Business Letter; The 8c’s

of a Business Letter;
Business
 What is a Business letter?

 Business letters are formal paper .

 Tool in communicating between, to or from businesses.

 In order to communicate effectively to or clients we should have

a good letter to get their attention.

2
 Importance of 8c’s in business letter

 Serves as a guide in making documents .

 Good business letter means effective communication with

prospect clients which also means good relationship and high
possibility of success in negotiation.

3
 Clarity

 This means to demonstrate clearness of ideas using common,

short and familiar words for audience understandability.

4
Example
This antiquated computer has to be replaced.

This old computer has to be replaced.

5
Conciseness

 Completeness of idea using the fewest number of

words.

6
Example

He criticized everyone he came in contact with.

He criticized everyone he met.

7
Concreteness

 means the message should be clear and

no room for misinterpretation is left.
 uses short specific, vivid, and familiar
words.

8
Example

Anna got majority of votes in the election for

classroom president.

75% of the class voted for Anna.

9
Consideration

 As the sender you have to put your shoe

on the receivers feeling.
 It should stress ideas which suggest benefit
for the reader.
Example

Please send us your payment immediately.

Kindly send us your payment as soon as

possible.

11
Character
 The quality that distinguishes you from others
of the same kind
 Show your own style and uniqueness in writing.
 Express your self in a language reader could
relate such as everyday words and phrases.

12
Example

Hoping this meets your approval.

I hope you approve.

13
Courtesy
 This means the use of formal polite expressions to show
respect .

 Observe basic courtesy.

 Avoid statements that will cause irritation, bad temper and

suspicion.

 Try to seek expressions showing your willingness to help.

14
Example

We are surprised at your criticism about our

product.

We are pleased that you called our attention

about our product.

15
Cheerfulness

 Use of positive expressions that signal

lively character in life.

16
Example

We have wasted so much money to send you a

letter of notice.

This is a friendly reminder.

17
Correctness

 Accuracy of facts, figures, spelling,

grammar, format and etc.

18
Example

19
Business Letter Format

20
 Block Style
 Block Format is the most official of the
three formats and it is completely aligned
towards the left margin.

 It ensures a neat, hassle free appearance.

 The paragraphs are double line spaced..

21
 Modified Block style
 Modified block style are less formal than full block
style letters. If you are corresponding with someone
you already have a good working relationship with,
the modified block style letter is a good one to use.
 There may be a five space indention in each of the
paragraph and centered subject line. However,
experts vary in their opinion about indention. It is
preferred to indent the paragraphs to the left margin
only.
 It has a single or double line spacing between
paragraphs.
22
 Semi Block Style
 The letters can be intended or not according to
writers will and wish. There is nothing hard and
fast about it. It has a more casual layout.
 The paragraphs are intended with 5 spaces.
Paragraph may be spaced with a double line or
single line or a single line.
 Dateline, closure and signatory are right or
cantered as the writer wishes.

23
Final Word
Note: Only the block and modified block styles should be used
for writing official, business communication and semi block
should be reserved for the personal letter.

24
ANY QUESTIONS?

25