Business Letter Flashcards
is also one of the essential products of technical writing. They are called business letters because they are used for business purposes and they are aimed to serve three purposes: to sell, to buy, and to promote good business relationship (Menoy, 2007).
BUSINESS COMMUNICATION
Types of Business Writing
- Instructional Business Writing
- Informational Business Writing
- Persuasive Business Writing
- Transactional Business Writing
“how”
➤ Is more directional and its purpose is to guide the reader through various steps to finish a task.
Examples: user manual; memos
- Instructional Business Writing
“what”
➤ Is all about keeping track of business information accurately and consistently. It often includes documents that are key to the core of a business’ tracking of growth, plans, and legal issues.
Examples: financial reports; minutes of the meetings
- Informational Business Writing
“to convince the reader”
➤ Aims to influence a reader’s decision by conveying vital information to guide them to take a certain action.
Examples: proposals, press releases, sales emails, etc.
- Persuasive Business Writing
➤ This kind of writing mostly includes day-to-day workplace communication.
Examples: emails, official office letters, invoices, or forms
- Transactional Business Writing
Principles of Good Business Writing
- Clarity of Purpose
- Clarity of Thought
- Convey accurate and relevant information
- Avoid Jargon
- Read and revise
- Practice is the key
- Correct Grammar and Sentence Structure
should Know the message of the reader
- Clarity of Purpose
clear of thinking
- Clarity of Thought
what is the value of information
- Convey accurate and relevant information
If we write, we need to revise
- Read and revise
When you practice it makes you better, good reader
- Practice is the key
properly write business letter
- Correct Grammar and Sentence Structure
Unlike a social or a friendly letter (whose parts are limited to heading, salutation, body of the letter, complimentary close, and signature) a business letter is composed of the basic and the miscellaneous elements.
Elements of a Business Letter
Elements of a Business Letter
Basic Parts
- Heading
- Inside Address
- Salutation
- Body of the Letter
- Complimentary Close
- Signature Line
It consists of the sender’s address and the dateline (month, day, and year).
- Heading
It consists of the name of the addressee, his designation, his company and its business address.
- Inside Address
It serves as the welcome part of the letter.
- Salutation
It gives the details of the communication and consists of the introduction (purpose), the body (discussion), and the conclusion (token of appreciation/building of goodwill).
- Body of the Letter
It serves as the farewell part of the letter.
- Complimentary Close
It consists of the name of the signatory (sender) and his designation.
- Signature Line
These parts are optional and therefore may be absent in the letter.
Miscellaneous Parts
Miscellaneous Parts
- Reference Line or Subject Line
- Enclosure Notation
- Carbon Copy Notation
It indicates the sequential number of the letter which is used for reference/filing purposes.
- Reference Line or Subject Line
It refers to the item or items placed inside the envelope, other than the letter.
- Enclosure Notation
It refers to the persons going to receive the letter other than the addressee
- Carbon Copy Notation
STYLES OF A BUSINESS LETTER
- Full-Blocked Style
- Semi-Blocked Style
- Modified-Blocked Style
Everything under the letterhead is aligned along the left margin.
- Full-Blocked Style
This is exactly the same as the full-blocked except that the first line of each paragraph is indented.
- Semi-Blocked Style
Certain parts of the letter such as the dateline, the complimentary close, the signature are aligned to the right to help balance the other parts of the letter which have a left-hand alignment.
- Modified-Blocked Style
