CSC–COA–DBM Joint Circular No. 1, s. 2025: A Complete Guide for Government Agencies and Public Schools

Identifying the Types and Parts of Letters

Today you will learn how to tell a formal letter from an informal letter by looking at the audience, purpose, and tone. You will also identify the key parts of a letter—heading, date, inside address, salutation, body, closing, and signature—so your message stays clear and respectful. You will practice spotting each part in examples and explaining why it matters. Then you will plan a letter that fits the right format and uses appropriate expressions.

• Subject: English 8
• Grade: 8
• Day: 2 of 4

🎯 Learning Goals

By the end of the lesson, you will be able to:

1. Classify at least 8 out of 10 letter situations as formal or informal using audience and purpose.
2. Identify and label at least 7 key parts of a letter correctly in a sample text.
3. Create a simple plan (outline) for one letter that includes the correct parts in the correct order.

🧩 Key Ideas & Terms

• Formal letter – written for official or professional purposes; uses respectful tone and standard format.
• Informal letter – written to friends or family; tone is friendly and relaxed.
• Heading – the sender’s address (and sometimes contact details) at the top.
• Date – shows when the letter is written.
• Inside address – the recipient’s address (usually in formal letters).
• Salutation – greeting (e.g., “Dear Ms. Cruz,” “Hi Ate,”).
• Body – the main message of the letter.
• Closing – polite ending (e.g., “Sincerely,” “Respectfully,” “Love,”).
• Signature – the writer’s name (and sometimes signature line).
• Format – the arrangement and order of parts to help readers follow the message.

🔄 Quick Recall / Prior Knowledge

1. What two things usually decide whether a letter is formal or informal?
   Show Answer

   The audience (who you write to) and the purpose (why you write).

2. Why do writers need a clear purpose before writing a letter?
   Show Answer

   Purpose guides the tone, details, and organization so readers understand what you want or need.

3. Give one example of a letter situation that should be formal.
   Show Answer

   Examples: writing to a school office, a principal, a company, or a local government office.

📖 Explore the Lesson

Work through the checkpoints. Each checkpoint helps you build confidence in identifying letter types and letter parts.

Checkpoint 1: Letter Types Start with Audience and Purpose

Mini-goal: Decide whether a letter is formal or informal by asking two key questions.

Guided discussion: A quick way to classify letters is to ask: (1) Who am I writing to? and (2) Why am I writing? If you are writing to someone in an official role—principal, teacher, office staff, company representative, community leader—your letter is usually formal. If you are writing to someone you know personally—friend, cousin, sibling, parent—your letter is usually informal. The purpose matters too. A request for information, a complaint, an application, or an official invitation normally uses a formal style. Sharing news, expressing feelings, thanking a friend, or telling a story often uses an informal style.

However, there are tricky cases. You might know a teacher personally, but the relationship in school is still professional. So you would still use a formal letter style. You might write to an older relative you respect deeply; the letter is informal, but the tone might still be polite and careful. This is why audience and purpose must work together. When you classify a letter, do not rely only on “I know this person.” Think about the role and context.

Real-life tie-in: Imagine you need to request a certificate from the school office. Even if the clerk is friendly, you still need a clear and polite request. Now imagine you are inviting a friend to your birthday. The message can be relaxed, warm, and personal. Same tool—letter—but different audience and purpose, so the style changes.

Mini-summary: Classify letters by checking the audience’s role and the purpose of the message, not just how familiar you feel.

• If you write to a principal about a school concern, what type of letter is it? Why?
  Show Answer

  Formal, because the principal is an official audience and the purpose is school-related and professional.

• If you write to a cousin to share your vacation story, what type is it? Why?
  Show Answer

  Informal, because the audience is family and the purpose is personal sharing.

• Give one “tricky” situation where the audience is familiar but the letter should still be formal.
  Show Answer

  Example: emailing a teacher you know well about grades or requirements; the context is still professional.

Checkpoint 2: Formal Letters vs Informal Letters in Tone and Word Choice

Mini-goal: Notice how tone changes when the audience changes.

Guided discussion: Once you know the letter type, you must match the tone. Formal letters use polite, respectful, and direct language. Sentences are usually complete, and slang is avoided. Informal letters can use friendly expressions, casual language, and personal voice. Both types should still be clear. “Casual” does not mean messy or confusing. It means you speak more naturally and personally.

Compare these two openings:

Purpose	Formal opening	Informal opening
Request information	I am writing to inquire about the requirements for joining the school club.	Hey! Can you tell me what I need to join the club?
Express thanks	Thank you for your assistance and time. I truly appreciate your support.	Thanks so much! You really helped me a lot.

Both versions communicate the same idea, but they sound different. If you use an informal tone in a formal situation, the reader may think you are careless or disrespectful. If you use a very formal tone with close friends, it may sound cold or distant. Your goal is to choose the right tone so your message is received well.

Real-life tie-in: Think of a student emailing a teacher: “Hey teacher, send me the file ASAP.” Even if the student needs help, the tone sounds demanding. A better formal tone is: “Good day, Ma’am/Sir. May I request a copy of the file for our activity? Thank you.” The purpose stays the same, but the tone becomes respectful and effective.

Mini-summary: Formal letters use respectful, complete, and careful language; informal letters use friendly and personal language, but both must be clear.

• Which is more appropriate for a formal letter: “Hi!” or “Dear Ms. Santos,”? Explain briefly.
  Show Answer

  “Dear Ms. Santos,” because it shows respect and matches a formal audience.

• Rewrite this informal request in a formal tone: “Can you send me the requirements?”
  Show Answer

  Example: “I would like to request a copy of the requirements. Thank you.”

• Why should you avoid slang in most formal letters?
  Show Answer

  Slang may sound unprofessional, unclear, or disrespectful to an official audience.

Checkpoint 3: The Parts of a Letter Are Like Road Signs

Mini-goal: Understand what each part does and why it exists.

Guided discussion: A letter has parts for a reason. Each part helps the reader quickly understand the message and context. Think of letter parts as “road signs” that guide the reader. The heading tells where the letter comes from. The date tells when it was written. In formal letters, the inside address shows who should receive it and where. The salutation begins the relationship with a respectful greeting. The body is the main message—your reason for writing, your details, and your request or point. The closing ends politely. The signature identifies the writer.

When any part is missing, the letter can become confusing. If there is no date, it is harder to track. If there is no greeting, the letter may sound rude. If the body has no clear purpose, the reader may not know what to do. If there is no signature, the reader may not know who wrote it. Structure supports meaning.

Real-life tie-in: Imagine receiving a letter that says, “Please help me,” but it has no name and no details. You would not know who needs help or what kind of help is needed. Now imagine a complete letter: it identifies the writer, explains the situation, and clearly asks for action. The parts make the request understandable and more likely to be granted.

Mini-summary: Each letter part has a job. Together, they guide the reader and make the message clear and credible.

• Which part tells the reader who wrote the letter?
  Show Answer

  The signature (writer’s name), and sometimes the heading if it includes sender details.

• Which part tells the reader the main message and details?
  Show Answer

  The body of the letter.

• Why can a missing date be a problem in formal letters?
  Show Answer

  Without a date, the letter is harder to file, track, or reference later.

Checkpoint 4: Spotting Letter Parts in a Sample

Mini-goal: Practice identifying and labeling letter parts correctly.

Guided discussion: Let’s practice with a short sample. Your task is to identify the parts and explain why each part fits its role.

Sample Text (mixed parts)	What part is it?
Block 12, Sampaguita St., Brgy. Maligaya, City	Show Answer Heading (sender’s address)
October 3, 2026	Show Answer Date
The Principal Maligaya National High School City	Show Answer Inside address (recipient)
Dear Ma’am/Sir:	Show Answer Salutation
I am writing to request permission to conduct a clean-up drive on campus next Friday. Our class will bring gloves and sacks, and we will follow school rules for safety.	Show Answer Body
Respectfully yours,	Show Answer Closing
Juan Dela Cruz	Show Answer Signature

Notice how the sample is easy to follow because the parts appear in a familiar order. In real writing, you should keep the reader’s needs in mind. A reader should not have to guess who you are, why you are writing, or what action you want. This is why letter parts matter in both printed letters and emails (even if emails show the date automatically, your message still needs greeting, body, and closing).

Real-life tie-in: When you email a teacher, the email system adds the date and sometimes your address. But you still need a respectful greeting, a clear body message, and a polite closing with your name and section. That is still letter writing, just in modern form.

Mini-summary: You can identify letter parts by looking at what each line does: sender info, date, recipient, greeting, message, polite ending, and name.

• Which part often appears only in formal letters: inside address or closing?
  Show Answer

  Inside address is usually a formal-letter feature; closings appear in both types.

• What two details should the body include to be effective?
  Show Answer

  It should include the purpose (why you write) and details/action (what you need or what you propose).

• In a school email, what can replace the heading?
  Show Answer

  The email account shows the sender, but you should still include your name and class/section in the closing.

Checkpoint 5: Choosing the Right Letter Format for the Situation

Mini-goal: Match a situation to the correct letter type and parts.

Guided discussion: Not every situation needs the same level of formality. The best writers adjust. For example, a letter inviting a barangay official to speak at school should be formal: it needs heading, date, inside address, and respectful expressions. A letter to a friend about a personal problem can be informal: it can include a friendly greeting, a warm body, and a simple closing. The “correct” choice is the one that respects the relationship and goal.

When you choose format, think of three things: (1) Role of the reader (official, teacher, friend), (2) Purpose (request, invite, share, apologize), and (3) Record (Will this be filed or used as proof?). If the message will be recorded or used officially, use formal format and clearer details. If the message is personal, informal style may be best. Still, even informal letters benefit from organization: clear paragraphs, clear details, and clear feelings.

Real-life tie-in: If you need to explain an absence to a school office, the letter becomes part of school records. You would use a formal or semi-formal style, complete information, and a respectful tone. If you are congratulating a friend, you can use friendly expressions and personal stories, but you still want the message to be clear and kind.

Mini-summary: The right letter type and format depend on role, purpose, and whether the message needs an official record.

• Which is more likely to need an inside address: a letter to a friend or a letter to a company?
  Show Answer

  A letter to a company, because it is formal and may be filed and routed to an office.

• Why do official letters often include more complete details?
  Show Answer

  Because the reader may not know the writer personally and may need details to decide or act.

• Give one personal letter topic that is better written informally.
  Show Answer

  Examples: sharing news, inviting a friend, saying sorry to a cousin, or thanking a friend.

Checkpoint 6: Planning Your Own Letter with the Correct Parts

Mini-goal: Build a quick plan that includes the correct parts in order.

Guided discussion: Before writing a full letter, plan it. Planning helps you avoid missing parts and helps your message stay focused. Choose one situation: (A) Write to your adviser to request permission for an activity, or (B) Write to a friend to invite them to an event. First, decide if it is formal or informal. Next, list the parts you need. Then outline the body in 3 simple steps: Opening (purpose), Details (key information), and Closing request or friendly ending.

For formal letters, include: heading, date, inside address, salutation, body, closing, and signature. For informal letters, you can simplify: greeting, body, closing, and signature (sometimes you may include a date if you want). What matters is that your reader can quickly understand the main message and respond appropriately.

Real-life tie-in: When you plan a letter to a school office, you avoid forgetting important details like your grade/section, the date of the event, or the specific request. When you plan a letter to a friend, you avoid confusing messages and you keep the tone warm and clear.

Mini-summary: Planning helps you choose the correct letter type, include the correct parts, and organize your body message for clarity.

• For a formal request letter, what should your first body sentence usually do?
  Show Answer

  State the purpose clearly (e.g., “I am writing to request…”).

• What details should you add in the middle of the body?
  Show Answer

  Specific information: dates, reasons, needed documents, steps, or any helpful facts for the reader.

• What is one simple closing line that works in many formal letters?
  Show Answer

  Example: “Thank you for your time and consideration.”

💡 Example in Action

These examples show how to identify the type and parts of letters. Answers are hidden.

1. Situation: You write to the school registrar to ask for a copy of your report card.
   Task: Identify the letter type and list three parts it should include.
   Show Answer

   Type: Formal.
   Parts: Heading, date, inside address, salutation, body, closing, signature (any three correct).

2. Text line: “Sincerely yours,”
   Task: Identify the part.
   Show Answer

   This is the closing.

3. Text line: “Dear Mr. Reyes:”
   Task: Identify the part and the likely letter type.
   Show Answer

   Part: Salutation.
   Likely type: Formal (because of title + surname).

4. Text line: “Love,”
   Task: Identify the part and the likely audience.
   Show Answer

   Part: Closing.
   Audience: A close person (family/friend), so likely informal.

5. Task: Put these parts in the correct order for a formal letter: closing, date, signature, salutation, body, heading, inside address.
   Show Answer

   Order: Heading → Date → Inside address → Salutation → Body → Closing → Signature.

📝 Try It Out

Answer first in your notebook. Then check the hidden answers.

1. Classify: Write to a barangay office to request a certificate. (Formal/Informal)
   Show Answer

   Formal.

2. Classify: Write to your best friend to apologize after a misunderstanding. (Formal/Informal)
   Show Answer

   Informal.

3. Identify the part: “September 12, 2026”
   Show Answer

   Date.

4. Identify the part: “Dear Coach Santos,”
   Show Answer

   Salutation.

5. Identify the part: “Ana P. Dizon”
   Show Answer

   Signature.

6. List any four parts of a formal letter.
   Show Answer

   Examples: heading, date, inside address, salutation, body, closing, signature (any four).

7. Rewrite informally: “I am writing to request your presence at our meeting.” (Make it informal.)
   Show Answer

   Example: “Hi! Can you come to our meeting? We’d really like you to be there.”

8. Rewrite formally: “Hey, send me the details.” (Make it formal.)
   Show Answer

   Example: “Good day. May I request the details regarding the activity? Thank you.”

9. Choose the correct order: Put these in order—body, salutation, closing, signature.
   Show Answer

   Salutation → Body → Closing → Signature.

10. Plan a letter: Choose one situation and list the parts you will include (formal or informal).
    Show Answer

    Formal plan includes heading, date, inside address, salutation, body, closing, signature. Informal plan includes greeting, body, closing, signature (date optional).

✅ Check Yourself

Complete the items. Reveal answers when you are ready.

1. Multiple choice: A letter written to a school principal is usually ____.
   a) informal b) formal c) comic d) random
   Show Answer

   b) formal

2. Multiple choice: Which part shows who wrote the letter?
   a) closing b) date c) signature d) inside address
   Show Answer

   c) signature

3. Fill in the blank: The greeting of a letter is called the __________.
   Show Answer

   salutation

4. True/False: The inside address is commonly used in formal letters.
   Show Answer

   True

5. Multiple choice: “Love,” is most common in ____ letters.
   a) formal b) informal c) complaint d) business
   Show Answer

   b) informal

6. Fill in the blank: The main message of the letter is found in the __________.
   Show Answer

   body

7. Multiple choice: Which order is correct for these parts?
   a) closing → body → salutation → signature
   b) salutation → body → closing → signature
   c) signature → body → salutation → closing
   d) body → signature → closing → salutation
   Show Answer

   b)

8. True/False: A friendly tone is always acceptable in a formal request letter to an office.
   Show Answer

   False (it should be respectful and professional, not overly casual).

9. Short answer: Name two factors that help you decide letter type.
   Show Answer

   Audience and purpose.

10. Multiple choice: Which is the best salutation for a formal letter?
    a) Yo! b) Hi there! c) Dear Mr. Lopez, d) Hello bestie!
    Show Answer

    c) Dear Mr. Lopez,

11. Fill in the blank: The sender’s address at the top is the __________.
    Show Answer

    heading

12. True/False: Informal letters can still be organized and clear.
    Show Answer

    True.

13. Short answer: Why do letter parts matter?
    Show Answer

    They guide the reader and make the message clear, complete, and easier to respond to.

14. Multiple choice: Which part tells when the letter was written?
    a) date b) closing c) body d) signature
    Show Answer

    a) date

15. Short answer: Give one example of a formal-letter closing.
    Show Answer

    Examples: Sincerely, Respectfully yours, Yours truly,

🚀 Go Further

1. Create a “letter parts” poster in your notebook with labels and a short purpose for each part.
   Show Answer

   Teacher guidance: Encourage short purpose phrases like “Date = record,” “Body = message,” “Closing = politeness.”

2. Find one email you sent for school. Rewrite it as a more formal letter-style message.
   Show Answer

   Teacher guidance: Focus on salutation, clear purpose sentence, polite closing, and complete name/section.

3. Write two salutations and two closings: one set formal, one set informal.
   Show Answer

   Teacher guidance: Check that the formality matches the audience.

4. Turn one informal letter topic into a formal request topic (same theme, different audience).
   Show Answer

   Teacher guidance: Example: “Invite friend to talk” becomes “Invite speaker/coach to talk.”

5. Create a mini checklist you will use before submitting any letter.
   Show Answer

   Teacher guidance: Include: type correct, parts complete, purpose clear, tone appropriate, name included.

🔗 My Reflection

Notebook task: Write one paragraph (6–8 sentences).

• Which letter type (formal or informal) feels easier for you? Why?
• Which letter part do you often forget when writing messages? Why do you think that happens?
• What will you do next time to make sure your letter is complete and appropriate?

Lesson Sections

• 🎯 Learning Goals
• 🧩 Key Ideas & Terms
• 🔄 Quick Recall / Prior Knowledge
• 📖 Explore the Lesson
• 💡 Example in Action
• 📝 Try It Out
• ✅ Check Yourself
• 🚀 Go Further
• 🔗 My Reflection