Business Correspondence Technical .pptx

Business Correspondence and Technical Writing Chapter 1

1. Business Correspondence A written of exchange of information used for business purposes. the correspondence is generally a widely accepted formats that are followed universally - business letters are the most formal method of communication following specific formats, addressed to a particular person or organization. .

2. A ims of Business Letters Essentially speaking, all business letters are classified as sales letters because no matter what the purpose is, you still sell something to the reader. This can be service or an idea. Selling here as implied by the word business does not only involve monetary considerations but also other factors such as explanations, friendship goodwill, apologies, acceptance, refusal, suggestion, comments, complain, invitation, proposal and others.

3. Effective Business Letters A business letter is not effective if it is impersonal, longwinded and difficult to understand; when the writer utilizes overused, trite phrases and expressions and an over-formal approach; when one or more of the following elements considered essential for standard business letters are missing: heading, inside address, salutation, body (text), complimentary closing, and signature; and finally, when the layout , that is, its visual appeal and balance does not follow the standard one.

4. Purposes of Business Correspondence Maintain a proper relationship Serves as evidence Create and maintain goodwill Inexpensive and convenient form of business communication Formal communication Helps in the expansion of business

5. Types of Correspondence Internal Correspondence A written communication between the employees, units, departments, and branches of the same organization.

6. External Correspondence Takes place between different organizations, or between an organization and their individual clients. Promotes image of the organization Clarifies its policies Keeps its legal entities intact Keeps its operation going

7. External Correspondence Takes place between different organizations, or between an organization and their individual clients. Commonly made to vendors, creditors, suppliers, existing customers, perspective clients, donors, prospective clients, donors, etc.

8. Why do we have external correspondence ? Promotes image of the organization Clarifies its policies Keeps its legal entities intact Keeps its operation going

9. Forms of Business Correspondence Letters E-mails Text Messages Memo Voice mails Fax

10. Things to Consider Destination Audience Purpose Tone Format and Style- Calibri and Arial

11. Essentials of Business Writing They allow the writer to have time to think about the message he/ she wants to convey thoroughly. They are more accessible and can be retrieved by the reader at any time convenient to him/her. They present the message in details. They can be documented and filed.

12. Business correspondence is an essential tool for the day-to-day operations of a company. It helps people within an organization communicate with each other efficiently. It also helps an organization transact and maintain a good professional relationship with their business partners, customers, and other organizations.

13. Business correspondence is an essential tool for the day-to-day operations of a company. It helps people within an organization communicate with each other efficiently. It also helps an organization transact and maintain a good professional relationship with their business partners, customers, and other organizations . It is important that we know how to communicate in writing effectively, both in actual and via email. Maintaining professionalism, choosing the right words, and staying courteous and sincere when communicating will make a big impact on your business image.

14. Essential Qualities of a Good Business Letter - We may classify the qualities of a good business letter as : Inner qualities, and b . Outer qualities

15. The inner qualities of a business letter refer to the quality of language, its presentation, etc. The various inner qualities of a good business letter: Simplicity – simple and easy language should be used letters. Clarity – the language should be clear so that the recipient will understand the message. Accuracy – accuracy demands that there are no errors in usage of language, grammar, spellings, punctuation, etc . Completeness – a complete letter is the one that provides all necessary information for the user. Relevance – the letter should contain only essential and relevant information.

16. Courtesy – courtesy wins the heart of the reader, in business letter, courtesy can be shown/expressed by using words like please, thank you, etc. Neatness – a neat letter is always impressive, a letter either handwritten or typed should be neat and attractive in appearance. The Outer qualities of a good business letter refer to the appearance of the letter which includes:

17. Quality of the paper Color of the paper Size of the paper Folding the paper Envelope

18. Writing Materials Writing Materials to Be Used Business letters are always written on a 8 ½ “x 11” stationery or bond paper. The paper must be white, clean, unrolled, uncrumpled , unfolded and of sufficient weight and thickness. Its surface must not be glossy to avoid running or blurring ink. It should be also free from fingerprints and other marks. As a rule, the writing material should not show cheapness or extravagance.

19. Fonts Style For encoded letters, the widely accepted font is Times New Roman, size 12. However, other fonts such as Arial and sizes such as 13 or 14 may be used depending upon the kind of reader/s you have and the length of the body.

20. Format According to Dumont and Lannon (1985), format is the mechanical arrangement of words on the page : indention, margins, spacing, typeface, headings, page numbering, and division of letter sections. It contributes to the readability and general appearance of the letter which attract the reader to pay attention to it.

21. There are actually four known formats for business letter writing. 1 . Full Block Style – all parts of the entire letter are left justified. This is considered the most popular and easiest of all the styles because the encoder or the typist is no longer concerned with indentions, thus saving time and effort.

22. 2. Modified Block Style the body of the letter is left justified, however, the date and complimentary close begin near the center going to the right margin. This gives balance to the look to the letter

23. 3. Semi-block Style M uch like the modified except that each paragraph is indented instead of left justified. It is the most the most balanced of all styles.

24. 4. Simplified Letter Style P opularized by the National Office Management Association (NOMA) omits the salutation and the complimentary close; however, it has a subject line written in capital letters. All lines are flushed at the left margin. But when there is listing in the body, this is indented five spaces from the margin except when the items are numbered or lettered.