY , ABOUT TWO SPACE BELOW THE WRITER IDENTIFICATION . (ABC) STANDS FOR THE INITIAL OF THE SIGNATORY , (DEF) STANDS FOR THE INITIAL OF THE DRAFTER , (GHI) STANDS FOR THE INITIAL OF THE COMPUTER ENCODER OR TYPIST.

EXAMPLE

12TH ENCLOSURE NOTATION

THIS ENCLOSURE REFERS TO ANYTHING SENT WITH THE BASIC COMMUNICATION. IN CIVILIAN LETTERS, HERE ARE SOME ENCLOSURE STYLE.

CONTRACT INVOICE MEMORANDUM RECEIPT

EXAMPLES

13TH POST SCRIPT

IF A WRITER HAS FORGOTTEN SOMETHING IN THE MESSAGE HE ADDS A P.S. IT IS INTENDED TO ATTRACT ATTENTION . THE POSTSCRIPT MAY BE FLUSHED WITH THE LETTERS MARGIN OR MAY BE INTENDED FIVE SPACES IN THE MARGINS.

14TH

COPY FURNISHED

WHEN ONE OR TWO COPIES ARE FURNISHED , A CARBON COPY NOTATION IS INDICATED ON THE ORIGINAL AND ALL COPIES OF THE LETTER. EXAMPLE: CC: Mr. AGAPITO O. HAMPASLUPA CC:SALES DEPARTMENT THIS NOTATION CAN SUBSTITUTE THE TRADITIONAL COPY FURNISHED NOTATION A BLIND CARBON COPY NOTATION DOES NOT APPEAR ON THE ORIGINAL BECAUSE THE WRITER DOES NOT WANT THE ADDRESSED TO KNOW THAT CERTAIN COPY IS FURNISHED TO ANOTHER.

tYPES OF CIVILIAN LETTER

01

INFORMATION LETTER- means a written statement issued by the department that provides general information by calling attention to a well-established interpretation or principle of tax law, whether or not it applies to a specific set of facts. An information letter does not constitute a written opinion for purposes of section 231-19.5, HRS. EXAMPLE(sender address) (Date when the letter was written) (Recipient address) Subject: Information request for (product) Dear (Recipient name) INVITATION LETTER: It is a letter written to invite people to a particular event. This can be written for a marriage, engagement, graduation ceremony, exhibition, annual day, etc. EXAMPLE- It must include the address, date, and time of the event on the left side of the letter. Make sure to mention the salutation at the beginning and your signature at the ending of the letter. Make sure to write a grammatically correct and concise letter. It should indicate whether it is a formal or informal letter. The host must express his or her warm welcome to the guests.

02

tYPES OF CIVILIAN LETTER

03

SAMPLE CLAIM LETTER: The claim implies requesting and demanding compensation, a Claim letter is used to demand compensation because the work is not up to the organisation's mark or inadequate supply of products. EXAMPLE-To:- Defendant Dear Sirs Re: Claimant's full name Claimant's full address Claimant's National Insurance Number Claimant's Date of Birth Claimant's Clocks or Work Number Claimant's Employer (name and address) ADJUSTMENT LETTER. It is written when a seller or delivery authorities write back to the customer in regard to their complaint. The official in format, it is used to explain what is the nature and urgency of the customer's complaint and how it can be resolved by the company. EXAMPLE-The real focus is placed on where to place dates, headers, and letterheads. Otherwise, the letter is basic in writing style.

04

TYPES OF CIVILIAN LETTER

1ST

05

EXAMPLE - in the first paragraph, give an introduction to yourself and your company in brief terms. Briefly mention the reason for your letter.

REQUEST LETTER: A request letter is a formal letter or a document that is written in the context of requesting anything from an official.

In the last paragraph, thank the reader for considering your letter and mention where he can contact you for further correspondence. Your's Sincerely, Signature Designation

In the second paragraph, politely put forth the request and mention the reason as to why it has been written to him.

3RD

2ND

TYPES OF CIVILIAN LETTER

06

ORDER LETTER SAMPLES: An order letter is a document that approves the buying and selling of a product and presents items' details.EXAMPLE

• Name
• Address
• State, zip code
• Dear name
• Please confirm that you received

this order by calling us at (phone number) anytime during business hours. Thank you for your assistance

TYPES OF CIVILIAN LETTER

07

LETTER OF INQUIRY- An effective letter of inquiry includes a few key components. Here areSIX STEPS to write a great letter of inquiry:Example

• Start with an introduction
• Describe you organization
• Include a need statement
• Provide a need solution
• List other funders you're approaching
• Conclude with a summary
• Finally, close your letter of inquiry with a brief summary, in which you can restate the main points of your letter.

TYPES OF CIVILIAN LETTER

EXAMPLE

Make sure you know the purpose of this letter.

RECOMENDATION LETTER -is a brief recount of your experience or acquaintance with someone, usually a former student or employee, where you praise their performance or personality.

Think about the person asking the recommendation.

Use our template to create the first draft of your letter. Shape the draft by cutting or adding information.

TYPES OF CIVILIAN LETTER

APPLICATION LETTER -also known as a cover letter, is sent with your resume during the job application process. EXAMPLE- Use a formal business heading for your job application letter. Example header: [Your name] Your city and ZIP codel [Your phone number] [Your email address] [Date] [Name of hiring manager or supervisor] [Title of hiring manager or supervisor] [Company name] [Company physical address] By including a professional and detailed heading, you can make it easier for the hiring manager to follow up with you regarding the position.

TYPES OF CIVILIAN LETTER

EXAMPLE

WHAT IS A LETTER OF TRANSMITAL?

Here are some examples of how a transmittal letter is used:

• When you need to explain requirements or instructions regarding an attached document
• When sending contracts or drafts that require review or approval
• When you need to explain why an attached document should be read and considered
• When important points of a document need emphasis
• When a project has deviated from original plans
• When an attached report reflects decisions made after a submitted proposal
• When unanticipated challenges occurred, pushing back a project
• When a project yielded unexpected outcomes.
• Write to Lloyd Flores

A letter of transmittal is a short cover letter that accompanies a more complex document to explain its purpose.

RECOMMENDATION LETTER

REFERENCE LETTER

Because there are civilians employed in police and military installations, there can be sensitive positions. An applicant for a delicate position is scrutinized through the background investigations. His former employer, for instance, receives a reference letter for the prospective employer. This letter specities the period of employment, the extent of the employee's competence or efficiency, etc.

Sometimes, an ex-employee asks for a recommendation letter. Morally obligated, a former employer responds to the request and considers the following: 1) the person being re-commended; 2) his history of employment, qualifications and skills; 3) an assessment of his personality; and 4) final recommendation.

13

12

APPLICATION LETTER

CONDOLENCE LETTER

When applying for a job, an application letter, also known as a cover letter, is a document that goes with your resume. This letter elaborates on the information in your resume. It provides you with an excellent opportunity to highlight your most relevant qualifications and explain why you believe you are the best candidate for the position.

Usually, this letter depends on how well the sympathizer knows the bereaved. but more often than not, the tone is personal and sincere because to condole is to offer comfort.

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15

APPOINTMENT LETTER

An appointment letter ls sent to a person who has been appointed to serve in a certain capacity who has been selected to perform a specilic task. It may be rejected or accepted.

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Subtitle

QUALIFICATION SUMMARY!

The qualification summary, sometimes called a resume', a personal record, or even a data sheet, states in brief the qualifications of the applicant. This usually contains the position applied for, experience, educational attainment and references. These four items when systematically arranged should attract the reader's attention.

• 1. On standard 8.5 by 11-inch stationary, the date is usually typed on line 15 with the inside address typed five lines below.
• 2. One blank line is left before the salutation, each paragraph, the complimentary close, the company signature, if used.
• 3. If an attention line or a subject line is included, one blank line precedes and follows these parts.
• 4. The writer's identification should be preceded by at least three blank lines to allow room for the signature.
• 5. At least one blank line usuallv
• separates the writer's
• identification from the reference initials.
• 6. Generally, no blank line separates the reference initials from enclosure and carbon notations.
• 7. A postscript, if used is preceded by one blank line.

GENERAL RULES ON SPACING

GENERAL RULES ON MARGIN SPACES

1. The left margin of a letter should be straight whether it is pen-written or typewritten.
2. Because it is impossible to achieve a straight line for the right margin, the writer must exercise care and good judgment in driving words at the ends of the lines to prevent the page from having a ragged appearance.
3. When the letter is very short, the margin should increase, and the letter placed far enough from the top of the page to allow it to occupy the middle of the page.
4. For an average-length letter, from 100-150 words, it may be written on a page when double-spacing is used and the marginal stops are set so as to make the lines fifty spaces in length.
5. In a 200-300-word or more letter, the same length line may be used, but single-spaced. Double- spacing between paragraphs should be used if the desire is to accommodate the whole message on one page.
6. If a message cannot be accommodated on one page, a second page may be used, having the same side margins as the first page.
7. In a continuation page, the top margin should be one inch, the first line to be typed on line 7, and approximately the same length, if not more at the bottom margin.

CONTINUATION PAGE

FOLDING CORESPONDENCE

A very modern treatment of a continuation page notation in civilian letters is best illustrated in "English for Business." This book shows the addressee's name, with initiated first name, (but definitely not the surname), page number, and date, that appear on the first page - all types toward the top margin. These items may be typed vertically or horizontally.Just like memorandums, civilian letters use plain stationery, not printed letterhead for the second and succeeding pages. They also follow the same rules regarding division of paragraphs.

For an 8.5 by 11-inch stationery to be folded in a short envelope, here are some accepted procedures:

• 1. Place the sheet flat on the desk, with its face up and its bottom toward the writer.
• 2. Fold the bottom toward top, bringing the lower edge to within one-half inch of the top.
• 3. Fold the bottom right to left a little more than one-third of the within of the sheet.
• 4. Finally, fold the remaining from left to right.

ARRANGEMENT AND STYLE

The study committee on police correspondence and issuance, under the Directorate for Plans and Programs, National headquarters, Philippine National Police, has chosen the Blocked Letter and Semi-Blocked Letter styles. These two styles are very similar in appearance, except in the paragraphing portion. Typist use the blocked letter if the text is composed of more than nine lines, and the semi-blocked letter, if less than nine lines.

1. The mailing address is begun half way down and half way across. 2. Two-line addresses must be avoided by typing the province and ZIP code number, if any, on a separate line from the city or municipality, or a street from a municipality or city. 3. A three-line addresses is double-spaced; if more than three lines, single-spaced.

4. The attention line is type on the lower left corner of the enveloped. 5. A special mailing service, i.e., "Airmail," "Special Delivery," etc. is indicated below the stamp. 6. A return address is typed on the upper left corner, not on the back of the envelope, if there is no printed return address.

THE ENVELOPE!

RAMNIEL JAKE BUSCAYON

ALVIN RUABORO

teamPOGI

KEEN MARCOE ACOSTA

PEEJAY RAMOS DALIDA

Name

JJOEMEL B. AQUINO

MICHAEL A. TIMMAMANG

There's no creativity without fun,No innovation without creativity,No success without innovation.Are you ready to do awesome things?

MARC JOHN LLOYD A. FLORES

thank YOU!