BUSINESS LETTERS - A formal and direct writcen communication used to transact businéss which cahnot be coriveniéntly cofdicted orally Golden rule: “Adapt the message to the reader” Purpose: 1, to serve as a record 2. to attempt to secure action from the reader Qualities: 1. Creates favorable impression ‘Appeals to the reader’s point of view Correct in every detail Courteous, fiiendly and sincere Promotes good will Clear and complete Coherent and well-paragraphed Does not employ jargon 3 Key Elements 1. Creating a good opener it should capture both reader's attention and interest 2. Senuing the right messaue~ every reader is a critic, thus, it should epitomize the very best in company’s service, goodwiii and helpfulness. Guidelines to create favorable impression to the reader: 2. Use simole, direct and tactful language to facilitate understanding, . Organize your language correctly and concisely © Construct sentences correctly 4 e Give accurate and precise information Write clearly and logically Giving a friendly closing. give the reader a pleasant thought in the last paragraph to give a lasting impression ‘Major Parts of a Business Letter Heading- it tells the address of the waiter . If etterhead is used, it should include the name of the firm of the individual and the address. Dateline- consist of the month, the day, and the year the letter was written. It ‘maybe centered, flushed on the right or lef. 3, Inside Address- tells whom the letter is written whether itis a person, a fir‘or ‘an organization, If directed to a particular person, it includes the following: a. addressees courtesy title and full name b. addressee’ business ttl if required c. full name of addressee’s business afilition - ifthe addressee holds some special ttle, i.e. Doctor, Prof, or Honorable, we use the ttle« The designation ofthe addressee's business rank or official position should be written in fl. eg. Mr. Roberto T. Cruz, President Atlantic Gul and Pacific Company of Manile Legaspi Tower, Mekati City so that he will be Starts at the lef ‘4. Salutation: this greets and expresses courtesy to the recipi in a fiiendly and receptive frame of mind. Al ‘margin and followed by a colon. 5, Body/"Text- Contains mainly the message of the letter. Its ze “body and soul” ofthe whole letter. It must be concise, clear an exact in all details & Complimentary Close- The leave-taking line ofthe letter. Is sgnals the end of the letter. It refers to words and courtesy at the end of the letter eg. Very respectfully yours Sincerely your Yours very respectfully Truly yours Respectfully yours Cordially yours 7. Signature ( Block)- applies to the entre signanure unit which consists of 2. 4 lines with the writer's name and the company’s same, 8. Yours very truly BI Reyes Ricardo S. Reyes Supervising Engineer PACIFIC Construction Co, Optional parts of a Business Letter ‘Attention Line used when itis important thatthe later reach quickly the person who s best qualified to take care oft used to call attention of a particular department. Written two line below the last lin ofthe inside address and above the salutation, Subject Line it gives the reader the gst ofthe letter. It enables the reader to know initial in full caps and the typist’s initial in half case. Enclosure Notation indicated or written in the envelope when something is with tor hea other material beside the letters included inthe envelope, Usually written 2 lines beneath the identification initials, (Carbon Copy Notation- used when the writer wishes to inform the sddressee that a duplicate of the letter is sent to somegne else. Blind Carbon Copy (BCC)- used when the writer wishes to send 2 copy to a person gies than the addressee and does not want to inform him in doing it Post Script (PS)-used when the writer has neglected something to memion ne ‘message rather than have the letter completely retyped.CHARACTERISTICS OF BUSINESS LETTER Correctness Clesrness Conciseness Order Character, Personality, Style Toe BUSINESS LETTER LAYOUTS Full-Blocked Style- all parts are flushed to the left margin of the page, Easiest to use and most formal Blocked Letter Style the writer changes the position ofthe heading, dateline, complimentary close and signature. Indented Letter Style- the oldest letter style. Each lin of the heading and inside address is uniformly indented by 3 or 5 spaces. Hanging-Indented Style not commonly used except in advertising or in sales letter. Its primary objective i to attract the reader's attention. Similar to the blocked style except the 2” and al other paragraph lines are indented either 5 to 10 spaces. The I" line of each paragraph is not indented. ‘Simplified Letter Style- same with full-blocked style except for the 1. omission of both selutation and complimentary close subject and reference lines are always typed in bold letters listings are indeated by 5 spaces except when numbered or letered