Principles of Business Correspondence

Prepared by:Ma. Anna Corina G. Kagaoan

InstructorCollege of Arts and Sciences

Principles of Business Correspondence:

• Business writing is clear. It uses simple words, short sentences and paragraphs that are easy to understand. Words used are direct to the point.

• Business writing is formal. It is written in standard formal English. It refrains from using abbreviations.

• Business writing is objective. It conveys its message in a detached, impartial point of view. You don’t express your personal feelings and opinions, you’re just presenting the intended message.

• Business writing is factual and accurate. It gives only facts pertinent to the message of the letter.

• Business writing is contemporary. It is in a conversational tone.

I. CLEARNESS - immediate understanding of the letter’s message.

Ways to achieve clearness :

a.) think first then write – you must think beforehand and figure out why you are writing and to whom you are writing.

b.) use simple familiar expressions – since your aim is to inform your readers, you should use simple words like:

Instead of… Use…feasible possibleprocure getutilize useviable workable

10 Cs of Effective Business Letters:

Wordy Clear

according to the law legally

affixed his signature signed

a great length of time long

aimed at for

a large number of many

attached hereto attached

for the purpose of for

c.) omit wordiness – avoid using unnecessary words that do not contribute to the clearness of message.

10 Cs of Effective Business Letters:

d.) avoid jargon – use words that are understood by the average readers that will not confused them. Jargon is the technical vocabulary developed within a profession like amortization, balance sheet, litigation, injunction, etc.

e.) keep your sentences and paragraphs short

f.) use the active voice – subject–verb–object

The President ordered the NAPOCOR officials to end the long brownouts. (ACTIVE)

The NAPOCOR officials were ordered by the President to end the long brownouts. (PASSIVE)

10 Cs of Effective Business Letters:

II. CONCISENESS – brief but complete in its idea. Ways to achieve conciseness:a.) eliminate unnecessary words (We wish to inform you that) we have already shipped your order for two (2) dozens of Soen blouses. We (wish to) apologize for the delay of your shipment.b.) avoid redundancy or repetition of words with the same ideaPlease file (away) this letter.Let us prolong (the deviation of) this meeting.(Absolutely) PerfectBy (Means)Big (In size)at 7 p.m. (in the evening)

10 Cs of Effective Business Letters:

c.) economize on adjectives – don’t use too much adjectives

The bombastic, graft buster, religious, faithful Ms. Santiago is having a sumptuous meal with friends and supporter, nibbling succulent, crisp-coated, fresh, delicious “inihaw na bangus.”BETTER : The graft buster Ms. Santiago is having a sumptuous meal of “inihaw a bangus” with her supporters.

III. CONCRETENESS – use definite words rather than general words.Abstract & general:We sell the best fabric.His mother has a serious disease.Concrete and specific:We sell yards of Vonnel that are soft, warm and inexpensive.His mother has brain cancer.

10 Cs of Effective Business Letters:

Euphemistic Concrete

cardiovascular accident stroke

custodial engineer janitor

departed dead

disadvantaged poor

relieve from job fire

senior citizen old people

mentally challenged retarded

Sexist language Preferredstewardess flight attendantmankind humanitynewsman reporterchairman chairperson, chaircoed studentrepairman service technician

IV.COURTESY – use positive expressionsUse… instead of…can cannotdo do notsuccess failurefortunately unfortunately:::::::::::::::::: avoid ::::::::::::::::impossible unfortunatelydoubtful worriedfailure wrongNegativeOur office is closed after 4 p.m.We are sorry to reject your application….PositiveOur office is open until 4 p.m.We appreciate your application…..

10 Cs of Effective Business Letters:

V. CONSIDERATION – seeing every transaction of your reader’s point of view rather than your own point of view. You must have the “YOU ATTITUDE” which means you must think and write in terms of your readers and must be motivated by what your readers want and need.

VI.CONSISTENCY – has unity of ideas and purpose. Its parts are parallel and there are no unnecessary shifts in tense, subject, number, person.

VII.COHERENCE – quality of words to stick together to present a single idea and to ensure a smooth flow of thought. There should be logical organization of ideas, correct order of modifiers, correct use of transitional elements and parallel ideas.

10 Cs of Effective Business Letters:

Ways to achieve coherence:a.) choose the pattern on logical organization

i.) deductive – generalization going to the details.ii.) inductive – details to the generalization.

10 Cs of Effective Business Letters:

b.) correct order of modifiers (adjective and adverbs)WRONG : In answering the telephone, politeness should be observed.While reading a novel, a visitor came.RIGHT : In answering the telephone, you should be polite.While I was reading a novel, a visitor came.

Connectives :Addition Attitude Contrast Cause and Effectalso fortunately but thustoo naturally however thereforefurthermore in a sense nevertheless consequently moreover yet

despite on the other hand

Gen. to SpecificReason Reference Summary Timein fact because the former in summary thenespecially since the latter to sum up nowfor instance as the following in conclusion nextfor example first

10 Cs of Effective Business Letters:

VIII. CHARACTER – refers to the personality of the writer as reflected in his writings. To achieve character in your letter, be original in your letter, in your style, use fresh, everyday expressions and use the personal pronouns.Stereotyped ModernKindly advise.. Please let us know..

Your favor on June 12.. Your letter of June 12..I have to honor to inform you… I am pleased to inform you…This will acknowledge your recent letter.. Thank you for your recent letter…

10 Cs of Effective Business Letters:

Ways to achieve character :a.) use personal pronouns – use I, you, or we rather than the undersigned, or the writer.b.) make it personal/conversationalUse… Instead of…We are replying to… This is in reply to…

IX. COMPLETENESS – provide complete information to save time, money and effort.a.) prepare all needed informationb.) know the purpose of writing the letterc.) plan the letter to answer all questions of the readerd.) check letter form important detailse.) aim for the desired response

10 Cs of Effective Business Letters:

X. CORRECTNESS – it should be presentable in appearance (neatness, correct margin, spacing, balanced typing and color).

– contents are free from typographical errors, errors in word selection, in dates and figures, capitalization, punctuation marks.

– it should stimulate your reader’s desire to read.

Determine your writing purpose Know your reader Outline/organize your message Write the first draft Edit your letter according to:

• Content and lay-out• Grammar• Clarity• Conciseness• Style

Five Steps for Effective Business Writing: