Business Writing
At the end of this module, you should be able to:
Discuss the framework and hallmarks of an effective business communication
Enumerate the purposes of effective business communication
Familiarize the major parts of business letters
identify the different types of letters used in business communication
In this module the following topics will be discussed:
Framework of an effective communication
Hallmarks of an effective communication
Types of business communication
Purposes of an effective business communication
Major parts of an effective communication
Framework of Effective Communication
Writing Techniques
Mastery of Grammar
Accuracy and Explicitness of Expression
Variety of Vocabulary and Style
Hallmark of Effective Communication
It shows “Empathy”
o “To sell John Smith what John Smith buys. You must see John Smith through John
Smith’s eyes.”
Skill in (It furthers) Human Relation
o A person must show courtesy, tact, consideration. And a genuine respect and liking
for his co-workers
Standards of Business Communication
o Simplicity and Clarity
o Accuracy and Completeness
o Standard English
It promotes “Acceptance”
o The common aim of all business communication is to promote not only a response
but a favorable response
Psychology of Effective Business Writing
Psychology in routine letter Psychology in “problem communication”
o Ask, don’t demand o Give reasons
o Beware of accusations o Have the right attitude
o Know the company policy
Writing Skill and Job Success
The need for writing skill
The need for accuracy
The need for authoritative reference sources
Types of Business Writing
Business Related Letters
o Inquiries
o Reply
o Orders, acknowledgement and confirmation
o Dispatch, packing, transport
o Collection letters and reminders
o Complaints
o Adjustments
Official Letters
o Routine official letter
o Letters of appointment
Social Letters
o Invitation
o Letter of introduction and reference
o Letter of recommendation
Employment Related Correspondence
o Application
o Resume
o Cover letter
o Resignation
Inter-office Communication
o Memorandum
o Endorsement
o Resolution
o Routing slips
o Minutes
The Following are Reference Works
A good secretarial handbook
A reference manual for stenographers and typist
A handbook of grammar
A good dictionary
Purpose of Effective Communication
To persuade
To criticize
To entertain
To present facts
To give directions
To suggest ideas
Types of Letters
Personal—Business Letter
o A personal-business letter is a letter that is sent from an individual using their
home address to a person or business/organization.
Business Letter
o A business letter is sent from a business or organization to an individual or to
another business or organization. Business letters are usually keyed on letterhead
Major Parts of a Letter
1. Return Address-the address of the person writing the letter. Letterhead if the letter is
from a business.
2. Dateline-Complete and current date.
3. Letter Address/Inside Address-the address of the person receiving the letter.
4. Salutation-the greeting of the letter.
a. Example: Dear Sir or Madam
5. Body-the message of the letter.
6. Complimentary Close-the ending of the letter.
a. Example: Sincerely yours,
7. Keyed Name-the authors typed name.
8. Handwritten Signature-the author signs the letter after it has been printed.
9. Typist Initials-initials of the typist.
Copy Notation—key
a DS after the last
line of the letter.
Special Letter Parts
1. Typist initials are used when someone other than the author types the letter. Typed a DS
below the writer’s name, in lowercase letters, with no space or punctuation.
2. Enclosure notation is used when additional items are included in the envelope with the letter.
3. Attachment notation is used when additional items are clipped, stapled, etc… to the letter.
4. Copy notation is used when a copy of the letter is sent to someone in addition to the
addressee/letter address.
5. P.S. (postscript) if the writer unintentionally forgotten to mention in the body.
Block Style Letter w/Special Parts
Typist Initial
Typed a double space
below the author’s
keyed name.
Enclosure Notation
Typed a double space below
the typist initials.
Copy Notation
Typed a double space below
the enclosure notation.
Notes to Remember!
A personal business letter is correspondence sent from an individual using their home
address to a person or organization.
A business letter is correspondence sent from a business to another business or to an
individual. Because letterhead stationery is used, the return address is not keyed.
The top margin is usually 2“, side and bottom margins are typically 1".
Block format is one style of writing for personal-business and business letters in which all
parts of the letter begin at the left margin.
Typist initials are the initials of the typist and are used when someone other than the
writer prepares the letter. Lowercase letters are used, with no space, and with no
punctuation, appearing a double space below the signature.
Enclosure/Attachment and Copy notations appear a double space below the typist initials.
Parts of a Business Letter
Heading (Letter Head)
The name, address, and telephone number of the company.
These identifying items, and often such additional data as the names of the company’s
top executive, its slogan etc.
Helps to projects company’s image
Dateline
Date when the letter was written
o Business: February 23, 2010
o Military: 23 February 2010 or 23 Feb. 201
Inside address
To direct the letter to a specific individual, company, department, or whatever and to
greet the reader.
Salutation
A greeting for the reader
Subject line
If the writer wishes to give the reader advance notice of what the letter is all about, he
can do so in a displayed subject
Body
Writers make every effort to get his thoughts across to the reader effectively
Complimentary Close
This part of the letter has come in an end.
Tone may vary.
Other Parts
Enclosure notation- confirmation for all the enclosed items are intact
Cc (carbon copy) notation- when writer wishes to send copies for more than one person
Bcc (blind carbon copy) notation- never appears in the original copy
Registered mail or certified mail- a note indicating special service should appear on all
copies of the letter.
P.S. (postscript) if the writer unintentionally forgotten to mention in the body
