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

Parts, Format, and Tone of a Formal Letter of Inquiry

Today you will learn the correct parts and format of a formal letter of inquiry and how each part supports clarity and etiquette. You will practice writing a respectful salutation, a focused opening, and clear inquiry questions in a formal register. You will also examine how tone changes when you choose different words and sentence structures. By the end, you will be able to assemble a complete letter format and keep your message professional and polite.

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

🎯 Learning Goals

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

1. Identify and label the standard parts of a formal letter of inquiry and explain the purpose of each part.
2. Apply correct formatting choices (spacing, alignment, paragraphing) to produce a readable, professional letter layout.
3. Revise sentences to achieve a respectful, professional tone that fits an official audience.

🧩 Key Ideas & Terms

• Heading – the sender’s address and date at the top of the letter.
• Inside address – the recipient’s name, title, organization, and address.
• Salutation – the greeting (for example, “Dear Ms. Santos,”).
• Body – the main message: purpose, context, inquiry questions, and request.
• Closing – polite ending (for example, “Sincerely,”).
• Signature line – the sender’s name (and position/class if needed).
• Paragraphing – breaking ideas into clear groups so the letter is easy to follow.
• Formal tone – respectful and professional attitude shown through word choice and sentence style.
• Concise – clear and brief without losing important meaning.
• Proofreading – checking spelling, punctuation, and formatting before sending.

🔄 Quick Recall / Prior Knowledge

Answer first. Then open the answers to check your thinking.

1. What are the two planning questions you should ask before writing an inquiry letter?
   Show Answer

   “What do I need?” (purpose) and “Who can provide it?” (audience/recipient).

2. Which is more appropriate for a formal letter: “u” or “you”? Why?
   Show Answer

   “You,” because formal writing uses complete words and standard spelling to show professionalism and clarity.

3. Give one example of a polite request word you can use in an inquiry letter.
   Show Answer

   Examples: “may,” “could,” “would,” “please,” “kindly,” “appreciate.”

📖 Explore the Lesson

Work through the checkpoints. Write short notes. Keep your focus on clarity, format, and respectful tone.

Checkpoint 1: Why Format Matters in Formal Letters

Mini-goal: Explain how formatting helps readers understand and respond to an inquiry.

When you send a formal letter of inquiry, you are not only sharing words. You are also showing how carefully you communicate. Format is part of meaning. A well-formatted letter is easy to read, easy to scan, and easy to respond to. It signals that you respect the reader’s role and time. In many offices, a letter may be read quickly at first, then stored as a record. If the format is messy, the message can be ignored or misunderstood even if your questions are important.

Format creates order. It tells the reader where the letter begins, who is writing, who is receiving it, and what the writer wants. It also helps the reader find key details. For example, the date matters because it shows when the request was made. The recipient’s title matters because it shows you are addressing the right person. Paragraphing matters because it groups ideas. If you put all ideas in one long block, the reader may miss your main questions. If you separate your purpose, context, and questions, the reader can follow your thinking.

Format also supports your tone. Imagine receiving two letters asking the same thing. One letter has a clear heading, a polite salutation, and short paragraphs. The other letter has no greeting, random spacing, and unclear sentences. Even before reading, the reader may feel that the second letter is careless. This reaction is natural. People often judge seriousness based on presentation. In formal writing, presentation is not decoration; it is communication.

Finally, format supports fairness. When letters follow a standard structure, offices can respond consistently. A clear format makes it easier for staff to find what they need to answer. That means your request has a better chance of receiving a clear reply. In short, format is a tool that helps your words travel safely to the reader and return with the information you need.

Mini-summary: Format matters because it improves readability, shows respect, supports tone, and helps the reader respond accurately and quickly.

• What might happen if your letter is one long paragraph with no clear questions?
  Show Answer

  The reader may miss your main request, misunderstand your purpose, or choose not to respond because the letter is hard to scan.

• How does format show respect for an official audience?
  Show Answer

  It shows care, professionalism, and consideration for the reader’s time and responsibilities.

• Write one sentence that explains why format is “part of meaning.”
  Show Answer

  Sample: “Format guides the reader’s understanding by showing who is involved, what the purpose is, and where the key questions are.”

Checkpoint 2: The Heading and Date

Mini-goal: Identify what belongs in the heading and explain why the date is important.

The heading is the first part of a formal letter. It usually includes the sender’s address and the date. Some formats also include the sender’s contact information. The heading answers the reader’s silent question: “Who is writing, and when was this written?” When your heading is clear, the office can file the letter properly, contact you if needed, and track when the request was received.

In many school tasks, you may not include a full home address for privacy. That is okay if your teacher’s guidelines allow it. But you should still practice the structure. You can use a safe version such as your school name, class/section, and a contact line approved by your teacher. The most important part for practice is the date, because the date is almost always required in formal correspondence.

The date matters because offices often handle requests in order. It also matters when information changes. For example, schedules, requirements, or policies may be updated. If your letter has a date, the reader can match your request to the correct version of the information. The date also protects you as a writer. If you need to follow up later, you can refer to the date and keep the conversation polite and factual.

When writing the date, use a clear format and avoid confusing shortcuts. Choose a format that is readable and standard, such as “March 12, 2026.” If your school uses another standard, follow that. The key is consistency and clarity. A clear date is a small detail that supports the professionalism of your entire letter.

Mini-summary: The heading identifies the sender and time. The date helps record-keeping, accuracy, and polite follow-up in formal communication.

• Why might an office need the date on your letter?
  Show Answer

  To track requests, match your inquiry to current policies, and file or respond in order.

• What is one safe way to show sender information in a school task without sharing private data?
  Show Answer

  Use school-based identifiers, such as school name and your class/section, if your teacher allows it.

• Write a clear date format you will use in your letter.
  Show Answer

  Example: “March 12, 2026.” Any clear, standard format is acceptable if consistent.

Checkpoint 3: Inside Address and Salutation

Mini-goal: Use correct recipient details and write a respectful salutation.

After the heading, formal letters include the inside address. This part names the person or office you are writing to. It may include the recipient’s title, organization, and address. The inside address matters because it shows that you have identified the correct audience. It also helps the organization route the letter to the correct desk. If you address the wrong person, your letter may be delayed or ignored. If you address the right person with the correct title, your letter appears thoughtful and serious.

When you know the recipient’s name, use it. For example, “Ms. Maria Santos, Scholarship Coordinator.” When you do not know the name, you can use a position or office, such as “The School Registrar” or “The Program Coordinator.” Avoid guessing a name. Guessing can lead to errors and may feel disrespectful. If you are unsure, choose the office title that best fits the purpose of your inquiry.

Next comes the salutation. The salutation is your greeting. It should match the audience and the formality of the letter. Common salutations include “Dear Ms. Santos:” or “Dear Sir/Madam:” If you use “Sir/Madam,” it is better to replace it with a specific office title whenever possible, like “Dear Registrar:” because it sounds more focused and respectful. Use correct punctuation based on your class guidelines. Many formal letters use a colon after the salutation, while some use a comma. Choose one consistent style.

Salutations also shape tone. Compare “Hi there!” with “Dear Program Coordinator:” The second one signals a professional relationship. It does not mean you are unfriendly. It means you respect the reader’s role. In inquiry letters, you want the reader to feel safe, respected, and willing to help. A correct inside address and a respectful salutation begin that relationship well.

Mini-summary: The inside address identifies the correct recipient. The salutation sets a respectful, professional tone and helps the reader take the inquiry seriously.

• If you do not know the recipient’s name, what is a better option than guessing?
  Show Answer

  Use the position or office title (for example, “The School Registrar” or “Dear Program Coordinator:”).

• Why does correct title usage matter?
  Show Answer

  It shows respect and accuracy, and it helps the organization route your letter to the right person.

• Write two possible salutations you might use: one with a name and one with a title.
  Show Answer

  Examples: “Dear Ms. Santos:” and “Dear Registrar:”. Any respectful, formal salutations are acceptable.

Checkpoint 4: Body Paragraphs That Do Their Job

Mini-goal: Organize the body into purpose, context, questions, and closing request.

The body of a formal inquiry letter is where you earn your answer. A strong body usually does four things in a logical order: (1) states purpose, (2) gives brief context, (3) asks specific questions, and (4) closes politely with a request and gratitude. If you follow this order, your letter feels natural and easy to respond to.

First paragraph: purpose. Begin with one or two sentences explaining why you are writing. Be direct. Avoid long storytelling. A simple opening works: “I am writing to inquire about the requirements for…” This sentence helps the reader instantly understand what you need. If needed, add one identifying detail about yourself, such as your grade level or reason for interest, but keep it brief.

Second paragraph: context. Context gives the reader enough background to answer correctly. For example, you might mention where you learned about the program or what you have already done. Context is not a place to complain. It is a place to clarify. Keep it factual and calm. If your inquiry is about a schedule change, you might state the date you noticed the change and what you need clarified. If your inquiry is about a service, mention the service name and the specific part you are asking about.

Third paragraph: questions. This is the heart of the inquiry. Your questions should be polite, specific, and grouped together. You can write them as complete sentences separated by line breaks, or you can use a short numbered list if your teacher allows it. Keep each question focused on one detail. If you ask multiple things in one sentence, the reader might answer only part of it.

Final lines: closing request and gratitude. End the body by politely asking for a response and expressing appreciation. You can add a practical detail, like a preferred time frame, but keep it respectful. “I would appreciate your guidance at your earliest convenience” is often safer than demanding a deadline. The goal is to invite cooperation, not conflict.

Mini-summary: The body works best when it follows a simple job order: purpose, context, questions, and polite closing request with gratitude.

• Why is it risky to write a long personal story in the body of an inquiry letter?
  Show Answer

  It may hide your main request, waste the reader’s time, and make your questions harder to find and answer.

• What does “context” mean in a letter body?
  Show Answer

  Brief background details that help the reader answer correctly (where you saw the information, what you already know, what exactly needs clarification).

• Write one purpose sentence you can reuse for many topics.
  Show Answer

  Example: “I am writing to inquire about the requirements and procedures for __________.”

Checkpoint 5: Closing and Signature Line

Mini-goal: Choose an appropriate closing and write a professional signature line.

The closing is the final part of the letter that keeps your tone respectful until the last word. In formal writing, closings are short and polite. Common closings include “Sincerely,” “Respectfully,” or “Yours truly,” followed by your name. Your teacher may recommend a specific closing. Choose one and use it consistently across your formal letter tasks.

Your closing should match your relationship with the reader. “Respectfully,” often fits letters to officials or offices. “Sincerely,” can fit many formal situations. Avoid casual closings such as “Thanks!” or “Bye!” in formal inquiry letters. These closings may be friendly, but they reduce formality and may weaken credibility. Remember: formal is not cold. It is respectful, careful, and appropriate.

After the closing, write your signature line. In a printed letter, you would sign above your typed name. In a school task, you can simply type your name. You may also add a line with your grade and section, or a role if it helps the recipient understand who you are. For example, “Grade 8 – Section ____.” This is useful when you are writing within a school system. If you are writing to an outside organization, you might include a safe contact method approved by your teacher.

This part matters because it completes the communication. A letter without a signature can feel incomplete or unreliable. The reader may not know who should receive the response. A clear signature line also supports record-keeping. If your letter is kept in a file, your name connects the inquiry to a real person. This is another small but important step toward credibility and professionalism.

Mini-summary: A polite closing and clear signature line complete the letter, maintain formal tone, and help the reader know who wrote the inquiry.

• Why might “Thanks!” be too casual for a formal inquiry letter?
  Show Answer

  It can weaken the formal tone and may not fit an official or professional relationship, especially when you do not know the reader personally.

• What extra detail can you add under your name in a school task?
  Show Answer

  Your grade and section (and sometimes school name), if allowed by your teacher.

• Write one closing you will use for your letter and explain why it fits.
  Show Answer

  Example: “Respectfully,” because it fits a letter to an office or official audience and keeps the tone polite.

Checkpoint 6: Tone Check and Quick Proofreading

Mini-goal: Use a simple checklist to protect tone, clarity, and correctness before sending.

Even if your letter has the correct parts, your tone can still cause problems. Tone is shaped by small choices: verbs, pronouns, and sentence patterns. For example, “Explain why you did this” can sound demanding, while “Could you clarify the reason for…” sounds respectful. Formal tone often uses request language and avoids emotional labels. Instead of “unfair,” you might use “unclear.” Instead of “wrong,” you might use “inconsistent.” These words still show concern but reduce conflict.

Here is a practical tone check you can do in two minutes. First, underline any sentence that sounds like a command. Replace command verbs with request verbs (may/could/would). Second, circle any words that sound insulting, sarcastic, or angry. Replace them with neutral words. Third, check your questions. Are they specific and answerable? If a question asks three things at once, split it. Clear questions lead to clear answers.

Next, do quick proofreading. Proofreading is not only about spelling. It includes checking formatting consistency: alignment, spacing, and paragraph breaks. Look for missing punctuation after the salutation. Check that names and titles are spelled correctly. Look for “texting language” and replace it. Finally, read your letter once out loud. If you stumble, the sentence might be too long or unclear.

Why does this matter? Because formal letters often represent you beyond the moment. A letter can be saved, forwarded, or used as a reference. When your tone is respectful and your format is clean, you protect your reputation and increase your chance of receiving help. Think of your letter as a professional handshake. Make it strong, respectful, and clear.

Mini-summary: Use a tone check and quick proofreading to remove commands, reduce emotional wording, sharpen questions, and ensure clean formatting.

• What is one sentence pattern that can sound like a command?
  Show Answer

  Imperative verbs such as “Send me…,” “Explain…,” “Do this…” often sound demanding in formal letters.

• What is one neutral replacement for an emotional word like “unfair” in an inquiry letter?
  Show Answer

  Possible replacements: “unclear,” “inconsistent,” “confusing,” “in need of clarification,” depending on the situation.

• Why is reading aloud a helpful proofreading step?
  Show Answer

  It helps you notice awkward phrasing, missing words, and sentences that are too long or unclear.

💡 Example in Action

Study the worked examples. Focus on parts, format, and tone.

1. Example 1: Label the parts
   Task: Identify the letter parts in this sequence: “March 12, 2026” → “The School Registrar” → “Dear Registrar:” → Body → “Respectfully,” → Name.
   Show Answer

   “March 12, 2026” = heading/date; “The School Registrar” = inside address; “Dear Registrar:” = salutation; Body = purpose/context/questions; “Respectfully,” = closing; Name = signature line.

2. Example 2: Improve the salutation
   Text: “To whom it may concern:”
   Task: Revise to a more specific greeting for an enrollment question.
   Show Answer

   Possible revision: “Dear School Registrar:” or “Dear Enrollment Office:” because it is more specific and fits the purpose.

3. Example 3: Fix tone in a purpose sentence
   Text: “I’m demanding the requirements right now.”
   Task: Rewrite with respectful formal tone.
   Show Answer

   Sample rewrite: “I am writing to request the list of requirements for the application process. I would appreciate your guidance.”

4. Example 4: Turn one messy question into two clear questions
   Text: “When is the deadline and what do I need and where do I submit it?”
   Task: Rewrite as two polite questions.
   Show Answer

   Sample: “Could you clarify the deadline for submission?” and “May I ask where and how the requirements should be submitted?”

5. Example 5: Assemble a mini letter (format only)
   Task: Put these parts in correct order: closing, salutation, inside address, body, date, signature line.
   Show Answer

   Correct order: date (heading) → inside address → salutation → body → closing → signature line.

📝 Try It Out

Answer in your notebook. Keep your writing formal, clear, and respectful.

1. List the standard parts of a formal letter of inquiry in correct order.
   Show Answer

   Date/heading → inside address → salutation → body → closing → signature line.

2. Write a safe heading line for a school task (include date and a school-based identifier).
   Show Answer

   Example: “Grade 8 – Section ____ / [School Name]” plus a clear date such as “March 12, 2026.” Follow your teacher’s privacy rules.

3. Choose a topic for inquiry (program, club, scholarship, service, schedule). Write a one-sentence purpose statement.
   Show Answer

   Example: “I am writing to inquire about the requirements and procedures for joining the __________ program.”

4. Write an inside address using an office title (no personal name).
   Show Answer

   Example: “The School Registrar” or “The Program Coordinator.” Add the organization name if needed.

5. Write a formal salutation that matches your inside address.
   Show Answer

   Example: “Dear School Registrar:” or “Dear Program Coordinator:”.

6. Write three polite inquiry questions for your topic. Keep each question focused on one detail.
   Show Answer

   Questions should ask for details like requirements, schedule, fees, deadline, or submission process using “may/could/would.”

7. Rewrite this command as a polite request: “Send the requirements today.”
   Show Answer

   Sample: “May I request the list of requirements? I would appreciate your guidance when convenient.”

8. Write a closing line and a signature line that fit your role as a Grade 8 student.
   Show Answer

   Example closing: “Respectfully,” Example signature: “[Your Name], Grade 8 – Section ____.”

9. Make a quick tone check: underline any demanding words and replace them with respectful request words.
   Show Answer

   Replace command verbs with “may/could/would,” and replace emotional labels with neutral words like “clarify,” “confirm,” or “explain.”

10. Draft a short body in two paragraphs: Paragraph 1 (purpose), Paragraph 2 (questions). Keep it concise.
    Show Answer

    Your body should clearly state purpose first, then present questions that the reader can answer quickly.

✅ Check Yourself

Complete the items. Then check answers. Mix of multiple-choice and short response.

1. Multiple-choice: Which part comes directly after the date/heading?
   a) Closing
   b) Salutation
   c) Inside address
   d) Signature line
   Show Answer

   c) Inside address

2. Multiple-choice: Which greeting is most formal for an office title?
   a) “Hi there!”
   b) “Dear Program Coordinator:”
   c) “Yo!”
   d) “Hey bestie!”
   Show Answer

   b)

3. Short answer: What is the purpose of the inside address?
   Show Answer

   It identifies the recipient (name/title/office) so the letter can be routed correctly and shows you chose the right audience.

4. Multiple-choice: Which sentence best shows formal tone?
   a) “Reply fast.”
   b) “Send it now.”
   c) “May I request clarification regarding the process?”
   d) “Why are you like this?”
   Show Answer

   c)

5. Short answer: What should the first paragraph of the body usually do?
   Show Answer

   State the purpose of the letter clearly (why you are writing and what you need).

6. Multiple-choice: Which is the best closing for a formal inquiry letter?
   a) “Bye!”
   b) “See you!”
   c) “Respectfully,”
   d) “LOL”
   Show Answer

   c)

7. Short answer: Why is paragraphing important in inquiry letters?
   Show Answer

   It groups ideas so the reader can follow the purpose and find the questions quickly.

8. Multiple-choice: Which question is most specific and answerable?
   a) “Why is everything confusing?”
   b) “What’s going on?”
   c) “Could you clarify the submission deadline and the place of submission?”
   d) “Is your office okay?”
   Show Answer

   c)

9. Short answer: Give one example of a “tone repair” (command → request).
   Show Answer

   Example: “Send the details.” → “Could you please share the details regarding the requirements?”

10. Multiple-choice: What is proofreading beyond spelling?
    a) only counting words
    b) checking format, punctuation, names/titles, and clarity
    c) adding emojis
    d) writing more complaints
    Show Answer

    b)

11. Short answer: What belongs in the signature line in a school inquiry letter?
    Show Answer

    Your name and (if needed) your grade and section, following teacher guidelines.

12. Multiple-choice: Which order is correct?
    a) Salutation → Date → Closing → Body
    b) Date → Inside address → Salutation → Body → Closing → Signature
    c) Body → Date → Signature → Salutation
    d) Closing → Body → Date → Inside address
    Show Answer

    b)

13. Short answer: Name one reason the date is important in formal letters.
    Show Answer

    It helps record-keeping and ensures the response matches the correct version of schedules or policies.

14. Multiple-choice: Which option best describes “concise” writing?
    a) long and emotional
    b) clear and brief without losing meaning
    c) unclear but short
    d) complicated on purpose
    Show Answer

    b)

15. Short answer: Write one sentence you will include in your letter to show appreciation.
    Show Answer

    Example: “Thank you for your time and guidance. I would appreciate your response when convenient.”

🚀 Go Further

Optional extensions for deeper practice.

1. Create a “parts checklist” you can reuse: write each part and a one-line job description.
   Show Answer

   Teacher guidance: Ask learners to tape the checklist in their notebooks and use it before submitting any formal letter task.

2. Write two salutations for different audiences (school office vs. company manager). Explain the differences.
   Show Answer

   Teacher guidance: Highlight titles and the need to avoid guessing names. Discuss how audience affects word choice.

3. Turn five informal lines into formal lines (register practice).
   Show Answer

   Teacher guidance: Provide a short list of informal lines and guide students to replace shortcuts and commands with request language.

4. Build an “inquiry question bank” for one topic: requirements, schedule, fees, deadline, contact person.
   Show Answer

   Teacher guidance: Encourage one-question-one-detail. Have students peer-check clarity and politeness.

5. Draft a full letter layout (parts only) and exchange with a partner to check formatting consistency.
   Show Answer

   Teacher guidance: Partners check order of parts, spacing, and whether questions are easy to find.

🔗 My Reflection

Notebook task: Write 8–10 sentences.

• What part of the letter format is easiest for you (heading, salutation, body, closing)? Why?
• What part is hardest? What specific step will you take to improve it?
• Write one “tone rule” you will follow (for example, “No commands—use requests”).
• Write one mini letter plan: recipient, purpose, and three questions.

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