Direction of Communication Flow ➢ “You attitude”, consider the

reader
1. Upward Communication
7. Completeness
➢ Interpret
➢ Provide info on the W’s
• Problems and exception
• Improvement suggestions
• Performance reports Parts of a Business Letter
• Disputes and Grievances
• Accounting information 1. Heading
2. Downward Communication ➢ Your return address
➢ Influence o 69, Street Name
• Goal, strategy implementation Barangay/Village
• Job instructions City Name, Zipcode
• Procedures and practices Province
2. Dateline
• Indoctrination
➢ 24 October 1997
• Performance feedback
3. Inside Address
3. Horizontal (Lateral) Communication
➢ Addressee’s info
➢ Coordination
o Name
• Intradepartmental Problem
Title
Solving and Coordination
Company
• Change Initiatives
Address
Considerations 4. Salutations/Greetings
5. Body
o Subject - what ➢ 3 par: Intro, Content, Conclusion
o Audience - who ➢ Single spaced, Double spaced
o Purpose - where between
o Style & Organization – when and how 6. Complementary Closing
➢ 2-4 spaces after closing
7. Signature
Cs of an Effective Business Letter ➢ Full Name
1. Courtesy Title
➢ Pleasant feeling tone, generosity
2. Correctness
➢ Right level of language Attention Line – intent to reach an individual of
➢ Check accuracy of facts and a company; after inside address
words Subject Line – what the letter is about
➢ Maintain acceptable mechanics
3. Conciseness Enclosure – typed under the typist’s initials
➢ Make every word count
Carbon Copy notation/ Courtesy Copy – other
➢ Avoid deadwoods
copies sent to others; after enclosure
4. Concreteness
➢ Sharp, definite, specific details
5. Clearness
➢ No misunderstanding
➢ Careful use of technical jargons
6. Consideration
➢ Gender neutrality