Business Correspond

enceCompiled by:Mrs. Crizah Flor A. Domingo

Teacher

Introduction:a skill, not a content subjectfocus on the acquisition of

procedural knowledge and not on declarative knowledge

an actualization of the parts, formats, and kinds of business letters

Communication through exchange of letters

Meaning of Business English

the kind of English used in conducting business; that is, in buying and selling activities

used in commercial transactions but not intended only for people involved in business

Importance of Business Correspondence

Helps in maintaining proper relationship(customers can write letters to the businessman seeking information and products and businessman can supply various information to customers)

Inexpensive and convenient mode(information can be obtained coveniently thru letters)

Create and maintain goodwill(the act of writing letters and answering these show cordial relations between the businessman and his customers)

Serve as evidence(businessman can keep record of facts from a business transaction)

Helps in the expansion of business(enhance sales through the proper use of time)

8 C’s of a Good Business Letter(Inner Qualities)

ClarityConcisenessConsiderationCourtesyConcretenessCheerfulnessCorrectnessCharacter

Clarity- the use of precise, concrete, familiar words, and the construction of effective sentences and paragraphs

Conciseness- the omission of wordy expressions, unnecessary repetitions, and irrelevant matter

Consideration- the You-viewpoint or looking at the situation from the standpoint of the reader(likes, dislikes, abilities, and interests)

Courtesy- an attitude of the mind that cultivates goodwill and friendliness, requires the use of polite expressions(please, thank you, kindly, would you, and could you) that shows the writer’s sincerity

Concreteness- use of descriptive or mental pictures about the product; use of concrete, vivid, specific, and other image-building words

Cheerfulness- refers to polite, courteous, positive, and friendly words instead of tactless, offensive, and blunt expressions

Correctness- refers to the right level of the language(formal or informal), the accuracy of the figures, facts, grammar, spelling, punctuation marks, and the layout of the letter

Character- refers to the uniqueness or individuality

(Outer Qualities)Quality of paper- good paper for

original copy and ordinary paper for duplicate copy) must be used

Size of the paper- standard size of the paper (A4) be used

Folding of the letter- folded properly and uniformly; if window envelope is used, the address of the receiver must be visible in the transparent part of the envelope

Envelope- size and quality must fit the letter; ordinary, window, laminated envelopes

Sample of a Business LetterThe Letter Head DAFO’S PET SHOP

21 Gugo Street, Lima, Rizal

Cel no. 09151434422/721-43-50

The Date January 2, 2012

Mrs. Lilia F. Tinio

35 Vigan Street, Nova Hills The Inside Address

Marikina, Rizal

Dear Mrs. Tinio: Salutation or Greeting

Please refer to your bill dated December 16, 2011, to Dafo’s Pet Shop in the amount of

Php900.00. Our records show our company did not deliver the questionable chemical feeds which

are supposed to make adjustment for.

I will appreciate your documenting the bill soon. Body

Closing or Complimentary Close Respectfully yours,

Signature Line Daffodil P. Sales

Proprietor, Dado’s Pet Shop

Types of Business Letters

Inquiry LetterQuotation LetterOrder LetterComplaint LetterRecovery LetterApplication Letter

Business Correspondence

Esther L. Baraceros

Inquiry Letter- details(quality, quantity, price, mode of delivery and payment, etc.)of the goods that customer want to buy

Quotation Letter- relevant information(price list, mode of payment, discount) supplied by the sellers

Order Letter- written by a buyer to the seller giving the order to purchase the goods

Complaint Letter- when the purchaser does not find the goods up to his satisfaction

Recovery Letter- written by the seller for collection of money for the goods supplied to the buyer; collect money without annoying the customers

Application Letter- written by an applicant in order to land a job

Unsolicited Application Letter28 Susano Street

Nova, Quezon City

June 20, 1997

Mr. June Torres

President, Juco Corporation

29 Taft Avenue, Manila

Dear Mr. Torres,

My past professor, Dr. Nora Garcia, has informed me of an opening in your company

for a tourism major who is interested in guiding tourists. I would like to be considered

for this position.

I am a recent graduate of Bulacan State University. The tourism courses and training

I obtained from this institution enabled me to have expertise in the job I am applying

for. Should you care to grant me an interview, I may be reached at this number 09992221112.

Thank you and may God bless you.

Respectfully yours,

Eden G. Dela Cruz

Formats or Styles of a Business Letter

Full Block FormModified Block FormSemi-Block FormIndented Form or Traditional

FormHanging StyleMemorandum Style

Full Block FormLetterhead

__________ 1.Dateline

__________

__________ 2. Inside Address

__________

__________ 3. Salutation

_______________ 4.(Body of the Letter)______________________________

__________________________________________________________.

__________ 5. Complimentary Close

__________ 6. Signature Line

__________ 7. Notations

Modified Block FormLetterhead

1.Dateline__________

2. Inside Address

___________

___________

3. Salutation:

____________________4. Body of the Letter____________________________

____________________________________________________.

_______________________________________________________________

______________________________________________________________.

Complimetary Close 5.______________________

Signature 6. ________________

7. Notations

Semi-Block FormLetterhead

1. Dateline_________

__________

__________ 2. Inside Address

__________

3. Salutation:

______________________4. Body of the Letter_______________________

__________________________________________________________.

____________________________________________________________

__________________________________________________________.

Complimentary Close 5._________________

Signature Line 6. ________________

7. Notations

Indented or Traditional FormLetterhead

1. Heading____________

_________

______

2. Inside Address

___________

__________

_________

3. Salutation:

_____________________________________________________________

________________________________________ .

_____________________________________________________________

__________________________________.

Complimentary Close 5. ______________________

Signature 6. ___________________

7. Notations

Hanging StyleLetterhead

1. Heading _____________

____________

____________

2. Inside Address

__________

__________

3. Salutation:

________________________________________________________________

________________________________________________________________________________________ 4. Body of the letter

Memorandum StyleLetterhead

1. Dateline __________

From: __________

To: ____________

Subject: _________

______________________________________________________________

______________________________________________________________

__________________________________________________.

_______________________________________________________________

_______________________________________________________________

__________________________________________________.

Penned Signature