BUSINESS

ss

CORRESPONDENCE

Week 4
 BUSINESS
ss

CORRESPONDENCE

Week 4
 Overview

Characteristics of Effective Business

Correspondence

BUSINESS
Things That Makes the Letter Fail
CORRESPONDENCE

Things That Makes the Letter Good

Week 4
 Characteristics of Effective Business Letters

 Formality should be maintained.

 Business letters written by simple language.
 Forms an impression of the writer and his organization.

1. Well-Organize – Business correspondence that delivers a specific information

and purpose.
2. Clear/Concise – Provides relevant and clear information to the receiver.
3. Well-Structed – Having a good and solid structure in business correspondence
4. Error-Free – Containing no mistakes in your business correspondence.

Week 4
 How to Start the Business Letters

 Using standard typeface and size.

1. Write a Salutation
2. Explain your Reason for writing
 Use a Professional Tone.
 Let your relationship with the Recipient
Dictate Formality.
 Use Personal Pronouns.
 Research your Recipient’s Name
 Confirm and Check Spelling

How to End the Business Letters

1. Call to Action – This is to remind the reader of what you need

2. Include Contact Information – To tell the reader how and where she can send
information/updates to you.
3. Sign Off Professionally – Use of Complimentary Close Week 4
 Things That Makes the Letter Fail

1. Typos, Poor Punctuation and Grammatical Errors – Avoid careless

mistakes at all costs
2. Management speak and buzz words – Create jargon-free documents that are
useful and speak directly to your reader
3. Forgetting the reader – Plan and structure your document based on what the
client needs
4. Long words and elaborate phrases – Clear and concise content gets a
message across
5. Complex sentences – Write clear and straight forward sentences and avoid
unnecessary punctuation

Week 4
 Things That Makes the Letter Fail

6. Poor planning – Decide what information is essential, what information is

desirable and what information is not necessary
7. Failing to make an impression – A strong introduction will grab the reader’s
attention
8. Too much text – Results insufficient line spacing can prevent a reader from
reading content
9. Abbreviations – Certain abbreviations and acronyms may be acceptable and
common knowledge within an organization.
10. Being vague – Vague statements lack impact and are open to misinterpretation

Week 4
 Things That Makes the Letter Good

1. Know your audience – Know the background of your audience/receiver.

2. Know your message – the purpose or goal of your message
3. Think like a reporter – Make sure your document includes the answers to the
Five W’s and an H.
4. Banish buzzwords and clichés – Avoid using fashionable terms and words that
are overused.
5. Junk the Jargon – avoid using special terms or idiomatic expressions.

Week 4
 Things That Makes the Letter Good

6. Keep it tight – Make your business correspondence short and simple to catch
readers attention.
7. Make it plain and simple – Make it easy for your receiver the see the key
information of your document.
8. Leave the symbols and abbreviations on your phone – Use full words and
avoid using shorthand.
9. Get active – Active voice will make your correspondence be concise and clear.
10. Proofread – To look over a piece of writing for errors, watching out for spelling
mistakes and grammar problems

Week 4
 BUSINESS CORRESPONDENCE

Week 4
 INTRODUCTION TO MEDICAL OFFICE PROCEDURES

Week 4