Lesson 6A - 6B Flashcards
an umbrella term for all written communications used in business relattonships with business partners or for internal communication in the organization
Business Correspondence
a formal document, with, a set structure and has a very defined format
Business Letter
Importance of a Business Correspondence
- Maintaining a Proper Relationship
- Serves as an Evidence
- Create & Maintain Goodwill
- Formal Communication
- It helps in the expansion of Business
It makes communication within the organization clearer and more precise
Maintaining a Proper Relationship
It helps in maintaining the _________ between the parties
proper relationships
A business correspondence helps that person in a business to keep a record of all the facts
Serves as an Evidence
Any __________ serves as an evidence
written form of communication
Any letter to enquire, complaint, suggestion or feedbacks helps a company to grow and
maintain goodwill
Create & Maintain Goodwill
It helps in removing ambiguity and the doubts of the person involved in the business
Formal Communication
The language used in formal communication is _________
formal and logical
It helps in removing _________ of the person involved in the business
ambiguity and the doubts
Any information regarding some resources or any product of market can be easily done.
It helps in the expansion of Business
refers to the quality of language used and the presentation of the business correspondence or business letter
Inner Quality
Essential Qualities of Good Business Letter
Clear
Simple
Concise
Concrete
Accurate
Coherent
Complete
Relevant
Courteous
Neatness
It helps the receiver to understand the message immediately, easily, and clearly
Clear
It helps the receiver to understand the message immediately, easily, and clearly. Any ________.
ambiguity will lead to misinterpretartion of the message stated
One must not write a business letter in difficult and fancy words.
Simple
One _________ a business letter in ____________.
must not write
difficult and fancy words
The message written in the letter must be __________.
concise and to the point
By using ________, a reader will have a ___________.
concrete language
clear picture of the message
generally means no error in grammar, spelling, punctuating, etc.
Accuracy
_________ should be targeted for communication.
Correct personnel
The message must be in a logical way for the clear understanding of the message.
Coherent
The language used in the business letter must be coherent. The message must be in ______________. The __________ must be __________.
a logical way for the clear understanding of the message
flow of the message
consistent
It helps the readers to know about the issues and the solution to be taken.
Complete
One must also keep in mind that the message should be ___________.
concise along with the complete details
It does not mean that one must use slang and abusive words.
Courteous
A writer must always be ____________ in his letter.
open, friendly, and honest wording
Proper spacing, indention, and use of paragragh should be used.
Neatness
A business letter must be neatly typed or handwritten. _____________ should be used.
Proper spacing, indention, and use of paragragh
A business letter is more formal than a personal letter. It should have a margin of _______________. It is always written on _____________.
at least one inch on all four edges
8 1/2”x11” (or metric equivalent) unlined stationery
6 Basic Parts of a Business Letter
- The Heading
- The Inside Address
- The Salutation
- The Body
- The Complimentary Close
- The Signature Line
contains the return address
Heading
the address you are sending your letter to
Inside Address
helps the recipient route the letter properly and can help should the envelope be damaged and the address become unreadable
Inside Address
It normally begins with the word “Dear” and always includes the person’s last name.
Salutation
The greeting in a business letter always ends in a _______.
colon
the meat of your letter
Body
This short, polite closing ends with a comma.
Complimentary Close
3 Main Styles of Business Letters
● Block
● Modified Block
● Semi-Block
in this format, the entire letter is justified to the left and single spaced except for a double space between paragraphs
Block
body of the letter and the sender’s and recipient’s addresses are left justified and
single spaced in this format, however, the date and closing are tabbed to the center point
Modified Block
each paragraph is indented instead of left justified
Semi-Block
Types of Business Letters
- Acknowledgment Letters
- Complaint Letters
- Inquiry Letters
- Order Letters
- Response Letters
- Congratulatory Letters
- Bad News Letters
- Letters of Request
- Memos
- Executive Summary
- Recommendation Letters
It usually entails a short detail of the day something arrived and a note of thanks
Acknowledgment Letters
Acknowledgment Letters are a a _________, meant to ______________, or to ________________.
professional courtesy
acknowledge the receipt of something
acknowledge a fact or an error
generally descriptive with a formal tone that should express displeasure, but the tone should not be overtly angry
Complaint Letters
these are letters of request for something or a response to a request sent by someone
Inquiry Letters
these letters are used to order or buy material
Order Letters or Purchase Orders
they generally list the fulfilling of a request or detail steps taken to fulfill a request made by someone
Response Letters
these letters are a goodwill-building exercise and are written to build or strengthen any business relationship
Congratulatory Letters
these letters, such as dismissal and rejection letters, need to be handled carefully
Bad News Letters
these are letters sent to a company or professional seeking help
Letter of Request
