Business Communication

WHAT IS BUSINESS COMMUNICATION?

• The sharing of information between people
within an enterprise that is performed for the
commercial benefit of the organization. In
addition, business communication can also refer
to how a company shares information to
promote its product or services to potential
consumers.
WHAT IS THE ROLE OF ENGLISH LANGUAGE
IN BUSINESS?

• English as the world’s lingua franca or universal

language has won its role as a dynamic language in
trade, industry, governance and culture.

• English is way of communication within the

corporate world.
Business Writing
•Request Information
•Place Orders
•Register Complaints
•Apply Jobs
• It follows its own special format.
THESE ARE THE THINGS WE NEED TO
CONSIDER IN WRITING A BUSINESS LETTER
• CONCISENESS
• Concise writing avoids word clutter and get directly to
the point saving the reader time and enlivening the
message.
I want to take this opportunity
But instead
Thank you
• INFORMALITY
• Informal language is everyday language. Friendly
and relaxed, it has the air of face- to face
conversation between writer and reader. To achieve
it, used simple words and sentence structures;
personal pronouns like I, me and you are
appropriate.
• Courtesy
• Focus on the reader’s concerns and values while avoiding
expressions of sarcasm, anger, or disappointment.

Courteous: I want you to send me… I need a copy

of…
Negative: I take the position that…
Parts of Business Letter
•Heading
•Inside Address
•Salutation
•Body
•Complimentary Close
•Signature
•Enclosure Notation
Types of Letter
Letters of Inquiry
•Written to request information
• Vacation spot

• Business application

• Research paper
How to make an inquiry letter
• Identify yourself
• Keep your questions to a minimum, make question clear, and
word them so they can be answered briefly
• If you have three or more questions, set them up in a
numbered list
• If your using the information for a research paper and its
appropriate to do so, offer to supply a copy of your paper.
Acknowledge the source of information when you write the
paper.
• Close by expressing appreciation for any help the reader can
give.
Examples
of an
Inquiry
Letter
Order Letters
• Identify the merchandise by name, model or catalog number,
size, weight, color, finish, or whatever is needed.

• To order a single item, write the letter in paragraph form.

Otherwise set up a numbered list.

• Specify how many item of each sort you want, the cost of a
single item, and the total cost of the order.
• Indicate when you wish to pay and how: by check, money
order, or credit card. If you are enclosing payment, say so.

• If you’re ordering a gift to be shipped to someone at another

address, be sure to include that address in the body of your
letter.
Example of an Order Letter
Claim Letters
• A letter of claim (sometimes known as a letter before action)
is a letter asserting wrongdoing of some kind by the
recipient.

• Letters of claim are also often used to notify someone of

incomplete or unsatisfactory work on a specific project.

• A claim letter is a persuasive letter sent by a customer to

business or agency to identify a problem with a product or
service and can also be referred to as a letter of complaint.
• A claim letter points out the problem and asks that it
be corrected.

• When writing a claim letter, do not let anger make

you discourteous.

Be reminded that you are writing such letter to

settle the problem and not oppose or counteract the
reader.
Guidelines in making a claim letter that will be help you get a
quick and favorable response :
1. Your letter should reach
to someone who could help
you about your claim.
Therefore, it must be
addressed to the right
person who is in charge of
your claims. If it involves
large companies and you
don’t have an idea of the
name of the department
handling your claim,
address your letter to
“Customer Adjustments
Department” or “Claims
Department”. For small
companies, address your
letter to the sales
department.
2. When writing the
body of the letter, start
it by identifying the
problem precisely. State
what happened and
when. Include the
details such as giving
the size, colors, model
numbers, order
numbers, prices and all
other things the reader
needs to investigate and
make adjustments.
3. The settlement of
the claim will be
speedy if you will
mention that you are
suffering serious
inconvenience.

4. You clearly state

the adjustment you
want
5. Support your position
with evidences or
arguments, positioned at
whatever point in the letter
seems most appropriate.

6. End your letter politely

by expressing hope for a
speedy settlement or by
offering more information
needed to reach that
settlement.
Memorandum

•are specially formatted written

communications within your business
•typically make announcements, discuss
procedures, report on company
activities, and disseminate employee
information.
Parts of a Memorandum
• Letterhead – contains among other things the name of the
organization, its addresses and specific division from agency.
• Body – contains the message.
• Heading – consist of TO, FROM. SUBJECT and DATE LINES
• To Line – contains the recipient/s who may be an individual, several
individual or a group.
• Subject Line- subject matter or message
• Date Line – contains the date when the memorandum was written
• From Line – contains the name of the writer and his/her professional title.
Summary:
Business Writing
•Business Letters
• Request information
• Place orders
• Register complaints
• Apply for jobs
• Recipient of the letter
Language
• Conciseness
• Informality
• Courtesy
Parts of Business Letter
• Heading
• Inside Address
• Salutation
• Body
• Complimentary close
• Signature
• Enclosure Notation
Types of Letter
•Letter of Inquiry
•Order Letters
•Claim Letters
•Memorandum
The End.