BUSINESS CORRESPONDENCE

(THE COVER LETTER)

Dr. Rasha M. Wagdy Elleithy, PhD
 By the end of this session, learners should be able to:

◼ Understand what is meant by Business Correspondence.

◼ Differentiate between the different types of Business
OBJECTIVES Correspondence.
◼ Understand the components of a business letter.
◼ Write and practice the cover letter writing.
 AGENDA
- Definition of Business Correspondence

- Types of Business Correspondence

- The 7 Cs of Communication

- Components of a Cover Letter

Presentation Title 3
Dr. Rasha M. Wagdy Elleithy, PhD
 BUSINESS CORRESPONDENCE

• Means the exchange of information in a written format for the process of business activities.

• Can take place:

- between organizations,

- within organizations, or

- between the customers and the organization.

• The correspondence is generally of widely accepted formats that are followed universally.

Dr. Rasha M. Wagdy Elleithy, PhD

 TYPES OF BUSINESS CORRESPONDENCE

- External: Ex. The Letter

- Business letters are the most formal method of communication following specific formats. They are
addressed to a particular person or organization.

- Internal: Ex. The Memo (Memorandum)

- Memorandum is a document used for internal communication within an organization. Memos may be
drafted by management and addressed to other employees.

- Internal/ External:

Ex. The Email, The Report, The Proposal

Dr. Rasha M. Wagdy Elleithy, PhD

 Types of Business Letters

1. Order Letters

2. Sales Letters

3. Complaint Letters

4. Adjustment Letters

5. Inquiry Letters

6. Follow-Up Letter

7. Letters of Recommendation

8. Acknowledgment Letters

9. Cover Letter

10. Letters of Resignation

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Dr. Rasha M. Wagdy Elleithy, PhD

 Types of Business Letters

1. Order Letters
• Sent by consumers or businesses to a manufacturer, retailer or wholesaler to order goods or services.
• contain specific information such as model number, name of the product, the quantity desired and
expected price. Payment is sometimes included with the letter.

2. Sales Letters
• Start off with a very strong statement to capture the interest of the reader.
• Include strong calls to action, detail the benefit to the reader of taking the action and include
information to help the reader to act, such as including a telephone number or website link.

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Dr. Rasha M. Wagdy Elleithy, PhD
 Types of Business Letters

3. Complaint Letters
• Words and tone may be the deciding factor on whether your complaint is satisfied. Be direct but tactful and
always use a professional tone if you want the company to listen to you.

4. Adjustment Letters
• Normally sent in response to a claim or complaint.
• If the adjustment is in the customer’s favor, begin the letter with that news.
• If not, keep your tone factual and let the customer know that you understand the complaint.

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Dr. Rasha M. Wagdy Elleithy, PhD
 Types of Business Letters
5. Inquiry Letters
• Inquiry letters ask a question or elicit information from the recipient.
• Keep it clear and succinct and list exactly what information you need.
• Be sure to include your contact information so that it is easy for the reader to respond.

6. Follow-Up Letter
• Usually sent after some type of initial communication.
• This could be a sales department thanking a customer for an order, a businessman reviewing the
outcome of a meeting or a job seeker inquiring about the status of his application.

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Dr. Rasha M. Wagdy Elleithy, PhD
 Types of Business Letters

7. Letters of Recommendation
• Prospective employers often ask job applicants for letters of recommendation before they hire them.
• Is usually from a previous employer or professor
• Describes the sender’s relationship with and opinion of the job seeker.

8. Acknowledgment Letters
• Act as simple receipts.
• Businesses send them to let others know that they have received a prior communication, but action
may or may not have taken place.

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Dr. Rasha M. Wagdy Elleithy, PhD
 Types of Business Letters

9. Cover Letter
• Cover letters usually accompany a package, report or other merchandise, or for applying for a job
or scholarship.
• They are used to describe what is enclosed, why it is being sent and what the recipient should do
with it, if there is any action that needs to be taken. These types of letters are generally very
short and succinct.

10. Letters of Resignation

• When an employee plans to leave his job, a letter of resignation is usually sent to his immediate
manager giving him notice and letting him know when the last day of employment will be.
• In many cases, the employee also will detail his reason for leaving the company.

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Dr. Rasha M. Wagdy Elleithy, PhD
 The 7 Cs of
Communication
 The 7 Cs of Communication

1.Clear

- When writing or speaking to someone, be clear about your goal or

message. What is your purpose in communicating with this person? If
you're not sure, then your audience won't be sure either.

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Dr. Rasha M. Wagdy Elleithy, PhD
 Which is better?

Hi John,
I wanted to write you a quick note about Daniel, who's working in your department.
He's a great asset, and I'd like to talk to you more about him when you have time.
Best,
Skip

OR

Hi John,
I wanted to write you a quick note about Daniel Kedar, who's working in your department. In recent weeks, he's
helped the IT department through several pressing deadlines on his own time.
We've got a tough upgrade project due to run over the next three months, and his knowledge and skills would
prove invaluable. Could we please have his help with this work?
I'd appreciate speaking with you about this. When is it best to call you to discuss this further?
Best wishes,
14
Dr. Rasha
Skip M. Wagdy Elleithy, PhD
 The 7 Cs of Communication

2. Concise

- When you're concise in your communication, you stick to the point and keep it
brief.

- Are there any adjectives or "filler words“ that you can delete? You can often
eliminate words like "for instance," "you see," "definitely," "kind of," "literally,"
"basically," or "I mean."

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Dr. Rasha M. Wagdy Elleithy, PhD
The 7 Cs of Communication

Which is better?

Hi Matt,
I wanted to touch base with you about the email marketing campaign we kind of sketched out last Thursday. I
really think that our target market is definitely going to want to see the company's philanthropic efforts. I think
that could make a big impact, and it would stay in their minds longer than a sales pitch.
For instance, if we talk about the company's efforts to become sustainable, as well as the charity work we're
doing in local schools, then the people that we want to attract are going to remember our message longer. The
impact will just be greater.
What do you think?
Jessica

OR ->

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Dr. Rasha M. Wagdy Elleithy, PhD
 The 7 Cs of Communication
Which is better?

Hi Matt,

I wanted to quickly discuss the email marketing campaign that we analyzed last Thursday. Our target market will
want to know about the company’s philanthropic efforts, especially our goals to become sustainable and help
local schools.

This would make a far greater impact, and it would stay in their minds longer than a traditional sales pitch.
What do you think?

Jessica

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Dr. Rasha M. Wagdy Elleithy, PhD
 The 7 Cs of Communication
3. Concrete

- When your message is concrete, then your audience has a clear picture of what you're telling them. There are details
(but not too many!) and vivid facts, and there’s laser-like focus. Your message is solid.

Which is better?

- The Lunchbox Wizard will save you time every day.

Or

- How much time do you spend every day packing your kids' lunches? No more! Just take a complete Lunchbox
Wizard from your refrigerator each day to give your kids a healthy lunch and have more time to play or read with
them!

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Dr. Rasha M. Wagdy Elleithy, PhD
 The 7 Cs of Communication
4. Correct

- When your communication is correct, it fits your audience. And correct communication is also error-free
communication.

What’s wrong here?

Hi Daniel,

Thanks so much for meeting me at lunch today! I enjoyed our conservation, and I'm looking forward to moving ahead
on our project. I'm sure that the two-weak deadline won't be an issue. Thanks again, and I'll speak to you soon!

Best,

Jack Miller
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 The 7 Cs of Communication
5. Coherent

- When your communication is coherent, it's logical. All points are connected and relevant to the main topic, and the
tone and flow of the text is consistent.

What’s wrong here?

Traci,

I wanted to write you a quick note about the report you finished last week. I gave it to Michelle to proof, and she wanted
to make sure you knew about the department meeting we're having this Friday.

We'll be creating an outline for the new employee handbook.

Thanks,

Michelle Two different topics

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Dr. Rasha M. Wagdy Elleithy, PhD
 The 7 Cs of Communication
6. Complete
- In a complete message, the audience has everything they need to be informed and, if applicable, take action. Does your message
include a "call to action," so that your audience clearly knows what you want them to do?

- Have you included all relevant information contact names, dates, times, locations, and so on?

Which is better?

Hi everyone,
I just wanted to send you all a reminder about the meeting we’re having tomorrow!
See you then,
Chris

OR?

Hi everyone,
I just wanted to remind you about tomorrow's meeting on the new telecommuting policies. The meeting will be at 10:00 a.m. in the second-level conference room. Please let
me know if you can’t attend.
See you then,
Chris
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 The 7 Cs of Communication
7. Courteous

- Courteous communication is friendly, open, and honest. There are no hidden insults or passive aggressive tones.
You keep your reader's viewpoint in mind, and you're empathetic to their needs.

Which is better?

Jeff,
-I wanted to let you know that I don't appreciate how your team always monopolizes the discussion at our weekly
meetings. I have a lot of projects, and I really need time to get my team's progress discussed as well. So far, thanks to
your department, I haven't been able to do that. Can you make sure they make time for me and my team next week?
Thanks,
Phil

OR?🡪

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Dr. Rasha M. Wagdy Elleithy, PhD
 The 7 Cs of Communication

Hi Jeff,

I wanted to write you a quick note to ask a favor. During our weekly meetings, your team does an
excellent job of highlighting their progress. But this uses some of the time available for my team to
highlight theirs. I'd really appreciate it if you could give my team a little extra time each week to
fully cover their progress reports.

Thanks so much, and please let me know if there's anything I can do for you!

Best,

Phil

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Dr. Rasha M. Wagdy Elleithy, PhD
 Steps to Writing an Effective Business
Letter
Ex. The Cover Letter
Teach a Course 24
Dr. Rasha M. Wagdy Elleithy, PhD
 STEPS TO WRITING AN EFFECTIVE
BUSINESS LETTER
(EX. A COVER LETTER)

Dr. Rasha M. Wagdy Elleithy, PhD

Identify the various components of this Business Letter?????? Practice

Dr. Rasha M. Wagdy Elleithy, PhD

 -1-
Use a Professional Cover
Letter Header

Dr. Rasha M. Wagdy Elleithy, PhD

 ◼ The header of every professional cover letter should include:
*Your name
*Your phone number
*Your email address
*The date
*The name of the hiring manager and their professional title
*The name and address of the company to which you’re applying
USE A
◼ Optionally, you can add:
PROFESSIONAL
• professional title
COVER LETTER
• * home address
HEADER
• *Links to your professional websites
*Your social media accounts (applicable only for LinkedIn and Twitter)
*Your city of residence (it’s not mandatory but adds a professional touch—
include it if your cover letter is highly official)

Dr. Rasha M. Wagdy Elleithy, PhD

 ◼ Just remember to keep it professional:
◼ Use an email address from a respected provider—that means
either Gmail or your personal domain (if you have one.)
◼ Your email address should only include your first and last
name—johnlikesgoats@hotmail.com will be deal-breakers.
Important notes ◼ Don’t use your current work email. It’s impolite to both your
current and potential future employer.
◼ Make sure your contact information is:
consistent across your resume, cover letter, and social media
profiles.

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 Pro Tip: Writing
a cover letter with
no name of the
hiring manager
available? In the
addressee
section include
only the name of
the department:
for example,
“XYZ Sales
Department.”

Dr. Rasha M. Wagdy Elleithy, PhD

 -2-
Open Your Cover Letter
with a Proper Greeting

Dr. Rasha M. Wagdy Elleithy, PhD

 ◼ All of the following are good examples of professional cover letter
greetings.
◼ Sample cover letter greetings:
*Dear Katherine,
*Dear Miss Jones,
*Dear Ms. Smith,
OPEN YOUR *Dear Mrs. Ford,
COVER LETTER *Dear Mr. McConnor,
WITH A PROPER
GREETING ◼ If you don’t know the name you are addressing, write a cover letter to
whom it may concern.

◼ Some sample cover letter to whom it may concern greetings:

• Dear Sales Team Hiring Manager,
• Dear Hiring Manager,
• Dear [XYZ Company] Team,

Dr. Rasha M. Wagdy Elleithy, PhD • To Whom It May Concern

 Body
Done with the header and greeting?

Now it’s time for the meat and potatoes:

The central paragraphs of your cover letter.

How to get them right?

Depending on the purpose of your letter, applying the 7Cs, write

your letter

Dr. Rasha M. Wagdy Elleithy, PhD

 -3-
Use the Right Formal
Closing

Dr. Rasha M. Wagdy Elleithy, PhD

 Now you just need to put a formal closing at the very end.

Write “sincerely” and follow it with your full name.

Sample cover letter sign-offs:
◼ Thank you,
◼ Best regards,
◼ Kind regards,
USE THE RIGHT
◼ Sincerely, Pro Tip: It’s a good idea to repeat your basic contact information,
FORMAL ◼ With best regards.
such as your LinkedIn profile, email address and telephone

CLOSING
number below your sign-off.

The ones listed above are going to be your safest bets. Some alternative cover letter
sample salutations are:
◼ Thank you for your consideration,
◼ Regards,
◼ Sincerely yours,
◼ Yours truly,
◼ Respectfully yours.

Dr. Rasha M. Wagdy Elleithy, PhD

 LETTER STYLES
Full-Block Style

- All the elements are aligned to the left margin and there are no indented
lines.
- This is a standard block-style format that is accepted by most
businesses

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Dr. Rasha M. Wagdy Elleithy, PhD
 37
Dr. Rasha M. Wagdy Elleithy, PhD
 LETTER STYLES
Modified Block Style

- The return address, date, closing and signature start just to the right of
the center of the page or may be flush with the right margin. All body
paragraphs begin at the left margin.

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Dr. Rasha M. Wagdy Elleithy, PhD
 39
Dr. Rasha M. Wagdy Elleithy, PhD
 LETTER STYLES
Indented or Semi-Block Style

- Similar to the modified block business letter style except that the first
line of each paragraph is indented.

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Dr. Rasha M. Wagdy Elleithy, PhD
Identify the various components of this Business Letter?????? Practice

Dr. Rasha M. Wagdy Elleithy, PhD

 WHAT DID WE TAKE TODAY?
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Dr. Rasha M. Wagdy Elleithy, PhD

 WHAT ARE THE DIFFERENT TYPES OF
BUSINESS CORRESPONDENCE?

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Dr. Rasha M. Wagdy Elleithy, PhD
 • TYPES OF BUSINESS CORRESPONDENCE

- External: Ex. The Letter

• - Business letters are the most formal method of communication following specific formats. They are
• addressed to a particular person or organization.

- Internal: Ex. The Memo (Memorandum)

• - Memorandum is a document used for internal communication within an organization. Memos may be drafted by
management and addressed to other employees.

- Internal/ External:

• Ex. The Email, The Report, The Proposal

44
Dr. Rasha M. Wagdy Elleithy, PhD
 WHAT ARE THE 7Cs?

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Dr. Rasha M. Wagdy Elleithy, PhD
 YESSS…. THE 7Cs ARE:

1.Clear
2. Concise
3. Concrete
4. Correct
5.Coherent
6. Complete
7. Courteous

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Dr. Rasha M. Wagdy Elleithy, PhD
 STEPS TO WRITING AN EFFECTIVE
BUSINESS LETTER, (EX. A COVER LETTER)?

47
Dr. Rasha M. Wagdy Elleithy, PhD
 STEPS TO WRITING AN EFFECTIVE
BUSINESS LETTER
(EX. A COVER LETTER)

Dr. Rasha M. Wagdy Elleithy, PhD

 WHICH LETTER STYLE IS THIS?

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Dr. Rasha M. Wagdy Elleithy, PhD
 YESSSS… BLOCK STYLE

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Dr. Rasha M. Wagdy Elleithy, PhD
THANK YOU!
Dr. Rasha M. Wagdy Elleithy, PhD
 WHAT ARE THE DIFFERENT TYPES OF
BUSINESS CORRESPONDENCE?

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Dr. Rasha M. Wagdy Elleithy, PhD