Dr. Herrminia N.

Falsario
Associate Professor V
GE 5 Purposive Communication
ISAT U Miagao Campus

UNIT II EFFECTIVE BUSINESS CORRESPONDENCE

Lesson 1: Effective Business Letter Writing

Objectives

1. To define business English

2. To discuss the ABCs of good letter writing
3. To explain the characteristics of a business letter
4. To write effective business letters

As future teachers or employees, the ability to communicate clearly in writing is

one of the most important skills you have to master. It will help you to get your ideas
across effectively and to get the result you want speedily. There is no mystery to good
business letter writing. It is a skill you can learn.

The Nature of Business English

Business English is the kind of English used in conducting business or in buying

and selling activities. It is informative, affective, adaptive and derivative. It is informative
because it uses words that can always point to actual objects or events referred to. It is
affective because it uses positive, original, vivid and concrete words to evoke beautiful
feelings between the sender and the receiver. It is adaptive because it strives to appeal
to the reader or adjust to the reader’s perspective. It is derivative because it gets its
meaning from the structural make-up of the language. Meanings in business letters are
derived from language structures used in them. The conciseness, simplicity, wordiness
or redundancy of the structures greatly affects the derivation of meanings.

The Business Letter is the most widely or commonly used form of external written
communication. It serves several purposes: to explain, to sell, to introduce, to apologize,
to invite, to refuse, to promise, to complain, and to organize, to create goodwill.

A. The ABC’s of Good Letter Writing

1. Accuracy means precision. In writing the information in our letters, we have to

give the exact or accurate details on the what, who, when, where, why, or how
of the event/happening. We have to observe correct grammar, diction,
mechanics and punctuations.

2. Brevity means conciseness or shortness. The purpose of writing is to

communicate a thought, an idea, a sentiment, a fact or an information. The
more concrete and concise these elements in communication are, the more
precise, the more rewarding they are to the reader. The manner you
communicate information is enormously important. It must come to the reader
in a palatable form to command attention to it.
Dr. Herrminia N. Falsario
Associate Professor V
GE 5 Purposive Communication
ISAT U Miagao Campus

Keep it short, but complete.

“Brevity is the soul of the wit”

-- Polonius in “Hamlet”

“That writer does the most, who gives the reader the most information
and takes from him the least time”.
-- Charles C. Colon

List of roundabout phrases and their shorter alternatives

with regard to (about, concerning, on) enclosed herewith (enclosed)

in relation to (toward, to ) would like to thank you (thank you)
in connection with (about) previous to (before)
on the part of (for, among) due to the fact that (because)
with reference to (on, about, concerning) inasmuch as (since)
in order to (to) attached please find (attached)
on behalf of ( for) at an early date (soon, immediately)
in accordance with (with, by) at all times (always)
by means of (with, by) in the time ( during)
in the case of (if, in) in the amount of (for)
for the purpose (for)

3. Clarity/Completeness/Coherence/Consistency means clearness of thought

and sufficiency of details. Write what you mean. Include all the necessary information.
Use the right words to express the ideas or information. The “train of thought” must be
clear to the reader. Use consistent point of view and tense of verb

The Characteristics of a Business Letter

(The 8 C’s of Business Correspondence)

1. Clarity – clear delivery of the message

The use of precise, concrete, familiar words, and the construction of
effective sentences and paragraphs are the best ways of achieving clarity.

Guidelines in achieving clarity

a. Think first before you write. b. Express yourself in simple and familiar
words.
c. Maintain short sentences and paragraphs.
d. Express yourself in the active voice.
Dr. Herrminia N. Falsario
Associate Professor V
GE 5 Purposive Communication
ISAT U Miagao Campus

2. Conciseness – short but complete = Include only relevant matters; Avoid wordy
expressions, and unnecessary repetitions
“Time is gold” is a favorite line of businessmen; thus, conciseness is very much
needed in the busy world of buyers and sellers.

3. Consideration – the you viewpoint = “looking at the situation from the viewpoint
of the reader; always having in mind the benefit of the reader
What are highlighted in the letter are those about the reader--the benefits and
advantages he can get by entering into a business transaction.

4. Courtesy – attitude that cultivates goodwill and friendliness; use of polite

expressions to show respect, sincerity, gratefulness and thoughtfulness such as
thank you, please, kindly, would you, could you.

5. Concreteness – painting a picture through words; use of vivid, specific and other
image-building words=those that appeal to the senses
6. Cheerfulness – expressing a happy disposition by using positive, polite,
courteous and friendly words. Among the positive words to which people react
favorably are benefit, cordial, happy, help, generous, loyal, pleasure, thanks and
thoughtful. “Smile and the whole world smiles with you; cry and you cry
alone”.

7. Correctness – employing the right level of language; observing accuracy of

facts, figures, grammar, spelling, punctuation marks, and layout of the letter

8. Character – the distinct appeal of the letter; its unique style original of the writer.
A letter written through the writer’s own style of expression, not by his act of
borrowing, reflects the writer’s strength and confidence.
Every letter is a selling letter. The aim of every letter is to sell
one or more ideas. The one idea that should be included and sold in
every letter is good will.
Dr. Herrminia N. Falsario
Associate Professor V
GE 5 Purposive Communication
ISAT U Miagao Campus

Lesson 2 Letter Formats/Styles

Objectives

1. To identify the spacing between parts of the letter

The fundamental principle in good letter writing is this: Every letter is a selling letter.
The aim of every letter is to sell one or more ideas. The one idea that should be sold in every
letter is goodwill. Additional ideas included in the letter will depend on the writer’s purpose. A
letter sells ideas by its appearance and contents. Generally, a letter must be pleasing in
appearance and correct in form. Appearance depends upon the paper used, the page layout,
and font style or size used. The kind of letter format used contributes to the appearance of the
letter.

1. Full block starts all writing at the left-hand margin.

Letterhead

_______________________ (Date)

4 spaces

_______________________
_______________________ (Inside address)
_______________________

2 spaces
_______________________: (Salutation)

2spaces
______________________________________________________________________
______________________________________________________________________
________________________________________________________. (Body)
2 spaces
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
_______________________________________________.

______________________________________________________________________
_______________________________________________.

2 spaces
_______________________, (Complimentary close)

4spaces
_______________________ (Signature)
Name of sender
Title

2 spaces
_______ (Typist’s initial) Notations

_______ (Enclosure or cc: line)

2. Modified Block Format has the date line, complimentary close and signature line indented to the right. All
other lines start flush left. In mixed style, writers indent the first line of each paragraph.
Dr. Herrminia N. Falsario
Associate Professor V
GE 5 Purposive Communication
ISAT U Miagao Campus

Lesson 3 Parts of the Business Letter

Objectives

1. To identify the parts of the business letter and their descriptions

1. Heading
The heading gives the full name, address, telephone number and the
nature of the business of the company sending the letter and the company’s
logo.

2. Date Line
It contains the date when the letter is written.

3. Inside Address
It contains the name of the receiver of the letter with his/her corporate title
followed by his/her position and address of the company.

4. Attention Line
It indicates the name of the person specifically referred to read the letter
when it is addressed to a company.

5. Salutation
The most formal salutations are
Sir:
Madam:
Lower than these are
Dear Sir:
Dear Madam:
Gentlemen: is used if the letter is addressed to a company, club or
committee.

6. Subject Line
It states the purpose or topic of the letter.

7. Body
It conveys all the messages you want the readers to understand.

8. Complimentary Close
It must be consistent in the degree of formality with the salutation. It is
followed by a comma. The most formal are

Very respectfully yours,

Respectfully yours,
Very truly yours,
Dr. Herrminia N. Falsario
Associate Professor V
GE 5 Purposive Communication
ISAT U Miagao Campus

while the less formal ones are

Truly yours,
Sincerely yours,

9. Signature Line
In business letters, two signatures are needed—the printed and the
penned signature. It includes the name of the sender followed by his/her
position.

10. Notations
It is written after the Signature Line and it includes the following:
a. Identification Initials which are initials of the writer or dictator and the
typist or transcriber ;
b. Enclosure—important documents or papers that the writer would like to
attach to the letter
c. Carbon copy is to let the reader know that a copy of the letter is sent to
another person whose name is not mentioned in the address. It has the symbol
CC.
d. Blind Copy is for a secret recipient. It is usually a photocopy of the
letter. Its symbol is bcc.
e. Postscript or P.S. It serves as a device for emphasis.
Dr. Herrminia N. Falsario
Associate Professor V
GE 5 Purposive Communication
ISAT U Miagao Campus

Lesson 4 Types of Letters

Objectives

1. To define each type of business letter

2. To write a sample of each letter

Common letters sent by teachers include: Letter of Application, Letter of Inquiry, Letter of
Invitation, Letter of Reservation, and Letter of Request/Solicitation.

Letter of Application is written when you want to apply for a job. You write a letter of application
to provide a selection committee or a possible employer with enough information to determine whether
you are a good candidate for the position. It could be solicited or unsolicited. Solicited application letter is
a response to an advertised or a published job vacancy while the unsolicited one is written just to take the
chance. Some guidelines in writing the letter of application are the following:

1. Identify the job or position you are applying for. Mention how you have heard about it if you
are writing a solicited application letter.
2. Depending on the position you are applying for, you may include:
a. your age, school level;
b. your experience, activities, awards, honors;
c. your personal qualities or characteristics that make you a good choice for the position;
and
d. the date or time you are available for an interview

The Personal Resumé

Attach a personal resumé to your letter of application. It is a summary of your background and work
experience. It should indicate your name, address, and telephone number; an employment objective,
educational and training date, and work experience, if any. The list should start with your present job.
Type your resumé on a standard size short bond paper.

Format of a Resumé

Resumé
NAME
Address
Tel.No.
OBJECTIVE:
SPECIAL SKILLS:
EXPERIENCE: (Start from the present)
Year Job
Company/ Institution
Address
EDUCATION: Degree
Year
School
REFERENCES: (Three persons)
Name
Position
Company/Institution
Address
Contact Number
Dr. Herrminia N. Falsario
Associate Professor V
GE 5 Purposive Communication
ISAT U Miagao Campus

Letter of Invitation is written when you want to invite a person as a speaker, judge, or
for any other service. The invitation should mention clearly to what the addresses is being
invited to; state when and where the affair be held; say what the writer wishes to accomplish by
the invitation; and how and where the organizer/host can be reached for confirmation.

Letter of Inquiry is written when you want to ask for some information or you want to
clarify or verify something. A letter of inquiry should state clearly what information the writer
wants to obtain; express courtesy and hope that the favor will be granted.

Solicitation Letter is written when you want to solicit monetary or in kind donation for a
project or for an a charitable cause.

Reservation Letter

Letter of Thanks is written when you want to extend appreciation of a favor done to
your organization. A letter of thanks should show appreciation, gratitude, goodwill and proof that
the efforts made by the addressee were for a good cause.