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Business Writing: at The End of This Module, You Should Be Able To

This document discusses the framework and components of effective business communication, including discussing topics like the hallmarks and purposes of business communication, the major parts of business letters, and different types of business letters and writing. It provides details on how to structure business letters and the key elements that make communications effective, such as clarity, accuracy, and building rapport with the reader.

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Astxil
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187 views

Business Writing: at The End of This Module, You Should Be Able To

This document discusses the framework and components of effective business communication, including discussing topics like the hallmarks and purposes of business communication, the major parts of business letters, and different types of business letters and writing. It provides details on how to structure business letters and the key elements that make communications effective, such as clarity, accuracy, and building rapport with the reader.

Uploaded by

Astxil
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Business Writing

At the end of this module, you should be able to:


 Discuss the framework and hallmarks of an effective business communication
 Enumerate the purposes of effective business communication
 Familiarize the major parts of business letters
 identify the different types of letters used in business communication

In this module the following topics will be discussed:


 Framework of an effective communication
 Hallmarks of an effective communication
 Types of business communication
 Purposes of an effective business communication
 Major parts of an effective communication

Framework of Effective Communication

 Writing Techniques
 Mastery of Grammar
 Accuracy and Explicitness of Expression
 Variety of Vocabulary and Style

Hallmark of Effective Communication

 It shows “Empathy”
o “To sell John Smith what John Smith buys. You must see John Smith through John
Smith’s eyes.”
 Skill in (It furthers) Human Relation
o A person must show courtesy, tact, consideration. And a genuine respect and liking
for his co-workers
 Standards of Business Communication
o Simplicity and Clarity
o Accuracy and Completeness
o Standard English
 It promotes “Acceptance”
o The common aim of all business communication is to promote not only a response
but a favorable response

Psychology of Effective Business Writing

 Psychology in routine letter  Psychology in “problem communication”


o Ask, don’t demand o Give reasons
o Beware of accusations o Have the right attitude
o Know the company policy
Writing Skill and Job Success

 The need for writing skill


 The need for accuracy
 The need for authoritative reference sources

Types of Business Writing

 Business Related Letters


o Inquiries
o Reply
o Orders, acknowledgement and confirmation
o Dispatch, packing, transport
o Collection letters and reminders
o Complaints
o Adjustments
 Official Letters
o Routine official letter
o Letters of appointment
 Social Letters
o Invitation
o Letter of introduction and reference
o Letter of recommendation
 Employment Related Correspondence
o Application
o Resume
o Cover letter
o Resignation
 Inter-office Communication
o Memorandum
o Endorsement
o Resolution
o Routing slips
o Minutes

The Following are Reference Works

 A good secretarial handbook


 A reference manual for stenographers and typist
 A handbook of grammar
 A good dictionary

Purpose of Effective Communication

 To persuade
 To criticize
 To entertain
 To present facts
 To give directions
 To suggest ideas
Types of Letters

 Personal—Business Letter
o A personal-business letter is a letter that is sent from an individual using their
home address to a person or business/organization.
 Business Letter
o A business letter is sent from a business or organization to an individual or to
another business or organization. Business letters are usually keyed on letterhead

Major Parts of a Letter

1. Return Address-the address of the person writing the letter. Letterhead if the letter is
from a business.
2. Dateline-Complete and current date.
3. Letter Address/Inside Address-the address of the person receiving the letter.
4. Salutation-the greeting of the letter.
a. Example: Dear Sir or Madam
5. Body-the message of the letter.
6. Complimentary Close-the ending of the letter.
a. Example: Sincerely yours,
7. Keyed Name-the authors typed name.
8. Handwritten Signature-the author signs the letter after it has been printed.
9. Typist Initials-initials of the typist.

Copy Notation—key
a DS after the last
line of the letter.
Special Letter Parts

1. Typist initials are used when someone other than the author types the letter. Typed a DS
below the writer’s name, in lowercase letters, with no space or punctuation.
2. Enclosure notation is used when additional items are included in the envelope with the letter.
3. Attachment notation is used when additional items are clipped, stapled, etc… to the letter.
4. Copy notation is used when a copy of the letter is sent to someone in addition to the
addressee/letter address.
5. P.S. (postscript) if the writer unintentionally forgotten to mention in the body.

Block Style Letter w/Special Parts

Typist Initial

 Typed a double space


below the author’s
keyed name.

Enclosure Notation

Typed a double space below


the typist initials.

Copy Notation

Typed a double space below


the enclosure notation.

Notes to Remember!

 A personal business letter is correspondence sent from an individual using their home
address to a person or organization.
 A business letter is correspondence sent from a business to another business or to an
individual. Because letterhead stationery is used, the return address is not keyed.
 The top margin is usually 2“, side and bottom margins are typically 1".
 Block format is one style of writing for personal-business and business letters in which all
parts of the letter begin at the left margin.
 Typist initials are the initials of the typist and are used when someone other than the
writer prepares the letter. Lowercase letters are used, with no space, and with no
punctuation, appearing a double space below the signature.
 Enclosure/Attachment and Copy notations appear a double space below the typist initials.
Parts of a Business Letter
Heading (Letter Head)

 The name, address, and telephone number of the company.


 These identifying items, and often such additional data as the names of the company’s
top executive, its slogan etc.
 Helps to projects company’s image

Dateline

 Date when the letter was written


o Business: February 23, 2010
o Military: 23 February 2010 or 23 Feb. 201

Inside address

 To direct the letter to a specific individual, company, department, or whatever and to


greet the reader.

Salutation

 A greeting for the reader

Subject line

 If the writer wishes to give the reader advance notice of what the letter is all about, he
can do so in a displayed subject

Body

 Writers make every effort to get his thoughts across to the reader effectively

Complimentary Close

 This part of the letter has come in an end.


 Tone may vary.

Other Parts

 Enclosure notation- confirmation for all the enclosed items are intact
 Cc (carbon copy) notation- when writer wishes to send copies for more than one person
 Bcc (blind carbon copy) notation- never appears in the original copy
 Registered mail or certified mail- a note indicating special service should appear on all
copies of the letter.
 P.S. (postscript) if the writer unintentionally forgotten to mention in the body

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