Business Letter Example for Students

Benjie Santiago July 22, 2025 10:37 pm 0

In today’s competitive academic and career landscape in the Philippines, mastering the art of formal communication is no longer optional—it’s a must. Whether you’re applying for an OJT (On-the-Job Training) in Makati, seeking a CHED scholarship, or sending a formal request to your school registrar, knowing how to write a professional business letter can set you apart.

Filipino schools, government agencies, and private companies place a strong emphasis on proper format, tone, and structure. A simple error in your letter—like an informal greeting or the wrong date format—can affect how your application is perceived. In a culture that highly values respect, professionalism, and formality, especially when dealing with authority figures or institutions, a well-written business letter reflects both competence and character.

Yet many students in the Philippines struggle with writing formal letters. Some are unsure how to begin or worry about sounding too stiff or too casual. Others find it hard to locate examples that are both accurate and locally relevant. Many students search for a “business letter example for students PDF” or a “short business letter example for students” and end up with templates that don’t fit the Philippine setting.

This guide aims to solve that.

We’ll explain:

What a business letter is and when Filipino students typically need one
The business letter format example for students that follows Philippine conventions
Common mistakes to avoid
A selection of real-world business letter examples for students
And free, ready-to-download PDF templates you can edit and use today

Whether you’re writing to a professor, LGU, HR officer, or university dean, this guide will help you create professional letters that make the right impression—every time.

Understanding Business Letters: What They Are, When to Use Them, and Why They Matter

What Is a Business Letter?

A business letter is a formal written document used for professional communication. Unlike casual emails, texts, or chat messages, a business letter follows a specific structure, uses polite and formal language, and serves a clear purpose—whether that’s to request, inform, apply, or respond. Business letters also act as permanent records, especially important when dealing with institutions or legal matters.

Key Characteristics:

Formal Structure: Includes sender and receiver information, date, salutation, body, and closing.
Clear Purpose: Every paragraph is focused and to the point.
Professional Tone: Respectful, polite, and free from slang or overly casual phrases.
Official Documentation: Often printed or saved as a PDF for reference or submission.

Business Letter vs. Email vs. Text Message:

While emails are also used for professional purposes, they tend to be less formal and may lack structure if not written properly. Text messages and social media messages, on the other hand, are entirely casual and not appropriate for academic or formal settings.

In the Philippines, especially in academic and government-related transactions, a proper business letter format is often required, even when sent via email or submitted online.

When Do Filipino Students Need to Use Business Letters?

Many high school and college students in the Philippines encounter situations that require a formal letter. Here are common examples:

Applying for On-the-Job Training (OJT): Whether it’s a company in Makati, a government office in Quezon City, or a nonprofit in Cebu, students must often submit a formal application letter.
Scholarship Applications and Inquiries: Organizations like CHED, DOST, and private foundations require well-written letters as part of their scholarship screening process.
Formal Excuse Letters for Absences: When you’re absent due to illness or emergencies, schools usually ask for a formal letter addressed to your professor, dean, or class adviser.
Requesting a Recommendation Letter: Whether it’s for a scholarship, job, or exchange program, students need to formally request this from a teacher or mentor.
Making a Formal Request or Inquiry: Letters to the registrar, student affairs office, or guidance office are often required for transcript requests, enrollment verifications, or certifications.
Sending a Cover Letter: When applying for part-time jobs, freelance work, or student assistant roles, a short cover letter is often attached to the resume.
Writing a Thank You Letter: After interviews, program acceptances, or receiving help from an organization, a thank-you letter helps leave a lasting, positive impression.

Why Mastering Business Letters Is Crucial

In a country like the Philippines where professionalism, formality, and good manners are deeply respected, knowing how to write a strong business letter can greatly benefit a student. Here’s why:

Shows Professionalism and Respect: Formal communication earns the attention and respect of professors, deans, and recruiters.
Creates a Strong First Impression: Especially important during OJT or job applications where hundreds may be competing.
Demonstrates Communication Skills: Excellent English writing—using correct grammar, tone, and format—is a key advantage in both school and career.
Provides a Written Record: Useful for follow-ups and accountability, especially when dealing with academic offices or government agencies.
Gives a Competitive Edge: Students who write professionally stand out in internship and scholarship applications.
Builds Confidence: Writing strong letters equips students to handle adult responsibilities with maturity and professionalism.

The Essential Business Letter Format for Students (Philippines-Friendly)

For Filipino students, following the correct business letter format example for students is not just about looking professional—it shows respect, clarity, and readiness for real-world communication. Whether you’re applying to a government office like the DOST or writing to your college dean, the structure of your letter plays a big role in how seriously your message is taken.

Here’s a step-by-step breakdown of the standard format used in Philippine academic and professional settings:

1. Your Address (Sender’s Information)

Place your full mailing address at the top left of the letter. If you’re writing on behalf of your school or submitting it for academic purposes, using your school address adds credibility.

Example:
1234 R. Hidalgo Street
San Miguel, Manila City 1005

Tip: Avoid abbreviations (e.g., use “Street” instead of “St.”). This adds formality.

2. Date

Use the Philippine date format: Day Month Year (e.g., 21 July 2025). This format is widely accepted by schools, LGUs, and local organizations.

3. Inside Address (Recipient’s Details)

Include the full name, proper title, official position, organization, and address of the recipient.

Example:

Dr. Maria L. Santos
Director, Office of Student Affairs
University of the Philippines Diliman
Quezon City, Metro Manila 1101

EEAT Tip: Using the correct title (e.g., Dr., Engr., Atty., Mr./Ms.) reflects your understanding of hierarchy and formality in Philippine professional culture.

4. Subject Line

Write a clear and specific subject line that tells the recipient exactly what your letter is about.

Example:
Subject: Application for On-the-Job Training (OJT) – BS Psychology Student

Why it matters: Most Filipino administrators handle multiple letters daily. A clear subject line helps your request get routed quickly.

5. Salutation

Always open with a formal and respectful greeting. Use the person’s professional title when known.

Examples:

Dear Professor Cruz:
Dear Dr. Santos:
Dear Sir/Madam:

Avoid informal greetings like “Hi” or “To whom it may concern” unless you truly do not know the recipient’s name.

6. Body of the Letter

This is the main message of your letter. Divide it into three logical paragraphs:

Paragraph 1 – Purpose:
State your reason for writing immediately.
“I am writing to apply for an On-the-Job Training placement at your office for the upcoming semester.”
Paragraph 2 – Supporting Details:
Briefly explain your background, what you’re requesting, and any relevant context.
“I am a third-year BS Psychology student at [School Name], and I am required to complete a 200-hour internship as part of my academic requirements.”
Paragraph 3 – Call to Action:
Politely request the next steps or state what you hope to happen.
“I would greatly appreciate the opportunity to undergo training in your department and am available for an interview at your convenience.”

EEAT Insight: Writing concisely and respectfully reflects the Filipino value of pakikisama (harmonious social interaction), especially in professional settings.

7. Complimentary Close

Use a formal closing phrase, followed by a comma.

Examples:

Sincerely,
Respectfully yours,
Yours faithfully,

Avoid casual endings like “Cheers” or “Best.”

8. Signature Block

Leave space for your handwritten signature above your typed full name.

Example:

(Handwritten Signature)
Juan Dela Cruz
BSBA Student, Polytechnic University of the Philippines
Student ID: 2025-12345

EEAT Tip: Including your program and student ID helps the recipient verify your identity and credibility, especially in formal school-related transactions.

By following this format, your business letter not only meets international standards—it aligns with Filipino norms that prioritize formality, clarity, and respect. This gives your letter a strong chance of being read, understood, and taken seriously by academic and professional recipients.

Practical Business Letter Examples for Filipino Students

Real-World Scenarios and Templates

Below are business letter examples for students based on common scenarios in the Philippines. These templates follow the correct format and are suitable for use in academic, government, and professional settings.

Example 1: OJT/Internship Application Letter

Scenario: Applying to a local company in Makati for an OJT placement.
Purpose: To formally apply for internship training as required by your program.

Subject: Application for On-the-Job Training Placement – BSIT Student

Juan Dela Cruz  
Brgy. Banilad, Cebu City 6000  
21 July 2025  

Mr. Carlo Mendoza  
Human Resource Manager  
TechSolutions Inc.  
5th Floor, Ayala North Exchange  
Makati City, Metro Manila 1224  

Subject: Application for On-the-Job Training Placement – BSIT Student

Dear Mr. Mendoza:

I am writing to express my interest in applying for an On-the-Job Training placement at TechSolutions Inc. for the upcoming semester.

I am a third-year BS Information Technology student at the University of Cebu. As part of my academic curriculum, I am required to complete 240 hours of OJT in a company relevant to my field. I am particularly interested in your company’s innovative work in web development and cloud computing.

I hope to be given the opportunity to contribute and learn from your team. I am available for an interview at your convenience. Thank you for considering my application.

Respectfully yours,  
(Signature)  
Juan Dela Cruz  
BSIT Student, University of Cebu  
Student ID: 2023-04567

Example 2: Scholarship Inquiry Letter

Scenario: Writing to a university financial aid office regarding available scholarships.
Purpose: To inquire politely and request application details.

Subject: Inquiry Regarding Available Scholarships for Incoming Freshmen

Anna Lopez  
Blk 4 Lot 23, Brgy. Commonwealth  
Quezon City, 1121  
21 July 2025  

Office of Scholarships and Student Services  
University of Santo Tomas  
España Blvd., Manila, Metro Manila 1008  

Subject: Inquiry Regarding Available Scholarships for Incoming Freshmen

Dear Sir/Madam:

I am an incoming freshman for AY 2025–2026 and would like to inquire about available scholarships for students enrolling in the College of Education.

I recently graduated with honors from Commonwealth High School and wish to pursue my college education at your university. I am particularly interested in financial assistance programs offered by UST or in partnership with CHED.

May I request information regarding eligibility requirements and application procedures? Thank you very much for your time and assistance.

Sincerely,  
(Signature)  
Anna Lopez

Example 3: Short Formal Excuse Letter

Scenario: A student informing a professor about an absence due to illness.
Purpose: To apologize and provide a valid excuse while assuring follow-up on missed lessons.

Subject: Formal Excuse for Class Absence on 18 July 2025

Mark Andrew Reyes  
Brgy. San Roque, Antipolo City  
21 July 2025  

Professor Karen Lim  
College of Engineering  
Technological Institute of the Philippines  
Aurora Blvd., Quezon City  

Subject: Formal Excuse for Class Absence on 18 July 2025

Dear Professor Lim:

I would like to formally inform you that I was unable to attend our Thermodynamics class on 18 July 2025 due to a high fever and medical rest advised by my physician.

I apologize for the absence and will coordinate with my classmates to catch up on the lessons and assignments. I will also submit a medical certificate upon our next meeting.

Thank you for your understanding.

Sincerely,  
(Signature)  
Mark Andrew Reyes  
BSME Student, TIP Quezon City

Example 4: Short Recommendation Letter Request

Scenario: Requesting a letter of recommendation from a college professor.
Purpose: To ask for support in an application, offer to provide details, and thank the professor.

Subject: Request for Recommendation Letter – DOST Scholarship Application

Elaine Santos  
Sta. Rosa, Laguna  
21 July 2025  

Professor Leah Ramos  
Department of Chemistry  
University of the Philippines Los Baños  

Subject: Request for Recommendation Letter – DOST Scholarship Application

Dear Professor Ramos:

I hope this message finds you well. I am writing to respectfully request a letter of recommendation to support my application for the DOST Merit Scholarship Program.

I have enjoyed your classes in General Chemistry and believe you are familiar with my performance and dedication to my studies. I would be happy to provide details about the scholarship criteria and my academic background, if helpful.

Thank you very much for your time and support.

Respectfully yours,  
(Signature)  
Elaine Santos  
BS Biology Student, UPLB  
Student ID: 2025-20291

Each example above follows the correct business letter format example for students in the Philippines and is designed for practical use in academic and early-career scenarios.

Writing Effective Short Business Letters

Not all business letters need to be long. In many academic and professional situations in the Philippines, a short business letter is more appropriate—especially for simple confirmations, inquiries, or brief formal requests.

However, even when being brief, it’s essential to maintain respectful language and proper structure, as formality remains highly valued in Philippine academic and government settings.

When to Use a Short Business Letter

A short letter is best when:

Confirming attendance or participation in a school event or seminar
Making a quick follow-up on a request or document
Sending a polite reminder or brief inquiry
Submitting a simple excuse letter for a one-day absence
Acknowledging receipt of information or documents

Key Principle: Be Direct but Remain Respectful

Filipino students should aim for clarity without cutting corners. Even a short letter must include:

A proper salutation (e.g., Dear Sir/Madam, Dear Professor Santos)
A clear, single-paragraph message
A formal closing (e.g., Sincerely, Respectfully yours)
Your full name and student details if relevant

⚠️ Important Note: Never skip the salutation or complimentary close for the sake of brevity. Doing so may come across as informal or even disrespectful, especially when writing to professors, school officials, or government personnel.

Example: Confirming Attendance at a Seminar

A short business letter example for students

Subject: Confirmation of Seminar Attendance – 25 July 2025

Kathryn M. Santos  
Brgy. Sto. Niño, Marikina City  
21 July 2025  

Mr. Emmanuel de Vera  
Seminar Coordinator  
National Youth Leadership Forum  
Ortigas Center, Pasig City  

Subject: Confirmation of Seminar Attendance – 25 July 2025

Dear Mr. de Vera:

I am writing to confirm my attendance at the “Youth Empowerment through Innovation” seminar scheduled on 25 July 2025 at Robinsons Galleria. I appreciate the opportunity and look forward to participating.

Sincerely,  
(Signature)  
Kathryn M. Santos  
Grade 12 Student, Marikina Science High School

Even though this letter is short, it still includes:

The sender’s and recipient’s details
A subject line that states the purpose
A polite, professional tone
Proper formatting that respects Philippine communication norms

Short letters can save time—but they should never sacrifice professionalism. Keeping your message respectful and well-structured helps maintain your credibility and ensures your communication is taken seriously.

Free Business Letter Templates for Students (PDF)

Writing a professional business letter doesn’t have to be difficult. To help you get started, we’ve created a set of free, downloadable PDF templates designed specifically for students in the Philippines.

These templates follow the correct business letter format example for students and include common real-world scenarios, so you can focus on your message without worrying about structure or tone.

Conclusion: Mastering Professional Communication

Knowing how to write a proper business letter is more than just a classroom requirement—it’s a real-world skill that gives Filipino students a strong edge in both academic and early career paths. From securing OJT placements to applying for competitive scholarships, the ability to write with clarity, respect, and professionalism opens doors and leaves a lasting impression.

Mastering the business letter format example for students also builds confidence. Whether you’re communicating with a professor, school official, or future employer, writing formally shows you are serious, capable, and prepared.

Like any skill, effective writing improves with practice. Start with the templates, tailor them to your needs, and make formal writing a habit.