Business Correspondence

Compiled by: Mrs. Crizah Flor A. Domingo Teacher

Introduction:
a skill, not a content subject focus on the acquisition of procedural knowledge and not on declarative knowledge an actualization of the parts, formats, and kinds of business letters Communication through exchange of letters

Meaning of Business English

the kind of English used in conducting business; that is, in buying and selling activities used in commercial transactions but not intended only for people involved in business

Importance of Business Correspondence

Helps in maintaining proper relationship(customers can write letters to the businessman seeking information and products and businessman can supply various information to customers) Inexpensive and convenient mode(information can be obtained coveniently thru letters)

Create and maintain goodwill(the act of writing letters and answering these show cordial relations between the businessman and his customers) Serve as evidence(businessman can keep record of facts from a business transaction) Helps in the expansion of business(enhance sales through the proper use of time)

8 Cs of a Good Business Letter(Inner Qualities)

Clarity Conciseness Consideration Courtesy Concreteness Cheerfulness Correctness Character

Clarity- the use of precise, concrete, familiar words, and the construction of effective sentences and paragraphs Conciseness- the omission of wordy expressions, unnecessary repetitions, and irrelevant matter Consideration- the You-viewpoint or looking at the situation from the standpoint of the reader(likes, dislikes, abilities, and interests)

Courtesy- an attitude of the mind that cultivates goodwill and friendliness, requires the use of polite expressions(please, thank you, kindly, would you, and could you) that shows the writers sincerity Concreteness- use of descriptive or mental pictures about the product; use of concrete, vivid, specific, and other image-building words

Cheerfulness- refers to polite, courteous, positive, and friendly words instead of tactless, offensive, and blunt expressions Correctness- refers to the right level of the language(formal or informal), the accuracy of the figures, facts, grammar, spelling, punctuation marks, and the layout of the letter Character- refers to the uniqueness or individuality

(Outer Qualities)

Quality of paper- good paper for original copy and ordinary paper for duplicate copy) must be used

Size of the paper- standard size of the paper (A4) be used

Folding of the letter- folded properly and uniformly; if window envelope is used, the address of the receiver must be visible in the transparent part of the envelope Envelope- size and quality must fit the letter; ordinary, window, laminated envelopes

Sample of a Business Letter

The Letter Head DAFOS PET SHOP 21 Gugo Street, Lima, Rizal Cel no. 09151434422/721-43-50 The Date January 2, 2012

Mrs. Lilia F. Tinio

35 Vigan Street, Nova Hills Marikina, Rizal Dear Mrs. Tinio: Salutation or Greeting The Inside Address

Please refer to your bill dated December 16, 2011, to Dafos Pet Shop in the amount of
Php900.00. Our records show our company did not deliver the questionable chemical feeds which are supposed to make adjustment for. I will appreciate your documenting the bill soon. Closing or Complimentary Close Signature Line Shop Body Respectfully yours, Daffodil P. Sales Proprietor, Dados Pet

Types of Business Letters

Inquiry Letter Quotation Letter Order Letter Complaint Letter Recovery Letter Application Letter Business Correspondence Esther L. Baraceros

Inquiry Letter- details(quality, quantity, price, mode of delivery and payment, etc.)of the goods that customer want to buy Quotation Letter- relevant information(price list, mode of payment, discount) supplied by the sellers Order Letter- written by a buyer to the seller giving the order to purchase the goods

Complaint Letter- when the purchaser does not find the goods up to his satisfaction Recovery Letter- written by the seller for collection of money for the goods supplied to the buyer; collect money without annoying the customers Application Letter- written by an applicant in order to land a job

Unsolicited Application Letter

28 Susano Street Nova, Quezon City June 20, 1997

Mr. June Torres

President, Juco Corporation 29 Taft Avenue, Manila Dear Mr. Torres, My past professor, Dr. Nora Garcia, has informed me of an opening in your company for a tourism major who is interested in guiding tourists. I would like to be considered for this position. I am a recent graduate of Bulacan State University. The tourism courses and training I obtained from this institution enabled me to have expertise in the job I am applying for. Should you care to grant me an interview, I may be reached at this number 09992221112. Thank you and may God bless you. Respectfully yours, Eden G. Dela Cruz

Formats or Styles of a Business Letter

Full Block Form Modified Block Form Semi-Block Form Indented Form or Traditional Form Hanging Style Memorandum Style

Full Block Form

Letterhead __________ 1.Dateline

__________
__________ 2. Inside Address __________ __________ 3. Salutation _______________ 4.(Body of the Letter)______________________________ __________________________________________________________.

__________ 5. Complimentary Close

__________ 6. Signature Line __________ 7. Notations

Modified Block Form

Letterhead 1.Dateline__________ 2. Inside Address

___________
___________ 3. Salutation: ____________________4. Body of the Letter____________________________ ____________________________________________________. _______________________________________________________________ ______________________________________________________________. Complimetary Close 5.______________________ Signature 7. Notations 6. ________________

Semi-Block Form
__________ __________ 2. Inside Address __________

Letterhead 1. Dateline_________

3. Salutation: ______________________4. Body of the Letter_______________________ __________________________________________________________. ____________________________________________________________ __________________________________________________________.

Complimentary Close 5._________________ Signature Line 6. ________________

7. Notations

Indented or Traditional Form

Letterhead 1. Heading____________ _________ ______ 2. Inside Address ___________ __________ _________ 3. Salutation: _____________________________________________________________ ________________________________________ . _____________________________________________________________ __________________________________. Complimentary Close 5. ______________________ Signature 6. ___________________ 7. Notations

Hanging Style
Letterhead 1. Heading _____________

____________
____________ 2. Inside Address __________ __________ 3. Salutation: ________________________________________________________________ _____________________________________________________________ ___________________________ 4. Body of the letter

Memorandum Style
Letterhead 1. Dateline __________

From: __________
To: ____________ Subject: _________ ______________________________________________________________ ______________________________________________________________ __________________________________________________. _______________________________________________________________ _______________________________________________________________

__________________________________________________.
Penned Signature