9/22/21, 2:32 PM Module 5 - Business Messages

Module 5 - Business Messages

Site: New Era University Printed by: Kaye Angeli Q. Tan

Course: COMM01-18 - Business English Date: Wednesday, 22 September 2021, 2:29 PM
Book: Module 5 - Business Messages

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9/22/21, 2:32 PM Module 5 - Business Messages

Description

Topics

Organizing and Planning Business Messages

Writing Business Messages
Letter Structure and Parts
Letter Formats

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9/22/21, 2:32 PM Module 5 - Business Messages

Table of contents

1. Introduction/Overview

2. Learning Outcomes

3. Organizing Business Messages

3.1. Writing Business Messages
3.2. Letter Structure and Parts
3.3. Letter Format
3.4. Optional PartsBusiness Letters

4. Video References

5. Activities

6. References

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1. Introduction/Overview

     Communication consistently ranks among the top five soft skills employers look for when choosing new hires. And in a world where face-to-
face is becoming less and less, that communication more often occurs through the written word. As a future business person, you need to
regard business writing as important. 

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2. Learning Outcomes

   At the end of this lesson, the learner is expected to: 

1. identify the different parts of a letter

2. plan and organize business letters

3. write effective business messages

4. write letters using the right format and proper structure

5. utilize the letter formats on writing business messages

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3. Organizing Business Messages

"The ability to organize and express ideas verbally and in writing is the single most important skill for all employees...... business letters, writing
business reports or business memo writing, are essential tools of the employee."           

                                              - Peter Drucker

       After knowing and learning the rudiments of sentence and paragraph writing, you are now ready to write. Business writing is different from
academic writing. The success of your business depends largely on your ability to write letters and other business devices.

        Writing is one of the most important and valued skills in the business world today. The introduction and development of electronic
communications has increased the need for written correspondence. More so than ever before, there is a requirement to ensure clarity and
effectiveness in the written message. E-mails may have reduced the need for stationery and snail mail but they still require the writer to convey
his thoughts clearly and concisely, following the principles of good business writing.

       A business letter is a formal communication between people or companies and it is written to conduct some sort of business. For example,
you might write to inform readers of specific information, create proposals for clients, make an arrangement, request a price list, thank someone
for a service or apply for a job. It differs from personal letters exchanged by friends in both its layout and content.

      Writing letters has some pitfalls and many people go to great lengths to avoid it. Even when it means losing the business or customers. The
threat of facing a blank page or a bare computer screen can be more powerful than the need to write a letter.

       Every person within an organization is in customer relations, so writing an effective business letter is an important skill for every employee,
manager and business owner. Peter Drucker, the father of the science of office management, says, "As soon as you take one step up the career
ladder your effectiveness depends on your ability to communicate your thoughts in writing and in speaking." 

Planning to Write

        Writing a business letter takes planning. First of all, you must analyze your audience and determine your purpose. Whatever the aim,
create your letter from these goals. Then you need to gather information, create an outline, write a draft, and revise it.

      Business letters can be challenging to write, because you have to consider how to get your reader’s attention. Getting the reader's attention
is a tough job. If your letter is long-winded, pompous, or says nothing of interest, you'll lose the reader.

      Capture your reader's attention with a hard-hitting lead paragraph that goes straight to the point or offers an element of intrigue. Then, hook
the reader's interest: the hook is often a clear statement of the reader's problems, needs, or wants. For example, if you are writing to a customer
who received damaged goods, acknowledge the problem and then offer a solution.

       If your letter is an offer of something (a service, a product, or a contract), state the features and the benefits of your offer in plain, simple
English. Give the reader reasons why he or she should buy your product or sign the contract. That creates a demand for your product. Finally,
make the action that you want the reader to take, clear and easy to understand.

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3.1. Writing Business Messages

Writing Business Messages

      In writing business messages, explain the importance of adapting to your audiences, and list three techniques for doing so. Readers and
listeners want to know how your messages will benefit them. The "you" attitude is best implemented by expressing your message in terms of
the audience's interests and needs.

      Why do you need to avoid using "you" and "your" in writing the letter:
Makes you sound dictatorial.

Could make someone else feel guilty.

Is inappropriate for the culture.

Goes against your organization's style.

      You can communicate negative news without being negative. When you are offering criticism or advice, focus on what the person can do
to improve. Express the facts in a kinds and thoughtful manner emphasizing the positive. The following are tactful ways of communicating
negative messages: 
Communicate negative news without being negative.

Offer criticism or advice, focus on what the person can do to improve.

Show your audience members how they will benefit from complying with your message.

Try to avoid words with unnecessarily negative connotations; use meaningful euphemisms instead.

     Establishing credibility is vital to the success of your communication efforts. Your communication must have:
credibility, it is the measure of your believability.
honesty, you will earn you respect from your audience/reader.
objectivity, you need to look at all sides of an issue.
awareness of audience needs. 
credentials, knowledge, and expertise- you have what it takes to back up your message.
communication style that supports your points with evidence.
sincerity that points out specific qualities that warrant praise. 

     People are more likely to react positively to your message when they have confidence in you. Emphasize such factors such as honesty,
objectivity, and awareness of audience needs, The following are four ways of achieving a business like tone with a style that is clear and
concise:
Style. It is how you express yourself, the words you choose, the way you use those words.
Tone. It is the overall impression. Most businesses aim for a conversational tone that is warm but business like. Avoid preaching and
bragging, avoid stale and pompous language, be careful with intimacy, be careful with humor. 
Audiences can understand and act on plain English without having to reread material to comprehend it. 
Use passive sentences to soften bad news, to put yourself in the background, or to create an impersonal tone.

     Correctness is the first consideration when choosing words. If you are not sure of correct grammar usage, look it up; you'll avoid
embarrassing mistakes and learn at the same time. Effectiveness is the second consideration when choosing words. Many words have both
denotative meaning and a connotative meaning.
denotative- literal, dictionary meaning.

connotative- associations and feelings evoked form the words.

     Try to to use words that are powerful and familiar. Avoid cliches, be extremely careful with buzzwords, and use jargon only when your
audience is familiar with. Explain how sentence styles affects emphasis in a message. You can emphasize ideas in a sentence by
Devoting more words to them.

Putting them at the beginning or the end of the sentence.

Making them the subject of the sentence.

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3.2. Letter Structure and Parts

LETTER STRUCTURE AND PARTS 

    When writing a business letter, you should follow the format of a standard business letter. The typical business letter usually consists of about
six essential parts: the heading (and the date), the inside address, the salutation or greeting, the body of the letter, the complimentary close, and
the signature.

        The heading of the letter contains the full address of the sender. Most companies have letterhead with this information already imprinted.
The inside address coincides with the address that appears on the envelope and contains the name, title and address of person to whom you
are writing. The salutation adds a personal touch to your letter and should be consistent with the whole tone. Include the addressee's name
and courtesy title along with the greeting. The body of the letter is where you write the purpose of the letter. The complimentary close should
be relevant to the tone of the letter and the salutation. And, your signature should be hand written legibly below the complimentary close.
Electronic signature (e-sig); however, has become accepted because most employees work from home. 

     Try to organize your letter logically, making smooth transitions between sentences and paragraphs. It should be clear and concise, with short
sentences and simple words. Use personal pronouns and active voice. Avoid me, I, we, us in the beginning of the letter. Avoid also formal and
stuffy expressions (like "thanking you in advance", "as per", “be advised”, "in compliance with your request" or “enclosed herewith”), and don't
use technical terms unless you are positive your reader will understand them as you do. You will never get what you're after, if your reader
doesn't get the message.

     Write positively and with confidence. Try to put yourself in the reader's shoes and to anticipate the reader's reaction to your comments. Don't
be manipulative. Threatening, cajoling, begging, flattering, and making extravagant promises are manipulative and are usually ineffective. In
fact, they may alienate the reader.

      Don't ever forget to proof-read your letter. Check the spelling, particularly the name of the person and company. Minor errors in spelling,
punctuation, and grammar hurt your credibility. Make sure that your letters look neat and tidy on the page. Sloppy appearance will detract from
even a well-written letter.

       When you send a business letter you create an image of you and your company in the reader's mind. When a reader scans a document he
subconsciously builds a picture of the writer. The writer can project the image of a conscientious, energetic professional, or the image of a bored
bureaucrat marking time with an antiquated company.

    It is important to remember that a business letter is an official document. Of course, there are many other communications between people
and companies, for instance telephone conversations, meetings and presentations. Still, a business letter is the most powerful communications
tool for providing structured and considered information in a formal way.

     Keep the letter to one page. Business people are busy and do not appreciate unnecessarily long letters. Most business letters are less than
one A4 page long. If you need a second page for your letter, you should think about whether you could say want you want to say using less
words.

       An important factor in the readability of a letter is the chosen font. The generally accepted font is Times New Roman. However, in a recently
conducted test, a company can save on printing ink if other font style, such as Verdana, or Arial, will be used. The regular font size is 12. You
also have to ask the preferred font size used in a company you are writing and always consider your audience. If you are writing to a
conservative company, you may want to use Times New Roman.

     In most cases, the business letter will be the first impression that you make on someone. The way you write a letter and the etiquette you
employ may have a significant impact on your success or failure in business. Failure to observe correct business letter etiquette can result in
you adopting an inappropriate tone, causing offense or misunderstandings, lack of clarity or purpose and hostility or soured relations.

     The best writers strive to write in a style that is so clear that their message cannot be misunderstood. Clarity should be the primary goal of
your business writing style.

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3.3. Letter Format

LETTER FORMAT 

        Businesses commonly use multiple communication formats to reach the widest audience possible when conveying messages. Each
communication format offers advantages or disadvantages depending on the message being delivered and the individuals receiving the
message. Also, different communication formats may cost more than others. Many small businesses are interested in the cost of business
communication because they may not have large amounts of capital for administrative services. Businesses must tailor their message carefully
so the least amount of confusion occurs when individuals receive the message and interpret its meaning. knowledge in the sentence structure,
paragraph structure, and knowledge in punctuation and mechanics.

      Depending on the purpose of your business letter, there are several formats from which you can choose. The most widely used business
letter formats are full block, semi-block (alternate block), modified block, and memo. Remember, the format of the letter helps to establish its
tone.

1. Full-Block Format

        This is the most modern of the formats and the one most widely used; its clean direct look lends itself well to technical communication, and
its simple vertical format tends to reduce the error rate since you simply do not have to be concerned about horizontal spacing to indicate new
paragraphs.

Eight Components of Full Block Format

1. The heading includes the date the letter is written. If you do not use letterhead stationery, you need to include your address over the date.

2. The address above the salutation is the letter recipient's full address. This address should match the address on the envelope.

3. The salutation is the line that begins "Dear..." Use Mr. for men and Ms. for women. Try to obtain a name to whom you can address your
letter. If you cannot obtain a name, you should use "To Whom It May Concern" as a salutation. You can also include an attention line two spaces
down from the recipient's address as well as a subject line (if necessary).

Example:

DR. EMILIA M. MANANGHAYA

CBA Dean

                  

                                         Attention: Technical Director

                                         Subject: Purchase Order #41763

4. The body of your letter contains the text of your message.

5. The complimentary close should appear two lines below the last line of the body, at the left margin. Capitalize only the first letter of the first
word and always end the line with a comma. You can use a variety of closures including Yours truly, Sincerely, Sincerely yours, Best regards or
Best wishes.

6. Your signature should be in blue or black ink. Allow four vertical spaces for your signature.

7. The identification line contains your typed name, and, if you have one, your title. Depending on the purpose of the letter.

8. Enclosures or distribution of the letter is placed two vertical spaces below the identification line.

Example:

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2. Semi-Block Format

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       The only difference between the semi-block and the full block is that the alternate block has a subject line. The subject line can save time
for the receiver by informing her/him of the purpose of the letter. The subject line is situated between the recipient's address and the opening
salutation. Skip two vertical lines down from the address and skip another two vertical lines before the salutation.

Example:

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 3. Modified Block Format

        Modified block format differs from full block in the placement of the heading, date, complimentary close, signature, and identification lines.
These components should all start about halfway across the page, and be aligned vertically. The sample also shows that you begin the
paragraphs of a modified block letter with a one-tab or three to five space indentation. You should retain the vertical double space between
paragraphs. Although businesses seem to prefer full block format, modified block is acceptable. Many people consider the modified block's
appearance more balanced and traditional.

Example:

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4. Memo Format

   Memos are mainly used for inter-office, institutional or organizational communication; however, increasingly, the memo letter format is being
used for formal, external communications as well as in informal, internal communications. If the memo is used for inter-office purposes, leave
out the "Dear" salutation and the "Yours truly" complimentary closure, and initial the memo to the right of your name.

Example:

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     Remember to proofread your letter for these items: 

1. Spelling of the receiver's name

2. Spelling of the receiver's place of business

3. Spelling elsewhere, including your own name and firm

4. Correct typing throughout

5. Correct dates

6. Subject-verb agreement

7. Pronoun reference

8. Noun-pronoun agreement

9. Punctuation

     You can also do a checklist. 

1. Did you type in a dateline to validate the letter as a record?

2. Did you place a colon after the salutation?

3. Did you place a comma after the complimentary close?

4. Did you sign the letter below the complimentary close?

5. Did you initial or sign the memo to the right of your name?

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3.4. Optional PartsBusiness Letters

Optional Parts of Business Letters

       The previous subchapter discusses the main elements or parts of business letters: letterhead,
date, inside address, salutation. body,
complimentary close and signature
block. Sometimes, a business letter requires other parts. These are more
specific elements that are only
used only when needed. A letter will still be a
good letter even without these: they only perform special functions in the
letter. The business
letter writer then decides of which optional elements will
be included.  These elements are optional
and they are the following:

1. Letterhead. This is usually the company

or organization’s name that bears its identity. Some companies have it
specially designed and
printed in the stationery.  

2. Reference Initials. This part

identifies the personnel responsible for making the letter. If you make the
letter yourself, you do not need to write
your initials. If someone types the
letter for you, your initials will be written in capital letters and the typist
writes his initials in small letters. They
are separated by a slash.

3. Enclosure or Inclosure Notations. These are notations that are usually written
below the signature block and leveled to the left margin if the
other parts are
not written. If you include documents in the letter, put ‘encl’ or ‘enclosure’,
and the document/s enclosed.

4. Copy Notations. These are notations

that you will be distributing copies to some individuals. If you want to
addressee to know who will have
copies, write ‘cc’ (carbon copy or courtesy copy). If you want to hide the sender
who will receive copies, write ‘bcc’(blind
carbon copy). Then,
write the names of the people to whom you will give copies
in alphabetical order.

5. Special Mailing Notations. When the

sender wants to note the consideration to be given to the letter, s/he writes
in all capital letters
SPECIAL DELIVERY, CERTIFIED MAIL, PERSONAL,
CONFIDENTIAL, PRIVATE AND CONFIDENTIAL, STRICTLY CONFIDENTIAL. It is
written before
the inside address.

6. Attention Line. If you want to direct

the letter to a particular person other than the addressee, write ATTN: or ATTENTION: and the name of
the
person whom you are calling attention with. It is written in the middle of the
paragraph. It is also used to ensure that the organization
responds even if the
person you write is not available at that moment.

7. Subject Line. Most writers who would

like to give the gist of the communication put SUBJECT: or RE: and the content or general idea of the
letter. The
subject line is drawn written  after the
salutation.

8. Postscripts. These are items that the

writer wants to emphasize.

            The formatting of these parts are

seen in the figure that follows:

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4. Video References

1. Writing Business Communication

2. Writing Business Letters

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5. Activities

Instruction: Write the two activities in Word File, save to pdf and submit on or before the deadline.

I. Activity I

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II. Activity II

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6. References

http://ezinearticles.com/training

https://sites.google.com/site/stephaniemhalvorson/home/class-notes/ch-5-writing-business-messages

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