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Modern Business Letters: Technical Writing: Business Application

This document provides an overview of modern business letters, including their purpose, objectives, qualities, components, and styles. It discusses that business letters are formal communications used to provide or request information between organizations. The document outlines the 10 C's that make an effective business letter, such as clarity, courtesy, conciseness, and correctness. It also details the essential parts of a business letter like the dateline, heading, inside address, salutation, body, complimentary close, and signature. Finally, the document discusses envelope addressing and different styles of business letters like block, modified block, and indented forms.

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Kismith Aile Maceda
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59 views

Modern Business Letters: Technical Writing: Business Application

This document provides an overview of modern business letters, including their purpose, objectives, qualities, components, and styles. It discusses that business letters are formal communications used to provide or request information between organizations. The document outlines the 10 C's that make an effective business letter, such as clarity, courtesy, conciseness, and correctness. It also details the essential parts of a business letter like the dateline, heading, inside address, salutation, body, complimentary close, and signature. Finally, the document discusses envelope addressing and different styles of business letters like block, modified block, and indented forms.

Uploaded by

Kismith Aile Maceda
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Rizal Technological University Pasig

Maybunga, Pasig City

MODERN BUSINESS
LETTERS
TECHNICAL WRITING:
BUSINESS APPLICATION
Del Mundo, Marth Edmar
Lozada, Maricel
Maceda, Kismith Aile
Medina, Stephanie
Montinola, Jellfer
Revilleza, Emerien
GROUP 7 (PCBET-01-401A)
Prof. Margarita D. Conclara
Professor in ENG7

CHAPTER 2: MODERN BUSINESS LETTER

I.

Business Letter Writing


A business letter is a formal communication between people or organizers who
are involved in trading.
Business letters are tools used in the business. They are used to:
a. To provide or request information
b. Confirm less formal communication; or
c. Highlight a problem that needs to be solved
The business letter presented on company stationery is an official
communication, and legally binding in disputes between companies and individuals.
It is the basic means of communication between two companies.
II.
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
l.

The Purpose of Business Letters


To inform readers of specific information
To link bridge between two correspondents
To build up and maintain cordial public relations for business purposes
To persuade others to take action or to propose ideas
To promote goodwill
To advertise products and services
To get the reader respond with an action that satisfies the request
To settle complaints and make adjustments
To apply for a job
To introduce someone to another
To exchange product being returned
To make changes or amendments to an agreement

III.

The Objectives of Business Letters


Business letters are serve as the bridge of communication with the various
parties in and outside the company. Here are some common objectives of business
letters:
a. as tools of operation<br>
b. as assistance to employee development and personnel management
c. as aid to record keeping of important matters
d. as channels of information to make employees fully informed.
IV.

The Qualities of an Effective Business Letter


According to Emily Weller in the Basic Qualities of a Business Letter, demand
media business letters are usually more formal than personal letters. Although the
letters are formal, they should still be warm in tone and positive in nature. The basic
qualities of a business letter are:
a. Simple and concise
b. Quality of Language

c. Formatting and physical properties


According to Bittner, a well-written, grammatically formatted letter says a lot
about individuals.
A business letter has two general characteristics:
a. External (general appearances)
1. Neatness
2. Spacing of parts
3. Absence of erasures
4. Quality of paper
5. Proper indention
b. Internal (deeper perception)
V.

10 Cs of an Effective Business Letter


a. Clearness - a business letter must have a clear and accurate message
Guidelines for writing clearly:
1. Present one idea at a time
2. Use short and simple expressions
3. Write simply and directly
b. Courtesy - avoid statements that are offensive to the reader. It must be
friendly in tone and must indicate willingness to serve
c. Consideration - always consider the readers point of view
d. Conciseness - omit unnecessary details and eliminate unnecessary words
e. Concreteness - use specific, concrete words that create a picture in your
readers mind
f. Consistency - there must be unity of ideas and purposes
g. Character - there must be originality of expression
h. Coherence - there must be continuity of thought from the beginning to the end
of the letter
Guidelines to achieve coherence:
1. Arrange ideas logically. Divide the letter in to three or four short coherent
paragraphs
2. Use linking words or phrases
3. Place modifiers correctly
i. Completeness - contains ideas that inform the reader to act and that aim
towards a definite purpose
j. Correctness - the letter must be free of errors such as spelling , punctuation
and letter format

VI.

Essential Parts of a Business Letter


a. Dateline used to indicate the date the letter was given (3 spaces below the
last line of the letterhead)
b. Heading senders address (1 space below the dateline)
1. Modern adopted with plain bond paper is used in writing
2. Conventional makes use of the letter head

d.

e.
f.
g.

c. Inside address recipient address (3 spaces below the heading)


Salutation includes greeting in letters that always started in formal such as
Dear and included the last name of the recipient (2 spaces below the inside
address)
Body of the Letter written as text (1 space below the salutation)
Complimentary close formal and polite leave taking (2 spaces below the
body of the letter)
Signature Line includes the full name of the sender (2 spaces below the
complimentary close)

VII.

Essential Points in Using Letter Envelopes


Letters cannot be delivered with just the letters alone. Since business writing is a
formal way of communication, letters should be with the envelopes.
a. Regular parts of the envelope
1. Outside
2. Inside Address
b. Special parts of the envelope
1. Attention line it is usually typed about an inch to the left of the outside
address, and usually underlined.
2. Personal line this line emphasizes that only the addresses is to read the
letter
3. Additional directions General delivery, Special delivery, and Please
forward are usually placed in the lower left hand corner of the envelope.
VIII.
a.
b.
c.
d.

Business Letter Styles


Block form
Modified block form
Full block form
Hanging or overhanging form
e. Indented form

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