BUSINESS CORRESPONDENCE  English is the language of

business and communication

CHAPTER 1 worldwide.
NATURE OF THE ENGLISH - English is the most
LANGUAGE widespread spoken and
Why English? written language in the
 English has become the world.
internationally accepted
language of nearly all fields of  English is the language of the
knowledge. internet.
 It is recognized and understood - English tops the internet in
by people almost everywhere in number of users and is also a
world. top language in tech.
 With more than 350 million
people around the world  English is the language of pop
speaking English as a first culture.
language and more than 430 - Be aware of common
million speaking it as a second cultural nuances to better
language, there are English communicate at work and
speakers in most countries be understood.
around the world.
 In some cases people with BUSINESS ENGLISH
inadequate proficiency in - In general, Business English is a
English need to be taught to form of English specially suited to
handle specific jobs. international trade, commerce and
 To fulfil the needs of these finance. As such, Business English is
learners specific courses were the kind of English typically used in:
designed and introduced, ESP business meetings
(English for Specific Purposes) is sales presentations
one of them. negotiations

ENGLISH FOR SPECIFIC BUSINESS CORRESPONDENCE

PURPOSES (ESP) business reports
- is a learner-centred approach to executive summaries
teaching English as an additional
language, which focuses on Vocabulary
developing communicative  Clearly, many of the English
competence in a specific discipline words used in business are
such as academics, accounting, specialized and would not be
business, IT, teaching, and understood even by many native
engineering. English speakers. Part of
studying Business English is to
study the vocabulary of
business, which may itself be
further specialized by activity or
BUSINESS ENGLISH industry.
Why is English so Important in
Business? Functional Language
 Another aspect is the study and
practice of the language and
 language skills needed to similar to what you usually do in
conduct various typically general English – speak, listen,
business functions such as read and write- to learn the
running a meeting, negotiating language.
or making a presentation in
English. Business Letters
 The hallmark of a well-written
Summary: business letter is that its
Introduction to Business English objective is clearly understood
1. English, considered as the by its reader.
universal language, enables you  Successful writers help their
to communicate easily with your readers do this by limiting the
fellow global citizens. scope or the amount of
2. To fulfil the needs of these information included in their
learners specific courses were correspondence.
designed and introduced, ESP
(English for Specific Purposes) is ELEMENTS OF BUSINESS
one of them CORRESPONDENCE
3. There are English terms that are
associated with specific job or 1. Objectives
occupation or field of 2. Readers or Audience
specialization. 3. Contact Person
4. Business English is a form of 4. Tone
English specially suited to 5. Style
international trade, commerce 6. Point of View
and finance.
5. Business English entails
understanding Vocabulary and
Functional Language. ELEMENT # 1: OBJECTIVE

 “What do you want the reader to

know or do, or be able to do
after reading your letter?”
 The answer needs to be specific
CHAPTER 2 and detailed.
 If the objective is too general, it
will be difficult, if not impossible,
Principles of Business to present a credible argument
Correspondence or a compelling reason to read
the letter.
BUSINESS CORRESPONDENCE
 It is a skill subject, not a content ELEMENT # 2: READERS OR
subject AUDIENCE
 It focuses on the acquisition of
procedural knowledge, not on  “How can you help them
the acquisition of declarative understand your objective?”
knowledge.  Knowing who your readers are
 To gain mastery of the topics and what they need from you
covered by the subject, you are crucial to satisfying your
should perform something objective.
 It will also determine the scope
of your writing task.  Writing style pertains to the
 Target your audience and get to matter in which words are used
know a few things about them. rather that to the substance they
 Know the hierarchical status of carry.
different readers.  Style can be categorized as:
 Once you have a clear FORMAL or INFORMAL.
understanding of your audience,  Your reader and purpose for
you can already determine your which you are writing comprise
scope, write effectively, and help the particulars of the task and
your readers understand your will determine the appropriate
objective. degree of formality.
 The vocabulary will be familiar
ELEMENT # 3: CONTACT PERSON and its rhythm will be that of the
naturally spoken words while still
 Most businesses and adhering to proper structural
organizations provide names and (grammar and punctuation)
contact procedures over the conventions.
phone.
 It is especially important check ELEMENT # 6: POINT OF VIEW
on these matters as large
companies often have specific  Writers inform their readers of
procedures for contacting their the relationship they have with
associates or employees. You the material and in the text by
will be expected to follow them. their use of personal pronouns.
 Be especially nice to people who  The selection of pronouns
answer the phone. They can designates their point of view
either help you or hang up on and degree of personal
you, and possibly all future involvement.
communications will be directed  Your reader will need to know
through them. exactly whom you are including,
and those whom you have
ELEMENT # 4: TONE included need to be advised of
the fact and asked for their
 The tone of voice used in the consent.
text must fit the recipient of the  Make no assumptions on this.
letter. You do not want to misinterpret
 It should reflect the relationship yourself or be misrepresenting
between the writer and the others.
reader and suit the purpose for
which the letter is intended. QUALITIES OF AN EFFECTIVE
 Your TONE will create the right BUSINESS CORRESPONDENCE
impression. This will help your
reader understand your letter The 7C’s of Business
and its underlying objective. Correspondence
 Always put your readers first.
 Read what you have written as 1. Courteousness
if you were the recipient. 2. Consideration
3. Correctness
ELEMENT # 5: STYLE 4. Clearness
5. Completeness  Grammatical errors and
6. Conciseness mistakes in letter parts,
7. Concreteness formats, and even layouts may
have disastrous effects on your
Courteousness letter.
 A business letter is your official  Treat names and positions as
ambassador of goodwill. “hot spots” in your letter.
Make use of it as a tool to build a  Be prudent by double-checking
pleasant professional image of or verifying these facts
your business or of yourself. whenever you write a business
Extending basic courtesy in letter.
your letter through the words
you use brings more good to Examples:
your business. a) There complementary passes
insure them of first-class service
Examples: in the hotel
a) We do not understand why you
were not satisfied with our b) Their complimentary passes
product. ensure them of first-class service
in the hotel
b) Accept our apology for failing to
satisfy your needs. Clearness
 Clarity of a business letter is
achieved when the reader
Consideration understands its purpose
 In business letter writing, quickly.
consideration can be shown by  A clear letter is well organized
emphasizing the “YOU” and its thoughts flow logically
attitude which means writing in from the opening line to the last
the perspective or the point of line.
view of the readers.
Examples:
 It is your reader’s needs and a) As per your request, please find
interests that are of paramount attached herewith…
importance.
b) As requested, I have attached…
Examples:
a) It took us 5 years; now try for Completeness
free our new and best ever skin- A complete business letter contains
care soap available in the not only the basic components or
market today. parts of a business letter but more
importantly, all the facts and
b) We understand your skin needs, information necessary to get your
and we are giving you free message across to the reader.
sample of our new skin-care
soap. Examples:
a. Please make payment on or
before the end of the month.
Correctness
b. Please make the cash payment COMPONENTS OF
to our BDO account #129099 on
our before the 30th of the
BUSINESS
month. CORRESPONDENCE

Conciseness PARTS OF A BUSINESS

 Conciseness means short but LETTER
complete. It is compact.
 Everything is expressed in the Essential parts of business
least possible number of correspondence
words without sacrificing
clearness or completeness. 1. Heading
2. Dateline
Examples: 3. Inside Address
a) I will appreciate the time you will 4. Salutation
spend in writing down your 5. Body
opinions about our service in this 6. Complimentary Close
questionnaire and mail it back as 7. Signature Block
soon as possible to us using the
return envelope. HEADING
 The heading or the letterhead
b) Please answer our service bears the corporate or registered
questionnaire, sign it, and mail it name and logo or trademark of
back to us immediately using the the enterprise. It contains the
return envelope. business address, contact
numbers, and official website
Concreteness and e-mail address of the
An effective business letter allows company. The letterhead is seen
its readers to experience what is at the topmost part of the
being described to them through business letter.
their senses. Concrete and
specific words are better DATELINE
descriptors than abstract and  The dateline is the exact date
general terms. when the letter is written. On a
A concretely worded business letter letterhead, the dateline is
is more emphatic, thus making it entered two or three spaces
more appealing and convincing below the last line of the printed
to the readers. letterhead. It may be typed left
or right of the paper depending
Examples: on the format used. As a rule,
a. Immuno X is the best the dateline is not abbreviated
multivitamin. or written as numbers.

b. Immuno X is a complete WRONG: Jan. 28, 2010 or 1-28-10 or

multivitamin with essential 1/28/ 2010
minerals, ginseng extract, and CORRECT: January 28, 2010 or 28
amino acid. January 2010

CHAPTER 4 INSIDE ADDRESS

 It is typed two or three spaces classified according to their
below the dateline. degree of formality.
 The inside address contains the:  Use [Comma (,)]
1. full name and;
2. position/ designation of the
person you are writing to
3. his/ her organizational affiliation,
and;
4. his/ her corporate address.
SIGNATURE BLOCK
SALUTATION  The signature block
 The salutation is an expression authenticates the letter to be
of courtesy to and respect for that of the writer. The writer’s
the addressee or reader of the name is typed four to five spaces
letter. It is typed two spaces below the complimentary close.
below the inside address. Use  Signature
[colon (:)]  Name
 Two of the most common  Position
generic salutation are as follows:
Note: If that person is not present to
sign the letter for the authentication
on behalf of the person ilalagay mo
doon (For: or SGD)
BODY
 The body of the letter may have Optional parts of business
three subparts, namely, the: correspondence
1) introductory statement - purpose  Attention Line (Attn.: )
(like greetings)  Subject Line (Re: )
2) statement of details -  Enclosure Notations (Encl. : )
supporting info/details  Carbon Copy Notation (cc: )
3) concluding statement - call to  Blind Carbon Copy Notation (bcc:
action )
 Postscript (P.S. )
 It begins two spaces below the  Mailing Notation
salutation. However, if there is a
subject line, the body must start COMPANY LOGO (LETTERHEAD)
two spaces below the subject  distinctive
line.  appropriate
 practical
COMPLIMENTARY CLOSE  graphic
 The complimentary close is a  and simple in form and still
cordial and a graceful way of convey an intended message
closing your letter. Only the first
letter of the first word is CHAPTER 4
capitalized in a complimentary
close. This is typed two spaces
BUSINESS CORRESPONDENCE
below the last line of the body.
Some of the commonly-used
 Composing an actual written
forms of complimentary close
business letter, and making sure
the business letter format is
 correct, can seem antiquated,
and yet it remains more vital
than ever for small business
owners. MODIFIED BLOCK FORM
 Whether you need to write a  Modified block differs from block
cover letter to persuade style in that the date, sign off,
someone to read a report, and signature lines begin at the
introduce yourself to a potential center point of the page line..
customer or express thanks, a Depending on the length of the
well-crafted business letter can letter, paragraphs may be
stand out. Written letters remain separated by a single or double
an important—and perhaps even line space.
crucial—part of every small
business owner’s
communications strategy.
 Various studies have suggested
that paper-based
communications may be more
memorable and enriching
than those shown on screens,
such as email.

FORMATS OF BUSINESS
CORRESPONDENCE

1. Full Block Form

2. Modified Block Form SEMI-BLOCK FORM
3. Semi-Block Form  Semi-block is similar to full block
4. Indented or Traditional Form but has a more informal
5. Hanging Style appearance. All elements are
6. Memorandum Style left-aligned, except for the
beginning of each paragraph,
FULL BLOCK FORM which is indented five spaces.
 Full Block format features all Paragraphs are separated by a
elements of the letter aligned to double line space.
the left margin of the page. It
has a neat and simple
appearance. Paragraphs are
separated by a double line
space.

INDENTED OR TRADITIONAL
FORM
 Indented style is “quite
outmoded but still popular in
some countries. This layout
indents each line in the inside
 address. The same indention
pattern is followed in every line
in every paragraph.

HANGING STYLE
 A hanging letter style is when a
paragraph is indented so that
the first line hangs over the rest.
This layout indents each line in
the inside address.

MEMORAMDUM STYLE
 The format of a memo is much
simpler. You write “Memo” or
“Memorandum” at the top,
followed by a To line, a From
line, a Date line, a Subject line,
and then the actual body of the
message.