What is a business letter?

A business letter is a private written

communication designed to accomplish a
certain purpose; such purpose may either be
to inform, (to say something important) or
to influence (to get a response; to get the
reader to act favorably) or both.
 THE CHARACTERISTICS OF AN EFFECTIVE
BUSINESS-LETTER WRITER

1. Have a wide understanding of human

behavior. Know the likes and dislikes of the
person with whom you deal with.

2. Have a keen imagination; be

creative. Show your ability to
present a clear and accurate picture
of the thing you want the other party
to accept.
3. Have a good command of the English
language. You should always be sure that you are
correct in usage and form.

4. Have a good sense of humor. Have the ability

to manage yourself intelligently and confidently
in times of difficulties.

5. Have a good judgment. Base your decisions

on what you think about the object instead of
how you feel about it. View things objectively.
  THE EIGHT (8) C’S OF THE
BUSINESS LETTER
1. CLARITY
The business letter must be clear, straightforward
or direct to the point.

•USE WORDS THAT THE READERS UNDERSTAND (SHORT,

FAMILIAR WORDS).
Examples: 1. The machine has a tendency to
develop excessive and unpleasant audio symptoms
when operating at elevated temperature.

This machine tends to get noisy when it runs

hot.
 2. CONCISENESS

This means completeness of idea with the use of the

fewest number of words possible.

Examples: 1. He criticized everyone he came in

contact with.

He criticized everyone he met.

3. CONCRETENESS

This is the use of short, familiar, vivid, specific

words that appeal to the senses.
 
4. CONSIDERATION

This means taking the “you-approach.” Your

letter should stress ideas which suggest benefits
to the reader rather than the sender.
5. COURTESY

This means the use of polite expressions to show

respect. You must observe all rules of basic
courtesy, avoid statements that indicate irritation,
bad temper and suspicion, and strive for
expressions that show a willingness to help or to
understand.

Sincere consideration for others.

6. CHEERFULNESS

This is the use of positive expressions that signal

lively dispositions in life.
7. CORRECTNESS

This means accuracy of facts, figures, spelling,

grammar, format, etc.
8. CHARACTER

This means your individuality. As a writer, show

your own style or uniqueness in writing. Express
yourself in the language you would use when
conversing with the reader; using fresh expressions
and everyday words and phrases.