Business Letters Flashcards
vital part of office work
business letters
normally takes place between employees and employers
business letters
also known as office correspondence
business letters
written to communicate with clients and customers professionally
business letters
formal type of written communication used by professionals
business letters
specific, concise; straight to the point; clear and simple
business letters
what elements should be considered when writing a business letter?
time, objectivity, and correctness
three standard formats used when writing business letters?
block, indented, modified block
focuses on the professional relationship between the applicant and the sender and the positive points that may convince the receiver to consider the application
recommendation letter
also known as a letter of receipt
acknowledgement letter
written to express acceptance or receipt of a prior correspondence; the sender usually lets the receiver know if an action regarding his/her request, complaint, or inquiry has taken place
acknowledgement letter
ask specific question or elicit information; the sender should be specific with his /her question and identify exactly the kind of information needed
inquiry letter
written to ask for a particular information, permission, favor, or service; be polite and straightforward
request letter
written to express a problem, discontent, or protest; tend to have a strong content
complaint letter
express ideas and feelings in a formal tone; rude or harsh language should never be used regardless of the nature of the complaint
complaint letter
written as an expression of regret and intention to make amends for a mistake or infraction committed
apology letter
sender should explain the reason/s behind the mistake and provide a specific way to resolve the situation
apology letter
written by an employee who wishes to formally leave his/her job position
resignation letter
includes the employee’s reason/s for leaving and future career plans
resignation letter
sender may also express appreciation for the work experience and career opportunities provided; should also indicate the exact date the resignation will be effective
resignation letter
9 qualities of a Business Letter
- clarity
- concreteness
- correctness
- conciseness
- character
- consideration
- cheerfulness
- courtesy
- consistency
omit complicated words and jargon
clarity
make mental pictures
concreteness
be accurate in grammar
correctness
ensure that the message is simple and brief
conciseness
be unique
character
put readers’ needs first
consideration
say it positively
cheerfulness
be polite in words/expression
courtesy
focus on your own area of concern
consistency
IBC format
introduction-body-conclusion
must state clearly what the letter is about; should indicate why the writer is writing it
introduction
each paragraph is about a separate topic, or aspect of the main topic, and leads logically on to the next
body
highlight the purpose of the letter and/or spell out what action you would like the email to lead to; leave the reader feeling positive towards the writer
conclusion
how to get the tone right in business letters?
- avoid jargon
- use shorter sentences
- don’t let your own feelings get the better of you
- don’t try to be too clever.
- be clear and to the point, but don’t be too blunt
composition of original material fixed in a tangible medium (books, journals, software applications, computer programs video or audio recordings, illustrations, digital files, e-mail messages, and website pages)
copyrightable material
display of words or symbolscommunicated in text, illustrations, or sounds that identifies and distinguishes the goods and services of a manufacturer or supplier, such as the name or logo of a company
trademark
design, formula, list, method, pattern, or process that offers a competitive advantage over parties who don’t have the same information, such as a special recipe
trade secret
new and unique design, device, method, or process that is subject to patent protection
invention
tangible items created during research related to copyrightable materials, trademarks, trade secrets, and inventions, such as databases, diagrams, drawings, notes, prototypes, samples, and associated equipment and supplies
tangible research property
