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BC2 Writing Business Correspondence - PDF 1

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26 views39 pages

BC2 Writing Business Correspondence - PDF 1

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cheskadimaiwat8
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© © All Rights Reserved
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BUSINESS COMMUNICATION

WRITING
BUSINESS
CORRESPONDE
NCE
COMMUNICATION
NETWORKS

It is the regular
patterns of person-to-
person relationships
through which
information flows in an
organization.
ORGANIZATIONAL
CHART
WRITING BUSINESS CORRESPONDENCE

BUSINESS LETTERS

A professional, formal letter sent


by one company to another. These
letters can be used for professional
correspondence between business
clients, employees, stakeholders
as well as individuals.
IMPORTANCE
It plays a major role in the communication process among
agencies and among those individuals within those
agencies.

USE
It is used to transact official business, hence, its tone and
style should be formal and business.

AIM
It is classified as sales letters. No matter what the purpose
is, you still sell something to the reader.
INSIGHT SHARING

Are business letters typewritten or


handwritten?
BASIC PARTS OF
BUSINESS LETTERS
BASIC PARTS OF
BUSINESS LETTERS

Heading/Letterhead
Dateline Inside Address
Salutation Body of the letter
Complimentary Close
Signature Block Reference
Initials or Enclosures
HEADING

The heading or letterhead includes the sender’s details such


as the name, address, contact details, and even the logo of
the company where the sender is part of.
DATELINE

The date of a letter when a letter was written should be


placed spaces below the writer’s return address information.
It is the final component in the heading of a business letter.
INSIDE ADDRESS

Inside Address as a counterpart of the letter head, contains the


receiver’s details. These contain information such as the name
of the receiver, his or her position, company, and company
address.
SALUTATION

Salutation is the initial greetings of the sender to the receiver


of the letter. It is very important to consider proper titles for
the person to which the letter will be sent.
BODY OF THE LETTER

Body contains the message of the sender to the receiver. In


writing body of the letter, the sender must take into
consideration the 7Cs of effective written communication.
COMPLIMENTARY CLOSE

It is considered to be the closing greetings of the sender to


the receiver. It is only the first letter of the first word which
should be typed in uppercase letter. Comma should be used.
SIGNATURE BLOCK

This part shows the full name of the sender of the letter with
his or her signature above. It is typed 3 to 5 spaces below the
complimentary close to give space for the sender’s signature.
SALUTATIONS COMPLIMENTARY CLOSE

Sir My Dear Madam My Dear


Yours truly
Sir Madam Ladies
Yours sincerely
Gentlemen

Dear Sir Dear Yours very truly


Dear Mr. Valiente MyMadam
Dear Mr. Valiente Very truly yours
Gentlemen Ladies Very sincerely yours

Sincerely yours
Dear Mr. Jerome Dear
Cordially yours
Dear Ms. Jerome
Faithfully yours
Jane
LEVEL OF FORMALITY

Highly Formal Respectfully yours, Respectfully, Very


respectfully

Polite and Formal Very truly yours, Yours very truly, Yours truly

Less Formal Sincerely yours, Yours, Cordially


yours

Informal and Friendly As ever, Best regards, Kindest regards, Regards, All the
best
REFERENCE INITIALS

It is the typist's initials. If the sender is not the same person


who typed the letter, it is not the sender’s initials which will
appear on the letter, rather, the typist’s initials.
ENCLOSURES

If the sender plans to send anything along with his/her business


letter, he/she can indicate this simply by writing Enclosures
after the signature.
FONT STYLE
The widely accepted font style is Times New Roman and Arial,
size 12. Other sizes such as 13 and 14 may be used also.

MARGIN AND SPACING


Normally, a letter has 1-inch margin on all sides. Double
spacing is observed between parts of the letter.

PUNCTUATION
Colon is used at the end of the lines of the salutation.
While comma for the complimentary closing.
FORMATS OF
BUSINESS LETTERS
FORMATS OF
BUSINESS LETTERS

Full-block Style
Modified Block Style
Semi-block Style
Simplified Style
FULL-BLOCK STYLE

This is the format that will


work well in every
situation and can be used
for formal as well as in
informal correspondence.
MODIFIED BLOCK
STYLE
A little less formal than full
block style. Some parts of it
are moved to the right side.
However, the beginnings of
the paragraphs remain not
indented.
SEMI-BLOCK STYLE

It looks like the modified


block style, except that
the paragraphs have been
indented. It is just a little
formal than modified
block style.
SIMPLIFIED STYLE

It is widely used when the


writer of the letters does not
want to give importance to
formality. It omits the
salutation and
complimentary close; all
lines are flush with the left
margin.
FORMATS OF BUSINESS LETTERS

Full-block Style Modified Block Style Semi-block Style Simplified Style


COMMON TYPES OF
BUSINESS LETTERS

Absence letter
Appreciation letter
Congratulations
letter Cover letter
Application Letter
Follow-up letter Job-
offer letter
Resignation letter
ABSENCE LETTER

It is a formal notification when you plan to miss work. This is


the correspondence that every employee may need to provide
an excuse letter when they miss time from work.
APPRECIATION LETTER

Sending thank you notes to everyone who helps with your


career or job search goes a long way. It is a great way to reach
out and make others aware of your gratitude for their help.
CONGRATULATIONS LETTER

A type of correspondence that you send to someone who has


just gotten a promotion or a new job, retirement, or when
someone has done a great job at work.
COVER LETTER

A type of correspondence that provides brief details about


your experience, skills and goals. It talks about a specific job
opening that you have an interest in pursuing.
APPLICATION LETTER

A type of correspondence that you submit to hiring managers to


show your interest in working for their company. Typically, it
gives potential employers a detailed summary of your skills and
experience.
FOLLOW-UP LETTER

It is sent after an interview to check on the status of application


you have submitted. It gives you the chance to re-introduce
yourself if you received no response to an earlier
correspondence.
JOB-OFFER LETTER

It confirms the details of the offer of employment including


some or all of the following job description, salary, benefits,
paid time- off, work schedule, reporting structure, etc.
RESIGNATION LETTER

An official letter sent by an employee to their employer giv


ing notice that they will no longer be working at the company
. In other words, it’s an official form of quitting.
GUIDELINES
Use correct format, punctuation, spelling, and grammar.
Present your ideas clearly by using a language
appropriate for the target readers. Arrange your ideas
logically. Use an active voice as much as possible. Apply a
direct but a tactful tone.
GUIDELINES
Focus on the readers by using the "you" approach.
Specify the name of the receiver.
However, if it is impossible, to get the name, use a generic
title (e.g., Dear Sales Director).
Leave three to five blank lines for a signature before typing
your name. Never use plain numerals for dates as it may
create confusion.
HOW WAS YOUR
LEARNING?

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