Name: __Edradan, Mharbi G.

__ Date: __February 20, 2021__

ACTIVITY NO. 1

Answer the following briefly:

1. Why is the first impression in business letter important?

When writing a business letter the first impression is essential. You're getting the heart of the person
you are talking to. It needs to be well made to amaze and get the reader's heart right away. Just like the
saying “First impression lasts” this can also be applied in writing a business letter. It reflects your character
as a person, one error can change a lot of perspective about your personality especially in the business
world. Therefore, in creating a business letter we should make sure that it looks good, should be
comprehensive, must be clear and precise well as should be formal and we must follow the correct writing
and we should always observe proper punctuations, grammar, structure, etc. so that the person who will
read our business letter will be impressed and will be able to see the good character in us.

2. How important are correspondence to a company?

Business correspondence strengthens the business and helps the organization to exchange
information in a written format and outlines the process of business activities. Correspondence in
business deals with the exchange of numerous types and forms of business letters. Therefore it helps to
formalize the employee and employer relationship, as well as to have a formal execution of the activities
and also to record the communication. Thus, it helps in making communication within the organization
more clear and precise. By this, an effective correspondence to each business can take place.

Furthermore, it is important to the following:

➢ in Maintaining Proper Relationship: nowadays business activities are not confined to any one area or
locality. The businessmen, as well as customers, are scattered throughout the country. Thus, there is
a need to maintain the proper relationship among them by using appropriate means of
communication
➢ Inexpensive and Convenient Mode: Though there are other modes of communication like telephone,
telex, fax, etc. business information can be provided and obtained economically and conveniently
through letters.
➢ Serves as Evidence: We cannot expect a trader to memorize all facts and figures in a conversation
that normally takes place among businessmen. Through letters, he can keep a record of all facts. Thus,
letters can serve as evidence in case of a dispute between two parties
➢ Create and Maintain Goodwill: Sometimes business letters are written to create and enhance
goodwill. Businessmen at times send letters to inquire about complaints and suggestions of their
customers. They also send letters to inform the customers about the availability of a new product,
clearance sale, etc. All this results in cordial relations with the customers, which enhances the goodwill
of the business.
➢ Help in Expansion of Business: Business requires information regarding competing products,
prevailing prices, promotion, market activities, etc. If the trader has to run from place to place to get
 information, he will end up doing nothing. It will simply result in a loss of time. But through business
letters, he can make all inquiries about the products and the markets. He can also receive orders from
different countries and, thus enhance sales.

3. What is the fundamental principle to an effective correspondence?

7 fundamental principles are essential in creating efficient correspondence. The following are:

• Clarity: Clarity is the soul of a good business message. It is a desirable quality of a business letter.
Clarity of thought and expression creates interest and attracts the reader’s attention. It is the first
rule of every good business writing. The clarity in writing comes from “clear thing”. A correct
message written in simple and ordinary language is always natural and appreciable. An easy way
of acquiring this quality is that the writer should first think over the subject well and outlines it.
Later, when he has completed his letter he should read it carefully before it is mailed. If it needs
any correction or revision he should do it.

• Correctness: “It means the accuracy of contents from language and expression.” For effective
communication, a business letter must be correct. An incorrect letter imparts a bad impression
not only for the writer. But also of business management. Sometimes an incorrect letter irritates
the reader and they react negatively. Innocent written letter causes not only internal and external
problems but also some sort of legal difficulties for the business organization.

• Conciseness: Shakespeare said: “Brevity is the soul of wit” Be as brief as possible. The ideal length
of a business report or a business letter depends upon the name nature of the message. But
conciseness should not be achieved at the cost of accuracy and clarity. A concise piece of writing
does not disturb the reader. It does not possess unnecessary detail.

• Courtesy: Courtesy is the basic requirement of business correspondence. It means using such
words and phrases that indicate a polite attitude towards the other person. It also means the
avoidance of such words that may irritate the reader. Courteous writing wins friends while
discourteous writing loses important customers. It also promotes respect, builds confidence, and
increases mutual trust. No amount of money and effort can promote goodwill as a courtesy can.
It is not merely politeness with the mechanical insertion of “Please” and “Thank you”.

• Consideration: Consideration means that you prepare every message by considering the recipient
in mind and try to visualize your reader’s desires, problems, circumstances, emotions, probable
reaction to your request. Then handle the matter from his point of view. This thoughtful approach
is also called “You Attitude” the human touch and understanding human nature. While writing a
letter the writer should give full consideration to the reader. The more consideration the writer
gives to the reader, the greater the chances of a positive response.

• Completeness: To achieve conciseness do not lose completeness. An incomplete message its

• Concreteness: “It means to use specific and definite words in the message.” A vague and unclear
message leads to miscommunication. In business, the writing should be specific definite, and
vivid. All the business letters or business reports should be written in plain language. The message
should be based on truthfulness. Concreteness is based upon facts therefore it saves the writer
from many legal difficulties. By using concrete facts a message can be made easy and
understandable concreteness can be achieved by:

4. Explain why style in writing has changed over the years?

The world is constantly changing and so does the style in writing. The different influences and factors
that affect our environment especially the business industry it has also shaped the different ways of
writing. The changes can be because of the societal effects, the culture, the traditions, the external and
internal environment, and even the technology has a huge impact in changing the writing style. If we
compare today's era to our history we can see how writing evolves and technology has a big contribution
to its modern changes. People innovate every day, people create and think and develop new ways to
improve in life and thus they have also improved writing in every possibility of making it effective, precise,
appealing, etc. As our learning increases every day it also increases our understanding of things and thus
we develop new styles and techniques to become better and to improve in so many ways.