Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
What is CORRESPON
DENCE?Identify some of the synonyms of the word “correspondence” by guessing the word formed out of the following set of pictures.
Follow the guidelines of the Android games “Fun Ways to Think” and “4Pics 1word”
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
_ _ _ _ _M L O P T IN U E A R G
E-m a i l
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
_ _ _ _ _ _ _ _M T S H A EN E R S S G
M E S S A G E S
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
_ _ _ _ _ _ _ _ _ _ _ _ _C E M I U C IN O O M T N A
C O MMU N I C A T I O N
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
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T N E U E RT R M L N A
L E T T E R
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
_ _ _ _V P I U G YO A T S N I
P O S T
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
E-mailMessagesCommunicationLettersPost
CORRESPONDENCE
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
BASIC PRINCIPLES IN BUSINESS
CORRESPONDENCE
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
The STYLE in Business Correspondence
FORMAT
GRAMMAR
STYLISTICS
WORD USAGE
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Format
A letter writer should remember that appearance creates the first impression.
careful planning of a letter format contributes much to improved communication.
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Three generally accepted formats of a business letter
FULL BLOCK BLOCK
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
1.2.3.4.5.6.7.8.
Letterhead
Date Line
Inside Address
SalutationBody of the
LetterComplimentary Close
Signature Line
Notations
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Letterhead
found at the uppermost part of the letter.
found ONLY at the first page of a letter consisting of several pages.
1.
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Letterhead
Republic of the Philippines
UNIVERSITY OF NORTHERN PHILIPPINES
College of Business Administration and Accountancy
Heritage City of Vigan
1.Example:
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
LetterheadElements of a Letterhead:
1. Logo
2. Full, legal NAME of the company, corporation, institution, or association
3. Full-stressed address
4. (optional) city, state, and ZIP code; area code and telephone numbers
1.
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
1.2.3.4.5.6.7.8.
Letterhead
Date Line
Inside Address
SalutationBody of the
LetterComplimentary Close
Signature Line
Notations
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Date Line2.typed two or four spaces below the
letterhead.
2 standard ways of writing the date:AMERICAN WAY (September 2, 2014)BRITISH WAY ( 2 September 2014)
**do not abbreviate the name of the month!
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Date Line2.Example:
Republic of the Philippines
UNIVERSITY OF NORTHERN PHILIPPINES
College of Business Administration and Accountancy
Heritage City of Vigan
September 2, 2014
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
1.2.3.4.5.6.7.8.
Letterhead
Date Line
Inside Address
SalutationBody of the
LetterComplimentary Close
Signature Line
Notations
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Inside Address3.typed four to eight spaces below the
date line.
DR. GILBERT R. ARCE
President
University of Northern Philippines
Tamag, Vigan City
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Inside Address3.1.Address an individual the
way he usually signs his name.
2.Avoid abbreviating Christian names, corporations, company, and official positions or ranks (Sergeant, Treasurer, Secretary, Sales Manager, Director, etc.)
3.You may abbreviate titles like Honorable, Reverend, Professor.
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Inside Address3.4. Include the article “The”
before the company name, if it is naturally a part of the name, like – “The Dean’s Café” or “The Rabbi”
5. Use the titles BEFORE full names, not before last name.
Professor Mariano F. Avila Honorable Lovely Ann Joy
C. Lazo
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
1.2.3.4.5.6.7.8.
Letterhead
Date Line
Inside Address
SalutationBody of the
LetterComplimentary Close
Signature Line
Notations
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Salutation4.written on the left margin
the degree of formality of the letter tells you which greeting to use
MOST FORMAL: Sir or MadamMORE Formal: Dear Sir or Dear
MadamInformal: My dear John, Dear Jean,
etc.
followed by a colon ( : )
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Salutation4.Gentlemen – salutation for company,
club, committee, and other organizations composed of MALES or BOTH males and females.
Ladies – exclusively for FEMALES
If there’s a particular person whom you want to read the letter addressed to a company, this person’s name may be written in the ATTENTION LINE
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Example: Attention Line
CBAA BIZNEWSCollege of Business Administration and AccountancyUniversity of Northern PhilippinesHeritage City of Vigan
Gentlemen: Miss Novie Ada B. Urbis
CBAA BIZNEWSCollege of Business Administration and AccountancyUniversity of Northern PhilippinesHeritage City of ViganAttention: Miss Novie Ada B. Urbis
Gentlemen:
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Salutation4.Another secondary part of a letter found
in the are of salutation is the SUBJECT LINE placed two spaces below the Salutation/Greeting.
SUBJECT LINE – states the purpose or topic of the letter in a short sentence.
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Example: Subject Line
CBAA BIZNEWSCollege of Business Administration and AccountancyUniversity of Northern PhilippinesHeritage City of ViganAttention: Miss Novie Ada B. Urbis
Gentlemen:
Subject: The delivery of college publication magazines. The delivery CBAA Biznews magazines will be
delayed due to machine malfunction.
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
1.2.3.4.5.6.7.8.
Letterhead
Date Line
Inside Address
SalutationBody of the
LetterComplimentary Close
Signature Line
Notations
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Body of the Letter5.The part where the writer will convey all
the messages he wants to tell the reader.
Apply the 5Cs of an effective business letter.1. Clarity
2. Completeness3. Conciseness
4. Consistency5. Courtesy
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
A. CLARITY1. RIGHT WORDS2. CLEAR AND ACCURATE
SENTENCES3. AVOID GRAMMATICAL
ERRORS4. OBSERVE UNITY, COHERENCE AND EMPHASIS
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
B. COMPLETENESS1. COMPLETE DATA/EXPLANATIONS2. ATTACH NECESSARY ENCLOSURES
C. CONCISENESS1. USE SHORT AND SIMPLE WORDS2. AVOID HACKNEYED AND TRITE EXPRESSIONS
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
D. CONSISTENCY1. CONSISTENT IN THE FORM AND
STYLE OF PRESENTING THE MESSAGE TO THE READER
2. CONSISTENT IN OBSERVING NEATNESS AND ATTRACTIVENESS OF THE LETTER
E. COURTESY1. POLITE/COURTEOUS IN WORDS2. POSITIVE TONE
3. EMPHASIZE THE “YOU-ATTITUDE”
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
1.2.3.4.5.6.7.8.
Letterhead
Date Line
Inside Address
SalutationBody of the
LetterComplimentary Close
Signature Line
Notations
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Complimentary Close6.Very respectfully yours,Respectfully yours,Very truly yours,Truly yours,Sincerely yours,Cordially yours,Best wishes,Kindest regards,
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
1.2.3.4.5.6.7.8.
Letterhead
Date Line
Inside Address
SalutationBody of the
LetterComplimentary Close
Signature Line
Notations
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Signature Line7.2 signatures are needed:
PRINTED and PENNED
Respectfully yours,
Juan de la CruzJUAN DE LA CRUZ
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
1.2.3.4.5.6.7.8.
Letterhead
Date Line
Inside Address
SalutationBody of the
LetterComplimentary Close
Signature Line
Notations
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Notations8.1
• Identification Initials
2• Enclosure
3• Carbon Copy
4• Blind Copy
5• Postscript
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Notations8.1
• Identification Initials
These are initials of the writer or dictator and the typist or transcriber.
A colon or slash mark is used to separate the two kinds of initials.
Respectfully yours,
Juan de la CruzJUAN DE LA CRUZ
JCDA/CEA
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Notations8.2
• Enclosure
Important document or papers attached to the letter.
The enclosure of these documents are made known to the reader by the explicit statement in the body of the letter.
Respectfully yours,
Juan de la CruzJUAN DE LA CRUZ
JCDA/CEA
Enc.
Resume
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Notations8.3
• Carbon Copy
Let the reader know that a copy of the letter is sent to another person whose name is mentioned in the address
symbol: CC
Respectfully yours,
Juan de la CruzJUAN DE LA CRUZManager, Vigan Printing Press
CC. Miss April N. Salvdor
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Notations8.4
• Blind Copy
If the writer decides to give a copy of the letter to a person not referred to in the address he may note this as BCC on the COPY of the “secret recipient”
This BCC is not reflected on the original letter.
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
Notations8.5
• Postscript
This may be added after the last notation.
Serves as a device for emphasis.
symbol: PS
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
1.Formal Invitations2.Letter of Inquiry3.Claim letter4.Letters of
transmittal5.Letter of
Reservation
6.Letter of appreciation
7.Credit letter8.Collection letter9.Adjustment letter10.Application letter11.Resignation letter
Types of Business Letter
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
1. Formal Invitation
Notices of seminars, conferences, commencement exercises and other speaking engagements.
It should bear the ff:• Occasion• Purpose• Audience and participants• Theme• Time, data, and venue of the activity
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
2. Letter of Inquiry
It is a letter asking for information. It must observe the ff:1. Ask specific and thorough questions so that the
recipient understands exactly what you need to know.2. List and number your questions, if there are several.3. If you need the certain information by a certain date,
mention the date in the letter. Allow the recipient a reasonable amount of time to answer.
4. Express your appreciation in the letter by stating the immediate need for reply.
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
3. Claim Letters
CLAIM LETTER • sometimes called “COMPLAINT” letter• It should be specific, concise, and
courteous in stating facts.
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
4. Letters of Transmittal
- sometimes called a letter of report
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
5. Letter of Reservation
- It should be brief and definite.- The writer of the letter should
specify the number of reservations wanted, the location or position preferred, and the date of the reservation
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
6. Letter of Appreciation
- should be written from the heart- Brevity adds strength and conviction to
the message- Like the letters of sympathy and
congratulation, the letter of appreciation is easiest to write and is most enthusiastically received when it is written promptly.
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
7. Credit Letter
Its purpose is to carry out those rules and regulations of the house which will establish reasonably safe and mutually profitable relationship with the customers.
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
8. Collection Letter
Its purpose is to secure payment of debt as quickly as possible.
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
9. Adjustment Letter
It is written to give a solution or remedy to the customer’s complaints on the products delivered, services rendered, errors in the policy and procedure.
It contains the following elements:
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
9. Adjustment Letter
1. Thanking the customer for calling the seller’s attention to the error.
2. Expression of feeling of regret about the customer’s inconvenience, dissatisfaction to show courtesy.
3. Brief and polite explanation of the cause or error or damage to the product, to mitigate the customer’s satisfaction.
4. Willingness to stop further recurrence of dissatisfaction.
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
10. Application Letter
An application letter is a typical example of sales letter since you are selling your services or qualifications to the employer. It is a letter written seeking for a job.
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
TWO KINDS OF APPLICATION APPLICATION LETTER
1.Solicited application letter- is made in response to an advertisement
2. Unsolicited Application letter - is prepared even if there
was no advertisement made.
Basic Priciples in Business Corespondence Ms. Cindy E. Amarillo
I have the honor to fill up the position which you advertise in the Classifieds Ad of the Manila Bulletins.
Imagine the reaction of a personnel officer to this opening of an application letter:
If you are looking for a secretary who works with a dedication and commitment and who goes the extra mile in her work, perhaps I am the person you are looking for.