2nd

SEM

Business
Correspondence
Student’s Material
Disclaimer: No copyright infringement intended , images and ideas belong to
the rightful authors.
 Republic of the Philippines
North Eastern Mindanao State University
Rosario, Tandag City, Surigao del Sur 8300

BUSINESS CORRESPONDENCE
2nd Semester, A.Y. 2021– 2022

PROGRAM INTENDED LEARNING OUTCOMES

GE-BC (Business Communication) Preliminaries
Instructor: Ms. Jennipher P. Curada
Course Title: GE-BC (Business Correspondence)
No of Units: 3 units
Course Description:
This course is designed to provide students with a comprehensive view of
communication, its scope, role, and importance in business. This aims to help students
improve and build upon their fundamental English language communication skills, by
means of using professional and formal business tools such as letters, reports, and oral
presentations in different structured business environments. This course also provides
the development of skills in practical applications which emphasizes the improvement of
writing skills which will be necessary for business interactions to modern business
communication.
Learning Outcomes
Upon successful completion of this course, the students should be able to:
Knowledge
1. describe the nature of business correspondence;
2. evaluate the role of written communication in the changing business context;
3. explain the importance of the English Language in Business matters;
4. explain the importance of having good communication skills in today’s workplace;
and
5. understand important principles underlying modern business correspondence.

Skills
1. apply written communication skills, strategies, and principles to prepare for a
more effective interaction in varied business and corporate contexts;
2. utilize analytical and problem-solving skills appropriate for business
communication;
3. use career skills that are needed to succeed such as using ethical tools,
working collaboratively, observing business etiquette, and resolving workplace
conflicts; and
4. write effective business letters.

Values
 1. develop an awareness of the need for correct usage of expressions and the
act of professionalism in written business communication;
2. develop written skills to produce clear, complete, and accurate messages;
and 3. appreciate the importance of using appropriate strategies and formats for
professional communication situations.

Number of Hours: 1 hour every week for 18 weeks or 18 hours in a semester

Course Policies:

1. Printed/ soft copies of letters should be in font size 12 and Arial font style.
2. Any assignment/project submitted late must have prior written authorization and
will only be eligible to receive a maximum of 50 percent of the original points.
3. Assignments and any outputs of the course must be an original work. Plagiarism
and other forms of academic dishonesty will not be tolerated.
4. Any form of dishonesty and/or deceit, especially cheating during recitation,
examination, or any class work, shall be subject to penalty by a grade of five (5.0).

GRADING SYSTEM:
Class Performance - 40%
Examination - 40% Requirements - 20%
Total 100%

The BUSINESS COMMUNICATION Required Readings and Other Materials

Textbook:

Writing Skill in English by Tabotabo, Claudio V., National Bookstore ©2009

Developing Technical Writing by Neliza Cayaban- Casela; George Jeffrey Madara-
Cuevas, Books Atbp. Publishing Corp. ©2010
Technical Writing by Theresa F. Ballesteros; Mindshapers Co., Inc. ©2009
Powerful Telephone Skills; Mc Graw Hill Companies International Edition ©2009
Writing Business Letters by Joel L. Egipto; Rex Bookstore ©2011
 Lesson

1 Meaning, Types, and Importance

INTRODUCTION
Nowadays, due to revolution of technological advancements in business,
academe, and industry sectors, people are being highly engaged in
various daily communications through email, texting, chatting, formal
presentation, or even face to face conversation. This phenomenon leads
to unending quest on how to communicate effectively to survive the
digital era.
Although, no matter how technological the workplace may become
according to Roberts (1999), there will always be real power in the
written word.
Just as we express our views, opinions, thoughts, and idea
through writing. Business persons also feel the need of expressing
themselves. It is not always possible for them to remember each and
every detail in the business. Thus, they use the simplest way of
expressing which is through written correspondence. A written
communication in the business world is the business correspondence.

EXPLORE

Which of the following is/are not a business correspondence? Why?

 Emails

 Memos

 Written communication

 Telephonic Conversation

 Face to face communication

Answer:
Telephonic Conversation
Face to face communication
 Suppose you are given a course project at your college. There are six
people in each respective group. Suppose you and you’re five other
friends decided to go for a topic. How will you contact them? Is it always
possible to meet them? Is it always possible to talk to them?
Answer: Common to us students nowadays the basic of contacting
someone outside your reach in talking face to face – messaging the person
through chat or text message helps us speed things up even faster than
before.

Suppose you want to ask something to your professor.

Suppose he is not in the town that time. How will you clear your
doubt? Will you wait for him to return?
Answer: To simply send an email to my professor is how I’ll contact
him. Time is involved, so the faster the better.

EXTRACT
The most convenient way to reach out to people is by sending
messages through texts or letters. We call this as the business
correspondence. Let us get ourselves familiar with business
correspondence.
Any communication in the form of the letter is correspondence.
Any person related to a business expresses oneself through business
correspondence. One can also ask any doubt or uncertainty through
business correspondence.
A businessman writes and receives letters in his day to day life. A
correspondence between two organizations or within an organization
comes under this category. A letter to a supplier, complaint letters, letter
of inquiry, job application letters are some of its examples.
Moreover, a business correspondence has numbers of importance.
Its most important feature is the ease of reaching and communicating
with different parties because it is not always possible to meet persons
face to face.

Importance of Business Correspondence

1. Maintaining a  It is not always possible for any
Proper business or organization to reach to any
Relationship person in particular. This will cost any
business. Here, the business
correspondence will be a rescue for any
business.

 It helps in maintaining the proper

relationships between the parties.
Business correspondence strengthens
the business. It also helps in the
internal communication. It makes
communication within the organization
more clear and precise.

2. Serves as Evidence  Any written form of communication

serves as evidence. A business
correspondence helps the person in a
business to keep a record of all the
facts. These written records will serve as
evidence.

3. Create and  It helps in creating and maintaining

Maintain Goodwill goodwill between a business and a
customer. Any letter to enquire,
complaint, suggestion or feedbacks
helps a company to grow and maintain
goodwill.

4. Inexpensive and  It is a cheap and convenient form of

Convenient business communication.

5. Formal  A business communication serves as a

Communication formal communication between two
persons. It may be a seller and a buyer.
It can be between an employee and the
employer. The language used is
formal and logical.
 It helps in removing the ambiguity and the
doubts of the person involved in the
business. The formal communication in
business is followed and acceptable.
6. Helps in the  A business correspondence helps a
Expansion of business to achieve the set goal. It also
Business ensures the expansion of a business. With
no waste of time and proper utilization of
manpower and resources, a business can
expand.
 Any information regarding some resources
or any product or market can be easily
done. Even the news of the expansion of
business can be spread by it.

Types of Business Correspondence

A correspondence is of many types. Let us get ourselves

familiar with some of them.

1. Internal Correspondence

It refers to the correspondence between the individuals,

departments, or branches of the same organization.

2. External Correspondence

It refers between two individuals. These are not of the same

organization. Any correspondence outside the organization is
external correspondence. Customer and suppliers, banks,
educational institutions, government departments come under this
category.

3. Routine Correspondence

It refers to the correspondence on routine manners. A

correspondence made for inquiries, orders, replies,
acknowledgments, invitation, and appointment letters are routine
correspondence.
4. Sales Correspondence

It refers to the correspondence related to the sale. Sales

letters, sales reports, invoice, and confirmation of orders are sale
correspondence. Delivery letters, statement of accounts etc. are
also some of its examples.

5. Personalized Correspondence

It refers to the correspondence based on emotional factors.

Letters of the request, recommendation, and congratulations are
 personalized correspondence. Letter of introduction, granting and
the refusal of terms are some of its examples.

6. Circulars

It refers to the communication of common matter to a large

number of persons or firms. Circulars, notices of tenders, change
of address, an opening of the new branch come under this
category. An introduction of new products is also its example.

EXAMPLE

Document Description of document Purpose(s) of document

Transmittal Memo accompanying Inform: persuade reader to read

document, telling why it’s document; build image and goodwill
being forwarded to the
receiver

Monthly or Report summarizing Inform; build image and good will

quarterly report profitability, productivity, ( report is accurate, complete; writer
and problems during understands company)
period. Used to plan activity
for next month or quarter

Performance Evaluation of an employee’s Inform; persuade employee to

appraisal performance, with improve
recommendation for
promotion

Memo of Congratulations to Promote goodwill

Congratulations employees who have won
awards, been promoted, or
earned community
recognition

Quotation Letter giving price for a Inform; promote goodwill (price

specific product, reasonable)
fabrication, or service

Claim/ Letter granting or denying

adjustment customer request to be given
credit for defective goods
Annual Report to stockholders
report summarizing financial
information for year
Letter to suppliers,
Thank you customers, or other people
letter who have helped individuals
or the company
EXPERIENCE
Task 1. Complete the table.
Copy and paste here at least one sample of each type of business
correspondence.
Type of Business
Correspondence
1. Internal Correspondence
2. External Correspondence
3. Routine Correspondence
4. Sales Correspondence
5. Personalized
Inform; promote goodwill
Inform; persuade stockholders to
retain stock and others to buy; build
goodwill (company is a good corporate
citizen)
Promote goodwill
Sample
A routine or informal internal
correspondence can be a quick
instruction between a manager and
subordinate, which are mostly in
the form of emails.
This type of correspondence in
business communication is usually
made to suppliers, existing and
prospective clients, government
offices, etc.
Referral letters, requests for routine
information and requests for
publications which are answered by
standard form letters.
targeted sales letter
sales letter following a contact
sales letter following a sale
sales letter to an inactive customer
It can be private family messaging
 Correspondence or those between friends

6. Circulars To inform employees about the

revised working hours of
the company.

Task 2.

1. Make a written communication for the conduct of an interview.

2. Interview a company manager/head of an organization/business man
or woman.
3. Ask him or her about their principles in their organization and how
business correspondence has impacted the business context.
4. Post/Copy and Paste here any mode of verification or documentation
of the said interview either video or photos.

Written Communication

P-4 Cauntuan Panaghi-usa District

Mangagoy, Bislig City

March 12, 2022

Analiza Mercader
LAM Store
Espiritu Abarca Street

Dear Ms. Mercader,

I would like to discuss some things regarding with your business over a 30-minute
informational interview on any afternoon from March 9th to March 11th. My schedule
is fairly flexible, so I am happy to meet whenever is best for you.
I appreciate your time and consideration for my request and look forward to hearing
from you. Thank you and Godspeed!

Sincerely,
Krisia May Octal
Rubric for Task 1 and 2

100 Points 90 points 80 points 70 points 0 points

The output is The output is The output is The output is Incomplete

factual, clear, factual, clear, factual, clear, not factual, not
and well- and well- and but not clear, and not
organized. organized but well-organized well-organized
contains and contains and contains
grammatical grammatical grammatical
errors. errors. errors.

EQUIP
SWOT analysis is a strategic planning and strategic
management technique used to help a person or organization
identify strengths, weaknesses, opportunities, and threats related
to business competition or project planning. It is sometimes called
situational assessment or situational analysis.

Task: Make your personal SWOT analysis. Answer the questions inside
the box honestly.
ADVANTAGEOUS
Strengths
-I have good communication skills.
-I am good at convincing people.
-I can give them the low of the lowest
pricing.
-I am a fair person.
-Quality made resources. (handmade
from experts)
DISADVANTAGEOUS
Weakness
-I am bad at handling disputes.
-I should hone my leadership skills
even more.
-I’m afraid of good competitors.
-I settle for less.
-Being such an unenthusiastic
person.

Opportunities
-Workshop style training for
beginners are available.
-It is beneficial enough for you to
learn as much as you can.
-As I’ve mention workshop training
are available to prevent employee’s lag
so all is in control if you have
problems about work experience –
FREE of charge.
-We have EEO (Equal Employment
Opportunities), Anti-Harassment,
Medical Insurance, Life Insurance
Threats
-Evolving business competitors
and other threats around my
business.
-Most of my competitors are
those of the same products and
or those who aligned
themselves with of using the
same market strategy.
-As I plan on employing
professional programmers and
technology experts, this doesn’t
apply to me.
 and even Retirement Planning.

Rubric
40 Points 30 points 20 points 10 points 0 points

The output is The output is The output is The output is Incomplete

factual, clear, factual, clear, factual, clear, not factual, not
and and and but not clear, and not
wellorganized. wellorganized well-organized wellorganized
but contains and contains and contains
grammatical grammatical grammatical
errors. errors. errors.