Formal and Informal Correspondence

 

ENGLISH 10 – TERM 3, WEEK 9

STUDENT SUMMARY NOTES

I. Effective Communication

Effective communication means sharing ideas clearly and respectfully so that the receiver understands the intended message.

Characteristics of Effective Communication

1. Clear Message – The information is easy to understand.

2. Respectful Tone – Appropriate and polite language is used.

3. Proper Words – Words match the purpose and situation.

4. Good Listening – The listener pays attention to the speaker.

5. Correct Response – The receiver responds appropriately.

Why Is Clear Communication Important?

Clear communication helps people understand messages, avoid misunderstandings, and establish good relationships.

Writing as a Form of Communication

Writing is also a way of communicating ideas and information.

A good letter should have:

• Clear purpose

• Organized ideas

• Proper word choice

• Respectful tone

• Correct grammar

II. Understanding Correspondence

Correspondence refers to written communication, such as letters, emails, and messages.

There are two common types of correspondence:

A. Informal Correspondence

An informal letter is a personal letter written in a friendly, casual, and relaxed manner.

Common Characteristics:

• Casual and friendly tone

• Simple and everyday words

• Personal stories and experiences

• Flexible format

• Friendly greetings and closings

• May include humor and emotional expressions

• May use contractions and abbreviations

Example:

A letter written to a friend or cousin sharing personal experiences or updates.

Sample Greeting: "Dearest Maria,"

Sample Closing: "Your loving cousin,"

B. Formal Correspondence

A formal letter is written for official or professional communication and follows specific formats and conventions.

Common Characteristics:

• Polite and professional tone

• Formal language and vocabulary

• Organized structure

• Correct grammar and punctuation

• Respectful greetings and closings

• Avoids unnecessary personal stories

• Avoids most abbreviations and contractions

• Uses appropriate titles and honorifics

Example:

A letter addressed to a company manager when applying for a job.

Sample Greeting: "Dear Mr. Mitdo:"

Sample Closing: "Sincerely yours,"

III. Differences Between Formal and Informal Letters

Aspect	Formal Letter	Informal Letter
Tone	Professional and polite	Casual and friendly
Language	Formal vocabulary	Simple and everyday words
Structure	Standard format	Flexible format
Salutation	Dear Mr. Smith	Hi John
Length	Usually longer and detailed	Generally shorter
Purpose	Official communication or requests	Personal communication
Recipient	Employer, manager, or official	Friend or family member
Closing	Sincerely yours	Take care
Signature	Full name	First name or nickname
Contractions	Limited use	Frequently used
Vocabulary	Professional and precise	Casual and familiar
Personal Matters	Rarely included	Frequently included
Humor	Rarely used	May be used
Titles	Uses Mr., Mrs., Dr., etc.	Titles may be omitted
Attachments	Common for official documents	Rarely included

Examples of Formal and Informal Correspondence

Formal Correspondence:

• Job application letter

• Business letter

• Letter of complaint

• Scholarship application

• Official inquiry

Informal Correspondence:

• Letter to a friend

• Letter to a cousin

• Personal letter to family

• Message sharing personal experiences

Remember: The purpose, recipient, tone, and language help determine whether a letter is formal or informal.

IV. Understanding the Sender's Meaning and Purpose

The sender's meaning and purpose can be identified by examining the following features:

1. Diction

2. Style

3. Tone and Register

4. Point of View

5. Sentence Structure

These features show how serious, polite, clear, and professional the writer is.

Example: Formal Letter

"Dear Mr. Mitdo: I am writing to apply for the position."

This statement shows that the sender has a professional purpose and wants to request employment.

Example: Informal Letter

"Dearest Maria, I can't wait to hear all your stories!"

This statement shows that the sender has a friendly and personal relationship with the receiver.

V. What Is a Letter of Application?

A letter of application is a formal letter written to apply for a job or position.

It introduces the applicant to a potential employer and explains why the applicant is qualified for the position.

What Does a Letter of Application Usually Explain?

1. Who you are.

2. What position you want.

3. Your skills and experiences.

4. Why you are qualified for the position.

Example:

"I am writing to apply for the position of English teacher."

What Document Usually Goes with an Application Letter?

A resume is usually attached to provide additional information about the applicant's educational background, skills, and work experience.

VI. Parts of a Letter of Application

A letter of application has nine important parts.

1. Heading

The heading contains the applicant's personal and contact information.

It includes:

• Complete name

• Home address

• Phone number

• Email address

Example:

Lorena S. Padua
25 Magnolia St., San Roque
Baguio City, Benguet, Philippines 2600
+639474352468
LorenPadua13@gmail.com

2. Date

The date indicates when the application letter was written.

Example:

April 29, 2027

3. Inside Address

The inside address contains the employer's contact information.

It includes:

• Employer's name

• Position or title

• Company name

• Company address

Example:

Allen W. Cortez
Director, Human Resources
Urban Investments Incorporated
Purok 3, Salvation St.
Baguio City, Philippines

Why Should Contact Details Be Included?

So the employer can contact the applicant when necessary.

4. Salutation

The salutation is the greeting used at the beginning of the letter.

Examples:

• Dear Mr. Cortez:

• Dear Mrs. Reyes:

• Dear Hiring Manager:

Reminder: Use the correct name and title of the recipient when available.

5. First Paragraph

The first paragraph introduces the purpose of writing.

It should answer these questions:

• Why are you writing?

• What position are you applying for?

• Where did you find the job opportunity?

• Why are you a good candidate?

Example:

"I am writing to apply for the position of English teacher."

6. Middle Paragraph

The middle paragraph explains the applicant's qualifications.

It includes:

• Skills

• Qualifications

• Experiences

• Achievements

• Connection to the job

Example:

"I have experience in teaching English and developing instructional materials for students. My communication and classroom management skills have helped me create an effective learning environment."

7. Final Paragraph

The final paragraph expresses appreciation and continued interest in the position.

It should:

• Thank the reader.

• Express interest in the position.

• Mention availability for a follow-up or interview.

• End politely.

Example:

"Thank you for your time and consideration. I would appreciate the opportunity to discuss my qualifications in an interview."

8. Complimentary Close

The complimentary close is the respectful expression written before the applicant's signature.

Examples:

• Respectfully yours,

• Sincerely yours,

• Yours truly,

9. Signature and Name

The applicant writes their signature followed by their complete name.

For a printed letter, leave four lines of space between the complimentary close and the printed name. Sign in black ink in the space provided.

VII. Summary of the Parts of a Letter of Application

Part	Function
Heading	Presents the applicant's contact information
Date	Indicates when the letter was written
Inside Address	Presents the employer's information
Salutation	Greets the recipient
First Paragraph	Introduces the purpose and position applied for
Middle Paragraph	Explains qualifications, skills, and experience
Final Paragraph	Expresses thanks and interest
Complimentary Close	Ends the letter respectfully
Signature and Name	Identifies the applicant

Easy Way to Remember:

• Beginning – Who are you, and why are you writing?

• Middle – What qualifications make you suitable?

• Ending – Thank the employer and express your interest.

VIII. Three Formats of Application Letters

There are three common formats of application letters discussed in the lesson:

1. Full Block Format

Full Block is the most formal-looking format.

Characteristics:

• All elements are aligned to the left margin.

• Paragraphs are not indented.

• Paragraphs are separated by double line spacing.

• Has a neat and simple appearance.

When to Use:

It can be used for different purposes and types of formal communication.

2. Modified Block Format

Modified Block is less formal than Full Block.

Characteristics:

• Date, complimentary close, and signature lines begin near the center of the page.

• The beginning of each paragraph is indented five spaces.

• The subject line, if used, is also indented.

• Paragraphs may be separated by single or double line spacing.

When to Use:

It may be used when corresponding with someone with whom you already have a good working relationship.

3. Semi-Block Format

Semi-Block is slightly less formal than the Full Block format and slightly more formal than the Modified Block format, as described in the lesson.

Characteristics:

• Most elements are left-aligned.

• The first line of each paragraph is indented five spaces.

• Paragraphs are separated by double line spacing.

Comparison of the Three Formats

Format	Alignment	Paragraphs	Appearance
Full Block	All elements left-aligned	Not indented	Most formal
Modified Block	Date, closing, and signature near the center	Indented five spaces	Less formal
Semi-Block	All elements left-aligned except paragraph beginnings	Indented five spaces	Moderately formal

Important Reminder:

The main difference among these formats is the alignment and indentation of the letter's parts.

IX. Writing Etiquette

Writing etiquette means following proper and respectful rules when communicating through writing.

A professional application letter should be:

1. Polite – Use respectful expressions.

2. Clear – Communicate your purpose directly.

3. Properly Formatted – Follow the correct letter format.

4. Grammatically Correct – Observe correct grammar and sentence construction.

5. Proofread – Check spelling, punctuation, capitalization, and other errors.

Why Does Etiquette Matter in Application Letters?

It creates a good impression and shows professionalism and respect for the recipient.

Examples of Writing Etiquette

Incorrect or Inappropriate	Better Expression
"I really want this job so bad."	"I am interested in applying for the position."
"Hey Boss!"	"Dear Hiring Manager:"
"Give me this opportunity."	"I would appreciate your consideration for this opportunity."
"I good teacher because experience."	"I am qualified for the position because I have teaching experience."

X. Language Features of an Effective Application Letter

The sender's meaning and purpose can also be understood through five important language features.

1. Diction

Diction refers to the choice of words used by a writer.

A good application letter uses professional and appropriate words.

Professional Diction:

"I am interested in applying for the position."

Too Casual:

"I really want this job so bad."

Remember: Use professional word choices when writing to an employer.

2. Style

Style refers to the way a letter is written and organized.

A good application letter should be:

• Clear

• Concise

• Organized

• Professional

Example of Good Organization:

• Start with the purpose.

• Explain your qualifications.

• End politely.

3. Tone and Register

Tone refers to the writer's attitude toward the reader or subject.

Register refers to the level of formality used in communication.

For an application letter:

Feature	Appropriate Use
Tone	Respectful, positive, and confident
Register	Formal and professional

Question: Should an application letter sound arrogant?

No. It should sound confident but respectful.

4. Point of View

Point of View refers to the perspective from which the writer communicates.

In an application letter, the writer uses the first-person point of view appropriately.

Example:

"I have experience in teaching English."

Use "I" to explain your qualifications, but avoid sounding boastful.

5. Sentence Structure

Sentence Structure refers to how words and phrases are arranged to form sentences.

Good sentences should be:

• Complete

• Clear

• Varied

• Grammatically correct

Weak Sentence:

"I good teacher because experience."

Better Sentence:

"I am qualified for the position because I have teaching experience."

XI. Improving an Application Letter

Before submitting an application letter, review its language and organization.

Check the following:

1. Diction – Are the words appropriate and professional?

2. Style – Is the letter clear, concise, and organized?

3. Tone – Is it respectful, positive, and confident?

4. Formality – Does it follow formal writing conventions?

5. Point of View – Is the first-person point of view used properly?

6. Sentence Structure – Are the sentences complete and grammatically correct?

Peer Review Checklist

When exchanging application letters with a classmate, ask:

• Is the language formal?

• Is the purpose clear?

• Are the sentences correct?

• Is the tone respectful?

• Does the letter sound professional?

Helpful Feedback Statements

• "Your purpose is clear because __________."

• "You can improve the tone by __________."

• "This sentence can be clearer if __________."

• "Your word choice is formal because __________."

• "Check the grammar in __________."

XII. Key Terms to Remember

Term	Definition
Communication	Sharing ideas and information
Correspondence	Written communication through letters, emails, or messages
Informal Letter	A personal letter written casually and friendly
Formal Letter	A letter used for official or professional communication
Application	A request for a job, school admission, or opportunity
Letter of Application	A formal letter written to apply for a job or position
Heading	The applicant's contact information
Inside Address	The employer's contact information
Salutation	The greeting in a letter
Complimentary Close	The respectful expression before the signature
Resume	A document presenting an applicant's qualifications and experience
Diction	Choice of words
Style	The way a letter is written
Tone	The writer's attitude
Register	The level of formality in communication
Point of View	The writer's perspective
Sentence Structure	The arrangement of words to form sentences
Writing Etiquette	Following proper and respectful writing rules

XIII. FINAL REMINDERS

When writing a letter of application, remember these seven important steps:

1. KNOW YOUR PURPOSE.
Clearly state the position you are applying for.

2. KNOW YOUR RECIPIENT.
Use the correct name, title, and contact information of the employer.

3. USE FORMAL LANGUAGE.
Choose professional words and maintain a respectful tone.

4. ORGANIZE YOUR IDEAS.
Follow the correct parts and format of an application letter.

5. HIGHLIGHT YOUR QUALIFICATIONS.
Present relevant skills, experiences, and achievements.

6. FOLLOW WRITING ETIQUETTE.
Observe correct grammar, punctuation, spelling, and letter conventions.

7. PROOFREAD BEFORE SUBMITTING.
Check the letter carefully for errors and missing information.

FINAL MESSAGE

A GOOD LETTER OF APPLICATION IS MORE THAN A REQUEST FOR A JOB. IT IS YOUR OPPORTUNITY TO INTRODUCE YOURSELF, PRESENT YOUR QUALIFICATIONS, AND CREATE A PROFESSIONAL FIRST IMPRESSION.