Dr. Jocelyn I. BartolataProfessor 4

BUSINESS LETTER WRITING

ALL ABOUT BUSINESS WRITING

What is a business letter?

A business letter is a private written communication designed to accomplish a certain purpose; such purpose may either be to inform, (to say something important) or to influence (to

get a response; to get the reader to act favorably) or both.

THE CHARACTERISTICS OF AN EFFECTIVE BUSINESS-LETTER WRITER

1. Have a wide understanding of human behavior. Know the likes and dislikes of

the person with whom you deal with.

2. Have a keen imagination; be creative. Show your ability to present a clear and accurate picture of the thing you want the other party to accept.

3. Have a good command of the

English language. You should always

be sure that you are correct in

usage and form.

4. Have a good sense of humor. Have the ability

to manage yourself

intelligently and confidently in

times of difficulties.

THE CHARACTERISTICS OF AN EFFECTIVE BUSINESS-LETTER WRITER

THE CHARACTERISTICS OF AN EFFECTIVE BUSINESS-LETTER WRITER

5. Have a good judgment. Base your decisions on what you think about the object

instead of how you feel about it. View things

objectively.

THE EIGHT C’S OF THE BUSINESS LETTER

1. CLARITY.

This means clearness of ideas exemplified when the letter accomplishes the objective in the same way that the writer would have accomplished it when physically present.

•USE WORDS THAT THE READERS UNDERSTAND (SHORT, FAMILIAR WORDS).

Examples:

1. The machine has a tendency to develop excessive and unpleasant audio symptoms when operating at elevated temperature.

This machine tends to get noisy when it runs hot.

2. The conclusion ascertained from a perusal of pertinent data is that a lucrative market exists for the product.

The data studied showed that the product is in good demand.

•USE LEGAL WORDS WITH CAUTION, BETTER YET AVOID THEM.

Examples:

1. The land adjacent thereto will be affected.

The adjacent land will be affected.

2. Enclosed herewith are pertinent documents.

Enclosed are pertinent documents

CLARITY

• AVOID USE OF CAMOUFLAGED-VERBS.

CLARITY

Examples:

1. Application of the mixture was accomplished.

2. Control of the water was not possible.

They applied the mixture.

They could not control the water.

EXERCISE: Replace the underlined word with a shorter and more familiar word to achieve clarity.

1. We must terminate his employment as a consequence of his inefficiency.

2. This antiquated computer has to be replaced.

3. This procedure is ineffective in the contemporary business system.

4. Discontinue reporting to work if you are not determined to succeed.

5. Demonstrate to your supervisor how you intend to present the report.

THE EIGHT C’S OF THE BUSINESS LETTER

2. CONCISENESS.

This means completeness of idea with the use of the fewest number of words possible.

Examples: 1. He criticized everyone he came in contact with.

He criticized everyone he met.

2. If you are not satisfied, return it back to us.

If you are not satisfied, return it to us.

Exercise: Restate the following to achieve conciseness:

1. With the new boss, I hope my enthusiasm remains to continue.2. We are sending you a check in the amount of Php200,000.003. I hope to follow in the back of my father who was ‘Worker of the Year” at Goodfound Cement Corporation in 2000.4. Please call us in the event that the product does not reach you on time. 5. Mr. Appari pondered the matter over in his mind.

3. CONCRETENESS.

This is the use of short, familiar, vivid, specific words that appeal to the senses.

THE EIGHT C’S OF THE BUSINESS LETTER

Examples:

A significant loss

Good attendance record

A 53 percent loss

100 percent attendance record

Exercise. Substitute the following with concrete words:

•The majority –

•In the near future –

•The leading company -

THE EIGHT C’S OF THE BUSINESS LETTER

4. CONSIDERATION.

This means taking the “you-approach.” Your letter should stress ideas which suggest benefits to the reader rather than the sender.

Examples:

1. We are sorry but there is nothing more we can do.

Please send us your payment as soon as possible.

2. Please send us your payment immediately.

We assure you of our desire to help.

THE EIGHT C’S OF THE BUSINESS LETTER

5. COURTESY.

This means the use of polite expressions to show respect. You must observe all rules of basic courtesy, avoid statements that indicate irritation, bad temper and suspicion, and strive for expressions that show a willingness to help or to understand.

Examples:

1. We are surprised at your criticisms about our product.We are pleased that you called our attention to our product.

2. Will you please send payment which is long overdue?

May we have your payment by December 15?

Exercise: Restate for courtesy, consideration and cheerfulness:

1. I am tired of wasting money and stamps to remind you of your overdue account.

2. We are at a loss to understand your criticism of Mayon Cement which you say you recently purchased.

THE EIGHT C’S OF THE BUSINESS LETTER

6. CHEERFULNESS. This is the use of positive expressions that signal lively dispositions in life.

Example:

We have wasted so much money on letters to remind you….This is a friendly reminder…

THE EIGHT C’S OF THE BUSINESS LETTER

7. CORRECTNESS.

This means accuracy of facts, figures, spelling, grammar, format, etc.

THE EIGHT C’S OF THE BUSINESS LETTER

8. CHARACTER.

This means your individuality. As a writer, show your own style or uniqueness in writing. Express yourself in the language you would use when conversing with the reader; using fresh expressions and everyday words and phrases. Be natural and friendly.

Examples: Enclosed herewith is a brochure about which you make inquiry.

Enclosed is the brochure you asked about.

I deem it advisable…I suggest…

Hoping this meets with your approval…I hope you approve…

ACTIVITY 1: Paper and Pencil Check with Board Work

THE SIX ESSENTIAL PARTS

1. Heading.This gives primary information about

the writer: name and address of the company and preferably the phone number; and secondary: logo, motto, list of officers.

There are two types of headings:a. Traditional

b. Letterhead

2. Inside Address.

This contains the name and address of the person to whom you address the letter.

THE SIX ESSENTIAL PARTS

•Miss unmarried woman•Mrs. Married woman or widow•Mr. A man without special title•Messrs. Plural for Mr. (before the name of a Law firm)•Reverend A clergyman•Dr. With doctorate degree•Professor One who has attained the rank of a professor •Honorable Cabinet officer, senator, representative,

governor, mayor, ambassador, judge

THE SIX ESSENTIAL PARTS

3. Salutation.

This is written two spaces below the inside address. It is followed by a colon in a formal letter and comma in a friendly letter.

Most formal Sir, Madam (Mesdames for plural)More formal Dear Sir, Dear MadamFormal Dear Mr. Appari, Dear Mrs. BellenaInformal Dear Josh, Hi, Indie!Gentlemen: a company of both men and womenMesdames or Ladies a company of women

THE SIX ESSENTIAL PARTS

4. Body.

This contains the message where the 8 C’s of the business letter are reflected. You should write the message single-spaced with double spacing between paragraphs except in very short letters.

THE SIX ESSENTIAL PARTS

5. Complimentary close.

It is usually written two spaces below the last line of the body, midway between the left & right margins.

Examples:

Most formal Very respectfully yoursMore formal Respectfully yoursFormal Very truly yours, Truly yours, sincerely yoursInformal Friendly yours, always, lovingly yours

THE SIX ESSENTIAL PARTS

6. Signature.

You write this four spaces from the complimentary close. It contains your name (writer) and your business title.

FORMATS

PURE/FULL BLOCK

FORMATS

SEMI-BLOCK

FORMATS

MODIFIED BLOCK

FORMATS

MEMO FORMAT

ACTIVITY 2: Group Work with Peer

Editing

REVIEW ON THE ESSENTIALS OF GRAMMAR AND USAGE

COMMONLY MISUSED WORDS AND PHRASES

Exercise. Determine the error/s in the following sentences. Do the necessary corrections.

1. Your jewelries and other luggages will be taken cared of by your assistant.

2. We would appreciate it if you could be present in your routinary meeting for trainors.

3. The applicants will please fill out the entire form irregardless of position applied for.

4. He was caught unaware despite of precautions.

5. One of the faculty member requests for student assistants.

COMMONLY MISUSED WORDS AND PHRASES

6. He could not cope up with difficulties; the reason is because he is not used to failures.

7. I was totally unawares that somebody has filled in her glass with hot water.

8. I am submitting this proposal as a routinary output with regards to the seminar I recently attended.

9. I am confident; the reason is because I am now a full-pledged journalist.

10. Try to cope up with the difficulty of the next set.