Letters Composed in the Business World

What is a Business Letter?

Are written messages to a person or group within a professional setting.

It is used when the writer would like to be formal and professional.

Letter may vary in length depending on the writer’s objective, purpose and message of the letter.

Pre- writing steps for preparing a business communication.

1. Identify the kind of letter that you have to write.

2. Consult the pro-forma letter style on the

procedure.

3. Read the letter and make marginal notes in

pencil.

4. Underscore important facts.

Pre- writing steps for preparing a business communication.

6. Outline the content of the reply letter.

7. Compose the reply letter.

THE MAKEUP OF A GOOD LETTER

1. Setting the stage

The full view of a letter evokes a favorable

response.

The backstage preparations which contribute

to a positive effect are:

a. Correct size and impressive bond stationery.

THE MAKEUP OF A GOOD LETTER

b. Sharp, dark, clean-cut typescript.

c. Attractive letter style, and

d. Picture frame letter placement.

2. Creating the Opening

Use only the right words to enhance the

corporate image.

THE MAKEUP OF A GOOD LETTER

Awaken the reader’s interest and capture his

attention in the opening paragraph.

Have the reader’s point of view in mind to

bring pleasure, satisfaction, and personal

involvement in the matters being discussed.

WAYS TO CREATE A POSITIVE IMPRESSION ON THE READER

Use tactful, easy-to-understand language. Organize your language carefully and concisely. Construct sentences correctly. Give accurate, precise information. Write clearly to avoid any hint of double

meaning. Respond to questions raised. Introduce an unfavorable comment with a

favorable one.

CLOSING THE LETTER : THE FRIENDLY WAY

• Give the reader a pleasant closing thought in the final paragraph of the letter.

• Avoid thanking someone for something in advance.• The recipient of a letter of request should know

exactly what is expected of him by the end of the letter.

• If a certain action is expected, it should be stated or restated in a clear and friendly manner in the last paragraph.

FORM LETTER CONSTRUCTION

• Use guide letters or form letters to standardize responses.

• Use a ring binder to categorize certain types of letters that are frequently written.

• Refer to a similar or prototypal letters to speed up composition of announcement, acknowledgement, or apology.

• stock of ready-made paragraphs labeled as A, B, C, D and so on.repare a

THE WRITING OF OFFICE MEMORANDUMS

MEMORANDUMSType of written communication that is often

composed.Written for interoffice circulation only.Usually circulated freely among corporate branch

offices.Large companies have standardized memorandum

forms.

PARTS OF THE MEMORANDUM1. Preparing the heading of the memorandum

o TO line, FROM line, DATE line, SUBJECT line, LOCATION line

2. The subject line of the memorandumo Gives the reader the overview of the message content.

3. Composing the message(or body) of the memorandum

Four requisites of message content in office memorandums:o Brevityo Courtesyo Factualnesso Tact

HANDLING SPECIAL CORRESPONDENCE1) Only the executive has the complete

understanding of the situation needed to make a correct response.

2) The executive alone has the technical know-how to respond properly.

3) Complex questions and/or problems may be answered best by the executive.

4) The respondent is a close personal friend and knows the executive style of writing too well accept any substitute for it.

HANDLING SPECIAL CORRESPONDENCE

Types of special communications Letters of adjustment Letters of application Letters of reservations Letters of appreciation Letters of cancellation Letters of collection Letters of sales

HANDLING SPECIAL CORRESPONDENCE

Acknowledgement during the employer’s

absence

Letter-writing Guides:

Acknowledge the request

Explain the reason for the delay

Use a courteous close.

HANDLING SPECIAL CORRESPONDENCE

A LETTER OF INTRODUCTION

Letter-writing Guides:

Make the introduction. Present personal data.

Give an evaluation.

Offer more information

upon request.

RESPONSE TO AN INVITATION

Letter-writing Guides: Respond graciously to the

invitation.

Supply additional relevant

information.

Acknowledge the honor of

being invited to the event.

HANDLING SPECIAL CORRESPONDENCE

LETTER OF TRANSMITTAL

Letter-writing Guides:

Acknowledge interest in

the item.

Give details on

transmittal.

Use a friendly closing.

SUBSCRIPTION LETTERLetter-writing Guides:

Mention the amount of the

enclosed check or money order.

Mention the name of the

publication being subscribed to.

Give any other pertinent

information

Reconfirm subscription terms if

necessary.

HANDLING SPECIAL CORRESPONDENCE

ORDERLetter-writing Guides:

Notice the urgent need for the order and shipping address.

List the quantity, description, and price of the ordered items.

Emphasize the reason for the rush order and the need for prompt delivery.

INQUIRYLetter-writing Guides: Give the needed

information. Detail the request. Mention the due date. Close the letter politely.

HANDLING SPECIAL CORRESPONDENCELETTER OF ADJUSTMENTLetter-writing Guides:

Acknowledge the error or the

complaint and explain the measures

being taken to rectify the situation.

Explain the reason for the mistake or

error, extend an apology, and reassure

the customer that it will not happen

again.

Express appreciation for having the

person as a customer and offer future

service.

LETTER OF APPLICATION

Letter-writing Guides: Present the request

or the application.

Give necessary

supportive data.

Use a courteous

closing.

HANDLING SPECIAL CORRESPONDENCE

RESERVATION LETTER

Letter-writing Guides: Give the name and dates

of the events.

List the details of required

room arrangements.

Tactfully request an early

written confirmation.

APPRECIATION

Letter-writing Guides:

Express appreciation for

the order.

Reinforce the reader’s self-

esteem.

Offer further services.

Close in a friendly but not

effusive way.

HANDLING SPECIAL CORRESPONDENCE

LETTER OF CANCELLATION

Letter-writing Guides:

Commend the reader for past

positive actions.

Point out the current problem as

politely as possible.

Suggest a solution.

Offer special assistance if possible. Request a response soon and

word request firmly but politely.

COLLECTION LETTERLetter-writing Guides:

Use a novel opening.

Mention something positive.

Point out the problem

tactfully but firmly.

Suggest possible alternatives.

Ask politely for a response.

A SALES LETTERLetter-writing Guides:

Use a unique opening that will attract the reader’s attention.

Offer advantages of your product and describe your services.

Provide the reader with a chance to see the product

himself.

Use a close that will encourage the reader to take

positive action right away.

COMPOSING PERSONAL BUSINESS COMMUNICATION

Letter of Condolence most difficult to write brief and dignified

Letter-writing Guides: Extend sympathy. Offer assistance if

possible. Try to end on a note of

comfort.

Letter of Congratulation relates to the happy

events.

Letter-writing Guides: Commend the recipient of

the honor or promotion. Make additional

comments on the nature of the achievement.

Close the letter with good wishes.

Letter of Invitation

• Informal Invitation• Formal Invitation

Letter-writing Guides: Open in a cordial way. Give motivation for attendance. Include directions and other details. Encourage action in the final paragraph.

Group IIIKrisia Velasquez

Jan Royce BaceloniaJillian Hernandez

Jezzele AndresRiangelou SantosJillienne CastroPaulyn Gonzaga

Dennimar DomingoJoshua Drilon

Hanah GonzalesRayshelle Manubay

Julius IdananJosianne Reverente