Chapter 7: Lesson1: Writing Business Messages
Business writing is clear
Writing business messages involves different stages
namely:
 Planning the message
 Gathering and collecting the facts
 Analyzing and organizing the information
 Writing the message
 Rewriting the message; and
 Editing and presenting the final document
Stages of Business Letter
Planning Stage
 Clarity of the objectives/purposes of the
message
 Knowing the readers
Gathering and Collecting Facts
 The writer needs to acquire sufficient
information about the message
Analyzing and Organizing the information
 Decide the order
 Making an outline
Writing the message
 Follow the rules of grammar and use words that
the readers find easy to understand
Rewriting the message
 The writing stage produces a first draft that
must be evaluated based on diction,
punctuation marks, and organization.
Assistance from a proofreader is needed.
Editing and Presenting the Final Draft
 This is done after taking into consideration the
elements required during the writing and
rewriting stages. Determine the appropriate
format to be used.
Principles of Business Correspondence
 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. It is devoid of emotions.
Business writing is factual and accurate
 it gives only facts patient to the message of the
letter.
Business writing is contemporary
 it is in a conversational tone.
Ten (10) C’s of Effective Business Letters
Clearness Consistency
Conciseness Coherence
Concreteness Character
Courtesy Completeness
Consideration Correctness
1. Clearness refers to immediate understanding by
using a) simple words. Use “possible” instead of
“feasible”. “workable” instead of “viable”;
b) omitting wordiness by avoiding the use of
unnecessary words like “according to the law”
(wordy) vs. legally (clear), affixed his signature
(wordy) vs. “signed”; c) avoid jargon; d) keeping
sentences and paragraph short and e) using
active voice
2. Conciseness refers to being brief but complete
in idea. It can be achieved by eliminating
unnecessary words like “We wish to inform you
that” to “We have already…” or “We (wish to)
apologize for our errors”; avoiding redundancy
like “(absolutely) perfect,” “big in size”;
economizing on adjectives such as “bombastic
graft buster, religious, faithful…”
 3. Concreteness refers to the use of definite words
rather than general words as in “serious disease”
vs. “cancer”; concrete vs. euphemisms like “old
people vs. senior citizen”; sexiest language as in
“flight attendant” instead of “stewardess”
4. Courtesy refers to the use of positive expression
such as “success” instead of “failure”
5. Consideration meaning having a “YOU attitude”
6. Consistency means having unity of ideas and
purpose by using parallel structure and no
shifting in tenses, moods, and voices.
7. Coherence means allowing the smooth flow of
ideas. This is achieved by using transitional
devices, and correct placement of modifiers.
8. Character refers to the personality of the writer
as reflected in his writing. It can be attained by
using personal pronoun and making the letter
conventional
9. Completeness refers to provision of complete
information to save time
10. Correctness refers to presentable appearance
and correct grammar, spelling, punctuation, etc.
Parts of Business Letter
Dateline. The conventional date form with month, day
and year should be used (August 23, 1998). Abbreviated
date form may leave an unfavorable impression.
Illustration:
September 8, 2005
8 September 2005
Inside address. The mailing address complete with the
title of the person being addressed. It should be at least
double-spaced down from the heading, in a single
spaced block beginning at the left margin. No
abbreviation except the commonly abbreviated words
(Dr., Mr., Mrs., Ms.,).
Illustration:
Dr. Jevin Kho
Resident Physician, Ion Clinic
Orchard Street, Singapore
Attention Line. Some executives prefer the use of the
company for the inside address. In this case, an
attention line is used to direct the letter to the specific
department or office. Attention line is placed double-
spaced after the inside address and double-spaced
before the salutation.
Illustration:
The Suncrest Insurance Company
82 Corporation Road, Singapore
Attention: Mr. William de Cloun, President
Salutation. The choice of salutation to use should be
based on the familiarity and formality of the situation. A
salutation by the last name is appropriate in most cases.
If the name of the person is not known, the title or the
position of the person should be used.
Subject Line. For easy identification of the subject of the
correspondence, many offices use the subject line in
their letters. The subject line shows what the letter is
about. Usually placed doubled-spaced below the
salutation, often in the upper left corner of the letter
layout is the proper place for the subject line
Illustration:
Subject: The wage increase for the year 2022
Body of the Letter. This contains the message of the
writer. It is written on the second line below the
salutation (of subject line). In the ublocked form, each
paragraph should be intended. A one-page letter is
normal, which allows enough space for three or four
paragraphs and the closing. One-sentence last
paragraph is common.
Closing. “sincerely” is the most commonly used
complimentary close. “Sincerely yours” is also used but
recently, the “yours” has been fading away.
Respectfully yours,
Sincerely,
Open Punctuation. Uses neither colon nor comma after
the salutation or complementary close. These are used
for domestic correspondence.
Illustration (Open Punctuation):

Signature block. The printed signature usually appears

on the fourth line below the closing, beginning directly
under the first letter for the block form.
The short title, the title may be at the same line.
However, if both the title and name are long, the title
may be written on the next line in block form.
The signature appears between the closing and the
printed name

Information Notations. These may appear on the lower

left corner of the page, at least an inch up from the
bottom. Typist initials (“mjr/rb” – typed for Michelle J>
Rivers by Rod Burnes). Notations come as “cc” means
carbon copy. Abbreviated notations for enclosures are
no longer required in today’s business letters.

Illustration:

Esc/sr

Cc

Postscripts. The postscript is commonly referred to as

the PS. They are placed after the notations. These rarely
used in business letters but can serve as added punch in
sales letters.

Illustration:

PS: Please send the information tomorrow.

Mixed or Open Punctuation. The punctuations after the

salutation and closing are either mixed or open. Mixed
punctuation makes use of a colon after the salutation
and a comma after the closing

Illustration (Mixed Punctuation):