[NCM 421-J] INTENSIVE NURSING PRACTICUM (HOSPITAL AND COMMUNITY SETTINGS) WITH JEEP ACCELERATE 1

7Cs OF COMMUNICATION
BUSINESS CORRESPONDENCE
BASIC PARTS OF A BUSINESS LETTER
1ST SEMESTER ┃A.Y. 2022-2023┃PRELIMS┃TRANS 1┃TRANSCRIBED BY APRIL TOM O. CUENCA
NAME OF LECTURER: MS. BRISBANE Q. TY
DATE OF LECTURE: FEBRUARY 03 and 10, 2023

7Cs OF COMMUNICATION BUSINESS CORRESPONDENCE

1. CLARITY FRAMEWORK AND PRINCIPLES

• Be clear about your goal or message. What is your purpose in THE POWER OF PUNCTUATION
communicating with this person? If you're not sure, then your Example 1:
audience won't be either. • A woman without her man is nothing.
• To be clear, try to minimize the number of ideas in each sentence. • A woman, without her man, is nothing.
People shouldn't have to "read between the lines" and make • A woman: without her, man is nothing.
assumptions on their own to understand what you're trying to say. Example 2:
• Let’s eat granpa
2. CONCISENESS • Let’s eat granpa.
• When you're concise in your communication, you stick to the point • Let’s eat, granpa.
and keep it brief.
• Negative (-): Do not close the valve.
ASK YOURSELF • Positive (+): Leave the valve open.
• Are there any adjectives or "filler words" that you can delete? You • Also, avoid long sentences. Be concise.
can often eliminate words like "for instance," "you see," "definitely,"
"kind of," "literally," "basically," or "I mean." BUSINESS CORRESPONDENCE: STANDARD PARTS,
• Are there any unnecessary sentences? ARRANGEMENT AND PUNCTUATION STYLES
• Have you repeated the point several times in different ways? • Business letters are formal messages following specific formats.

3. CONCRETENESS PARTS OF A BUSINESS LETTER

• When your message is concrete, your audience has a clear picture 1. Letterhead
of what you're telling them. There are details (but not too many!) 2. Date
and vivid facts, and there's laser-like focus. Your message is solid. 3. Inside address
4. Opening Salutation
4. CORRECTNESS 5. Body of the Letter
6. Closing Salutation
• When your communication is correct, your audience will be able to
7. Signature
understand it.
TYPES OF LETTERS
Make sure your message is correct by asking yourself the
1. Personal business letter: A personal-business letter is a letter that
following questions:
is sent from an individual to a person or business/organization.
• Do the technical terms you use fit your audience's level of
2. Business letter: A business letter is sent from a business or
education or knowledge?
organization to another or to an individual.
• Have you checked for grammatical errors? (Remember, spell
checkers won't catch everything). EMAIL
• Are all names and titles spelled correctly? • It is a communication sent from one computer to another, usually
via a network. It is the least formal method of written
5. COHERENCE communication within a company
• When your communication is coherent, it's logical. All points are
connected and relevant to the main topic, and the tone and flow of TYPES OF INTEROFFICE COMMUNICATION
the text is consistent. 1. Memorandum: More commonly known as a memo, is a short
message or record used for internal communication in a business.
6. COMPLETENESS o Memos can be used to quickly communicate with a wide
• In a complete message, the audience has everything they need to audience something brief but important, such as procedural
be informed and, if applicable, take action. • Have you included all changes, price increases, policy additions, meeting schedules,
relevant information – contact names, dates, times, locations, and reminders for teams, or summaries of agreement terms, for
so on? example.
o Effective memos:
a. Short
7. COURTEOUSNESS
b. Concise
• Courteous communication is friendly, open and honest. There are c. Highly organized
no hidden insults. You keep your reader's viewpoint in mind, and d. Never late
you're empathetic to their needs. e. Provides unnecessary or confusing information

TRANSCRIBED BY APRIL TOM O. CUENCA 1

 o Format of a memorandum: o What to include in a memorandum: Before recording any
✓ Start with the basics: to whom the article is addressed, details, a designated minutes recorder should familiarize
the date, and the subject line. themselves with the type of information that they should record.
✓ Start the body of the memo with a clear purpose, state A group may be using a specific format to record notes but,
what you need the readers to know, and conclude with overall, the minutes of a meeting typically include the following
what you need readers to do, if necessary. details:
✓ Remember that employees may just skim the memo upon 1. Name of organization
receipt, so use short paragraphs, subheads, and, where 2. Date and time of meeting members present and absent (if
you can, use lists. These are "points of entry" for the eye members are few)
so the reader can refer back easily to the part of the memo ✓ Agenda/topics
that he or she needs. ✓ Summary of discussions
✓ Don't forget to proofread. Reading aloud can help you find ✓ Actions
dropped words, repetition, and awkward sentences. ✓ Time the meeting ended
✓ Name of minutes taker (with signature)
✓ Noted by presiding officer
o Take note:
✓ Write only important short statements. Do not add words.
Use the REPORTED SPEECH format.
✓ Keep it brief and straight to the point.
✓ Numbers should be included at the left side. No space is
left Unnumbered.
✓ Make sure that the members are quorum. A quorum
meeting has population divided by two plus 1 attendees.

2. Minutes of the meeting: A written record of everything that has

occurred during a business meeting
o Meeting minutes are notes that are recorded during a meeting.
They highlight the key issues that are discussed, motions
proposed or voted on, and activities to be undertaken. The
minutes of a meeting are usually taken by a designated
member of the group. Their task is to provide an accurate
record of what transpired during the meeting.
o Steps involved in recording meeting minutes:
1. Pre-planning
2. Record-taking
3. Writing or transcribing the minutes
4. Sharing meeting minutes
5. Filing or storage of minutes for referencing in the future

TRANSCRIBED BY APRIL TOM O. CUENCA 2

 BASIC PARTS OF A BUSINESS LETTER

CLOSING SALUTATION
• Commonly used closing salutation: Respectfully yours and truly
yours

SIGNATURE
• Composed of NAME and SIGNATURE of the sender

LETTERHEAD
• Letterhead varies from organization to organization.
✓ Name of the organization
✓ Address
✓ Logo
✓ Contact number(s)
✓ Email address/social media accounts

DATE
• FORMAT: Month, Day, Year
• Example: December 9, 2022

INSIDE ADDRESS
• This part is where the RECEIVER is written in necessary details.
• Example:
MRS. MA. ANNE C. BONGLAY
Instructor
Father Saturnino Urios University
Butuan City
• Name of the receiver should be written in bold and in capital
letters, as shown in the example.

OPENING SALUTATION
• Example: Sir: and Ma’am:
• COLON - the punctuation use in opening salutation. According to
the rule, anything that follows the colon is/are information.

BODY OF THE LETTER

• This part is where the purpose of the letter is written.
✓ It will always start with greetings.
✓ Next paragraph is where the sender writes the purpose and
the preliminary details.
✓ Then, the followed by a paragraph that states the further
necessary details.
✓ Finally, close the letter with details like alternative actions or
open transactions (example: “… for further queries, please
contact…”)

TRANSCRIBED BY APRIL TOM O. CUENCA 3

BUSINESS CORRESPONDENCE: STANDARD PARTS,
ARRANGEMENT AND PUNCTUATION STYLES

SUBJECT LINE
• Refers to the purpose or the content of the letter. The subject line
of a letter must be short, specific.

BUSINESS CORRESPONDENCE: NATURE AND IMPORTANCE

• Communication skills, including writing, are one of the most
important transferable skills that workers possess.
• Most business professionals, such as marketing, finance, and
research and development managers, need excellent writing skills
to properly convey ideas and concepts.
• There are many reasons that writing skills are important in the
business world:
1. Saved time and money: Effective communication, on the
other hand, eases and facilitates the business processes,
making sure each involved party understands what the others
expect and desire.
2. Professional success: Good writing demonstrates your
expertise and professionalism. It is important to recognize
your audiences.
✓ High-tech peers: use acronyms and abbreviations,
usually without any definition.
✓ Low-tech peers: high-tech terms must be explained
✓ ACCOUNTACY: Accounts receivable (AR); accounting
(ACCG); accounts payable (AP); balance sheet (BS);
capital (CAP), and cash flow (CF).
✓ MEDICINE:
o Benign: Not cancerous
o Malignant: Cancerous
o Anti-inflammatory: Reduces swelling, pain
o Body Mass Index (BMI): Body fat
measurement based on height and weight
o Biopsy: A tissue sample for testing purposes
o Hypotension: Low blood pressure
o Hypertension: High blood pressure
o Lesion: Wound, sore, or cut
3. Persuasion: Sales and marketing professionals are
particularly skilled at using the written word to persuade
customers to purchase the company’s products and service,
or at least pay attention to its advertisements. But everyone in
the business world finds it necessary at times to persuade
someone else to take an action based on written material they
have sent.
4. Clarity: When’s the meeting? Where’s the meeting? Who’s
the meeting for? How much information is “very detailed”?
How will the presentation be made? Why is this meeting being
held? What does the manager want to be conveyed about
sales?
5. Professional courtesy: In this age of text messaging,
business communication increasingly comes in a shorthand
fashion. Even email has a much less formal style in many
companies than a letter.

TRANSCRIBED BY APRIL TOM O. CUENCA 4

 6. Completeness: Business communication can be ineffective
if a document does not completely express its intention. An
instruction manual on how to operate machinery, for example,
must not have gaps in the sequence of steps or the howto
explanations. A financial report that has the quality of
completeness would be one that answers the reader’s
questions before he has time to ask them.
7. Inspiring confidence: Supervisors and business associates
who express themselves well in writing inspire a feeling of
confidence in their abilities from employees or colleagues.
✓ Sharp writing: Conveys the impression that a sharp
mind composed the words.
✓ Sloppy writing: On the other hand, can make others
conclude that the creator is not intelligent. Some might
even question their job-related competence
8. Team building: Written communication to employees is one
way a company shows that it values their contribution and
appreciates their efforts.

• The tone of communication is particularly important. If it is energetic

and positive, the employees will respond to it in an equally positive
fashion.
• Simple and easy language should be used for writing business
letters.

TRANSCRIBED BY APRIL TOM O. CUENCA 5