English_ Business Letter Hand-out

Handout #1: BUSINESS CORRESPONDENCE What is a business letter? A business letter is a message in writing addressed to someone for a specific business purpose. Successful business letters have these characteristics in common: 1. 2. 3. 4. 5.

a definite purpose consideration for the reader natural style correct usage and form attractive appearance

Determining Your Purpose Write a letter only when you have a definite purpose and when you can clearly identify the response you want or expect to receive. Considering Your Reader Be sensitive to the feelings of your reader. When you visualize your reader, remember that different groups of people have different backgrounds and special interests. For example: 1. In upward communications (to your superior), tact is important. Support factual communications with detail (but not to the degree that the boss becomes impatient), curb personal opinion, and give only conclusions unless you are requested to include recommendations. 2. In downward communication (to your subordinate), diplomacy is important. Clarify in your mind what you want to accomplish before you give instructions to the subordinate; otherwise, you might give confused or vague instructions. Be sure you apply all the information he needs, clearly explain points which could be confusing, and explain the reason(s) for giving the order. In addition, point out, if you can, how your order benefits those it affects. 3. To a colleague, emphasize presenting and interpreting facts. 4. Do not talk down to your reader. Do not insult him by telling him what he already knows.

5. A businessman dislikes obvious flattery about himself in a request he receives. Do not include such offensive buttering up. 6. If you write to a stranger for information, you must tell him how you intend to use it, particularly if the information is confidential or tends to be confidential. 7. An older person is especially interested in security, while a young person looks more toward the future. 8. A woman is sometimes more sensitive to tone (cutting words, negative words, and curtness) than a man. A BL has consideration for the reader: Note the difference in the points of view in these examples Writer’s Point of View

Reader’s Point of View

The new Astoria Hotel is one of the best hotels in the Mandaluyong area. We are proud of its well-appointed rooms, excellent facilities, efficient staff and reasonable rates.

You are invited to spend a night or two at the New Astoria Hotel at a 25% discount. We want you to see for yourself what makes it one of the best hotels in the Mandaluyong area—wellappointed rooms, excellent facilities, an efficient staff, and reasonable rates.

I need this information for a paper I am writing

Your sales record so outstrips those of your competitors that I feel my paper would be incomplete if I don’t refer to it.

We like people to write and ask Thank you for asking us about about our service. our service. This manual can help readers choose better of career options It is suggested that this office be notified….. Reference is made to your communication of….

This manual can help you choose better career options. We suggest that you notify us… … We refer to your letter of…..

It is the belief of the undersigned…..

I believe…..

Which of the samples given are one-sided? Which benefit the readers? if you prefer the second column, then you are on the right track. Adopting a Natural Style • •

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Clarity – the quality of being unambiguous and easily understood. Precision – precision and clarity are often interdependent. You achieve clarity when you communicate your meaning to the reader. You achieve preciseness when you want to say and how you say it correspond to each other exactly. Example: if you mean fax machine, do not use device, mechanism, apparatus, etc. Conciseness and Directness – avoid to be wordy. Put your message across in the fewest possible words without sacrificing completeness. Examples: Wordy Enclosed herewith Attached hereto Placed an order for Letter with regard to Check in the amount of We wish to state that

• •

Concise enclosed attached ordered letter about check for (omit)

Unity – the letter should deal preferably with only one subject; otherwise, the emphasis is divided, and most likely, dissipated. Courtesy – sincere consideration for others. Discourtesy in letters results from carelessness, insensitivity to the feelings of others, curtness of impatience, inexperience and anger. Some words or phrases that can provoke a reader are: You claim You neglected to include You are mistaken We were surprised to receive your letter

We cannot understand why you Your complaint We cannot grant your request A considerate writer frequently uses such terms of courtesy as those given below: Thank you for your check Many thanks for your order of September 24 We appreciate your prompt reply We are sorry you have not yet received your set of knives We sincerely regret the inconvenience Do accept our apologies EXERCISE: Improve the following sentences below by eliminating wasted words, as if they are to be used in a business letter. Write your answers on a whole sheet of yellow paper, to be submitted next meeting. No cheating please….. 1. This is to introduce myself as the chief accountant of XYZ Company. 2. I am a BSBA graduate and a certified public accountant. 3. Your check in the amount of Php500,000.00 has just come in, and we thank you for it. 4. In view of the fact that this is the slack season, many of the casual workers presently employed by us will have to be terminated. 5. We will hold your order until such time as we get your check. 6. We have read your letter and would like to inform you that we have sent you a brochure under separate cover. 7. The secretary went over her transcript and found three spelling errors. 8. If the occasion should arise, please do not hesitate to get in touch with us if we can be of assistance in similar circumstances. 9. I have the main task of reviewing the operations of our affiliates with the objectives of determining whether the approved company policies are complied with, are properly accounted for, and any cost affective improvement can be made. 10.In order that labor cost can be minimized, there is a need to review the organizational chart and the salary structure of the X Company. In the course of the review, there may be some departments with excess laborers or with some overpaid

employees. Something then has to be done to remedy this situation.